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1. The Fast Buttons frame provides the push buttons functions to have 1099 vendors previewed the forms printed the vendors totals recomputed and the totals cleared for next year processing When invoked any given function will only apply to checks for the designated Bank Account Code Fast Buttons Select All to be Reconciled All Un Reconciled checks matching the existing Display Selection filters will be automatically marked as being selected to be reconciled Clear All Selected Checks All checks flagged as selected to be reconciled matching the existing Display Selection filters will be automatically marked as not being reconciled Print Un Reconciled Checks Generate a report listing all checks that Report have not yet been reconciled Print Reconciled Checks _ Generate a report listing all checks that Report have been reconciled Set Display Select Filters To limit the list of items displayed by setting a number of different filters of 2007 2014 by Sentinel Hill Software all rights reserved 308 Series 5 Accounts Payable User Help Post Marked Checks Once all applicable checks have been Reconciled marked selected to be reconciled to actually have them reconciled execute this function a o Reserved for a future enhancement All Reconciled checks matching the Selection filters that will be presented will be deleted from the system You typically would not need to exe
2. In particular for Vendors and Vendor Types you may choose to provide filters for Selected Codes or a Range of Codes If the A Range radio button is clicked then enter the starting and ending codes for the range of items that are wanted on the report It the Selected radio button is clicked then a window will be displayed from which you can select codes that are to be reported Field Definitions Vendor Status radio buttons To consider only those Vendors whose Status property has been set as listed click the appropriate radio button al __ All Vendor Status are considered processed being paid will be processed On Purchases Only those Vendors marked as being On Hold from HOLD making purchases will be processed eee Ee those Vendors marked as Always to be given a Discount Discount will be processed Remit To Address radio buttons To consider only those Vendors whose Remit To Address is defined as listed click the 2007 2014 by Sentinel Hill Software all rights reserved 102 Series 5 Accounts Payable User Help appropriate radio button Different Name Only those Vendors whose Remit To Company Name is different from it s own name will be processed different from it s own address will be processed O Either Ony those Vendors whose Remit To name or address is different from it s own be processed Has Email radio buttons To consider only those Vendors which have or have not record
3. 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 319 compare function and enter the amount to be compared with O Last Year O Life To Date compared with Life To Date Accumulated Discounts Given Amount radio buttons To select only those Vendors who have given total Discount amounts for a given period that falls within a Not Considered particular range click the desired Period and O Year To Date Date of Last Invoice radio buttons and mmddyy To select only those Vendors that you have or have not received an Invoice from relative to a particular Not Considered date click the appropriate button and enter the date O Not Received to be tested against Received mmddyy To select only those 1099 Vendors that you have whose total Purchased amounts for the reporting year falls within a particular range click the desired compare function and enter the amount to be compared with Vendor Discount radio buttons and mmddyy To select only those Vendors who always offer early payment discounts relative to a particular percentage Not Considered click the desired compare function and enter the Greater Than amount to be compared with O Less Than or Equal Bulk Email Message Screen The message and any attachments is entered and or specified with the following screen 2007 2014 by Sentinel Hill Software all rights reserved
4. Go To the Tr with Seq at oot oni Add a new Trar 116578 Prwir 8 19 04 005395 PRUSINSKI JAN R 06 14 08 19 3 929 98 092804 116579 Prwir 9 24 04 005395 PRUSINSKI JANR 08 23 09 24 9 827 13 092804 116580 PrChk 9 19 04 005276 YOUNG MICHAEL 09 04 19EXP 663 45 200040 116581 PiChk 9 26 04 005145 LOPEZ ROBERT V 09 12 26EXP 2 529 55 092804 124235 Regl 8 19 04 020723 11TH ICAAR 555S 788 778 00 124245 Regi 8 19 04 019658 187891798 330 00 124263 Regl 8 19 04 019659 CHICAGO COMPENSATION ASSOCIATION 33 33 00 124272 Piwir 8 19 04 019658 SENTINEL HILL SOFTWARE INC 23232 400 00 Modify the Tran highlighted in th Delete the Tran Print Edit Generate a rep List the Transaction Control Totals 8 of 27 Transactions entered valued at 806 491 11 of 1 996 950 11 expected Post the Trans Items are listed in the order entered into the Batch Search Purge all Trans the Batch and delete the Batct record Edit an existing Transaction by double clicking it s associated row Standard Series 5 grid controls apply Some points to note about the grid screen are as follows e Notice that the control totals for the grid are displayed at the bottom of the screen e Right click any row with a transaction to have a pop up menu displayed offering a number of relevant functions The edit l
5. 320 Series 5 Accounts Payable User Help Generate Bulk Vendor Emails Send email to Vendors Activity Filters Vendor Select Email Message Send the following email to the selected individuals Subject A message from Sentinel Hill Software Inc Message Enter Message O From a Text File Just a friendly message to say hello Attachment s D Sentinel Hill Customers Proposal Aug 17 2006 doc Cd Biase Do Cros 3 J Sa Message Pseudo Variables The body of the text message to be emailed may contain a number of different pseudo variables When the message is sent they are replaced with the applicable text as derived from the Vendor properties record The following variables are available The filters that may be set for selecting specific Vendors are defined with the following screen P VENDOR CODE Code assigned to the Vendor X 6 VENDOR NAME Vendor s Company Name X 40 WYCONTACT 1 NAME The vendor s Contact 1 fullname X 30 ADDRESS LINE 1 Address line 1 X 40 ADDRESS LINE 2 Address line 2 X 40 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 321 ADDRESS LINE 3 Address line 3 ADDRESS LINE 4 Address line 4 i i VENDOR PHONE VENDOR FAX REMIT ADDRESS 2 REMIT ADDRESS 3 REMIT ADDRESS 4 Bulk Email Message Screen Field Definitions E e This will be t
6. Approval Manager Maintenance Anew Code Maintenance function has been introduced into the A P System to support the new Management Invoice Approval process Approval Manager Maintenance provides the ability to define those managers that have been designated to approve the payment of invoices Each manager has an Authorization Limit password and email address Statistics are kept Period To Date Year to Date Last Year and Life to Date for the of invoices approved and total value Jul 20 2013 ACH Direct Deposits option for A P Check Processsing The A P system now provides support for ACH Direct Payments into Vendor supplied bank Accounts Anew menu item is provided in the A P Menu bar s Control Options drop down menu titled ACH Specification Codes You may create an ACH Specification that has the properties associated to each of the ACH Clearing House services to which you are signed up with Currently the basic NACHA format is provided for More formats will be implement as required The Payments and Check Processing function has been revised to generate ACH Direct Payments when a given Bank Account Code is selected that is designated to be 2007 2014 by Sentinel Hill Software all rights reserved Introduction 15 used for ACH processing An ACH compatible data file in the NACHA format is created which may be sent to your bank for processing For each ACH deposit that is generated an ACH Payment Advice report is gener
7. Life To Date 9 698 002 60 Year To Date Last Year Purchases 9 499 889 79 48 387 38 Discounts Taken Each of these periods are defined as follows Year to Date On an annual basis the Accounts Payable manager is responsible for executing the operation to Clear Vendor Year to Date YTD figures At that time the Year To Date amounts for each vendor will be reset to ZERO Last Year On an annual basis the Accounts Payable manager is responsible for executing the operation to Clear Vendor Year to Date YTD figures At that time the all the Year To Date amounts are shifted to the Last Year amounts Life To Date Since the Vendor was added to the system Clearing the Year To Date Totals If the Last Year and Year to Date figures kept for the Vendors are used for analysis purposes it is very important to have this function executed on the very 1st day of each year 2007 2014 by Sentinel Hill Software all rights reserved 332 Series 5 Accounts Payable User Help However if you forget you may execute the Recal Vendor Year to Date Totals ss21 function to have these amount re tallied Clear Vendor Statistics Year To Date Clear Vendor Year To Date Statistics Within each Vendor properties record the P system accumulates totals of Purchases made and Discounts taken over the year This period referred to as the Year To Date YTD is define based on how frequent this Clear
8. De Generate ALL Checks for this Account Un Generate a Batch Set of previously Generated Unprinted Checks For Bank Code CHASE writtento PCA s JP Morgan Chase for G L Cash Account 1103 001 Northern Trust 2 Select the Check Batch Set to be De Generated 5 Checks Generated 3 02 09 14 28 06 with Check s 400001 400005 v 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 289 6 4 13 7 View pre posted Check Details One feature of the Check Processing grid screen is the ability to view a likeness of the A P Check Prior to checks being posted double click the row of interest and the associated Check will be displayed in a screen The Bank Account and corresponding Cash account used for payment is displayed as well as a list of the Invoices that were paid Unposted A P Check Display Screen Check History Details Check 019113 forVendor 019658 SENTINEL HILL SOFTWARE INC Computer Check Reconciled 9 27 05 Check 019113 Check Date 6 12 03 PAYto SENTINEL HILL SOFTWARE INC s the order of 463 GORDON PLACE WEST VANCOUVER BC 7T 1R7 CANADA ON The Northern Trust Company CashAcct 1100 001 30177713 Northern Trust Voucher Invoice Inv Date Orig Inv Amt Gross Paid Disc Taken Disc Lost Net Amt Paid 107679 00197 5 30 03 3 052 00 3 052 00 BE 3 052 00 Totals 3 052 00 3 052 00 3 052 00 6 4 13 8 Post Generated Checks After the checks have been genera
9. Documents Dated radio buttons and mmddyy Select to have All transactions selected regardless of their dates or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented Documents Test Date Type radio buttons If a range of dates is specified select whether the system should test the transactions Invoice Date or Ledger Date when deciding if it should be included or not Include only Documents for A P Batch X 6 To have only those transactions processed that were entered under a particular A P Batch code Leave the field blank if it is not to be considered as a selection filter Include only Documents for Vendor X 6 Code To have only those transactions processed that were recorded for a particular Vendor Leave the field blank if it is not to be considered as a selection filter For A P Control Account radio buttons amp 9 18 9 5 The Series 5 system provides for the option of having more that one A P Control Account If this is the case then you may choose to list ONLY those A P Transactions that are associated to a particular A P Control account 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 369 6 5 9 Quick Check Invoices Journal A Quick Check is an A P Check that is generated on demand immediately following the entry of a Vendor
10. Fast Buttons Build Preview List The system will read through the Vendor file and extract those vendors that have been flagged to receive a 1099 form A Preview record is generated holding the company name and the Year to Date total charges that have been paid out Print Preview Report This function generates a report listing each vendor with their respective amounts that will be reported Print 1099 Forms This function generates and prints the 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 325 Year End Close After the final 1099 forms have been printed the totals that kept for each Vendor must be cleared and any amounts accumulated to date are shift into the current year s total field As well the current Reporting Year field is set to the next year in each Vendor record Recompute Vendor Totals In the event you had overlooked selecting a particular Vendor as requiring a 1099 or having one that should not you can edit the Vendor properties After which select this function to have the system read through all the invoices that were paid for the year and accumulate the amount that should be reported Clicking this button is the same as selecting Recalc Vendor 1099 Totals s4 from the Operations drop down menu on the A P Menu screen Select the Build Preview List push button First Every year when you are about to have the 1099 forms printed YOU MUST FIRS
11. Bank Code s Next Check and lt the Starting Check Number Print Checks or Generate ACH Deposits with Value radio buttons amp 999 999 lf your company has a policy in place whereby checks that are greater than a certain value must be signed be hand or by a specific individual the printing of checks can be broken into sets Perhaps checks under a specified value can be passed through a check signing machine Select the appropriate radio button and if applicable enter the cutoff value The default setting has all checks printed regardless of value amp ACH Direct Deposit Notifications Sample The following screen shot shows the information provided on the ACH Deposit Payment Advice form that is automatically emailed to the Vendor This is initially generated as an MS Word document with a company logo inserted in the header 2007 2014 by Sentinel Hill Software all rights reserved 286 Series 5 Accounts Payable User Help a SENTINEL HILL 7 SOFTWARE INC Monday September 09 201 Payment Advice Page 1 To Vendor Name FINNEL CAROL Code 000377 Address 410 Cambie St North Vancouver BC V7V 8M8 Canada Payment Information Interchange 45678916 Payment Date 8 09 2013 ACHID 000024 Method ACH Direct Deposit Bank Transit ID 123498765 Bank Name ROYAL BANK Bank Account xxxxxx7890 Branch Vancouver BC Invoice Invoice Date Voucher Balance Amount Paid Discount Net Amount 1212 0 09 1413 1
12. Delete the selected Job Job s execution parameters with Notepad View the output log generated when the selected job was executed Have those jobs satisfying a numbe of filters deleted Set filters for the 2 Double click the row or right click the row to have a drop down menu displayed then click Modify properties screen will be displayed or just click on the Modify button in the Fast Button frame The Job s 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 83 Batch Queue Job Maintenance Job 00000062 Modify the Properties of Properties Command Line Jobs may be rescheduled to be executed at a different time and priority And they may also be marked as Re Occurring JobName General Select for Billing System Pl Submitted By USER Company UCC Program BILLSELECT Batch Queue BATCH_INPUT F Priority Re Occuring No F Oblow Nomal High Queued for Execution On faviovo6 Jra it ig Reset Status to WAITING Last Executed On Friday March 10 2006 at 1 22 37 PM gt 3 Edit any given field as required Note in particular that if a job has been placed on Hola or if it has completed you can click on the Reset Status to WAITING check box and the job will be executed at the next opportunity after the specified execution time 4 You can also view and edit the system command line that is us
13. Enter a Quick Check Enter up to 8 Invoices for a given Vendor and have a Quick Check printed 2 immediately The Check Number is assigned from the selected Bank Acccount Code Check Check Date r PAY to SENTINEL HILL SOFTWARE INC 16 180 00 the order of 463 GORDON PLACE WEST VANCOUVER BC CANADA ON Eec JA Canadian Imperial Bank of CashAcct 1050 002 Canadian Imperial Bank Fast Buttons Add a new Invoi paid Vendor Terms Vendor Type Modify the Invoi highlighted in th 124290 1771 11 20 08 16 000 00 000 16 000 00 0039 ha naw 00 2 121 6 7 8 Totals 16 180 00 0 00 16 180 00 Print the Check Cancel gt Delete the Invoi highlighted in th Edit an existing Invoice Transaction by double clicking it s associated row Standard Series 5 grid controls apply 2007 2014 by Sentinel Hill Software all rights reserved 240 Series 5 Accounts Payable User Help Some points to note about the grid screen are as follows e As Invoices are added modified or deleted the check totals are updated accordingly e Right click any row with a transaction to have a pop up menu displayed offering a number of relevant functions e If while entering a Quick Check you need to exit or if you need to wait an print the check at a later time you may save the data that has been entered as a Draft Quick Check When the check is finally printed if ar
14. If an application has been set up for Batch Processing then typically on the last screen used to enter processing options there will be a prompt at the bottom Set the check box if you wish to execute the job in Batch If the user s access for the given menu item is set such that the job must be executed as a batch job the check box will be set and disabled Report ARAGING RPT Print an 4 R Aging Report Report Options Good Bad Customers Customer Selects Demographic Selects Print Options Select where to have this report printed to You may choose any combination of the possible destinations Reports that are Archived to the Reports Manager can be browsed or reprinted at a later date r Direct Generated Document s to x Screen Browser NM Archive to Reports Manager C Print Queue wppin Lines Page Save as Send a copy to E Mail Recipient r Report Header User Note SS SSS This text will appear at the top of the 1st page and may be used so you can personalize your report V Execute as a Batched Background Job f you set the Execute as Batched Background Job check box the following options screen is displayed 2007 2014 by Sentinel Hill Software all rights reserved Batch Execution Setup Job 00000072 Basic Processing Procedures 79 You have chosen to have this process executed by the Background Processor You can have it execute later and or you can ma
15. Vendor Type Code X 6 This is the alphanumeric code assigned to the Vendor Type Enter this code when a Vendor Type code may be entered within the Accounts Payable system Description X 30 Is a description of the Vendor Type This is printed on most A P reports and is displayed to most A P screens where the Vendor Type Code is utilized 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 459 6 7 Purging The topics in this chapter describe functions and procedures that are a available under the Purging drop down menu on the Accounts Payable menu These menu items are used to remove old history records to free up disk space and overhead in the related data files These functions are available from the A P Menu Bar as shown E SHSI Series V Accounts Payable Fie Trx Inquiry Operations Reports Codes Maintenance antuh Wizards User Functions Control Options Window Help Purge Youcher Archives Rev 5 08 dest Ea Purge AJP Trx Batches 4 Sentinel Hill P Purge Invoice History July 18 2008 1 purge Check History h Accounts Payable i Purge Reconcilled Checks 5 Daily 6 Monthly 7 Year End oonransaccon crney xv uayment Processing eduled for Toda _2 Overdue Functio aming Due 4 My Favorites 6 7 1 Purge Voucher Archives As Vendor Invoice transactions are entered the associated data records are kept in the Series 5 system in their respective archive history f
16. interval Last Generated and Posted with ACH ID s When ACH payments are generated and posted the date and the range of assigned document numbers are recorded Next ACH Check ID Number 9 6 This is the next ACH check or ID number that will be assigned when Vendor Invoices are paid as a direct deposit Note that this number is different from the Check numbers assigned when checks are generated ACH Control Code drop down list When generating ACH direct deposit payments from the Payments and Check Processing operation the applicable Bank Account must first be selected The ACH payment processing file is generated based on the properties associated to the ACH Control Code entered in this field Items Selected for Payment Based On Dates mmddyy When Vendor Invoices are automatically selected to be paid there are a number of different cutoff dates that are entered by the operator These dates are saved with the Bank Code and available for display Bank Code Check Generation History Tab Sub Screen This tab sub screen displays a history of each time that a set of A P checks are generated Up to 99 history records are displayed The following Status codes may be displayed 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 453 e Active These checks are generated but not yet posted e Posted These checks have been successfully printed and posted e Voided
17. 132 Series 5 Accounts Payable User Help o Highlight the menu item of interest and right click to display the pop up menu o You can either give full access or remove access totally depending on the already assigned access o Make the necessary changes and click the OK push button Removing Access for a User 1 Highlight the 7 green head of the User to removed 2 Click Remove in the Fast Button frame or right click and click on Remove in the pop up menu 3 Click the Yes push button in the prompt General Access tab sub screen Field Definitions For the user if checked then he she will have full access to all menu items Default Print Queue X 20 Select the Series 5 Printer Queue that this user would typically by using When any of the reporting functions are executed this printer will be displayed as the default Print Queues are defined by a System Maintenance function Refer to the Systems Management Help if required Batch Execution Default Queue drop down list Jobs submitted by this user to the Series 5 Batch Job Processor will use the selected Queue Batch Execution Priority radio buttons Jobs submitted by this user to the Series 5 Batch Job Processor will have the selected priority 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 133 Menu Item Access Property sub screen Field Definitions Access Rights radio buttons Click Full Sem
18. 2007 2014 by Sentinel Hill Software all rights reserved 330 Series 5 Accounts Payable User Help calendar year will be totalled and assigned to the 1099 Total field associated to those Vendors Recompute 1099 Vendor Amounts Recompute 1099 Yendor Totals Each Vendor with a non space character in their 1099 Category field will be processed 4 sum of all payments made to these Vendors in the specified 1099 Calendar Year will be calculated from their historic check records The specified Year and the sum of payments will be assigned to the Vendor s 1099 Amount field 1099 Year to be reported for 2008 v Recalc 1099 Totals Screen Field Definition 1099 Year to be Reported Select the Year for which transactions are to be tallied for the 1099 totals The year selected will also be assigned as the Current Year in the Vendor s properties 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 331 6 4 20 Clear Vendor Year to Date Totals In the Series 5 Accounts Payable system each Vendor s property records has fields that maintain total Purchases and Discounts Taken that have been accumulated during the the current year the last year and since the vendor was added to the system As the day to day activity of entering invoices and paying them proceeds these functions contribute to the assorted statistical amounts displayed Accumulated Statistics
19. 6 6 1 10 Reporting amp Exporting Filters The Vendor List Report and Vendor Data Export functions display a filters screen that provide a number of different selection parameters If you are wanting to select only a few vendors that satisfy a particular set of criteria it s quite possible that it can be done using this screen In particular the following values may be used to refine the selection of Vendors e Vendor Account Balance e Vendor Purchase amp Discount Totals e 1099 Totals e The last Date that a Vendor Invoice was received 2007 2014 by Sentinel Hill Software all rights reserved 414 Series 5 Accounts Payable User Help i Vendor Maintenance Repot YENDOR RPT Print a report listing the Yendors currently on file using assorted selection criteria Report Options Yendor Select Filters Print Options Specify options for the report Report Type Detail 7 Grouped by State or Province z Sorted by Is Purchases Year To Date With Vendor Account Balances With Invoices Not Considered Not Considered Greater Than Not Received Since 1701708 C Less Than or Equal To C Received With Purchases With 1009 Year To Date C Not Considered oN ed Year To Date ETES C Greater Than l C LastYear ig C Less Than or Equal To C Life To Date With Discounts Given Giving Discounts e Not Considered Not Considered C Year To Date C Greater Than C Last Year C Le
20. A P Distributions Inquiry Grid E F A Distributions Inquiry File View Edit Help FZA Distribution Inquiry These are the G L Distributions that have been generated from the F A systems but have not yet been interfaced to General Ledger Distribution Type forAccount 200 95 000550 00 100 v h t Accumulated Depreciation v Accum Depr Automobiles eiacecr 9 30 07 0700 00 CO a DEPCAL ees 2 586 02CR 9 30 07 0700 00 eo 1 worn oe DEPCAL e saca naor nao a DECAL Peer E ero ee C S o s iaoe va va a uoo E p 27 Distributions Total Debits Total Credits 20 910 90CR Net Total 20 910 90CR Asset Expense Distributions in ascending order by Ledger Date The Fast Buttons frame provides the push buttons to have items printed purged exported or to display a Distributions Type Summary screen Summary Totals To have a Distributions Type Totals summary screen displayed Filters may be specified to select only those distributions based on a variety of criteria To have a number of different filters set to limit the distributions that are displayed to the grid To have an A P Distribution report generated To have the distributions for a selected dated range exported to either a tab delimited file or an Excel spreadsheet The exported file as an option may be automatically emailed to a specified recipient 2007 2014 by Sentinel Hill Software all rights reserved 188 Series 5
21. Country Contact Name e 1 Up Labels Address Labels in 1 column e 3 Up Labels Address Labels in 3 columns Vendors Grouped By drop down list To have the Vendors listed grouped by one of the available fields A new page is started for each none unique occurrence of the selected group along a Type with subtotals at the end Not presented as a field State or Province when exporting Vendors Countr Vendors Sorted By drop down list To have the Vendors listed sorted by one of the 2007 2014 by Sentinel Hill Software all rights reserved ae Series 5 Accounts Payable User Help available fields If Vendors were grouped they are Vendor Code sorted within the group as well Not presented as a Company Name ip or Postal Code field when exporting Vendors Payables Balance Due Purchases Year To Date Purchases Last Year Purchases Life To Date Discounts Year To Date Discounts Last Year Discounts Life To Date Remit Company Name 1099 Categor Vendor Account Balance Amount radio buttons To select only those Vendors whose Accounts Payable to amount falls within a particular range click Not Considered the desired compare function and enter the amount to B eeaeee ha ith A O Less Than or Equal Accumulated Purchases Amount radio buttons To select only those Vendors from whose total Purchased amounts for a given period falls within a Not Considered particula
22. Distributio s with Ledger Date Not Considered Between _ O Inclusive maos El Currency Conversion If these distributions are being sent to a head office that C Select Currency Conversion uses a different Currency select it so that the appropriate conversions will be applied Both the original and the C converted amounts along with the factor used are exported ene Eh Exchange Buy Rate Email Have the generated Export file sent to mail recipient Recipient Name fLarry Carlsen Email Address support sentinel hill com Distribution Export Options Screen Field Definition Distributions with Ledger Date radio buttons and mmddyy Select to have All distributions exported regardless of their Ledger Date or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented Currency Conversion check box Select to have all distributions converted to a different currency The rate used is determined from the currency code selected The currency codes must be defined and for the period of distributions being exported the rate should either be that on the last date or an average The exported file will contain both the original amount and the converted amounts 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 195 lf after the export file ha
23. Email Address X 40 The email address of the individual at the bank who will receive the Fraud Interface file as an email Bank Code ACH Generation Tab Sub Screen This tabbed screen is displayed for those Bank Codes that are defined with a Bank Account of Savings ACH It basically provides the system with the Next ACH document to be used for any direct deposit payments made and specifies which ACH Control Code is used in defining the format of the ACH data files that are generated The ACH Generation properties are displayed by the following screen ACH Generation Check Gen History Reconciled Typically Generated Bi Monthly Last Generated and Posted 8714713 With ACH ID s From 000022 to 000023 Next ACH Check Number 000024 ACH Control Code L100 Basic NACHA Format X With Items Selected for Payment Based on Payment Date 8709713 CutoffDate 10730713 X Next Payment Date 8731713 Check Date 8709713 2007 2014 by Sentinel Hill Software all rights reserved 452 Series 5 Accounts Payable User Help Bank Code ACH Generation Sub Screen Field Definitions Generation Frequency drop down list Select how often ACH payments are generated for this A P Bank Account The Cash Requirement reporting function offers the option to repeat itself acy we A very 2 Weeks for a specified number of pay periods These Bi Monthly setting will be used as the default pay period Monthl
24. FLEXCTRL XXX Holds the definition of the G L Account Number RECENTS XXX A number of maintenance and processing functions remembers the most recently accessed codes These are stored in this file USERACC5 Xxx Holds the access rights of all users to all Series 5 systems Please Take Notice The actual extension of the filenames listed will be that defined in the properties for your particular Company System 7 1 3 A P Company Data Files These files are used to hold the master codes and transaction records used by the A P application They may be be found in the directory specified for the associated company system A P System Data files Filename Description APACTFIL XXxX Holds the valid A P accounts that are used in the system APANALYZW RKnnn XXX This is a work file that is created when the A P Period Analysis function is executed The nnnis the PID of the user that ran the analysis 2007 2014 by Sentinel Hill Software all rights reserved APCHKBATCH XXX When a set of Checks are generated by the system a number of control options are entered and stored in this record Once the given set of checks are posted this record is deleted APCHECKSG XXX Holds the A P Check records from the time they are generated until posted APCKRECF XXxX This file holds the A P Check Reconcile records Records remain on file until purged from the system APDSTFIL Xxx Holds the A P Distribution records until they are
25. Input Sequential Data Folder and Filename X 30 and X 120 If loading from a Sequential file then enter the folder and filename of the file to be interfaced Click the Browse button to navigate to the file to be interfaced AP Transaction Batch Code X 6 This is the code assigned to the A P Transaction Batch It can be either numeric or alphanumeric There should not be any spaces or punctuation in the batch code as it is used within the name of one of the Series 5 data files If you wish to have the system automatically assign a unique numeric Batch code press the F1 function key 2007 2014 by Sentinel Hill Software all rights reserved 26 Series 5 Accounts Payable User Help Warning The Batch Code QCHECK is reserved by the Series 5 system to record Quick Checks and should not be used Ledger Date mmddyy If not provided by the interface file when A P transactions are generated this date will be automatically assigned as the Ledger Date When associated G L distributions are generated this is the date that is used Default Due Date mmddyy When AP transactions are entered for the batch this date will be automatically assigned as the Due Date AP Control Account 9 18 9 5 If not provided by the interface file when A P transactions are generated the A P Account entered here will be automatically assigned Delete the Interface Input file after Posting When interfacing from Sequential flag file if
26. Life To Date Period To Date Year To Date Last Year Value 1 000 00 25 000 00 14 000 00 80 000 00 Count 4 12 0 Average 0 0 0 days Field Definitions Approval Manager Code X 10 This is the alphanumeric code assigned to the Manager Enter this code when a Manger code may be entered within the Accounts Payable system Is the manager s name This is printed on most A P reports and is displayed to most A P screens where utilized 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 433 Department or Branch X 25 Record the Department to which this manager has authority for and works for This is recorded for information purposes only Phone Number X 20 Enter the phone number for this manager Email Address X 80 Enter the manager s email address When new A P Vendor invoices are entered into the system and posted if this manager is identified to be one of the approving managers then he she will be sent an email advising them of the need to have it approved If no address is recorded then no email will be sent Invoice Approval Limit 99 999 999 Record the maximum dollar value of supplier invoices that this manager is able to approve If the value of the invoice exceeds this amount then this manager cannot be selected as one of the approving managers The manager specified as the Higher Authorizer Manager will be presented instead Higher Authorize
27. Lotus Text quotation marks around each field w Slash Delimited The columns of data must be separated with the Text character 2 You may then select the folder to which the file is created and the name of the file You can click the push button to locate or change the location ree YY OKs dder C Documents and Settings Larry Carlsen My Documents SHSIXKUCC name GL_Accounts XLS n Ri Re Create Append Thin Client Processing Tip If executing as a Thin Client user you should select output as Tab Delimited Text Over a slow network output to an Excel Spreadsheet is disgustingly slow If you want the output to be on your PC then make sure that the Thin Client Unix Home Page in your User Logon Profile contains a path on the UNIX server Files are actually 1st created on the UNIX server then copied to the PC client Field Definitions File Type drop down list Select the file type that is to be generated This field will default to the type that is defined in the Series 5 User Logon Profile Note that if the the particular import export function requires a specific format other that an Excel Spreadsheet the default from the User Logon Profile is not set as the default Folder X 90 2007 2014 by Sentinel Hill Software all rights reserved o Series 5 Accounts Payable User Help Enter the name of the directory folder to which the exported data is to be written to This will de
28. PT AT Stats barcisplays the Sot Option and the current Search 759 Field and String Items are listed by order entered List By or View Options Menu In those grid applications where the items may be displayed using different sort criteria click on View in the menu bar for a drop down menu of selections or make the selection from the List By drop down list 2007 2014 by Sentinel Hill Software all rights reserved 52 Series 5 Accounts Payable User Help Trial Balance Preview Report Trial Balance Preview Report File View Help G Order by Account Order by Profit Center Order by Description Order by Type Order by F S Code 1 Order by F S Code 2 Order by F S Code 3 Order by F S Code 4 Order by F S Code 5 Order by F S Code 6 Order by 5 5 Code 1 Order by 5 5 Code 2 Order by 5 5 Code 3 Order by 5 5 Code 4 Order by 5 5 Code 5 Order by 5 5 Code 6 Build Acco G L Trial Balance Inquiry Report or Fin Stmnt Code 4 Fin Stmnt Code 5 Fin Stmnt Code 6 Sup Sched Code 1 Sup Sched Code 2 Sup Sched Code 3 Sup Sched Code 4 4 Sup Sched Code 5 004 0400 040 011 0518 100 JT 2 W 043 4010 040 Trial Balance Totals Opening Balance Total Debits 42 1 for 408 Accounts Total Credits 42 128 pe ee Items listed by G L Account Fast Button Frame Tasks Push Buttons In all the gri
29. Remit T o l A P Control Account r Vendor m Z002 IEEE LOCAL COHHITIEE 2002 IEEE LOCAL COMMITTEE r Invoice Charge PO L Invoice Invoice Total Amount 100 00 Document Date 11720708 Ledger Date 11720708 ma Canadian GST of Due Days o Due Date 11720708 ma GST Taxable Amount 89 29 5 00 GST Tax of Discount o Discount Date 11720708 m Vendor Discounts Narrative C Lien Waiver Non Discountable Amount r Prepaid z Type Quick Check Di t to 0 00 Bank The Northern Mistrust Co ype Quick Check bert on 0 00 27381111 90 3 Check Cash Acct 1103 001 Northern Trust 2 DAE jE None of the fields will be described here Refer to the topic titled Transaction Data Entry Screen 29 found under the discussion of the New A P Transaction Entry 2 operation for further details When adding an Invoice for a Quick check after completing entry of the first screen click the Next push button You will then be presented with the screen on which you may record Expense amounts to specific G L accounts Refer to the topic titled Expense Distribution Entry Screen 2 found under the discussion of the New AP Transaction Entry 20s operation for further details Interface Expenses from External Systems This Series 5 Accounts Payable operation s menu item offers the functionality to load Vendor Invoices or Employee Expenses from a 3rd party system Eit
30. Report Print Form nnn Printer command string to Initialize print job FMnnn RESET lt text string gt Report Print Form nnn Printer command to reset printer FMnnn SELECT lt text string gt Report Print Form nnn Printer command string TRAY 1 to select paper from tray 1 FMnnn SELECT lt text string gt Report Print Form nnn Printer command string TRAY 2 to select paper from tray 2 FMnnn SELECT lt text string gt Report Print Form nnn Printer command string TRAY 3 to select paper from tray 3 FMnnn ODD PAGE _ lt text string gt Report Print Form nnn Printer command string HEAD for odd page headers FMnnn ODD PAGE _ lt text string gt Report Print Form nnn Printer command string FOOT for odd page footers FMnnn EVEN PAGE lt text string gt Report Print Form nnn Printer command string HEAD for even page headers FMnnn EVEN PAGE lt text string gt Report Print Form nnn Printer command string FOOT for even page footers 2007 2014 by Sentinel Hill Software all rights reserved so2 Series 5 Accounts Payable User Help FMnnn RPT DATE _ lt text string gt Report Print Form nnn Printer command string LINE for report date line FMnnn RPT TITLE lt text string gt Report Print Form nnn Printer command string for report title line FMnnn RPT lt text string gt Report Print Form nnn Printer command string LEGENDS for report legends lines FMnnn RPT lt text stri
31. Select how often checks are generated for this A P Bank Account The Cash Requirement reporting function offers the option to repeat itself for a Evans 2 Waaka specified number of pay periods These setting will _ Bi Monthly be used as the default pay period interval Monthl Last Generated and Posted with Check s ee When computer checks are generated and posted the date and the range of assigned check numbers are recorded Items Selected for Payment Based On Dates mmddyy When Vendor Invoices are automatically selected to be paid there are a number of different cutoff dates that are entered by the operator These dates are saved with the Bank Code and available for display Bank Code Check Printing Tab Sub Screen This tabbed sub screen provides necessary properties for assigning Check Numbers and the default Series 5 Printer Queue that is to be used for printing the Checks Some points to note when assigning these properties 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Accounts Payable User Help e You may assign different ranges of check numbers for computer checks Quick checks and those that are manually written If this is the case then you can set these applicable Next Check Numbers in this screen e The Print Queues that may be selected must be defined as Series 5 Printer Queues They should be set up with the appropriate parameters for the check form being used
32. Series 5 Accounts Payable User Help i F A Accounts Lookup Select fig a A f eset Cancel 0725 95 001 700 00 900 0725 99 000355 00 100 0725 99 000355 00 200 0725 99 000355 00 300 0725 99 000355 00 400 0725 99 000355 00 900 0725 99 000360 00 100 0725 99 000360 00 200 0725 99 000360 00 300 0725 99 000360 00 400 0725 99 000360 00 900 0725 99 000365 00 300 0730 90 303020 00 400 0730 95 101012 00 100 0730 95 101014 00 100 0730 95 101016 00 100 0730 95 10101 7 00 100 0730 95 101018 00 100 0730 95 20201 2 00 200 0730 95 20201 4 00 200 0730 95 202015 00 200 0730 95 202022 00 200 0730 95 202023 00 200 Projrct Expense R amp D Travel amp Entertainment Travel amp Entertainment Travel amp Entertainment 168 Travel amp Entertainment Travel amp Entertainment Utilities Utilities Utilities Utilities Utilities Corp O H Utilities 168 Payroll Cahuenga Syndication Payroll T Guest Svcs Payroll TY Op s Admin Payrall T Post Coordinators Payroll T Account Managers Payroll T Reception Payroll Studio Guest Svcs Payroll Studio Op s Admin Use 710 80 202193 00 200 only Payroll Studio Client Svcs Payroll Stu Client Ser Rep wB GoTo Key 0730 00 900000 00 The main difference is the entry of the GoTo Key As each numeric digit is entered the system will attempt to redisplay showing the gt Sd e closest Goto Key account For systems with more than one G L Account M
33. Series 5 Accounts Payable User Help Select Company System Code Sentinel Hill Software Inc Defining a New Password On occasion you may be required to define a new password You can have your Systems Manager or the designated Gate Keeper assign you a new password or you can do that yourself 1 From the Main Menu s menu bar click on My Own Setup and from the drop down menu click on Change My Password The following screen will be displayed Defne my new Passwort E O New Password Confirm New Password Passwords must contain at least 8 non space alphanumeric characters with at least one being a numeric digit and one an alpha character You cannot use the same password you have had for the past 3 times 2 Enter your old password 3 Enter your new password in both fields presented There are a few rules about the password you are allowed to use v The password must contain at least 8 non space characters v The password must contain at least 1 numeric digit and 1 alpha character v You cannot use the same password that you have used for the last 3 times v The password will time out after a pre determined period of time As setup by your Systems Manager v If you fail to enter the password correctly after a number of tries as setup by your Systems Manger you will be disabled from logging in You will have to contact your System Manager to have your profile re enabled 2007 2014 by Sentinel Hi
34. This check run was Voided for some reason e Jammed This check run was degenerated due to a printer malfunction e JamPst These checks were generated but only a portion of them were actually printed and posted successfully The history records are displayed in the following screen Check Generation Check Printing For Prepaids Fraud Interface Check Gen History Reconciled Generated PymtDate CutoffDate Check Date Checks Numbered Status Cash Account 11 13 08 11 13 08 11 19 08 11 13 08 207522 11 07 08 11 07 08 11 12 08 11 07 08 207450 10 31 08 10 30 08 11 05 08 10 30 08 207377 10 30 08 10 30 08 11 05 08 10 30 08 207373 10 23 08 10 23 08 10 29 08 10 23 08 207309 10 23 08 10 23 08 10 29 08 10 23 08 207303 10 16 08 10 17 08 10 22 08 10 17 08 207221 10 10 08 10 10 08 10 15 08 10 10 08 207143 10 09 08 10 09 08 10 15 08 10 03 08 207140 10 09 08 10 09 08 10 15 08 10 09 08 207139 10 02 08 10 02 08 10 08 08 10 02 08 207041 Bank Code Reconciliation Tab Sub Screen This tab sub screen displays information relating to the last time that this Bank Code s checks were reconciled The following screen is displayed Check Generation Check Printing For Prepaids Fraud Interface Check Gen History Reconciled A l E This Account was Last Reconciled 11718708 Clearing Checks Totaling 10 000 16 N Based on your Bank Statement
35. cececeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeaeeeseeaeeeseeeeneeseeeaeeeeeeeseees 62 4 Date Lookup WiNGOW cccececeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeeeseeeeeeeseeseeeeeeeeseeens 67 5 Date Range Lookup WiNdOW cccceeeeseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeseeeeeeeseeeeeeeseeeseees 68 Part IV Starting and Using the A P System 72 User LOGO Mee resina ari a ENEE S EEEO Seceua eee cases dade ventas sie decuees de des dvenbady eke deci verene cae 72 2 Series 5 Main Menu ccccceeesececeeeseeeeeeeseeeeeeseeeeeenseeeeeeeseeeeeeeseeeeeeeseeaeenseeeeeeeseeeseeeseesseess 75 Part V Basic Processing Procedures 77 1 Background or Night ProceSSilg ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeae ee eeeeeeeeeseaeaeeeeeeeseeeeeaeeeeesees 77 Selecting Jobs for Background Processing ssscsscseseeesseseseeseeeseessenessesnenesseeseneneeesensneessneneessaeseenseeeseesens 78 Batch Job Manage me mits arininn aaraa iaren seeedues Eiaeaen aa aa A Ta cds maaa Aaea ne ra areara riai aa aariaa aena iiaia 80 The Batch Job Process OF inna ieaiaia ae eaae Kaa Kaa a aa ea aaa aa Aa aeaaea araa iiae iaaa 87 2 Data Importing and Exporting ccccceeeeseeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeseeeeeeeseeeeeeeseeesneees 91 Data Export FUNCTIONS ccctesesesseseesseseeeseeneesseseessesseeseeseesaesoesaeeaevauvseeseeseeseasaesaesaessesseesaesaesaesaevaevaneaneaeennenassass 91 Data Im port FUNC
36. e You could dedicate a separate printer for each of the banks that checks are written on e Make sure you choose the correct type of format that dates are to be printed as For Canadian Bank Cheques the date must be printed in a formatas DDMMYYY Y or Y Y Y YMMDD to conform to the established rule These properties for each Bank Code are maintained by the following screen Check Generation Check Printing For Prepaids Fraud Interface Check Gen History Reconciled Computer Generated Checks Next Check Number Print Queue APCHECKS12PNT _ il Also used for Quick Checks and Manual Checks N Quick Checks gt Next Check Number Print these checks to a specific printer iso used for Manual Checks Print Queue ti P E LE l n f Checks Printed for Invoices marked Manually Paid Print Cheques in Canadian CPA Layout Next Check Number Petey a nnan Bank Code Check Printing Sub Screen Field Definitions Computer Generated Next Check Number 9 6 This is the next check number that will be assigned when computer checks are generated If the subsequent check box is set it is also used for Quick checks and for invoices marked Manually paid Computer Generated Use for Quick and check box Manual Checks If you are printing all checks through the system on a single printer and you do not every write checks manually then set this check box Computer Generated Print Queue X
37. selected If the field is for a standard code that is defined by the system the Test Account 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 123 binoculars icon will be displayed and may be used to select a particular code that is to be test for 4 In the Replacing frame click on the The Contents radio button Note that you may choose to select a replacing field to have it s current value displayed but not actually proceed with the replacement phase 5 From the Of Field drop down list select the field that is to have it s value replaced 6 In the field provided enter the value to be assigned to the selected field If the field is for a standard code that is defined by the system the binoculars icon will be displayed and may be used to select a particular code that is to be assigned 7 The Preview Items check box should always be checked After the search phase if this check box is set then the system will display a list of those records that have matched the test successfully If this box is not checked M Preview Items Before Replegements and you have chosen to actually have a h field s values replaced then the system will just go ahead and do it without first asking 8 Before the replacement pass the records that have been selected will be displayed in the grid Use the standard grid navigation buttons to view those selected records It s an
38. 3750 00 3 750 00 019541 S K GHOSH ASSOCIATES IN 141544 For Sep 2008 9 01 08 9 30 08 9 01 08 13 737 00 13 737 00 ROCKY MOUNTAIN MASONRY For Nov 2008 11 15 08 11 15 08 11 15 08 3750 00 3750 00 S K GHOSH ASSOCIATES IN For Nov 2008 11 01 08 11 30 08 11 01 08 13 737 00 13 737 00 13 737 00 ooo 3 750 00 13 737 00 3 750 00 13 737 00 019934 ROCKY MOUNTAIN MASONRY 141393 For Dec 2008 12 15 08 12 15 08 rens 3750 00 3760 00 0 00 3 750 00 019541 S K GHOSH ASSOCIATES IN 141547 For Dec 2008 12 01 08 12 31 08 12 01 08 13 737 00 13 737 00 13 737 00 019780 APWA Northern CA Chapter 124370 LTEST1 4 24 09 4 24 09 4 24 09 019780 APWA Northern CA Chapter LTEST2 4 24 09 4 24 09 4 24 09 020224 AEDIFICATIO Verlag GmbH FABNG 7 13 10 7 13 10 100 00 100 00 50 00 11300 50 00 1130 ea a o o o oo o oo e e e ea ea 2 8 019802 A BADARARCCO CONSULTAN 124588 190712 10072 100172 6720 67200 0 00 j H 019658 SENTINEL HILL SOFTWARE Il 124590 111 10 30 712 1172972 1073072 1 00 1 00 0 00 11 00 019658 SENTINEL HILL SOFTWARE II 125068 1178871 9712713 101273 91213 20 000 00 20 000 00 oo 20 000 00 A Y mmou
39. 8989898 23 00 Zemen Construction Cut Scheduled Trx Record 1 999 00 Monthly GE lowa State University Copy Scheduled Trx Record 19 00 Weekly Modify Delete Hold from Being Recorded If an edit list is generated if archived it will be catalogued with a report name of APTRX_SCHEDS LST When the batch is posted the catalogue report name is APTRX_SCHEDS JRN The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing wl for full details aaa 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 235 6 4 2 2 Scheduled Transaction Data Entry Screen The data entry screen used for entering Scheduled A P Transactions is essentially identical to that used for entering regular A P Transactions The only difference being that extra fields are provided to define the Frequency and the Next Date that the transaction is to be recorded Scheduled A P Transaction Entry Transaction Tab Screen The following screen is displayed for a Scheduled Transaction Scheduled Transactions Maintenance Tix Seq it 0004 Modly this Transaction This Transaction is Scheduled To Be Recordet ss and Scheduled Tix Batch Set SCHEDS Quarterly m Neston 11707708M r the Next Date proc yee the T
40. Checks Sorted by Check Number v C List ONLY checks where a Discount was taken C List ONLY Voided checks C List ONLY checks where the Payee Name differs from the Vendor Name The report generated if archived will be catalogued with a report name of HISTCHEK REG 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 365 The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 3 for full details ee When generating the report the operator is also presented with the standard Vendor Select Filters screen iol This allows you to specify selected or ranges of Vendors Vendor Types and or only those vendors satisfying a variety of filter criteria Historic Check Register Options Screen Field Definitions For Bank Account Select the Bank Account Code for which checks that were generated for are to be listed in the register It may be chosen either by entering their Bank Code or choosing it using the Lookup binoculars icon To select only those checks whose value within a particular range click the desired compare function and enter the amount to be compared with Ceser Than O Less Than or Equal For Checks Numbered radio buttons and 9 6 Select to have
41. Description Contain INTEREST Case Sensitive Of Field With the Integer Account Pft Ctr Nothing Preview Items Before Replacements Accounts Found 00001300 001 Accrued Interest B 000500 7 S 02 00001 300 002 Accrued Interest CDN B 000525 VS 02 00004030 406 Interest Income P 003475 VS 01 1 000825 V 01 00004030 640 Interest Income P 003475 VS 01 1 000350 V5 01 00004030 641 Interest Income P 003475 VS 01 1 000350 V5 01 00004090 642 Interest Income S 01 1 000350 75 01 00004090 643 Interest Income l S 01 1 000350 S 01 00004030 650 Interest Income P 003475 VS 01 1 000350 V5 01 00004090 752 Interest Income P 003475 VS 01 1 001000 S 01 00004030 901 Interest Income P 003475 VS 01 1 001000 V5 01 00004030 303 Interest Income P 003475 S 01 1 001000 S 01 00004090 904 Interest Income P 003475 S 01 1 001000 5 01 000040390 905 Interest Income P 003475 V5 01 1 001000 5 01 000040390 915 Interest Income P 003475 V5 01 1 001000 S 01 00004030 321 Interest Income P 003475 VS 01 1 001000 S 01 000040390 922 Interest Income P 003475 5 01 1 001000 V5 01 000040390 923 Interest Income P 003475 V5 01 1 001000 S 01 Acouple of things to note e The number of records with the Search field matches the test string is displayed at the top of the screen e You may Select All or Clear All by clicking the buttons to the right of the display
42. For the automatic generation function click the General Select for Payment push button 6 If you wish to have a report generated that lists all Vendor Invoices that have been selected for payment you may have a Pre Check Writing Report generated Generating this report is not required in the generation of checks 7 To have the Checks generated and printed click the Generate and Print Checks push button All selected Vendor Invoices will be processed for payment and one check generated for each Vendor Check numbers will be automatically assigned as determined from the designated Bank Account A payment record is written and will be available for display in the payment processing grid screen Checks will be printed to the specified Series 5 printer queue Make sure you have the correct check forms in the printer 8 To have the ACH Direct Deposits generated click the Generate ACH Deposits push button All selected Vendor Invoices will be processed for payment and one ACH deposit generated for each Vendor ACH Tracking numbers will be automatically assigned as determined from the designated Bank Account A payment record is written and will be available for display in the payment processing grid screen The ACH upload file is generated in the ACH Control Code s designated folder Make sure you have the correct check forms in the printer For each ACH Vendor that a direct deposit is generated for a Direct Deposit notification form is print
43. The Invoice number entered is used to determine if a duplicate Invoice for this Vendor has already been entered If this is the case the a window is displayed showing the duplicates Up to 24 duplicates can be displayed Duplicate Invoice s for this Vendor One or more other transactions with this same Invoice Number for this Vendor has previously been entered and exists in the Invoice History file Double click an entry in the list to view the corresponding Transaction PO Number Voucher Type Amount Date Paid with Check Found In 9 30 05 123866 R 14 000 00 10 13 05 030734 History Ry Allow the Duplicate Re Edit Invoice Duplicate Invoice Entry Whether or not duplicate invoices are allowed or not is determined by a setting in the A P Control Preferences Either they are allowed and a warning message is displayed or they are not allowed at all Document Date mmddyy This should be the date from the Vendor s Invoice From the document date the Due Date and the Discount date is computed The Document Date entered must fall within the Starting and Ending dates that were specified for the A P Batch under which the transaction is entered Ledger Date mmddyy The Ledger Date defaults to the date that was set up for the A P Batch This is the date that is carried on all postings to the General Ledger system of Due Days This is the number of days from the Document Date or Invoice date that the payable
44. The Payment Date entered should be the same date that was used for the Cash Requirement report and or the General Selection for Payment function This will ensure that Valid Discounts are taken based on what was expected and listed on the Pre Check Writing report 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 285 Check or ACH Deposit Date mmddyy The Check Date is is the date that is printed on the checks The Check Date also becomes the Ledger Date for the G L distributions that are generated Starting Check Number or ACH ID 9 6 Checks are automatically assigned a Check Number ACH Direct Deposits are assigned an ACH ID The number displayed or entered will be assigned to the 1st check or AC deposit that is generated This starting number is defaulted from the Bank Code properties record that was specified on the Check Processing grid screen Refer to the topic found under the chapter on Bank Code Maintenancel sl for further details Match System gt Form Check Numbers When generating and printing checks prior to clicking the Next button on this screen you should verify that the check number on the 1st check form matches the Starting Check Number presented in this field If the Starting Check Number entered is greater than the Next Check Number that is defined in the Bank Code properties then a Void Check record will be recorded for each check found that is gt
45. There is a field in which you can enter the desired code In the example the screen displays all Open Items for a selected Customer 2007 2014 by Sentinel Hill Software all rights reserved sa Series 5 Accounts Payable User Help AR Open Item Inquiry Open Item Inquiry These are the un Purged Invoices and Payments associated to eag will appear on each Customers Statement Diaea Togh J Payer ton RESEARCH INC Customer 901461 v A tat ral HOUSTON TX i iian 2 008 2701708 aN In this example there are three ways that a given Customer may be selected 1 Enter the Customer Code whose items are to be displayed in the grid 2 Click on the icon to have the Customer Lookup window displayed and select the desired customer 3 Click on the Find Prior or Find Next icons for the prior or next Customer Code on file with items to be displayed Processing Tip When a grid application that offers a code to be selected is initially dis played that field is is normally blank If you wish to just display items for the 1st code on file click on the Find Next icon push button and the system will do the rest Search Function In all the grid based screen functions a Search function is provided 1 Click on the Search icon 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 55 ode 3 already defined 2 The Search window will be dis
46. a fatal error occurred The import export routines have been enhanced to now capture any system errors that 2007 2014 by Sentinel Hill Software all rights reserved Introduction were being generated from MS Excel A reasonably friendly error message will now be displayed and the particular application will continue processing In most cases the import export will just be abandoned May 31 2010 Compiling with INTEL Native mode A problem has been discovered when compiling with the Intel native mode This option must be removed from the S5_GCBL BAT compiler macro that can be found in the S5 util directory Basically replace the set NATIVE intel command with set NATIVE command May 21 2010 Generating Standard Forms as MS Word Documents The Series 5 generates a number of different forms For example A P Checks Invoices Picking Tickets Statements and Purchase Orders Variables within the runtime configuration file may be set up that are used to indicate how the forms are to be generated and or printed Arguments to these variables indicated whether the form was printed archived and or saved as MS Word documents The 2nd argument used to define the output may now have the following values e WORD2003 e WORD2007 e PRINT amp WORD2003 e PRINT amp WORD2007 e ARCHIVE amp WORD2003 e ARCHIVE amp WORD2007 Existing arguments associated to WORD will be interpreted as WORD2003 The applications that generated these
47. becomes due for payment This will default from the Vendor s properties record Based 2007 2014 by Sentinel Hill Software all rights reserved 24 Series 5 Accounts Payable User Help on the number of days entered the Due Date will be automatically computed and displayed Entering ZERO signifies the Due Date as being the Invoice Date i oma The Due Date is the date that the payables is due to be paid If specified in the properties for the A P Batch for which the transaction is being entered then that date will be assigned Otherwise it will be computed from the Invoice Date based on the of Due Days that was entered This is the number of days from the Document Date or Invoice date that is used to determine if a discount would be given for early payment This will default from the Vendor s properties record Based on the number of days entered the Discount Date will be automatically computed and displayed The of Discount Days must be less than the of Due Days Discount Date mmddyy The Due Date is the date used to determine of a Vendor Discount will be given for early payment It is computed from the Invoice Date based on the of Discount Days that was entered Invoice Total Amount 9 999 999 99 This is the amount of the Invoice For Credit transactions this amount should be entered as a negative number For Distribution Adjustment transactions this amount must be set to ZERO Canadian GST Taxab
48. exported either to an Excel spreadsheet or a tab delimited text file e The report shows the age of payables items based on the aging date specified As an option individual Open Items may be aged either by Invoice Date Ledger Date or Due Date Aging by Ledger Date may be useful when attempting to reconcile the A P Control account balances in the General Ledger e This report may be useful to verify that the G L system s A P Control totals balance to the Payables balance in the A P system Although a more effective approach would be to used the A P Control gt G L Comparison Export function available to the A P Period Analysis Inquiry Reportl sn The effect of Purging your History Data Files If your Historic Invoices or Historic Check files are purged through to a specific date it would NOT be possible to obtain an accurate Historic Open Items report prior to that date Accessing the Historic Open I tems Payable Report From the A P Main menu select Historic Open Items Report from the Reports drop down menu nella Codes Maintenance Purging AJP Open Items Report Historic Open Items Report Cash Requirement Report AJP Distributions Report Un Reconciled Checks Historic Open Payables Report Options Screen The following screen is presented when generating the Historic A P Open Items Report 2007 2014 by Sentinel Hill Software all rights reserved 2 Series 5 Accounts Payab
49. 1 Vendor Account Inquiry The Vendor Account Inquiry function provides easy access and display of the active and historic items that have been recorded for a particular vendor It also offers a variety of functions to process unpaid Open Items and or deal with checks that had been issued It offers a variety of different ways of selecting and displaying the Vendors and their related transactions Some of the features of the Inquiry function are as follows e Display unpaid items for a Vendor e Display all historic items for a Vendor 2007 2014 by Sentinel Hill Software all rights reserved 150 Series 5 Accounts Payable User Help 6 3 1 1 e Display all checks issued to a Vendor e The original Invoice associated to an item may be displayed showing applicable expense distributions e Open Items may be marked Manually Paid and as an option have a check printed e An Item s Due Date may be modified e f the Manager Approval system is turned on specific items may be approved for Payment e Unpaid items may be selected for payment or marked to be differed from payment e f there are items that will never be paid they may be purged e Agiven Vendor s Check may be voided When printing one of the available reports or purging history the operator is presented with the standard Vendor Select Filters 1 00 screen This allows you to select specific ranges of vendors vendor types and a variety of other criteria used as filters
50. 1099 a 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 305 6 4 16 1 Reconcile Control Properties When reconciling checks against the bank statement for control and audit purposes it is recommended that you tally a total of the checks that are listed on the bank statement In the Series 5 system record this control total along with the Bank Statement Ending Date and the Reconciliation Date that you wish to flag the checks with These control parameters are entered on the Reconcile Control Properties screen This information is also stored and available for display in the Bank Code properties Refer to the topic titled Bank Codes Properties Screens 4s found under the chapter on Bank Account Codes The screen to record these totals is presented each time the function is selected If there is a need to edit these control parameters you may click the edit icon in the frame at the bottom right of the grid screen Reconcile Control atement Total 230 553 17 Cal ftto Select 1 774 989 83C e s Reconcile Control Properties Entry Screen The following screen is displayed to have the control totals and dates entered Reconcile Control Properties As determined from your Bank Statement for account 189174971982 foryour Checking account at PCA s JP Morgan Chase This account was last reconciled on 3 04 09 with a Statement Ending date of 3 04 09 To
51. 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 81 SHSI Series V General Ledger Trx Inquiry Operations Financial Stat G L Company Reselect Reports Manager 2007 2014 by Sentinel Hill Software all rights reserved 22 Series 5 Accounts Payable User Help Batch J ob Queue Manager Grid Screen Maintenance and monitoring of the Batch Jobs is done with a Series 5 grid screen T Batch Queue Job Maintenance Manage Your Batch Jobs Modify or Hold jobs or view their Execution Log and or Parameter files Jobs are displayed in the order As due to be executed aslo 00000061 00000063 050 Mar 10 2006 10 18 17 AM PI Mar 10 2006 11 19 11 AM PI Mar 10 2006 11 19 36 AM PI Clear Alll Prior Selections Print Pre Invoicing Report General Select for Biling Done No Mar 10 2006 11 19 57 AM PI Generate Invoices 00000065 i 00000067 Mar 10 2006 11 52 25 AM PI Mar 10 2006 _11 5244AM PI Mar 10 2006 1 17 27 PM Sep 08 2006 12 27 17 PM PI Print Proof Invoices Post Invoices to A R Batch Load User WIP Recap Charge Modifying aJ ob in the Batch Queue 1 Inthe grid navigate to the row listing the job that is to be modified Fast Buttons Hold Modify Delete Job Params Output Log Purge Select Put a Hold on the
52. 495 06 0 00 0 00 Credits 345 420 96 52 074 10 19 936 00 Net Change 52 074 10 52 074 10 CR 19 936 00 CR 0 00 0 00 L___0 00 19 936 00 0 00 19 936 00 0 00 0 00 0 00 C oo C oo 0 00 417 431 06 417 431 06 CR 2007 2014 by Sentinel Hill Software all rights reserved 198 Series 5 Accounts Payable User Help 6 3 3 6 3 4 6 3 5 Historic Vendor Invoices Inquiry Historic Invoice for a selected Vendor are displayed to the screen managed using a Series 5 grid processing screen You can easily navigate through the items for a specific vendor selected either by name or be Vendor code or by the Cash Account which was used to generate the check that the item was paid by The function to inquire upon the Vendors Historic Invoices is the same as that presented from the Invoice History Inquiry application As a convenience it is offered as a menu item under the A P s Trx Inquiry drop down menu For a full description refer to the topic titled Invoice History 7 found under the chapter on Vendor Account Inquiryl 4 earlier in this documentation Historic A P Checks Inquiry All the checks that were issued for a selected Vendor are displayed to the screen managed using a Series 5 grid processing screen You can easily navigate through the items for a specific vendor selected either by Vendor Name Vendor code or Cash Account used to
53. 5 Accounts Payable User Help Check Reconciliation Enabled to a check box Common file for Multiple A P Companies If you have a number of Companies each with their own Accounts Payable system and you wish them each to use a common bank account select this check box The Check Reconciliation records from each each company will be written to the same file and thus can be reconciled together If you intend on using this method contact Sentinel Hill Software support desk prior to doing so ACH Control Specifications The Series 5 Accounts Payable system provides support for generating Vendor payments using ACH processing Automated Clearing House ACH is an electronic network for financial transactions in the United States ACH processes large volumes of credit and debit transactions in batches ACH credit transfers include direct deposit payroll and vendor payments Both the government and the commercial sectors use ACH payments Rules and regulations that govern the ACH network are established by NACHA formerly the National Automated Clearing House Association and the Federal Reserve In 2012 this network processed an estimated 21 billion ACH transactions with a total value of 36 9 trillion 1 Credit card payments are handled by separate networks The Federal Reserve Banks are collectively the nation s largest automated clearing house operator and in 2005 processed 60 of commercial interbank ACH transactions Th
54. 646 611 2626 666 611 2626 166 611 2621 666 611 2621 166 611 2622 646 611 2622 666 611 2622 166 611 2623 666 611 2623 166 611 2624 646 611 2624 666 611 2624 166 611 2625 666 611 2625 166 611 2626 666 611 2626 166 611 2627 646 811 2027 0660 811 2027 1900 611 2628 666 611 2628 166 You may navigate around the report in number of ways CP PEC E E Phe pee ee epee epee epee pepe ET pe pag Enter a string to be searched for then click the binoculars CHASE BANK GENERA VISA Paymentech Clearing ACCOUNTS RECEIVABLE UNBILLED REVENUE INVOICED REVENUE CONTROL INVOICED REV ADJ CLEARING UNBILLED REIMBURSABLE EXPENSES ALL FIRST BANK DFS FIRST UNION BANK DR FIRST UNION BANK DFS DEPOSITS iLien CHASE HOUSTON COUNTY SEARCH DE SOS FILING DEPOSIT DE SOS FILING DEPOSIT TX SOS FILING ACH TX SOS FILING ACH NC SOS FILING ACH NC SOS FILING ACH NC SOS FILING ACH MO SOS FILING ACH MO SOS FILING ACH MS SOS FILING ACH MS SOS FILING ACH MS SOS FILING ACH AK SOS FILING ACH AK SOS FILING ACH OK SOS FILING ACH OK SOS FILING ACH UT SOS FILING ACH OK SOS FILING ACH UT SOS FILING ACH KY SYS FILING DEPOSIT KY SOS FILING DEPOSIT 2007 2014 by Sentinel Hill Software all rights reserved Click for the Prior or Next page to be displayed Drag the outer slide bar to move through the pages of the report 112 Series 5 Accounts Payable User Help Position to up or down through the pages of the report As you dra
55. AP_PymtAdvice_EmailMessage T XT that must be located in the folder named Email Templates found in the designated Company System s Generated and Archived Reports 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 287 data directory This file can be either a simple text file or an HTML file and must not contain more that 8192 characters Within the body of the message file you may include a number of pseudo variables that will be replaced with applicable text associated to the information in the email and the recipient The following variables may be used and replaced as follows RECIPIENT NAME Name of the person to whom the email it sent RECIPIENT EMAIL COMPANY CODE COMPANY NAME MY STRING 3 S MY STRING 4 Name of the Bank DOC DATE 1 The Date of the Direct Deposit DOC NUMBER The Series 5 assigned ACH ID of the payment Email Messages Text files The email body text messages are stored in a sub directory within the Company System s Reports directory named Email Templates The Company System s Reports directory is the one that is identified for each company using the Company Systems Maintenance function 6 4 13 6 De Generate the Computer Generated Checks Prior to the checks actually being posted you realize that you should not have generated these checks or that the wrong Check Date or Bank Account was specified you may from the Operatio
56. Bulk Email to Customers 1 000000 2 W17428 LASALLE NATIONAL 3 017930 LASALLE BANK NATI 4 017931 ABN AMR 5 017938 ABN AMRO SERVICES 6 266366 1346 RAILROAD 455 Grid File Properties Menu Function In almost all applications using a grid screen the rows of data displayed represent a data record in a file The Properties function found In the drop down menu under File in the menu bar when clicked will display some properties about the displayed file 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface st G L Journal Entry Inquiry A61 Reports Edit view Help 1 ASSETS gt 2 LEDGEND DATE 3 DMY CORRESPONDENT ACCESS F 4 CORP MISCELLANEOUS FEES LO 5 CORP MISCELLANEOUS FEES LO 6 UNBILLED REVENUE Exit EAR VE The Properties Screen displayed shows the names of the files the of records and the size Series V File Properties GL YTD Transaction File Folder d s4 test UCC data Disk File GLYRTRX40 DAT of Records 1 352 128 File Size 636 516 352 Bytes Last Modified Friday July 04 2008 Grid Slide Bar and Full Screen Expand Push Button In most cases the columns of data displayed in the grid can be displayed in the screen s window There are a few functions that have too many columns of data to fit If there are more columns defined that can t all fit on the screen at once there will be a slide bar
57. CONCRETE ASSOCIATION OF WYOMING CASPER WY Vendor 021139 al H Open Items Payable Invoice History Check Histery If the function to have the grid items printed is selected the report if archived will be catalogued with a report name of VENDACCINQ RPT The Print Options tab screen will be displayed from which you can select to direct the output 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 179 to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl for full details 6 3 1 3 1 View Check Details One feature of the Inquiry function is the ability to view a likeness of the A P Check Double click the row of interest and the associated Check will be displayed in a screen The Bank Account and corresponding Cash account used for payment is displayed as well as a list of the Invoices that were paid Historic A P Check History Display Screen The following screen is presented displaying information about the check that was issued 2007 2014 by Sentinel Hill Software all rights reserved 180 Series 5 Accounts Payable User Help Check History Details Check 019113 forVendor 019658 SENTINEL HILL SOFTWARE INC Computer Check Reconciled 9 27 05 Check 019113 Check Date 6 12 03 PAYto SENTINEL HILL SOFTWARE INC S the order o
58. Cae eas a TE New Add a new Wizard Modify Modify the Wizard highlighted in the grid Delete Delete the Wizard i highlighted in the grid me Items are listed in order by Id Number Building a New Wizard Setting up a Wizard consists of two basic parts First enter it s properties then secondly define each of the application s menu items that are to be executed by the wizard 1 In the grid click on the New button in the Fast Button frame 2 The Properties screen will be displayed 3 Enter a Wizard description and any instructions to be displayed when it executes 4 Click the Next gt button at the bottom of the screen to proceed to the next tabbed sub screen to define each step to be performed 5 The Processing Steps grid screen will be displayed 6 Click the New button to display a screen listing each of the possible menu items that can be used by the Wizard 7 Select the item from the list and click the OK button Each item selected will be displayed in the Processing Steps grid 2007 2014 by Sentinel Hill Software all rights reserved 138 Series 5 Accounts Payable User Help Modify an existing Wizard 1 In the grid navigate to the row displaying the wizard that is to be modified 2 Double click the row or right click the row to have a drop down menu displayed then click Modify or click on the Modify but
59. DD YY 6 digit date in mm dd yy order w 9 999 999 99 signed numeric amount with 2 decimal places w 9 8 9 5 G L Account 999999999999999999 99999 w S9 9 signed 9 digit integer 2007 2014 by Sentinel Hill Software all rights reserved 100 Series 5 Accounts Payable User Help 5 3 5 3 1 In some of the import functions you can specify a Processing Directive in column 1 of your input data file These are basically commands that direct the system to process the rows of data following in a special way These commands are typically only provided for the input of Master Code records Comments lf the data record being input is already defined on file it is 1st deleted Then a new record is written with the RADD data loaded In some cases the record being written may have other fields that would be initialized when the new record is written Once a Master Code is identified the associated record DELE on file is deleted No data is subsequently input Record Processing Filters In each Series 5 application there is normally a primary Master Code or Transaction that is typical to most reporting and query activities As such in these functions there is usually a screen that displays a number of fields associated to the Master Code or Transaction that may be set in order to limit the records or transactions being processed These filtering or selection screens provide the ability to select all codes
60. Date 9712 13 EU aa Invoice 1178871 Due Date 10712713 For this Vendor always PO Discount Date 9 12 13 take the Discounts Original Invoice Amount 20 000 00 gt Payment Amounts Payments Already Made 0 00 Gross Payment 20 000 00 Discounts Already Taken 0 00 Discount to Take 0 00 Payable Balance 20 000 00 Net Cash Required 20 000 00 Eligible Discounts 0 00 Net Payment Required 20 000 00 Have this Item Selected to be Paid Show Scanned Invoice l X Apply Approval Setting Manager Approval Each manager that has been designated to approve the item for payment will be displayed Only that manager currently selected in the grid will have the Edit push button presented next to it Click the Edit push button to record the approval status Note that each manager listed will have to approve the item before it may be actually selected for payment When the Edit push button next to the manager is clicked the following screen is displayed 2007 2014 by Sentinel Hill Software all rights reserved 256 Series 5 Accounts Payable User Help 6 4 9 Record Approval Setting for MICKY Mouse Not yet Approved Hold for Further Review Approve for Payment This Invoice is NOT TO BE PAID Amount Approved to be Paid 20 000 00 x Gea Once the desired approval status has been selected click OK then on the Approve Item for Payment screen click on the Apply Approval Setting
61. History Reconciled Generate Positive Pay Fraud Interface Files a Output File Format JP Morgan Chase Sender Name Account Email to Recipient gt Last Generated Transmit as an Email Attachment Date 6 28 07 Recipient Boris Karloff From Check 200016 Email Address BorisBanker bigbank com To Check Bank Code Fraud Interface Sub Screen Field Definitions Generation Positive Pay Fraud Interface File If you wish to make used of this feature set the check box Output File Format drop down list Choose the output format of the file to be generated The particular file must be compatible Tab Delimited Text Excel Spreadsheet with that required by your bank ETE F JP Morgan Chase Sender Name or Account X 20 Enter the name of your A P clerk who would typically be in correspondence with the bank This field is provided strictly for information purposes and may be used in a future enhancement 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 451 If the bank has established a procedure that allows you to have the Fraud Interface file emailed then set this check box and enter the users name and email address Email Recipient Name X 20 The name of the individual at the bank who will receive the Fraud Interface file as an email This name is set up as the recipient of the email when it is generated and sent by the system
62. If it does not balance it may be used to determine why Some of the reasons why they don t balance include the following e The AP Control account was used as an expense account when entering an Invoice e System failures during the posting of A P Transaction batches e System failures during the generation and posting of A P Checks e The use of the A P Control account in other subsidiary systems that are interfaced to the G L e Journal Entries entered into the G L system manually e Errors in the software When having the Ap to GL comparison data output to a spreadsheet each of the A P Control accounts that were found during the analysis will be listed on the options screen You may choose to select which accounts data are to be output 2007 2014 by Sentinel Hill Software all rights reserved 32 Series 5 Accounts Payable User Help Generate A P Control Comparison to G L Spreadsheet Export the AZP Control to G L Analysis to Spreadsheet Select Accounts to Compare Export Options About Exporting Select the Year and those G L Accounts to be Analyzed against the G L system For the Fiscal Year Ending 12 2007 v r From the following used as 4 P Control Accounts in A P tranansactions select those to be validated to the General Ledger 2600 001 Accounts Payable US 2600 002 Accounts Payable CND 8888 001 ACCOUNT NOT ON FILE i i A A ad i Voided A P Checks If an entry is displ
63. Including items for Vendor X 6 To have only those reconciliation records for a particular Vendor purged enter that Vendor Code Leave the field blank to display items for all Vendors 6 8 Control Option Functions The topics in this chapter describe functions and procedures that are a available under the Control Options drop down menu on the Accounts Payable menu These menu items are used to set up control options and user access rights to the application These functions are available from the A P Menu Bar as shown DSHS Series V Accounts Payable us File TrxInquiry Operations Reports Codes Maintenance Purging Wizards User Functions Control Options User USER A P Control Preferences AJP With Approvals Inc ACH Specification Codes September 05 2013 11 27 AM gt N eZ Accounts Payable User Access Privileges My Scheduled Menu Items 7 m 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 469 6 8 1 A P Control Preferences The A P Control Preference function governs the overall structure of the A P system for the specific Company System that your are signed on with Accessing the A P Control Properties for the first time When setting up the system for the first time a message will be displayed advising you that the AR Control is not available Click the Yes button You will then be advised of an Error 35 At this point yo
64. Invoice Field values Record to 4 P Trs Batch Invoice Number 1990501 ADEXP Strike function key F1 for the next system assigned Batch Narrative ADP Expenses upto 5 01 2009 Ledger Date 5701 09 AZP Control Account Cx 2600 001 Accounts Payable US C Delete the Interface Input file after posting The Interface Journal or Edit List generated if archived will be catalogued with a report name of APTRXINTERFACE JRN or APTRXINTERFACE LST The Pre Load Summary report if archived will be catalogued with a name of APTRXPRELOAD RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl wl for full details ee ee Field Definitions Print Pre Load Summary or Interface radio buttons Transactions Select whether to process the Interface file to generated an Interface Journal and or interface the data to the A P system or select to have a Pre Load Summary report generated The Pre Load Summary is only applicable for Columnar Input 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 245 Display a Pre Load Summar Interface Transactions If loading from a Columnar Import file then the Pre Load Summary reads the input file and lis
65. Invoice and Check History records are used for the Vendor Inquiry functions They are also used for Check Voiding and printing the Historic Check Register and Open Items reports Purge these records with caution Check Number s With Checks Dated pa Q Not Considered Between 1701775 electe nclusive 2729704 C Select Only Checks that r Include only the following Check Type s MAXENGTBeanteoncka Computer Checks Prepaid Quick Checks C Select Only Checks that HAVE been Voided ee ree JEEE Unprinted Unposted Checks For Cash Account s All O Selected 6 7 5 Purge Check Reconciliation History This function provides a means to have your historic check reconciliation file purged You should probably keep the history for as long as possible However should you choose to purge this data a number of different filters may be specified Only those checks that have been reconciled and that satisfy the specified filters will be deleted from the system 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 467 Purge Reconciled Check History AZP Reconciled Checks History Purge Purge Options Purging Check Reconciliation records DOES NOT affect the ability to view Check History from the Yendor Inquiry function D For Bank Account CHASE t PCA s JP Morgan Chase 189174971982 Cash ccount 1103 001 Northern Trust 2 Check Numbe
66. Ledger system is configured to use Sub Ledger Projects and the selected account has been designated to allow project codes this fields will be displayed Enter the Project Code to which this expense is associated to Distribution Amount 99 999 999 99 Enter the amount that is is to be recorded as a revenue to the specified G L Account PI Distribution Project X 6 f a P I Disbursements is to be generated enter the Project that is is to be recorded to PI Distribution Disbursement Code X 6 lf a P I Disbursements is to be generated enter the Disbursement code that is is to be recorded to PI Distribution Employee X 6 f a P I Disbursements is to be generated enter the Employee code that it is to be 2007 2014 by Sentinel Hill Software all rights reserved 20 Series 5 Accounts Payable User Help recorded to lf a P I Disbursements is to be generated specify whether or not is Chargeable or not 6 4 1 5 Repairing a Broken A P Batch In the unlikely event that some kind of failure with your system or network occurs while entering transactions into the A P Transaction Batch there is a function that will attempt to fix things When A P Transactions are entered regardless of which batch they are associated to they are written to an A P Transaction file There is also an AYP Batch Transaction Pointer file that is used to identify those Transactions that actually belong to a specific Batch If the Pointer
67. MM DDAYY G Doc Date MM DDAYY H Amount 99 933 399 99 Type xit J Project 10 K Narrative 30 L Ref Batch 6 M Ref Doc 910 N Ref Code 6 0 Vendor Name 99 999 999 99 P Currency xit Q Exch Rate 99 99999 R Foreign Amt 99 999 999 99 Ri The codes displayed under the Format column indicated the type and size of the data Here are some examples w X 30 30 character alphanumeric w 9 6 6 digit numeric integer w MM DD YY 6 digit date in mm dd yy order w 9 999 999 99 signed numeric amount with 2 decimal places 2007 2014 by Sentinel Hill Software all rights reserved 96 Series 5 Accounts Payable User Help 9 8 9 5 G L Account 999999999999999999 99999 w S9 9 signed 9 digit integer 5 2 2 Data Import Functions Many of the Inquiry and assorted master Code Maintenance menu items offer the ability to import data When selected the following options screen is presented Droe E eE Import Open Items from Spreadsheet with Doc Remap Report REMAPARDOC LST Import Remap Option Print Options Import Options About Importing Select the Directory and Filename of the file that is to be Input You may also specify the format of the file E Input From File Type EXCEL 2007 Workbook Folder C Users Larry D ocuments SHSI UCC Filename AR_Openitems_In XLSX Browse gt um gt amaii PeT a E E E TT T E T ane a4 a Pn i Selecting mport For
68. Modify the Tran highlighted in th Delete the Tran highlighted i the Print Edit Generate a rep List the Transaction Batch Items are listed by the Date Scheduled to be Recorded Search Record eligible selected Trans an A P Batch Purge all Trans the Batch and delete the Batct record Edit an existing Transaction by double clicking it s associated row Standard Series 5 grid controls apply 2007 2014 by Sentinel Hill Software all rights reserved 24 Series 5 Accounts Payable User Help Some points to note about the grid screen are as follows e Every transaction has a Scheduled Date grid column 3 and a Frequency defined grid column 9 e The grid s Select column indicates whether an item is scheduled or selected to be recorded to the A P system e When a transactions Scheduled Date has been reached the S icon is displayed in the Select column e Right click any row with a transaction to have a pop up menu displayed offering a number of relevant functions e To have all eligible transactions recorded to an A P Batch click the Record Selected Eligible Items push button in the Fast Buttons frame report name is APTRX_SCHEDS JRN Grid Row Pop Up Menu Right click a row to have a pop up menu displayed from which you may Select an item to be recorded or to Hold an item from being recorded
69. Name and Address and the path to an Attachment This capability has been enhanced to now provide for sending the email with 2 attachments The new pseudo variable ATTACHMENT2 will be replaced with the full path to a 2nd attachment if applicable May 03 2010 3 Import Export Functions The import and export function has been enhanced to provide support for Office 2007 EXCEL utility Now when presented with the import export options screen the operator may select to load from or output to either an Excel 2007 Workbook or an Excel 97 2003 Workbook The system will automatically append either the XLSX or the XLS extension and read or write the spreadsheet using the correct file format For users that have Office 2007 installed the default File Type will be the Excel 2007 Workbook but they may choose either Excel format For users that do not have Office 2007 installed the default File Type will be the Excel 97 2003 Workbook and they will not be able to choose Excel 2007 May 03 2010 3 Import Export Functions When the import export screen is presented and a particular directory and file is selected for processing if the operator clicks on the Back push button to go back and change an option of prior screens upon re displaying the import export screen the originally selected file directory was being reset to the program s default This problem has been fixed Mar 24 2010 3 Generating Sub Documents as MS Word or PDF Files
70. PESTLE EIS SETS Regt SE NTINEL HILL SOF Cut AP E R Copy A P Trx Record e The following window is displayed Select the number of times the invoice is to be replicated it s time frame interval and options as to how the dates and the Invoice number are to be automatically assigned 2007 2014 by Sentinel Hill Software all rights reserved 26 Series 5 Accounts Payable User Help Replicate this Transaction into a Series of Items Voucher 124299 forVendor 019658 willbe Replicated as a Series of Transactions Repeat the entry Times in Intervals of every Start with an Invoice Date of 9702708 and Use the Last Day of the Month v 38 the Ledger Date AutoFill the Invoice field as For Mon YYYY v sing The Month Preceeding v the Invoice Date e Click OK and the A P Transactions will automatically be inserted completed with their distributions 24299 Regl 9 02 08 58 10998 We f 124300 Regr 9702708 019658 SENTINEL HILL SOFTWARE INC be r Aug 2008 124301 Reg 019658 SENTINEL HILL SOFTY T 008 1 000 00 019658 SENTINEL HILL SOFTWARE INC For Oct 2008 1 000 00 124 F ji 2 019658 SEN TINEL HILL SOF INC Fo 3v7 2008 l 100 00 124304 Regr 1 02 09 019658 SENTINEL HILL SOFTWARE INC For Dec 2008 1 000 00 124305 Reg 2 02 09 019658 SENTINEL HILL SOFTWARE INC For Jan 2009 000 00 124306 Regr 302 09 019658 SENTINEL HILL SOFTWARE INC
71. Processor Utility may be set up to service jobs generated for a particular Company Systems gt Each Processor Utility may be set up to service jobs generated for a particular application gt An Execution Log screen is available that displays the last 10 jobs that have executed gt The window within which the Job Processor executes can be toggled between two sizes In Expanded mode it shows the details and log of executing jobs In Brief mode it just shows a small general status screen Launching the Series 5 Batch J ob Processor Utility From the Batch Job Manager screen 1 Click on Start Batch Processor from the File drop down menu A prompt will be displayed confirming the launch of the Job Processor 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Payable User Help Batch Queue Jobs Manager Edit Yiew ShowMe Help Properties Queued Batch Job Service Handler All eligible jobs for the Company and Batch Execute Queue that you will select will be executed From this terminal 4re you sure you wish to proceed Start Batch Processor Terminate Batch Processor Purge Completed Jobs Edit Selection Options 1 00000061 Clear All Prior 2 Click the Yes button then the Job Service Handler screen will be displayed and you will be able to set a number of filters that are used to select particular jobs that are to be accepted By default All jobs
72. Requirements reporting function Currency This field is used in conjunction with the Series 5 Purchasing system otherwise it should be left blank This field may be used as a Vendor selection filter for most vendor driven reports As well the Currency Code is used for sorting Vendors in the Cash Requirements and Vendor Analysis reporting functions lf using the Series 5 Purchasing system when a purchase order is recorded for this vendor the Currency Cost specified here will automatically be assigned to the PO Purchase Orders carry it amounts in both the foreign currency associated to the supplier and your domestic currency The domestic currency amounts are computed at the time the PO is sent and recomputed when the goods are received Canadian GST Tax Status drop down list For Canadian companies using the Series 5 Accounts Payable system you may select how GST tax is typically paid to for this vendor Normally you would pay GST on all your purchases and it would be Fully Recoverable You do not pay GST if the goods or services supplied are GST exempt or the vendor does not have a GST reporting number When an Invoice is entered the GST Taxable amount and the GST Tax amount are automatically computed from the total amount and displayed The GST Taxable amount may be revised by the operator Either way the GST is automatically computed When the A P Transactions are posted distributions for any GST tax amount will be automati
73. Software all rights reserved Basic Processing Procedures 105 Selecting specific items in this manner requires more overhead when processing lf possible you should select a range of items from the filters screen 5 4 Report Generation and Printing Most of the Series 5 applications generate reports or forms that need to be printed The system offers a variety of options for selecting the format in which reports are generated and how they are actually to be printed Reports may be generated as follows gt Viewed by the Series 5 Report Browser gt Printed to a selected printer gt Archived for later reference gt Saved as an ASCII text file or MS Word file gt Emailed to specified recipients gt Any combination of the above When a report is to be actually printed any of the Series 5 defined Print Queues may be selected An unlimited number of Printer Queues may be set up by your System Administrator Each Queue has a variety of properties associated that means you can pretty well print to any of your network defined printers using different fonts or margin settings Refer to the chapter on Defining Series 5 Print Queues in the Systems Management Help or manuals 5 4 1 Report Options Screen When any kind of report or form output is to be generated the following window screen is displayed 2007 2014 by Sentinel Hill Software all rights reserved 106 Series 5 Accounts Payable User Help Diino ho
74. The detail for the selected account may be displayed using a couple of different sorting options Choose your poison Document Date Ledger Date Yendor Code Document 6 5 10 4 Exported Data Layouts The period totals for each of the accounts or codes displayed may be exported to an Excel spreadsheet or tab delimited file As well when a given period s total has had it s detail drill down detail displayed these may also be exported A P Period Analysis Spreadsheet Export Data Formats If the Report is generated with the option to have Spreadsheet Output the following fields are output to an Excel spreadsheet a tab delimited text file or a CSV text file The output file by default is named AP_Period_Analysis XLS For a the Period Analysis totals the following fields are output oe _999 999 999 99 2007 2014 by Sentinel Hill Software all rights reserved 380 Series 5 Accounts Payable User Help i 9899 999 999 99 up to Period 72 Amount 999 999 999 99 Note that columns C D and E are only used when reporting pairs of codes or accounts N at For the detail transactions exported from the Drill Down screens the following fields are output The output file by default is named AP_Period_SubQuery XLS Depending on the analysis selected for export data rows will represent either A P Transactions A P Distributions or Checks a Werc o o o j K N Note that G L Account Main segmen
75. Transaction Entry Enter and Print a Quick Check Electronic Invoices Interface Change Item Due Disc Dates Mark Items Manually Paid Purge Zero Balance Payables F Select Youchers for Payment f Defer Vouchers from Payment j Payments amp Check sing Eata Mark Voucher Manually Paid Entry Screen The following screen is displayed to mark an Item manually paid Mark Voucher as Manually Paid This Invoice will be selected for payment For the given Check Payment Date any eligible Vendor Discounts will be taken Specify Partial Payments by editing the Gross Payment amount field For the Check Payment Date of 18 07 07 Selected Voucher Vendor 019658 SENTINEL HILL SOFTWARE INC Voucher 141806 Invoice Date 7421 08 Invoice For Jun 2008 Due Date 7 21 08 PO Discount Date 7 21 08 Original Invoice Amount 100 00 Payment Amounts Payments Already Made 0 00 Gross Payment 100 00 Discounts Already Taken 0 00 Payable Balance 100 00 Discount to Take 1000 Eligible Discounts 10 00 Net Cash Required 90 00 Net Payment Required 90 00 What is the Gross Amount 2007 2014 by Sentinel Hill Software all rights reserved 157 158 Series 5 Accounts Payable User Help When selecting an item to be paid the Gross Amountis the amount that will be applied to the Invoice The Gross Amount should be the sum of the am
76. Type to Print drop down list Select the form type that is to be printed All Vendors flagged for the selected form type will have a 1099 printed If the total purchases from a given Vendor is less than the Minimum Reporting Amount a 1099 is NOT printed Note that even though a 1099 is not printed when the final print is done the given Vendor totals for the year are cleared Vendors Sort by drop down list The 1099 forms will be printed for each Vendor sorted by the selection made Mark 1099 Preview records Printed When the 1099 for a Vendor is printed if this check box is set then the preview record will be set to indicate that it has been printed Since a number of Vendor Select filters may be set the system needs to know that a given Vendor has already had it s 1099 printed Recompute Vendor 1099 Totals In the Series 5 Accounts Payable system Vendors may be flagged to indicate that they are to receive 1099 s at the end of the calendar year As their Invoices are paid an accumulating total field associated to the Vendor s properties is updated This is the amount that will be printed in the applicable box on the 1099 forms If at the end of the year you have discovered that a particular Vendor had or had not been correctly flagged to receive a 1099 this function provides a means to have the Year To Date 1099 totals re tallied All payments made to Vendors flagged as 1099 Vendors with checks dated within the
77. Vendor Net Amount Due 9 999 999 99 Total Payable 31 60 days 9 999 999 99 old 11 12 of Due Days 9 2 2007 2014 by Sentinel Hill Software all rights reserved so Series 5 Accounts Payable User Help 6 5 2 Total Payable 61 90 days 9 999 999 99 old 13 L e Total Payable Over 90 day 9 999 999 99 old For a Detailed report the following fields are output e s Company Name e 7 MMDD YY Original Invoiced Amount m DiscowmtedAmomt 999999999 9 3 10 11 12 13 14 15 16 o DueDate MMDD o 0 OO P Historic A P Open Item Report The Series 5 system Historic A P Open Item report is basically a list of vendors unpaid Invoices as of a specific date at some point in the past It differs from the standard A P Open tems report in that it uses information from the A P Invoice History file to derive it s aging Based on payment dates partial payment history and any unpaid Open Items vendor balances are reconstructed as of the aging date selected 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 341 Some points to note when generating the A P Open Items report e The report may be generated as a Summary or a Detailed report The Summary report lists each vendor s totals The Detail report list the vendors totals along with each individual Open Item e As an option the Vendor Summary data or the Detail Open Items may also be
78. Vendor Statistics Year to Date function is executed le This function must be executed at the beginning of every year prior to any 4 P Transactions being entered or the Checks being generated For all Vendors on file all Year To Date statistics will be shifted to their corresponding Last Year fields then rest to ZERO The last time this was done was on To proceed with this Clear YTD function type the word PROCEED in the field provided and click on the Clear Vendor button below If you do not wish to have the file rebuilt click on the Cancel button Clear Vendor YTD Statistics 6 4 21 Recalc Vendor Year to Date Last Year Totals In the Series 5 Accounts Payable system each Vendor s property records has fields that maintain total Purchases and Discounts Taken that have been accumulated during the the current year the last year and since the vendor was added to the system As the day to day activity of entering invoices and paying them proceeds these functions contribute to the assorted statistical amounts displayed Each of these periods are defined as follows Year to Date On an annual basis the Accounts Payable manager is responsible for executing the operation to Clear Vendor Year to Date YTD figures At that time the Year To Date amounts for each vendor will be reset to ZERO Last Year On an annual basis the Accounts Payable manager is responsible for executing the operation to Clear Vendor Year
79. a Evaro nono am Import Vendor Information Import Options About Importing For your information One of three Processing Directives may be included starting in column 1 ZRADDZ All Vendors for rows following will 1st be deleted then updated with the new fields 2DELEZ All Vendors for rows following will be deleted from the A R system 2ZUPDTZ All Vendors for rows following will have a field as indicated in column 2 updated with a new value Column Field Format Column Field Format Column Field Format A Vendor Code 6 R Vendor Type 6 AG PayBy Bank Code 6 B CompanyName 40 S Contractor x1 Y N AH Currency Code 4 c Addiass 1 40 T Insurance Cert x1 Y N Al GST Category 1 D Address 2 40 u Federal ID x12 Ad Extra Cost Code 6 E City x 25 Y Remit Company 40 AK LastActive Date yyyymmdd mmddyy F State Prov x5 wW RemitAddress 1 40 AL 1099 Category sp N S R 0 P G Zip PC 10 x RemitAddress 2 40 D G C EA H Country 20 Y Remit Address 3 40 Phone 20 z Remit Address 4 40 J Fax 20 AA Vendor Status X 1 sp H D N K Emal x 30 AB Tems x015 L Contactt Name X 20 AC Due Date Method 1 1 P AD Due Days 999 M Contactl Phone 15 i N Contact Job 10 AE Discount Days 999 AF Discount 99 99 a Contact2 Name 20 P Contact2 Phone x 15 Q Contact2Job X 10 a hee Vendor Master I mport Data Formats When the Assets are imported the following
80. a check box lv is displayed in the right most column gt If an item has been marked either Temporarily or Permanently Deferred from being paid an applicable graphic is displayed in the right most column either o respectively If the function to have the grid items printed is selected the report if archived will be catalogued with a report name of VENDACCINQ RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 10s for full details Set Payment Approval Status Entry Screen When a specific grid row is double clicked or the Set Payment Approval Status function is selected from the pop up menu the following screen is displayed for the associated item to be Approved for payment or not by the Approval Manager 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 255 This Invoice will be approved to be selected for payment Each Manager specified must approve this item before it can be selected to be paid Approval Manager s LJC LARRY CARLSEN Approved 9 16 13 M MOUSE MICKY MOUSE Approval Not Yet Given BUGSY Bugs Bunny Senior Approval Not Yet Given Voucher to be Approved Vendor 019658 SENTINEL HILL SOFTWARE INC Voucher 125068 Invoice
81. access 62 75 127 133 201 366 459 job management 80 launching the Batch Job Processor 87 modifying job execution parameters 80 night processing 78 putting jobs On Hold 80 submitting jobs to batch 78 bulk email about 315 attachments 319 entering the message 319 pseudo variables 320 vendor filters 317 C cascading windows 46 cash requirements report about 351 current items due 351 optional items with discounts 351 optional items without discounts 351 past due items 351 check history display historic checks 179 inquiry 149 176 purging old check history 184 voiding a single check 179 check printing about 265 about generating and printing 266 assignment of check numbers 445 bank account selection 266 clearing prior selections 273 default frequency 444 generating 280 history of check runs 452 processing grid 266 recover from printer malfunctions 292 setting check date formats 445 Index 511 check printing setting default printer queues 445 steps for generating 266 test alignment form 280 check reconciliation about 303 bank code selection 306 control properties 305 processing grid 306 purging history 313 reconciled checks report 311 360 setting display filters 309 totals from bank statement 305 un reconciled checks report 311 360 checks Quick checks 237 about 265 automatic selection of item to pay 274 check register 289 de generating 287 generating and printing 280 historic check
82. all or a selected range of checks reported If a range is selected enter the starting ending check numbers For Checks Dated radio buttons and mmddyy Select to have All checks reported regardless of their dates or only those for a given date range If an inclusive range is selected enter the starting ending dates The default is the period from the start of the current month until today s date Checks Sorted by drop list When the report is printed the checks may be listed sorted by a variety of different fields Check Number Check Date Check Amount Descending Check Payee Name List ONLY Checks where a Discount was 2007 2014 by Sentinel Hill Software all rights reserved 366 Series 5 Accounts Payable User Help 6 5 8 No narrative required here No narrative required here List ONLY Checks where Payee differs check box from the Vendor Name No narrative required here A P Voucher Archive Report As Vendor Invoice transactions are entered the associated data records are kept in the Series 5 system in their respective archive history files This data is available for a variety of inquiry and reporting functions This function may be used to generate a report listing the archived A P transactions This report is similar to the register that is produced when an A P Batch of transactions is posted but with items listed sorted by Voucher Number Accessing the function to generate the Voucher Archive re
83. an ASCII text file 105 saving as an MS Word document 105 107 runtime errors about 505 Microsoft utility errors 508 system error codes 506 LCi scheduled menu items 133 Search and Replace Operations 121 Sentinel Hill Software contacting 38 Series 5 Main Menu about 75 entering anew password 72 expired passwords 72 loging in to the system 72 selecting a Company 72 Setting Up a User s PC allowing access to HTML Help 87 allowing emails to be sent 87 build the Series 5 shortcut icon 87 define user s environment variables 87 defining user s working directories 87 SHSILUSER_NAME 87 2007 2014 by Sentinel Hill Software all rights reserved Index 513 setting up scheduled functions 47 user access rights 126 setting up the A P system user logon profile 126 check printing forms options 477 who is using the system right now 144 check reconciliation 477 user logon default G L control accounts 474 defining user access 126 defining CanadianGST 475 defining control options 469 defining user logon profiles 126 entering anew passwords 72 general control options 469 expired passwords 72 SHSI USER NAME variable 87 passwords 72 supplier invoices batched entry 422 V T vendor invoices Transaction Entry about 208 about Quick checks 237 automantic distribution entry 226 distribution adjustments 217 electronic transaction interface 242 expense distributions 226 expense sub ledger Projects 226 grid display of invoices 213 GST
84. applicable the network assigned printer name of the Captured printer file screen Browser IV Archive w nupus Manayti V Print Queue WPRINT3 v WinPrint Courier 10 Compress L pat Standard Courier 10 pt Compressed N PreCaptured Printer LASER_LAND hp LaserJet 1300 PCL 6 N of Copies 7 3 When selected to direct the report Saved To Disk you must select to save it as an MS Word Document an MS Word Document Printed a PDF Document or an ASCII Text File In either case you need to have specified the folder to which the file is saved The default is the directory that is defined in the Series 5 User s Logon Profile field labeled as the User s My Documents folder Pathname You can click the push button to locate or change the folder where the file is to be stored 2007 2014 by Sentinel Hill Software all rights reserved 108 Series 5 Accounts Payable User Help Pitcopluieu FINE parun e00 arte Save to C Documents and Settings Larry Carlsen My Documents SHSISUCC Save as MS WORD Printed v To Captured Printer LASER_LAND v Send a copy to E Mail Recipient _ hp Lasewet 1300 PCL 6 4 4 If saving to an MS Word Document Printed then after generated the document will be printed from within Word You will need to select a specific Captured Printer Captured Printers are defined by your Systems Manager using the Captured Windows Printers maintena
85. assigned to them or for only those that fall within a range of Invoice Number codes If a range is selected enter the starting ending Invoice Number codes as alphanumeric fields ne ot Dacumens Tor et A check box is presented for each of the types of Archived Transactions that may be generated in the A P system Click or un click to have the particular type processed by the given function Documents Dated radio buttons and mmddyy Select to have All transactions selected regardless of their dates or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented Documents Test Date Type radio buttons If a range of dates is specified select whether the system should test the transactions Invoice Date or Ledger Date when deciding if it should be included or not Include only Documents for A P Batch X 6 To have only those transactions processed that were entered under a particular A P Batch code Leave the field blank if it is not to be considered as a selection filter Include only Documents for Vendor X 6 Code To have only those transactions processed that were recorded for a particular Vendor Leave the field blank if it is not to be considered as a selection filter For A P Control Account radio buttons amp 9 18 9 5 2007 2014 by Sentinel Hill Software all rights reserved 46
86. bank account the system maintains separate Check Numbers G L Cash Account A P Control Account Check Date formats printer name Reconciliation and Fraud Interface information Checks may be printed as tractor forms or as laser sheets Formats include the Canadian standard check and or one that may be customized Checks may also be voided amp Quick Checks A Quick check may be generated at any time This is a check that is printed immediately following the entry of the Invoices that it pays Up to 8 invoices may be entered and accumulated per Quick check A separate Quick check register may be generated and printed ACH Direct Deposit Payments 2007 2014 by Sentinel Hill Software all rights reserved 2 3 12 Series 5 Accounts Payable User Help The Accounts Payable system provides for the option to have supplier payments generated as ACH Direct Deposits As payments are generated as an option a Direct Deposit Payment Notification is automatically emailed to the supplier Re Occurring Invoice Transactions These are supplier Invoices that re occur at some standard frequency When these batches are posted they are similar to a normal transaction entry batch except that they remain on the system for future use They may be defined as weekly monthly quarterly or yearly sets of transactions The Invoice Date is automatically assigned when invoked User Defined G L Account ie 9999 99 9999999 999 The G L Ac
87. based on the preset percentages There maybe some rounding that occurs and the Amount Remaining to Distribute may not equal ZERO Make the appropriate adjustments Expense Distribution Entry Screen This screen is used to record the amounts associated to an A P Transaction to a given Expense Account 2007 2014 by Sentinel Hill Software all rights reserved 28 Series 5 Accounts Payable User Help Some points to note about entry of the Expense distributions e The sum of all Expense Distributions some of which may be negative must equal the total of the amounts that are shown that must be distributed e Sub Ledger Project codes may be entered only if the selected G L Distribution account has as one of it s properties the option to Always or Optionally allow for a Project code e GST Tax amounts do not have to be recorded as a distribution The system will do that automatically e You may edit the Amount directly on the Revenue Distribution screen s grid The following screen is displayed to enter or modify the Distribution Account and the amount to be recorded as an expense Modify Expense Distribution Distribute Expense for Document 124235 Amount Left to Distribute 0 00 Expense Distribution Account 1220 002 vit h Distribution Amount 788 778 00 Interco AR CND 7 gt Sub Ledger Project Code C lal e f the Series 5 Professional Invoicing system is being used and the op
88. be reconciled ll Have them marked to be reconciled This can be accomplished by double clicking the entry in the grid screen that is presented or set a specific set of display filters and using the Select All to be Reconciled function Items that have been marked are indicated with a check mark lll Select the function Post Marked Checks Reconciled The system will read through the check reconcile file and all items that are selected will be marked as reconciled 2007 2014 by Sentinel Hill Software all rights reserved 304 Series 5 Accounts Payable User Help GS Check Reconciliation gt Reconciliation Control Properties gt 0s gt Check Reconcile Grid Screen sos gt Grid Display Filters s gt Reconciliation Reports s 11 gt Check Reconcile Purgel Accessing the A P Check Processing Functions From the A P Main menu select Check Reconciliation from the Operations drop down menu V Accounts Payable red SEA Reports Codes Maintenan New AJP Transaction Entry Scheduled Transaction Entry Enter and Print a Quick Check Electronic Invoices Interface Change Item Due Disc Dates Mark Items Manually Paid Purge Zero Balance Payables Select Vouchers for Payment Defer Vouchers from Payment Payments amp Check Processing Generate Fraud Interface File Void a Posted Check Check Reconciliation Export 4 P Distributions Bulk Email Generator Generate
89. be set allowing you to be very specific as to which records are deleted By default the date range this is presented will ensure that all records dated within the past five years are not deleted The operator is presented with the standard Vendor Select Filters 1001 screen This allows you to select specific ranges of vendors vendor types and a variety of other criteria used as filters for selecting the vendors whose records will be purged Accessing the function to Purge the A P Check History records can be done either directly from the Check History screen of the Vendor Open item Inquiry function or from the A P Menu s Purging drop down menu 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 465 wizards User Functions Purge Youcher Archives Purge A P Trx Batches Purge Invoice History Purge Check History Purge Reconciled Checks Once Vendor A P Check History records are purged this information will not be available to any of the A P Inquiry or reporting functions Be quite sure of the need to purge this data A P Check History Purge Options Screen The following screen is displayed offering a variety of filters for the purge function 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Accounts Payable User Help Purge A P Check History Ox A P Check History Purge Purge Options Vendor Select Filters
90. by Sentinel Hill Software all rights reserved 18 Series 5 Accounts Payable User Help page the Date line and the VOID literal line were being printed one line below the point that they were supposed to The actual check face with the amount was correct The problem has been fixed Dec 18 2009 A P Period Analysis Inquiry Report The option to export data to spreadsheet has been enhanced There are up to 10 different types of data that may be output to an Excel spreadsheet Each type will now be output to it s own worksheet within the Excel workbook Dec 11 2009 Functions Exporting to Excel Spreadsheets For those functions that export data to Excel spreadsheets the following enhancements have been made e When titles are output they will be formatted as bold in 14 point e When legends are output they will be formatted as bold in 12 point e When headers are output they will be formatted as bold and italic e Dollar amount data column will be formatted for Currency where signs will be displayed with 2 decimal places The following applications have been revised accordingly where applicable Dec 10 2009 e A P Open Items Report With output to Spreadsheet with new default filenames of AP_Open_Summary or AP_Open_Detail e Historic A P Open Items Report With output to Spreadsheet e Bank Fraud Interface Format for Excel Spreadsheet e A P Distributions Inquiry Export function e Vendor Analysi
91. controlled through runtime configuration variables This mechanism provides a great deal of flexibility because these variables can be modified by each site as well as directly by an AcuGT program Configuration variables are maintained in a runtime configuration file This standard text file can be modified by the host system s text editor Each entry in the runtime configuration file consists of a single line All entries start with a keyword followed by one or more spaces or tabs and then one or more values These variables may also be defined in each operators execution environment On both UNIX and Windows systems these would be defined as environment variables Environment Variables The following variables may be defined for the operator s environment Under UNIX these may be seen by entering the shell env command Under Windows these may be seen by entering the DOS set command APPDATA C Documents and Settings The 1st 2 characters are used to determine xxxxxx Application Data the users Home Drive on their PC ls set up by Windows SHSI_USER_ SHSI5 LARRY The default Signon User code used when NAME signing onto the system from a client PC USERNAME SHSI The Windows client signon name Used to determine the operators actual My Documents folder pathname ls set up by S5_DIR D S5 Required ONLY by the user building the Series 5 executables Configuration Variables The following variables may be defined in the run
92. data must be separated with the Text character 2 You may then select the folder from which the file is to be loaded from and the name of the file You can click the push button to locate or change the location put Fion _ _ oLype EXCEL Worksheet v Folder C Documents and Settings Larry Carlsen hy Documents SHSISUCC me AR_TaxCodes_In XLS Thin Client Processing Tip If executing as a Thin Client user you will appreciate considerably faster processing of large data files when you process input as Tab Delimited Text Over a slow network input to an Excel Spreadsheet is disgustingly slow If loading the input from your PC then make sure that the Thin Client Unix Home Page in your User Logon Profile contains a path on the UNIX server Files are actually 1st copied to the UNIX server then read 2007 2014 by Sentinel Hill Software all rights reserved 98 Series 5 Accounts Payable User Help into the system Field Definitions File Type drop down list Select the type of data that is to be loaded This field will default to the type that is defined in the Series 5 User Logon Profile Note that if the the particular import export function requires a specific format other that an Excel Spreadsheet the default from the User Logon Profile is not set as the default Folder X 90 Enter the name of the directory folder from which the imported data is t
93. different Tab Sets may be defined and activated under program control as the page is being populated with text As the line of reporting text is output the tabs are inserted and any preceding spaces are removed This basically now allows the use of variable pitch fonts when outputting columns of data ensuring proper alignment e Individual words or sub strings within a print line may now be output as Bold Italic Underlined Shaded or as Reverse Video On a given page up to 50 sub strings may be formatted in this manner On a given line up to 6 sub strings may be formatted in this manner e Single thick or thin and Double Lines may now be inserted at any position within a page As the page is being populated with text the lines are defined to the printing routines with position and sizing set under program control Up to 40 line may be output per page These types of formatting controls could be implemented for Invoices Purchase Orders Customer Statements A P Checks or Customer Quotes In order to take 2007 2014 by Sentinel Hill Software all rights reserved 2 Series 5 Accounts Payable User Help advantage of these features the appropriate applications program must be pro grammatically customized Contact Sentinel Hill Software Inc for more information further details Apr 24 2012 HS5 Enhancements to ALL Systems 2011 2013 xmi 3 All Series 5 Applications offering Export Functions When entering export s
94. displayed at the bottom of the grid The operator may slide it over with the mouse to view 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Payable User Help the hidden columns of data If there is an x icon in the lower right corner of the screen clicking on this will expand the screen laterally to it s full size You will need to have a wide screen for this to be effective T A R Period Analysis Inquiry and or Report File View Analysis Help A R Period Analysis Inquiry Report Build and preview summary totals by selected Periods for Customers A R Accounts Customer Types by G L Fiscal Years Sales Reps and Sub Ledger Projects From the display generate either a report or a spreadhsheet Pint Analysis Report Re uild Preview Show Totals for A R Accounts wi ajaj Go to Main Account C7 ACCOUNT NOT ON FILE CHASE BANK GENERAL ACCO 1 065 00 4 029 95 140 00 CHASE BANK GENERAL ACCO 152 594 86 221 305 21 346 083 58 ISA Paymentech Clearing Acc 0 00 101 00 ACCOUNTS RECEIVABLE ACCOUNTS RECEIVABLE 0 00 ACCOUNTS RECEIVABLE 9 996 00 INVOICED REVENUE CONTRC 9 996 00 FIRST UNION BANK DFS 93 701 10 WA FIL e FILING DISB PA SOS FILING DEPOSIT iLien CL DEPOSITS ON ACCO ALLOWANCE BAD DEBT GTor display last accumulated 3 31 08 t Date Items listed by A R Account Code Lookup Window Throughout each of the Serie
95. done either directly from the Vendor Open item Inquiry function or from the A P Menu s Operations drop down menu ies V Accounts Payable S a Reports Codes Maintenanc New A P Transaction Entry Scheduled Transaction Entry Enter and Print a Quick Check Electronic Invoices Interface Change Item Due Disc Dates Mark Items Manually Paid na nals Zero ade Modify Invoice Due or Discount Dates Entry Screen The following screen is displayed to provide changes to the Invoice 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 161 Edit Voucher Due Disc Dates You may edit the Due Date the Discount Date or the Discount Amount for this item Doing so may effect whether it is included by the Generalized Payment Selection process and or the amount paid Selected Voucher Vendor 019658 SENTINEL HILL SOFTWARE INC Voucher 141808 Invoice Date 9 21 08 Invoice For Aug 2008 Due Date 9 21 08 PO Discount Date 9 21 08 Original Invoice Amount 100 00 New Dates and Amounts Payments Already Made 0 00 i New Due Date Tr Discounts Already Taken 0 00 3721708 New Discount Date 9721708 708 5 Payable Balance 100 00 9721708 E Eligible Discounts 0 00 New Discount Balance Net Payment Required 100 00 Note Discounts will only be allowed if the applicable option is set up for the given Vendor Neither the Due Date or
96. either does not support multiple copies then setting a value other than 1 will have no effect 2007 2014 by Sentinel Hill Software all rights reserved 32 Series 5 Accounts Payable User Help This feature is available only to users executing on Windows system either directly or as thin clients As well fields on the Print Options sub screen have been reorganized slightly to accommodate the new field Fields and display prompts associated to outputting reports to a Print Queue are now enclosed within a frame Where applicable in all Series 5 applications the size of display windows and or tab sub screens have been adjusted accordingly Dec 22 2009 a Export functions to Office 2007 Excel Spreadsheets The Series 5 import export function offers the option to output input to an Excel spreadsheet Office 2003 Excel had allowed for 65 500 rows and Office 2007 Excel allows for 1 000 000 rows When exporting data the Series 5 system would automatically start outputting to a 2nd worksheet when 65 500 rows were reached The system will now switch to a 2nd worksheet depending on which version is being used As well the Spreadsheet VO routines have been enhanced to support up to 999 999 rows of data Dec 16 2009 a Exporting to Excel Spreadsheets functions The logic used to export to Excel spreadsheets has been enhanced In the assorted Series 5 applications those functions that offer functions to export to an Excel
97. entered within the Accounts Payable system Description X 30 Is a description of the Job This is printed on most A P reports and is displayed to most A P screens where the Job is utilized 6 6 7 Bank Account Codes A P Bank Account Codes are used to hold information about the Cash Accounts that are used for generation of A P Checks and or ACH Payments When A P checks are generated Quick Checks are entered prepaid Vendor Invoices are entered or ACH Payments are generated a 2007 2014 by Sentinel Hill Software all rights reserved 440 Series 5 Accounts Payable User Help Bank Account Code must first be selected Before any checks can be generated these Bank Codes must first be defined to the system The Bank Codes record holds the following types of data that is used in the Series 5 Accounts Payable system e Bank Name Account Name and Number and the Type of Account e G L Cash account used for the generation of checks or ACH payments e The next check numbers to be assigned for both computer generated checks and for Quick checks e The next ACH check number to be assigned e The ACH Control Code to defined the format of associated ACH payments e The next Tracking number for other types of payments Such as Wire Transfers e The default Printer Queue to be used for printing checks e A summary of the last set of checks that were generated by the system e Control properties for generation of Fraud Interface files e Ac
98. features of this Transaction Display screen are as follows 2007 2014 by Sentinel Hill Software all rights reserved 174 Series 5 Accounts Payable User Help gt Toggle between displaying the transaction s Expense Distributions and the Checks i used to pay off the Invoice Show Distributions gt Navigate forwards or backwards through the Transactions 6 3 1 2 2 Purging Invoice History As transactions are entered and posted and checks generated the associated data records are kept in the Series 5 system in their respective history files This data is available for a variety of inquiry and reporting functions Over time these files may become quite large This function may be used to purge or delete these Vendor Invoice History records A variety of selection filters may be set allowing you to be very specific as to which records are deleted By default the date range this is presented will ensure that all records dated within the past five years are not deleted The operator is presented with the standard Vendor Select Filters o screen This allows you to select specific ranges of vendors vendor types and a variety of other criteria used as filters for selecting the vendors whose records will be purged Accessing the function to Purge the Historic Vendor Invoices can be done either directly from the Invoice History screen of the Vendor Open item Inquiry function or from the A P Menu s Purging drop dow
99. fields are input from an Excel spreadsheet a tab delimited text file or a CSV text file The following table defines the Asset entry fields 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 419 Column Excel Field Format Column X6 2 B CompanyName X 40 4 Address tine2 XW 68 F Sta teProvnoe XB o7 QG ZpPosalCode KOO 8 Country X20 o9 I phe X20 18 M Contact1 Phone X15 18 O Comtact2Name X2 16 P _ Comtact2Phone XI 17 Q Contact2Jobor Position X00 18 R VendorTye OKO 27 AA Vendor Status space Normal H Hold all Payments To D Discounts are Always Taken N No Further Purchases to be Made 2007 2014 by Sentinel Hill Software all rights reserved 420 Series 5 Accounts Payable User Help 28 AB Vendor Terms Description X 15 29 AC Due Date Calculation Method Specifed of Days following the Invoice Date P A Specified Day of Month following the Invoice Date X of Due Days 999 of Discount Days 999 Discounts Given X 1 9 99 Default Pay By Checking Bank Code 4 1 6 Currency Code if non native Canadian GST HST Category Default PO Extra Cost Code 37 AK Last ActivityDate mm dd yy or yyyymmdd 38 AL 1099 Category blank Not applicable N 1099 MISC Non Employee Compensation S 1099 MISC Rents and Services R 1099 MISC Royalties O 1099 MISC Other Income P
100. for Payment This Invoice is NOT TO BE PAID Amount Approved to be Paid 20 000 00 CEG Ce A Once the desired approval status has been selected click on the Apply Approval Setting push button to record the selection Manager Approval Screen Field Definitions Payment Approval X 15 Password Enter the Approval Password for the selected manager Approval Status radio buttons Select whether the item is Approved to be Reviewed or NOT PAID Amount Approved to 999 999 99 be Paid Enter the amount that is to be approved to be paid 6 3 1 1 5 Mark Items to Pay or Defer from Payment Vendor Invoices are entered into the Series 5 system on a regular basis Normally say ona weekly basis all eligible invoices will be automatically selected for payment and computer generated checks are printed f your company does not wish to automatically pay all outstanding and due Invoices that your suppliers have submitted then you will have to manually identify all items that are to be paid 2007 2014 by Sentinel Hill Software all rights reserved 166 Series 5 Accounts Payable User Help If an item has been selected to be paid a check box lv is displayed in the right most column of the Open Items Payable screen s grid Likewise if you do have the system automatically select items to be paid if there is a particular Vendor Invoice that you do not wish to have paid you may mark it as being either Tempora
101. for selecting the vendors that are to be included The Vendor Account Inquiry function is launched from the A P Menu s Trx Inquiry drop down menu 1 SHSI Series V Accounts Payable File MEST TPA Operations Reports Code Vendor Open Item Inquiry AJP Distributions Inquiry Historic Yendor Invoices Historic A P Checks Historic Youcher Archives AJP Period Analysis Open Items Payable Unpaid open items for a selected Vendor are displayed to the screen managed using a Series 5 grid processing screen You can easily navigate through the items for a specific vendor selected either by name or be Vendor code For the items that are presented a number of applicable functions may be performed By right clicking on a particular row a pop up window will be presented from which the following functions may be chosen e Display the details and the Expense distributions that were recorded with the original entry of the Vendor s invoice 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 151 e Change the invoice due date or discount date e Have the item marked as approved for payment for systems with the Manager Approval option enabled e Select to have the item marked as manually paid Up to 15 invoices may be selected and assigned to a particular check The check may have been written by hand or you may choose to have the system generated a check e Select in
102. forms have been enhanced to now recognize arguments that indicate the forms are to be generated as Office 2007 Word or Office 2003 Word documents May 21 2010 MS Word System Error Recovery The Series 5 printing routines had the ability to generate output as an MS Word document System error that could be generated while outputting to and or automatic printing of MS Word documents were causing Series 5 applications to terminate with a not too friendly error message The errors that were particularly annoying were as follows e When outputting to an MS Word document that had a template defined and the given template file was not set up for that user a fatal error occurred e When outputting to an MS Word document that was supposed to be automatically printed but the given network printer was either offline or that segment of the network was not active a fatal error occurred e When a user attempted to generate output as an MS Word document but they did not have MS Word installed or it was installed in a location other than the default a fatal error occurred The printing routines have been enhanced to now capture any system errors that were being generated from MS Word A reasonably friendly error message will now be displayed and the particular application will continue processing In most cases the generation of the report will just be abandoned May 21 2010 2007 2014 by Sentinel Hill Software all rights reserved
103. found in the Fast Buttons Frame All the checks will be deleted all the vendor invoices will be re instated as open items waiting to be paid This function differs from the De Generate Generated Checks function in that the check records are marked as being Voided The operator will be prompted as to whether they want to proceed or not SHSI Series V Accounts Payable Yoiding Generated Checks marks each one as voided and resets the paid items as Selected For Payment again These Check Numbers will not be assigned to new checks again Are you sure you wish to proceed A Executing this function causes the following steps to be taken e Each check record will be marked as being Voided These Check Numbers cannot be used again The corresponding check forms may never be used e Any Invoices that were paid using the check will be re instated as eligible items that are waiting to be selected to be paid at some time in the future Voiding an Entire Check Generation Set Function Options Screen The following screen is displayed to select the set of checks that are to be de generated 2007 2014 by Sentinel Hill Software all rights reserved 22 Series 5 Accounts Payable User Help Void ALL Checks for this Account Void a Batch Set of Generated and Printed Checks For Bank Code CHASE writtento PCA s JP Morgan Chase for G L Cash Account 1103 001 Northern Trust 2 Select the Check Batch Set to be Voided 5 Checks
104. from the Service Tools select Downloads e Alist ofall the possible download files is presented These are automatically generated at the end of every week e The downloads that are interfaced to the A P system are those having the EGL extension 2007 2014 by Sentinel Hill Software all rights reserved 248 Series 5 Accounts Payable User Help e Double click the file to be downloaded and have it Saved to a folder that can be accessed from the Series 5 software Presumably to the following folder My Documents SHSI PCA AP Downloads e Rename the file from whatever EGL to whatever EGL CSV e When the interface function is executed when the Data Import Options tab is displayed click the Browse button and navigate to the above folder and double click the file to be loaded A P Transaction Sequential File Import Input Record Definition When selecting to have the A P Transactions interfaced from sequential file the following record layout defines the fields 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 249 FD USER VCHR FILE LABEL RECORDS ARE STANDARD DATA RECORDS ARE USER VOUCHER RECORD 1 USER VOUCHER RECORD 2 USER VOUCHER RECORD 3 01 USER VOUCHER RECORD 1 03 FILLER PIC 9 1 03 FILLER PIC X 12 03 USER VENDOR ADD FLAG PIC X 1 03 USER VENDOR NUMBER PIG S16 03 USER VENDOR NAME PIC X 40 03 USER VENDOR STREET 1 PIC X 40 03 USER VENDOR STREET 2 PIC
105. generate the Check The function to inquire upon the Historic A P Checks is the same as that presented from the Vendor Check History Inquiry application As a convenience it is offered as a menu item under the A P s Trx Inquiry drop down menu For a full description refer to the topic titled Check History 76 found under the chapter on Vendor Account Inquiry 42 earlier in this documentation Historic A P Voucher Archives All A P Transactions entered are recorded in the A P Vouchers Archives files These include regular Vendor Invoices Prepaids Invoices recorded against Quick Checks and A P Adjustments These Archives are kept on the system until purged They are utilized for the following functions e Inquiry the original transaction may be viewed along with the expense distributions recorded e Reporting a report similar to the A P Transactions Posting Journals may be generated e Analysis the A P Period Analysis Inquiry Report function reads these records to accumulate it s totals Some of the features of the Inquiry function are as follows e Transactions may be listed either by Vendor Code or by Voucher e A function is provided that will compute totals for each of the types of transactions on file using a variety of selection filters e A function is provided that will purge Historic Archive records 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 199 P
106. grid e Double clicking a row in the grid selects that particular item to have it s Replace field updated in the replacement pass 2007 2014 by Sentinel Hill Software all rights reserved 5 6 126 Series 5 Accounts Payable User Help a e Click on the Previous Next Selected icons l to position the grid to the prior next item that has already been selected e Once ready click on the Start Replacing button to proceed to have those items that have been checked processed e To exit without having anything replaced click the Cancel button User Access Management The Series 5 system provides for User Access security at the menu item level for each application based on a users sign on code There are two user access records that must be established before any given user can access the system Data CS Accesssed From Comments 1 User Logon The main menu s Profile Record System Maintenance drop down menu 2 User Application The A P menu s Access Record Control Options Each user must have a Logon Profile record before they can be set up with any Application s Access rights The user s sign on code password email address and default documents pathname are defined Only users with full system Management access rights can maintain the Logon Profile records A separate Access record must be established in each application that the user needs to execute In those Accounts Payable systems with mult
107. had a particular User Code assigned to them Leave the field blank if it is not to be considered as a selection filter Include only Distributions for Vendor X 6 Code To have only those distributions listed that were recorded for transactions entered for a particular Vendor Leave the field blank if it is not to be considered as a selection filter Include only Distributions for Type s check boxes A check box is presented for each of the types of Distributions that may be generated in the A P system Click or un click to have the particular type listed or not in the report 6 3 2 4 Distributions Export This function is provided so that A P Distributions may be exported to either an MS Excel spreadsheet or a tab delimited text file These files might then be interface to another third party General Ledger system or to a Series 5 General Ledger system at perhaps the head 2007 2014 by Sentinel Hill Software all rights reserved 194 Series 5 Accounts Payable User Help Office If the target system has it s financials in a different currency then a conversion factor may be applied As well the option to have the exported file emailed is provided DAP Distributions Inquiry Export AZP Distributions to Spreadsheet amp Optionally email to recipient Export Filters Export Options About Exporting Enter filters and control parameters associated to exporting Distributions to other systems
108. interfaced to the General Ledger system If not using the G L system they remain on file until an A P Distribution report is generated with the purge option chosen APOPENFL XXX Holds the A P Open Item records These are basically invoices that are waiting to be paid APQUICKCHKS XXX When Quick checks are entered into the system this file holds the associated information until it is printed and posted APSUBQWRKnnn XxX _ This is a work file that is created when the A P Period Analysis function is executed The nnnis the PID of the user that ran the analysis APbbbbbb xxx These files hold the A P Transaction Batch Pointer records They point to A P Transaction record that belong to A P Batch bbbbbb This file remains on the system only until the associated batch is posted BANKACCT XXX Hold the master A P Bank Account Codes records CURRENCY XXX Holds the Currency Code records It is used by the Purchasing System GLOBAPRC XXX When the option to use a global common file for A P Check Reconciliation is chosen this is the file that holds the Check Reconciliation records GLOBLAPCHK Xxx When the option to use a global common file for A P Check Reconciliation is chosen this is the file that holds the record that keeps the Next Check that is to be assigned when checks are generated JOBFILE XXX Hold the master A P Job Codes records 2007 2014 by Sentinel Hill Software all rights reserved 490 Series 5 Acco
109. is recorded on the Check Register Also when such checks are displayed from the Check History Inquiry function both addresses are shown 2007 2014 by Sentinel Hill Software all rights reserved 398 Series 5 Accounts Payable User Help 6 6 1 4 Vendor Remit To Screen Field Definitions Check Remit X 40 This is the name that is generated on the checks that are printed for this vendor Address 1 2 3 4 4 x X 40 Up to 4 lines of 40 characters each for the address is printed on the checks Vendor Notes Screen Vendor Notes Entry Screen This screen is used to record notes about the vendor You might enter payment plans invoicing requirements contractual summary or just general information about the company Up to 1000 characters of text may be entered 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 399 E Vendor Maintenance 000466 OLD CAPITAL FUNDING CORP Modify the Properties of Vendor Name and Address Remit Address Notes AZP Profile 1099 YTD Stats Auto Distributions You may record some notes about this supplier These might be used to describe the terms associated to payments to be made methods of shipping or contractual information WITHHOLD ALL PAYMENTS UNTIL SIGNED AUTHORIZATINO FROM THE PRESIDENT Notes Display Option C Always Display C Operators Discretion Never Display Update Cancel Display
110. listed in the Series 5 A P Manager LOV Lookupl a1 window A P Approval Manager Sets Grid A P Approval Manager Sets are maintained using a Series 5 grid processing screen 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 429 File Edit Help Define Approval Manager Sets Select to modify or delete or add a new Approval Manager Set m You may ako generate a tepo ising the codes already dened Mmilitamm B 2l C e Go To Approval Set with Code gt da Ml Retesh Fast Buttons E pa a new Manger Modify Modify the Manger highlighted in the Delete Delete the Manger highlighted in the Generate a report the Manger Sets already on file EAST COAST MANAGEMENT M MOUSE BUGSY Items are listed in order by Code Edit an existing Manager Set by double clicking it s associated row Standard Series 5 grid controls apply The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing os for full details The report listing the Manager Sets on file if archived will be catalogued with a report name of APRVMGRSET LST A P Approval Manger Sets Properties Screen The properties for e
111. lt Template Name gt e The font must be defined on the clients PC e Orientation must be LANDSCAPE or PORTRAIT e The Template is an MS Word defined template and must be stored in MS Word s Template directory MSWORD AR STMT ILANDSCAP Defined specifications for outputting A R SPECS E Courier Statements to an MS Word Document New 8 MSWORD CS INV _ PORTRAIT Defined specifications for outputting Cement SPECS Courier Shipment Invoices to an MS Word Document 2007 2014 by Sentinel Hill Software all rights reserved New 8 Invoice Template MSWORD LANDSCAP Defined specifications for outputting A R Dunning DUNSTMT SPECS i Letters to an MS Word Document E Arial E Courier New 8 Courier New 8 Courier New 10 requisition d MSWORD QEINV SPECS MSWORD WEB LANDSCAP Defined specifications for outputting E Request 2007 2014 by Sentinel Hill Software all rights reserved 504 Series 5 Accounts Payable User Help RPT SPECS server reports to an MS Word Document New 7 For Series 5 Printer Queue XXX Outputs the speciifed bitmap file to the given row column of the Pixel Height page at the specifed pixel Height Width on every Pixel Width page of the report Filename Sets the default output target selection for all reports generated in Series 5 that are not programatically targeted The argument is an integer digit representing the desired target as follows To the printe
112. m u ee a G a a OA User USER 4 P ie Bt Ee pl ELE SHSI Series V Accounts Payable File Trx Inquiry KoSo Reports Codes Maintenance Purging New AJP Transaction Entry Scheduled Transaction Entry Enter and Print a Quick Check Electronic Invoices Interface Change Item Due Disc Dates Mark Items Manually Paid Purge Zero Balance Payables Functions 8 Tran Select Vouchers for Payment Defer Youchers from Payment Payments amp Check Processing Generate Fraud Interface File Void a Posted Check Check Reconciliation Export AJP Distributions Bulk Email Generator Generate 1099 Forms Clear vendor YTD Recalc Yendor YTD LTD Stats Recalc Vendor 1099 Totals Search Find and Replace 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 119 2007 2014 by Sentinel Hill Software all rights reserved 120 Series 5 Accounts Payable User Help For the Accounts Payable system the Search and Replace function is provided for the following record types gt Vendor Master Records gt Archived A P Transactions gt Invoice History Records gt Check History Records Process Warning Access to this menu item should only be granted to those i that know what s going on Malicious or ignorant use of this could cause a great deal of grief 2007 2014 by Sentinel Hill Software all rights reserv
113. mouse wheel towards you eae EE the mouse wheel awa Hold the Ctrl key and rotate the mouse wheel The prior grid row Up 4 grid rows awa Click bottom down button The 1st row of the next screen The 1st row of the current screen or the row just before the 1st row of the current screen The last row of the next screen Page Down key or click the lower dbl down button The 1st row of the prior screen Page Up key or click the top upper dbl down button The 1st record on file Hold the shift key and click the top up button The last record on file Hold the shift key and 2007 2014 by Sentinel Hill Software all rights reserved 31 07 lt Period 03 Year End Dec 2007 al K awe 63 Ge ted en 2 A afee THE REYNOLDS amp REYNOLL GREAT AMERICA LEASING A CE CITICAPITAL BTF MAHWAH Net Change 15 104 00CR s Series 5 Accounts Payable User Help Grid Row Pop Up Menus For most of the grid based menu item screens you can right click a given row to have a pop up menu of the functions that would be applicable to the record represented in the row E G L Journal Entry Inquiry File Reports Edit View Help G L Transaction Journal Inquiry View Ledger Transactions using a variety of methods Print or export transactions for selected Accounts or Projects Add attachments Comments or Follow Up flags to individual items Ej Ss os Se G L Account 00
114. not have been generated it may be voided prior to being posted It s items will be reinstated waiting to be selected to be paid at some time in the future 13 If you are happy with the checks that were printed or ACH deposits that were generated click the Post ALL Checks or Post ACH Deposits push button The following events will occur v A payment register will be generated and archived v Payment history records are written v The Vendors Historic Invoice records will be updated with the Payment Date and Check ACH Number v A Check Reconciliation record is written v Vendor Statistics are updated v The Un posted Check record is deleted Items will disappear from the grid 14 If you realize that the checks were printed in error or that you had specified the wrong Check Date or Bank Account you may undo the generation of the set of checks by clicking the Void ALL Generated Checks push button All the checks will be marked as Voided These check numbers may not be used again All the vendor invoices that were paid will be re instated as open items that are waiting to be paid again 15 Apayment register will be printed payment history records will be written the Vendor s Historic Invoice records will be updated with the check date and number a Check Reconciliation record will be written and Vendor statistics will be updated 16 Everyone will be happy now The important thing to remember when generating checks or ACH deposi
115. or Coming Due The operator must click the push button in the sub screen to select these functions to have them executed Once the function is finished the operator will be prompted to reschedule the job 3 1 2 Scheduled Menu Functions Refer to the section on Users Scheduled Menu Functions 3 under the User Access Management 21 Chapter for the steps to set up the Scheduled functions Scheduled Menu Sub Screen Examples e For menu functions that are scheduled to be launched today SHSI Series V General Ledger User USER Rev 5 08 Be 01 Sentinel Hill North America Q July 01 2008 05 33 PM 7 ri General Ledger 5 Daily Functions 6 Monthly Functions 7 Year End Functions 8 Transaction Entry 1 Scheduled for Today 2 Overdue Functions 3ComingDue 4 My Favorites mS The following Scheduled Menu items are due for selection today 09 00 am Profit amp Loss Statement 06 00pm Interface from Sub Systems 07 00 pm Balance Sheet Schedules R e For menu functions that are scheduled but were not launched on the day they were due They are Overdue 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Accounts Payable User Help SHSI Series V General Ledger Fie Trx Inquiry Operations Financial Statements Reports Codes Maintenance Wizards Use Window Help User USER 01 Sentinel Hill North America E gt July 01 2008 05 52PM ZF cy Gener
116. or save text export to a file on mapped drive M which is mapped to a directory on the UNIX server then the file will actually be written to the directory path specified as the argument MANIFEST_IN_PAT d acct comp manif dir PI INV DESCN B Software Defines the Invoice Layout Generation Type and Development Descriptive text printed on P I Invoices for charges that are sub totalled by their WIP Consolidation Flag when set to N where N 1 1 2 3 or 4 Used to determine how E Requests are handled by the Web Management system gt 1 Use AcuConnect on a remote server gt 2 Use AcuConnect initiated from the E Request Server program running on the PC gt 3 Don t use AcuConnect at all Process requests directly from the E Request Server program on the PC gt 4 Use AcuConnect only for requests that don t generate MS Word or Excel documents The Series 5 applications are controlled using a number of system files These files are stored SHSI_CTRL_PATH in the directory path defined here SHSI_JOBQ_PATH When functions are set up to be executed in the Background or Night Job Processor information about the job is stored in a file that is written in the directory path defined here SHSL REMOTE BRANCH10 If entering A P Transactions in a remote branch where the Batch file is to be transmitted to head office this is the 8 character branch code embedded in the A P Batch s created by field 2007 2014 by Sentinel H
117. printed e Selected data fields associated to Vendors may be exported to spreadsheets e Vendor data may be imported from spreadsheets or tab delimited files 6 6 1 1 A P Vendors Grid A P Vendors are maintained using a Series 5 grid processing screen A P Vendors Codes Maintenance Grid PE Vendor maintenance a a File Edit View Help F n R rd a Vendors Pi tis Select t idify delete idd Vendors and to view Purchasing Statistic 5 ast Buttons Soo ti Ea l Ena aerala Paren ad Puchess Oda Pea ar Se New f Mody f peite f pine f Pwo Add a new Vendo List by Vendor Code fad GoTo Vendor with Code I Ad Al il i Refresh ee z TEENE TIENE Modify Modify the Vendor 017091 Dan G Zollinger Civil Engineering TX F 1 1 1 H 017092 INTERCEM AMERICAS Wallington Surre highlighted In the 017093 MACSHOW Horsham PA 017094 DuCharme McMillam Assoc Inc Blue Bell PA 017096 Gray Line of Seatie Seatie wa 2 Delete the Vendor 017097 Windows Catering Company Rosslyn VA 017098 _ Fou Seasons Hotel Chicago IL Ly highlighted i the gr 017099 JW Marriott Hotel Washington D C 017101 Dash Dale A Seattle z 017102 SSI Management Consultants Ine Westlake OH 017103 Staup amp Harris Associates Inc Park Ridge IL Generate a report 017104 Vantage Global Advisors New York NY 2 017105 LIBRARY OF CONGRESS WASHINGTON DC the Vendor
118. printing of Checks Properties include the A P Control Account the Cash Account and information for check printing fraud interface and reconciliation The processing of all A P check printing is now governed by a Bank Code New Search and Replace function has been introduced The Vendor Master records the Invoice History and Check History records may now be processed with a search replace function Checks may be printed both using a custom Layout and or for the new Canadian standard If you need to print two types of checks One for a Canadian bank and another for a US bank the system supports both layouts Re Occurring Invoices The system now supports A P Re Occurring Batches These hold Vendor Invoice transactions that are typically the same that need to be entered at some given frequency Scheduled Transactions m These are for Invoices that are received on a regular basis or repeated with no regularity Each item has a scheduled date as to the next time that it should be recorded All eligible scheduled items and those marked by the operator are recorded into an A P Batch when the appropriate function is invoked Generic Vendor selections for Reports 2007 2014 by Sentinel Hill Software all rights reserved 2 4 Introduction All reporting functions now have a generic Vendors selection filter screen It allows you to randomly select different Vendors to be reported A P Period Analysis This new analys
119. proceed or not then the Record Transactions options screen is displayed 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 237 Record Selected Eligible Item Options Screen The following screen is displayed before the Record Scheduled Items function is selected D Scheduled Transactions Maintenance Record Eligible or Selected Scheduled Transactions to a new Regular 4 P Tansaction Batch Record the Transactions ToA P Trx Batch ILTEST Strike the F1 key for the next system assigned Batch number With Invoice Date 11720708 s With Ledger Date 11720708 75 A progress bar will be displayed All transactions that have been selected or that have reached their Record Date will be written to the specified A P Transaction Entry Batch 6 4 3 Enter and Print A P Quick Checks A Quick Check is an AP Check that is generated on demand immediately following the entry of a Vendor s Invoice This is a useful feature when you must pay for goods or services prior to your regular A P Check Generation run Some of the features associated to A P Transactions entry are as follows e Up to 8 invoices may be entered that will all be paid by the check that is printed e The Invoices are entered as Prepaid Transactions using using the same screens as used for normal Batched A P Transactions Entry e Check Numbers are automatically assigned based on the Bank Code that is selected for t
120. purging 392 recomputing 1099 totals 334 recomputing Year to Date totals 332 recording notes aboout 398 remit to address 396 selecting for reporting 100 sending emails to 315 514 Series 5 Accounts Payable User Help Vendors statistics 404 vendor types 393 W Windows shortcuts 87 wizards about 136 defining 137 executing 142 wizard screens 137 working with grids Fast Button frames 52 copy cut and paste 59 display items with different sorts 51 editing grid row fields 58 file properties 60 most recently accessed items 59 navigating through the data files 56 pop up menus 58 searching for particular items 54 selecting items for display 53 Undo deleted records 59 Undo modified records 59 te ae zero balance purge removing unpaid invoices 168 2007 2014 by Sentinel Hill Software all rights reserved
121. ranges of codes or selected codes of the assorted Master Codes Vendor Filters Most reporting and inquiry functions available in the Accounts Payable application are based on the A P Vendor Master record These routines provide the operator an opportunity to set filters such that only selected vendors are reported or inquired The following screen is presented where applicable 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 101 lm Generate A P Open Payables Report OPENITEM RPT Report Print an 4 P Open Payables Report _ Report Options Vendor Selects Print Options Vendors for this report will be included based on whether their respective fields match the selections made below Inleude Vendors Based On Vendor Status Remit To Address Has Email all On Payment HOLD all all O Normal O On Purchase HOLD O Different Name OYes O Always Discounted O Different Address ONo O Either Click to have a window Vendoar s displayed from which specific Vendors may be selected Inlcude Vendors Matching all City State Prov O Range i Click to have a window Bank Code Currency Code ay 1099 Category E i all displayed from which Paaa specific Vendor Types Oina Extra Cost Code i may be selected Vendor Type s Fields left blank are NOT considered in the selection process
122. report Aging Open Items Using Date Type radio buttons The cut off Aging Date can be either the Open Item s Invoice Date Ledger Date or Due Date Invoice Date Depending on the desired type of analysis Due Date select the applicable date type PP yp O Ledger Date Vendors Group by drop list 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 339 When the report is printed the Vendors may be grouped and sorted with sub totals printed none Yendor Type City State or Province Countr Vendors Sorted by drop list When the report is printed the Vendors may be listed sorted by a variety of different fields Vendor Code Open Items Sorted by radio buttons When the Detail Report is generated Open items may be listed sorted either by their Document Date or by their respective Apply To Anpiv To Number Number This implies listing items chronologically or having them grouped so invoices and their payments are listed together A P Open Payables Export Data Formats lf the Report is generated with the option to have Spreadsheet Output the following fields are output to an Excel spreadsheet a tab delimited text file or a CSV text file The output file by default is named AP_Open_Items XLS For a Summary report the following fields are output Column 1 Vendor Balance Due 9 999 999 99 Valid Discounts to be 9 999 999 99 Earned 10
123. report as a Journal listing selected Archived Transactions The format of this report is exactly the same as A P Transaction Posting Journals Purge Archived TransactionHave older Archived Voucher Transactions Purged History from the system Display Totals of ArchivedTally and display totals of the different types of Transactions Archived A P Transactions The following screen or something very similar is displayed for each of these functions GA i A P Trx Archive Inquiry Repot APTRXARCHIVE RPT Print the A P Trs Archive Journal Report Options Yendor Select Filters Print Options Specify selection options to determine the items that will be included on this report Voucher Number s Documents Dated OaAll QNot Considered Between fE E O Selected O Inclusive Vendor Invoice Number s Using All O Selected Include only Documents for A P Tre Batch Include only the following Document Type s For A P Control Account M Invoices Adjustments Oal M Prepaid Invoice Credit Cancels O Selected M Quick Checks Fields left blank are NOT considered in the selection process Next Cancel When generating the report purging history or computing totals the operator is also presented with the standard Vendor Select Filters Aah This allows you to specify selected or ranges of Vendors Vendor Types and or only those vendors satisfying a variety of filter criteria For the
124. tax computation 217 inserting a series of invoices 213 loading employee expenses 242 prepaid invoices 217 recording scheduled transactions 236 regular voucher invoices 217 repairing a broken entry batch 230 scheduled transaction entry 232 scheduled transaction grid 233 selecting transaction batches 213 setting transaction defaults 422 supplier invoices 217 vendor invoice entry batches 422 voucher cancels 217 U unpaid invoices inquiry 149 user access management about 126 copying another user s rights 127 create a spreadsheet of all users access rights 127 defining scheduled menu items 133 setting up new users 127 2007 2014 by Sentinel Hill Software all rights reserved histoiric inquiry 154 hold items from being paid 150 mark items manually paid 156 modify discount dates 160 modify due dates 160 permanent deferal 150 removing items never to be paid 168 selecting to be paid 156 160 165 taking discounts 156 temporary deferal 150 Zero balance purge 168 Vendors 1099 404 about entering 391 ACH Payments 406 address contact entry screen 393 automatic expense distributions 411 check history 149 clearing Year to Date totals 331 contractual summary 409 defining to the system 391 exporting to spreadsheet 392 filters 100 filters for reporting and exporting 413 historic invoices 149 importing from spreadsheet 392 inquiry 149 maintenance grid screen 392 payment terms discounts and options 400
125. that were paid to the vendor dated within the reporting year displayed 1099 Amounts Next Year At the beginning of the year prior to the 1099 being generated the system will record any amounts in a separate field When the 1099 are finally generated and next year accumulated amount will automatically be move the the Accumulated Purchases field 1099 Reporting Year 9 4 This is the year that is being reported 1099s are normally in January or February The reporting year would be for the prior year 6 6 1 7 Vendor ACH Payment Properties Vendor ACH Payment Properties Display Screen This screen presents the fields for properties associated to ACH payment processing for the Vendor In particular the name and address of the bank receiving the payment bank account information and the Vendor s contact to deal with matters associated to payments There is also information associated to the last ACH payment that was made 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 407 The following screen is displayed E Vendor Maintenance a Vendo 000377 FINNEL CAROL Modify the Properties of Name amp Address Remit Address Notes A P Profile 1099 YTD Stats ACH Payments If this Vendor has registered to accept ACH payments enter the specific Transmission Control Specification along with their bank account information J Genera
126. the Discount Date may fall earlier than the Invoice Date The Discount Date may not fall later that the Due Date Modifying Invoice Due Dates Screen Field Definitions New Due Date mmddyy Enter the new Due Date that is to be associated to the Invoice When items are automatically selected for payment the system examines the Due Date to decide whether it should be selected for payment or not New Discount Date mmddyy Enter the new Discount Date that is to be associated to the Invoice When items are automatically selected for payment the system examines the Discount Date to decide whether a 2007 2014 by Sentinel Hill Software all rights reserved 162 Series 5 Accounts Payable User Help Discount should be given perhaps for early payment New Discount 999 999 99 Balance Amount lf a a Discount is to be given enter the amount If the system is used to automatically select items to be paid and the date of the Checks is earlier than the Discount Date then a Discount might be taken Assuming discounts are permitted for the given Vendor 6 3 1 1 4 Approve Items for Payment The Series 5 A P system provides the option to force all invoices entered into the system to be approved by up to three different Approval Managers before it may be selected to be paid A property defined in the A P Control Options General Tabl screen specifies whether the Manager Approval process is to be enforced or no
127. the report data exported to spreadsheet you must also select to have the report output to the printer archived or the report browser 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 387 Field Definitions Type of Report radio buttons Select whether the report is to be generated in Detail Summary or as a Period Summary Detail Analysis Summar O Period Summar In Periods of radio buttons For the Period Summary Analysis report select whether it s totals are accumulated based on Months periods of Months Quarters or Years Quarters O Years For the Period Summary Analysis report data may also be output to a spreadsheet using the Series 5 export routines Select the check box if totals are also to be exported to an Excel spreadsheet or a tab delimited text file When checked tabbed screens will be presented to enter Export Options and to display information about the fields to be output Include Vendors with Purchases radio buttons To select only those Vendors from whose total Purchased amounts for a given period falls Not Considered within a particular range click the desired Period and compare function and enter the amount to be compared with O Year to Date O Last Year O Life to Date If a given period is chosen choose the comparison function and enter the amount used as the threshold For Checks and Invoices Dated radio buttons a
128. this Inquiry grid are as follows gt The option to List By Vendor Name Inv Date w provides the option to Vendor Code Invoice browse through the Vendor Code Inv Date Vendors either by Vendor Name Inv Date E Vendor Code or Vendor Cash Account Check Name or Cash Account gt A given Vendor may be chosen either by TETN EN atl H CONCAETE ASSOCIATION OF WYOMING entering their Vendor Code choosing it using the Lookup binoculars icon or by having the next or previous Vendor displayed that has open items Click the binocular icon wth the up down arrow to display transactions that exist for the prior next occurrence of that code on file gt Click the desired tab heading to have the Open Items Payable Invoice History Check Histegy Open Items the Historic Invoices or the Historic Checks for the Vendor displayed gt Limit the display of Historic tems by Paid from Account choosing a particular all a Bank Code associated DT a mee to a given Cash Account 1100 001 that was used to generated the check for which the Invoice was paid 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 173 If the function to have the grid items printed is selected the report if archived will be catalogued with a report name of VENDACCINQ RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed
129. to this email address 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 409 Send Email Notification when Payments are check box made Payment Notifications are generated for each ACH payment made If these are to be emailed to this Vendor set the check box and record the email address Temporarily Suspend ACH Payments If you wish to temporarily suspend ACH payments to this Vendor set the check box Note that payments will still be made by printing a paper check Last Generated ACH Payment These fields display details associated to the last ACH Payment made to this Vendor Note that details for all ACH payments and checks are recorded in the A P payment history file and are available for display from the Vendor Open Item Inquiry function 6 6 1 8 Vendor Contracts Summary Vendor Contractual Information Display Screen This screen is used to record summary information about any contracts that have been established with this supplier It is used for information purposes only The following screen is displayed 2007 2014 by Sentinel Hill Software all rights reserved ao Series 5 Accounts Payable User Help Vendo 000377 FINNEL CAROL Modify the Properties of Name amp Address Remit Address Notes A P Profile 1099 YTD Stats ACH Payments Contracts Auto Distributions Record information associated to any Con
130. up with multiple A P Control Accounts then when an A P Transaction is entered for the batch one of the fields to be entered is the G L AP Control Account to which the A P transaction is recorded to as a payable The A P Control Account entered here will be presented as the default When the transaction is 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 427 entered a different account may be chosen Batch Totals Expected of Transactions 9 6 Enter the number of New A P Transactions that are to be entered under this batch If when the batch is posted if the number of transactions entered does not equal this amount a warning screen is presented and the operator must indicate that it is OK to proceed The New A P Transactions function will not allow more transactions than is specified here to be entered Batch Totals Expected Total Amount 999 999 999 99 Enter the total dollar value of all New A P Transactions that are to be entered under this batch If when the batch is posted if the value of the transactions entered does not equal this amount a warning screen is presented and the operator must indicate that it is OK to proceed While entering New A P Transactions if this amount is exceeded a warning message will be displayed A P Transaction Batch Purge Screen When selecting to have the A P Transaction Batches purged the following screen is presented A
131. wil be processed amp Queued Batch Job Service Handler Status Initializing Processing Status Execution Log Job Select Filters Systems Batch Execute Queue al O Selected all O Selected Company System Oal O Selected Cl 3 Click OK and the execute oe Job Processor will trundle off and wait for a job that it can Processing Note 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 89 The Batch Job Processor when launched is executed as an entirely new task in it s own window You can switch back to the Batch Job Manager window exit that and do whatever you please without disturbing the Job Processor Processing Status Tab Screen As jobs are executing you can view their status on the Processing Status tab screen It displays the jobs that is currently executing or the last job that was executed Queued Batch Job Service Handler Batch Queue ALL for Company ALL for System ALL Processing Status Execution Log Job Select Filters Status Executing Job 00000075 EXECUTING THIS JOB There are 0 job s waiting to be executed 1 Jobs haye executed so far b Executing gt Job 00000075 Job Name AZR Aging Report Submitted By USER System AR Company PCA Re Occuring No Started at 10 07 09 PM Elapsed time 22 Hrs 7 Min 21 Sec E
132. will be paid the next time that the Generate and Print Checks function is executed It will be paid on the Bank Account that was specified then As a property to each Vendor you may specify which Bank Account is to be used when it s invoices are paid As an option If the system is used to automatically selecting items to be paid as an option the operator may choose to have only Vendors that have been assigned to the current Bank Account processed 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 275 e All vouchers selected will be paid off in full Partial payments cannot be made using the General Selection function To make partial payments items must be individually selected for payment e Once the General Selection function has been executed you may generate a Pre Check Writing report that lists the Vendor Invoices that have been selected to be paid e Any items that had been manually selected to be paid either fully or partially will not have their selection status or amounts altered They will remain as initially selected Selection of Invoices for Payment Filters Entry Tab Screen The following screen is displayed to offer control filters for the automatic selection of Vendor Invoices for payment by Check Automatic Selection of Items for Pa Automatically select Vendor Invoices for payment from Bank Account Code CHASE Open Payables Select Criteria Yendor Select Fi
133. with the following screen 2007 2014 by Sentinel Hill Software all rights reserved 318 Series 5 Accounts Payable User Help Generate Bulk Vendor Emails mk Send email to Vendors Activity Filters Yendor Select Email Message Select Vendors activity filters With Vendor Account Balances With Invoices Not Considered Not Considered Greater Than og O Not Received Since Sel Less Than or Equal To O Received With Purchases With 1009 Year To Date Not Considered Not Considered O Year To Date Greater Than l O Last Year Ca Less Than or Equal To O Life To Date r With Discounts Given Giving Discounts Not Considered Not Considered O Year To Date Greater Than O Last Year e O Less Than or Equal To O Life To Date gt Bulk Email Vendor Filters Screen Field Definitions Vendor Account Balance Amount radio buttons To select only those Vendors whose Accounts Payable to amount falls within a particular range click Not Considered the desired compare function and enter the amount to O Greater Than E nt O Less Than or Equal Accumulated Purchases Amount radio buttons To select only those Vendors from whose total Purchased amounts for a given period falls within a Not Considered particular range click the desired Period and O Year To Daie compare function and enter the amount to be LastYear
134. you wish to have that file automatically deleted after the interface has completed set this check box Default Columnar Import Invoice Number X 12 When interfacing from a columnar import file a designated Data Import file if the Invoice number is not supplied or cannot be built using supplied fields then the text entered in this field will be assigned as the Invoice Number or Code Note Currently the interface from a Data Import file does not supply an Invoice Number Even though their may be many transactions generated each for a different Vendor it s OK if the same Invoice Number is assigned This is meant to be a code that you can readily identify with this particular set of Invocies being generated This field defaults to a code of yymmdd ADEXP where yymmdd is the date of the immediately preceding Friday Assuming these charges might be expenses incurred by employees during the week preceding Default Columnar Import Invoice Number X 30 When interfacing from a columnar import file a designated Data Import file if the 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 247 Narrative associated to the Invoice is not supplied or cannot be built using supplied fields then the text entered in this field will be assigned Note Currently the interface from a Data Import file does supply a Narrative that is made up of the following fields Report Batch ID Repo
135. 00 Net Amount 100 00 90 00 Discount 10 00 200 00 O Have the System Print this Manual Check This Manual Check has already been Written by Hand Generate and optionally print a Check for items marked manually paid Manual Checks Screen Field Definitions Check mmddyy The check number will default to that defined as the Next Check Number on file to be assigned for the given Bank Account Code Refer to the chapter on Bank Account Codes sl later in this documentation Check Date mmddyy Enter the date of the check used for Manual Payment On Bank Account Code Specify the Bank Account Code to which the check is to be drawn upon The selected Bank Account determines the Check and the G L Cash Account 2007 2014 by Sentinel Hill Software all rights reserved 160 Series 5 Accounts Payable User Help System Printed or radio buttons Hand Written Specify whether the system is to print the check or whether it is to be had written If system printed make sure the applicable check forms is in the designated printer 6 3 1 1 3 Modify Item Due or Discount Dates lf for some reason after a Vendor s Invoice has been entered you realize that the Invoice Due Date or Discount Dates is either wrong or you want to schedule the item to be automatically paid at a later date you can change it Accessing the function to change the Due or Discount Dates can be
136. 01 Accounts Receivable Literature 1220 001 Interco AR US 1280 001 Allowance for Doubtful Account 0 0 1310 001 __ investments oo i Items are listed in order by Account Search for H o jojojojojojojojojojojojo TT Io o 1 O o 9 9 09 0 z 09 9 0 9jojojo Edit an existing A P Account by double clicking it s associated row Standard Series 5 grid controls apply The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing 10s for full details The report listing the A P Accounts on file if archived will be catalogued with a report name of APACOUNT LST A P Account Properties Screen The properties for each A P Account are defined with the following screen 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Accounts Payable User Help P A P Accounts Maintenance AZP Account 1110 001 Modify the Properties of A P Accounts are defined for validation with the A P and Purchasing systems All A P Account also need to be defined in their respective G L Systems AP Account Pe 001 i O Description Working Funds Petty Cashl Expense Recorded with Sub Ledger Projects Expense Recorded w
137. 1099 MISC Substitute Payments D 1099 DIV Dividends G 1099 DIV Capital Gains C 1099 DIV Return of Capital E 1099 DIV Expenses of Investment l 1099 INT Interest Paid 6 6 1 12 Vendor Properties Export The Series 5 system provides for the capability to export Vendors data to a spreadsheet The Spreadsheet Export function lets you output selected fields of the Vendors to spreadsheet Once output to a spreadsheet assorted analysis can be performed or data can be easily 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 421 moved to a Microsoft Access data file The interface is accomplished by generating ASCII text or Excel Workbook files which in turn are populated The data associated with any given field is stored in a column on the spreadsheet The data for a given account is stored in row The types of text files supported include the following gt MS Excel Workbooks gt Tab Delimited Text gt Lotus Text Comma Delimited with quotation marks gt Slash Delimited Text gt CSV Text Comma Delimited The export option presents the operator with the standard Vendor Select Filters 10 screen This allows you to select specific or a range of Vendors Vendors for selected Vendor Types or Vendors matching a number of assorted properties Some points to note when exporting Vendors e A heading row is output to the spreadsheet The standard Series 5 Exp
138. 2 Series 5 Accounts Payable User Help 6 7 2 6 7 3 The Series 5 system provides for the option of having more that one A P Control Account If this is the case then you may choose to list ONLY those A P Transactions that are associated to a particular A P Control account Purge A P Batch History Vendor A P Invoice transactions are entered into the system as groups using a New A P Transaction Batch Each Batch has a unique code or number assigned either automatically or by the user Control parameters may be assigned to each batch if desired Batches may be created from the A P Transaction Batch Maintenance function or directly from the New A P Transactions Entry operation When the batch of A P Transactions is posted the controlling Batch record is flagged as being posted and remains on the system until it is purged This function may be used to purge or delete these posted batch records Arange of dates may be specified to determine which records are deleted Accessing the function to Purge the A P Batches records can be done either directly from the Transaction Batch Maintenancel I function or from the A P Menu s Purging drop down menu Wizards User Functions Contri Purge Youcher Archives Purge AJP Trx Batches Purge Invoice History Purge Check History Purge Reconciled oii mn Purge Vendor Invoice History As transactions are entered and posted and checks generated the associated dat
139. 20 This is the Series 5 Print Queue that will be used as the default when computer checks are printed 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 447 Quick Checks Next Check Number 9 6 This is the next check number that will be assigned when Vendor Invoices are entered as Quick checks If the subsequent check box is set it is also used for invoices marked Manually paid Quick Checks Use for Manual Checks check box If both your Quick checks and those invoices marked Manually paid are printed on the same printer different from the printer used for computer checks then set this check box Quick Checks Print Queue X 20 If you have set up a separate printer dedicated to Quick checks then set the check box and select the Series 5 Printer Queue that is assigned to that printer If this is not the case then the Print Queue assigned to Computer Generated checks will be used as the default when Quick checks are printed Manually Paid Checks Next Check Number 9 6 If you have set aside a series of checks for use if you need to hand write a check then this field attempts to keep track of the next check number that will be assigned for invoices marked Manually paid Print Cheques in Canadian CPA Layout check box For cheques generated on Canadian banks there is a specific format of the check form that must be adhered to The Series 5 A P syste
140. 23 20 In Full 9 16 13 124597 243 13 3 15 13 2 13 13 100 00 100 00 100 00 Refused 124598 1 01 03 1 31 03 1 01 03 100 00 100 00 100 00 ToReview 125068 9 12 13 10 12 13 9412413 20 000 00 20 000 00 20 000 00 Waiting 141805 R For May 2008 save ervo sos N vomo 10000 SE a LS SS Se ee ee ine ee ee ee ee en eS a Vendor Totals Invoices Balance 42 843 78 Net Payable 42 843 78 Needs App 1 aZERO Bal Purge Net 3 100 002w 10 100 00 for 12 Items Eligible Discount 0 00 Selected to Pay 523 20 Approved 0 00 Refused 100 00 For the Vendor Code items are listed by Voucher Search for The Fast Buttons frame provides the push buttons to have item printed specific reports generated or items that have been selected to be marked Manually Paid or ZERO Balance purged posted Fast Buttons Print Grid Items To have the items for the selected Vendor printed to a report Print Open Item Report To generate an Open Item report 2007 2014 by Sentinel Hill Software all rights reserved 152 Series 5 Accounts Payable User Help Purge selected ZERO Balance Items If a number of items have been marked to be purged because they will never be paid and you want to get rid of them clicking this button will have them deleted The total Net a
141. 25064 1 400 00 1 400 00 0 00 1 400 00 TOTALS 1 400 00 0 00 1 400 00 One of the features offered with the Series 5 system is the ability to define an MS Word Template that is used to configure each page of MS Word documents that are generated You can build your own Template that has your company logo pre formatted field names lines boxes and even watermarks The ACH Payment Notification is printed as an MS Word document but saved as a PDF Word Templates for ACH Notifications The ACH Notifications are output as MS Word documents then converted to a PDF You may define a page template to set up your company logo Use MS Word to build your template Make sure that the text of the information align correctly You should use a test form when constructing the template The template must be stored on each user s PC that will actually generate the invoices in their C Documents and Settings lt PC UserName gt Application Data Microsoft Templates directory Additionally a variable must be added to the Runtime Configuration file 494 that specifies the name of the template It needs to be defined as follows MSWORD AP ACH ADVC SPECS LANDSCAPE Arial 10 Series5 AP ACH Advice dotx Contact your system or accounting manager to have this capability set up The Payment Advice notices may be automatically emailed to each supplier The body of the email message which you can edit to your likening must be set up in a text file named
142. 27 by USER Send an Email confirming this Wizard s successful completion C This Wizard can do it s magic executing in the Background Execution Processor Last Executed Wizard Properties Screen Field Definitions Wizard 9 2 This is a unique used to identify the wizard Menu Bar Description X 25 This is the description that will be displayed on the applications menu Title X 70 This is a title that is displayed on the Wizard s execution screen Launch Instructions 4 lines of X 90 These instructions are displayed on the Wizard s execution screen 2007 2014 by Sentinel Hill Software all rights reserved mo Series 5 Accounts Payable User Help Background Execution check box Set to determine whether or not the Wizard can be executed in the Series 5 Background processor The feature associated to this field has not yet been implemented Confirmation Email check box and X 40 Set to have an email sent when the wizard is finished processing The feature associated to these fields has not yet been implemented Wizard Processing Steps tab Screens The Processing Steps screen is a grid that displays each of the the menu items that are executed by the Wizard a GL Wizard Codes Maintenance Wizard ID 01 Modify the Properties of Fast Buttons New Add anew Process Step Modify the Process Step highlighted in the grid Properties Processing Steps Up to 10 Operati
143. 30 PdEnd 12 31 Total 2600 001 Accounts ITrx Added A P Ctrl Debit n Total A P Control from A P 2979543 z 3 310 921 1582549 2 174 347 2 441 570 Totals Debits from G L 3 014 326 2 502 525 Totals Credits from G L 1 636 121 6571510 G L totals less A P total 1 601 338 2600 002 Accounts Trx Added A P Ctrl Debit 67779 677 79 Checks A P Ctrl Credit 63873 Total A P Control from A P z 5 5 fs 5 fE 5 3 5 67779 613 923 Totals Debits from G L 38167 26523 18366 31342 76547 47652 59685 85509 38 260 55114 579 443 Totals Credits from G L 67 393 8 385 62934 14 104 16 038 1 342 6547 47 6523 69585 85509 8 260 5 712 683 560 G L totals less A P total 67393 14747 124195 238 J5 J5 J5 J5 PE 567198 509805 8888 001 UNIDEI Chks Voided A P Ctrl Debit 14603 SS 6 260 534 1 200 000 7 474 937 6 260 334 1 200 000 Total A P Control from A P 14603 TEE lt lt 5 J5 7474937 Totals Debits from G L 63873 38385 38 187 26523 18366 31342 76547 47652 59685 85509 38 260 55114 579 443 Totals Credits from G L 62934 14 104 16038 6134 6547 47652 696
144. 4 Blank Check is wasted after Manual or Quick Checks are printed Check Reconciliation Enabled Reconcile this Company to a common Check Sequence System shared by other 4 P Companies Field Definitions Sort Checks By radio buttons When checks are generated and printed by the system they will be printed sorted either by Vendor Code or Vendor Name Vendor Code Click the appropriate button for the desired type of Vendor Company S Name Check Form Type radio buttons You may choose to have checks printed on traditional tractor feed printers or on laser printers A different layout is used for each type Tractor forms assume multiple copies 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 479 whereas laser check forms have the detail portion of the check reprinted on a perforated Single Sheet Laser Click the appropriate button for the type of check forms used stub O Multi copy Tractor feed Check Protector radio buttons When checks are printed you may choose from a variety of different formats for the Check Protector amount text Check amount as text Click the appropriate button for the type of Print EXACTLY 99 999 99 text to be printed on the checks DOLLARS O Print NOT TO EXCEED 99 999 99 DOLLARS When generating checks in the A P system the operator typically must enter a check numb
145. 5 Accounts Payable User Help Code may be chosen Checking either by entering their Bank Account CHASE dt j Bank Code or choosing it CHASE tf ee using the Lookup G L Cash Account 1103 001 Northern Trust 2 binoculars icon This is the Bank Account and G L Cash account on which the generated checks or ACH Direct Deposits are to be drawn on The Bank Account Code used as the default is the one that has it s Cash Account equal to the A P Control Preference s Default Cash Account gt If any specific row is right clicked a pop up menu is displayed A number of functions may 400002 Comp atese0 400003 SENTINEL HILL SOFTWARE INC 400004 GUERNSEY OFFICE PRODUCTS 022431 GARVEY S OFFICE PRODUCTS be performed associated to the given Check These include e Undo the generation of the check e Voiding the check e Showing items paid by the check gt If a computer generated Check is voided it is flagged as voided and the items that it had paid will be reinstated as Open Items waiting to be selected to be paid again gt If a Prepaid or Quick Check is voided it is flagged as voided and the items that it had paid will be reinstated as Open Items waiting to be selected to be paid again and the original debit to cash and credit to the A R Control will be anza 26121 Undo this Generated Check Void this Unposted Check 2007 2014 by Sentinel Hill Software all rights rese
146. 6 4 16 Check Reconciliation This function is designed to assist with the task of bank statement reconciliation All checks generated from the Accounts Payable system including computer manuals prepaid and Quick checks are recorded to the Check Reconciliation file When the checks clear the bank and are listed on the bank statement they may then be marked as reconciled Some points to note when with respect to the Check Reconciliation process e When reconciling against the bank statement the Series 5 Accounts Payable system does not record any withdrawals ore deposits Only checks can be reconciled When checks are posted an entry will be recorded in the Check Reconciliation system only if the applicable option in the A P Control Preferences is set Refer to the topic titled Check Printing and Posting Tab Screen 71 found in the chapter on A P Control Preferences If you wish to use the Reconciliation functions it must be enabled If anon reconciled posted check is voided in the system it will be marked as being reconciled The date will be set to the system date that the check was marked to be void If a un posted check is voided the check is still written to the Check Reconciliation file However it will be recorded as a reconciled item using the system date that the posting process was executed as the reconciliation date e The steps involved to have the checks reconciled are as follows I Identify the checks that are to
147. 64 Series 5 Accounts Payable User Help Approve Item for Pa ment This Invoice will be approved to be selected for payment Each Manager specified must approve this item before it can be selected to be paid Approval Manager s LJC LARRY CARLSEN Approved 10 08 13 M MOUSE MICKY MOUSE Approval Not Yet Given Voucher to be Approved Vendor 000646 FARNSWORTH JAN ELIZABETH Voucher 141742 Invoice Date 2 04 08 Invoice 14 3 27 1EXP Due Date 2 04 08 PO Discount Date 2 04 08 Original Invoice Amount 339 87 r Payment Amounts Payments Already Made 0 00 Gross Payment Discounts Already Taken 0 00 Discount to Take Payable Balance 339 87 Net Cash Required Eligible Discounts 0 00 Net Payment Required 339 87 N Apply Approval Setting Manager Approval Each manager that has been designated to approve the item for payment will be displayed Click the Edit push button next to the manager who is to grant or deny approval For each manager listed the approval process must be taken Each manager listed will have to approve the item before it may be selected for payment When the Edit push button next to each manager is clicked the following screen is displayed 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 165 E Approval for LARRY CARLSEI Erm Payment Approval Password seeseseseeen C Not yet Approved C Hold for Further Review Approve
148. 8 5100 040 x Al at ile semi sh X Go To Tras Dated ml List by Account Date Newest first t mtl Ezma mmmn de ee Toner ao View Original Document Add iew Comments SetjClear Flags Jo homoa Sub Query by JE Source For Fiscal Period 3 01 07 3 31 07 lt Period 03 Year End Dec 2007 O For Selected Dates Fl Editing Cell Contents Directly on the Grid In a number of code maintenance applications descriptive fields may be edited directly on the grid If this is allowed when those particular cells are double clicked the contents of the cell will be highlighted the operator may then key in the new value Bank Account Codes Maintenance File Edit Help Define Bank Account Codes Select to modify or delete or add a new Bank Account Code You may also generate a report listing the codes already defined Ext E3 Go To Bank Code with Code wa il ol l TEE oco afew acount _arooe __ ome e E e a ee ee E 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface s Standard Record Editing Functions Most of the grids in the Series 5 system s applications provide an Edit drop down menu from the menu bar This offers functions to Cut Copy and Paste the associated records belonging to the grid For codes maintenance applications there are also functions to Undo the last deleted item and to Undo the last edited item From the drop down menu under E
149. 85 5712 583 560 G L totals less A P total 6123 14747 12419 232 6 260 334 1 200 000 J5 J5 10598 7 479 055 Analysis T Trxs Added A P Ctrl Debit 0 0 0 o o o o o a o O 577798 577796 Tres Paid A P Ctrl Credits 3043416 77 a o 0 3310921 43 0 2014 a o o O 6356394 77 Voided Chks A P Ctrl Debit 14602 98 0 0 o 0 6260334 42 1200000 o a 0 o 0 74749374 Total of A P Control Accts 3058019 75 a oO O 3310921 6260377 42 1200000 2014 a oO O 577798 13253536 17 6 5 11 Vendor Analysis Report The Series 5 system A P Vendor Analysis reports provide a simple analysis of the activity related to each Vendor Totals accumulated Year to Date YTD Last Year LYR and Life 2007 2014 by Sentinel Hill Software all rights reserved 384 Series 5 Accounts Payable User Help to Date LTD are reported along with the date the last Invoice was received There are three flavors of this report available Detail Lists each Vendor and for the selected date range lists their Invoices along with the Check and date they were paid Summary Lists each Vendor with just the YTD LYR and LTD totals Period List each Vendor with YTD LYR and LTD totals As well totals are Analysis listed by the selected period for Invoice Totals Discounts Taken Checks Issued and Checks Voided Detail for each Invoice is also listed for transactions that fall with the date range specified Some points to note wh
150. A P Batch code Leave the field blank if it is not to be considered as a selectio filter Include only Documents for User Code X 6 To have only the distributions listed for those A P Accounts that have had a particular User Code assigned to them Leave the field blank if it is not to be considered as a selection filter Include only Documents for Vendor Code X 6 To have only those distributions listed that were recorded for transactions entered for a particular Vendor Leave the field blank if it is not to be considered as a selection filter 6 3 2 3 A P Distribution Report The A P Distribution report lists all the distributions that have been generated from the Series 5 Accounts Payable Purchase Order Processing and Inventory Management systems that have not yet been interfaced to the General Ledger system Distributions for a given G L Account are listed together but accounts may be sorted and or grouped using a variety of different criteria As well assorted filters may be applied to limit the items that are listed in the report A Distribution report may be generated at any time It should always be produced prior to interfacing the A P distributions into the G L system 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 191 When Interfacing to G L When distributions are interfaced to the G L system they are normally purged from the A P system They always
151. A progress bar will be displayed This function may take some time because it must read through the entire A P Transaction file which on some systems may be very large 2007 2014 by Sentinel Hill Software all rights reserved 232 Series 5 Accounts Payable User Help 6 4 2 Scheduled A P Transaction Entry This Series 5 Accounts Payable operation s menu item offers the functionality to define those suppliers Invoices that re occur on a regular basis and to have them automatically recorded to an A P Batch and posted Some of the features associated to Scheduled A P Transactions are as follows e Transactions are entered using the same screens as used for normal Batched A P Transactions Entry e Transactions are entered defined with a Scheduled Frequency and a Next Activation Date e Transactions may be manually selected or automatically selected to be recorded e Transactions may be put on Hold e When items are eligible to be record they are written to a normal A P Transaction Batch From there they are posted to the A P system completed with a Posting Register amp Scheduled A P Transaction Entry gt Scheduled Transactions Entry Grid Screen 2s gt Scheduled Transaction Data Entry Screenl ss gt Recording Transactions to an A P Batchl se Accessing the A P Transaction Entry Function From the A P Main menu select Scheduled Transaction Entry from the Operations drop down menu 2007 2014 by Sentin
152. Accounts Payable User Help To have distribution records purged A range of dates may be entered thus purging only those items up to a specified date You would only have to use this function if distributions are NOT interfaced to the Series 5 G L system Some of the special features of this Inquiry grid are as follows gt Select the Distribution i Type for the types of Distribution Type Youcher Expense v Distributions that are to be displayed Once chosen then specific accounts may be selected th have their Distributions displayed gt A given G L Account ma sate either by forAccount 34 1430 001 N vta aat ea entering its account Prepaid Fringe Benefits number directly choosing it using the Lookup binoculars icon or by having the next or previous G L Account displayed that had distributions on file Click the binocular icon with the p sown arrow to display transactions that exist for the prior next occurrence of that code on file 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 189 6 3 2 2 Inquiry Display Filters To limit the distributions that are to be displayed to the grid the following screen is displayed to offer a number of different filters AIP Distributions Inquiry Set Display Selection Options Display Options Specify selection options to determine the items that will be displayed Documents Dated Docu
153. ApproveNew_EmailMessage TXT that must be located in the folder named Email Templates found in the designated Company System s Generated and Archived Reports data directory This file can be either a simple text file or an HTML file and must not contain more that 8192 characters Within the body of the message file you may include a number of pseudo variables that will be replaced with applicable text associated to the information in the email and the recipient The following variables may be used and replaced as follows Variable String to be replaced with INVOICE DOC AMOUNT 1 The Original Amount of the invoice DOC AMOUNT 2 The amount of Discount eligible for if paid by the Discount Date DOC AMOUNT 3 The amount that has already been paid DOC AMOUNT 4 The Net Amt Due to be paid when approved lf paid before the Discount Date If an item has not been approved within 7 days of the initial email being sent to the manager s then a reminder email will be sent The body of this message which you can edit to your likening must be set up in a text file named APApproveRemind_EmailMessage T XT that must be located in the folder named Email 2007 2014 by Sentinel Hill Software all rights reserved ss Series 5 Accounts Payable User Help Templates found in the designated Company System s Generated and Archived Reports data directory As well as the pseudo variables listed above the followi
154. Archive Journal report generated if archived will be catalogued with a report name of APTRXARCHIVE RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 10s for full 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 203 details Processing Filter Options Screen Field Definition Voucher Number s To select All transactions regardless of their Voucher numbers or for only those that fall within a range of document numbers If a range is selected enter the starting ending Voucher numbers Vendor Invoice Number s radio buttons and 9 6 To select All transactions regardless of the Invoice Number codes assigned to them or for only those that fall within a range of Invoice Number codes If a range is selected enter the starting ending Invoice Number codes as alphanumeric fields nd oniy Documents Ter Type A check box is presented for each of the types of Archived Transactions that may be generated in the A P system Click or un click to have the particular type processed by the given function Documents Dated radio buttons and mmddyy Select to have All transactions selected regardless of their dates or only those for a given date range If an inclusive rang
155. Automatic Disabling of User who Fail to Correctly Logon As anew security feature as an option you may select to have users that fail to correctly log in to Series 5 after a specified number of times automatically disabled from logging in again Before they can use the Series 5 system again the System s Manager or Series 5 Gatekeeper must modify their Logon Properties record This option may be selected with a new field found on System Control Options screen Oct 22 2009 User Logon Passwords Passwords now must contain at least one numeric digit and one alpha character and be at least 8 characters in length Oct 22 2009 m Import and Export functions to Excel Spreadsheets The Series 5 import export function offers the option to output input to an Excel spreadsheet If that output input option is selected and Excel is not installed on the user s workstation a message will now be displayed Previously the system assumed it was installed and when it attempted to call Excel to build read the spreadsheet the program would bomb out with an error This will no longer happen June 02 2009 Outputting Reports and Invoices as MS Word Documents Any Series 5 generated reports invoices statements etc may be output as an MS Word document For any MS Word documents that are generated a Template may also be specified as defined in a Series 5 Configuration file variable These templates must be installed on each users workstation in
156. BE LOCATED in the directory named Email Templates located in each Company System s designated reports directory e Provides support for 120 character email addresses and 140 character subject line Sept 20 201 1 Importing Numeric Cells from Spreadsheet A problem has been identified and fixed when importing formatted columns of data from spreadsheet If any headings were specified and they exceeded 22 characters in length the number being input and recorded was ZERO The problem has been fixed July 25 201 1 Generating Reports as MS Word Documents The Series 5 printing routines had the ability to generate output as an MS Word document This function has been enhanced to provide support for Office 2010 Word utility Now when presented with the print options screen and the operator chooses to Save To Disk they may choose to output as an Office 2007 2010 or Office 2003 Word document The system will automatically append either the DOCX or the DDOC extension and generate the document using the correct file format June 14 2011 Import Export Functions The import and export function has been enhanced to provide support for Office 2010 EXCEL utility Now when presented with the import export options screen the operator may select to load from or output to either an Excel 2007 2010 Workbook or an Excel 97 2003 Workbook The system will automatically append either the XLSX or the XLS extension and read or write the spread
157. Browse FF Pe OORE Te R ee ae nt Selecting Export Format Options Normally the Export Options screen will be presented with all fields defaulted for the particular application and function However you may want to revise the format of the output data and where it is to be generated The following steps may be taken 1 Determine the format of the data to be output From the drop down list select from the following Data Input Format Comments An Office 2007 or 2010 MS Excel workbook is opened EXCEL 2007 2010 and data is output directly to the 1st worksheet s Workbook designated rows and columns Amaximum of 950 000 rows may be output to each sheet An Office 2003 or earlier MS Excel workbook is EXCEL 97 2003 opened and data is output directly to the 1st Workbook worksheet s designated rows and columns A maximum of 65 530 rows may be output The output columns of data are separated with the w Tab Delimited Text lt tab gt character A maximum of 65 530 rows may be output gt CSV Comma The columns of data are output separated with a Delimited Text comma lt gt character Strings are output within the 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 93 double quote lt gt character A maximum of 99 999 rows may be processed w 20 20 Text Formatted for an older spreadsheet utility The columns of data must be comma separated with
158. C PIZZA and Project Listing items Sorted by Document Date v For the Period 1201700 12 31 00 2 Vendor Name Vechr Type Invoice Inv Date Lgr Date Inv Dist Amt Check Chk Date Check Amt Void Date Cash or ExpDist Acct A P Control Acct 005016 OLYMPIC PIZZA 084222 ExpD 1 10 2 22EXP 2 29 00 6530 403 005016 OLYMPIC PIZZA 084222 ExpD 1 10 2 22ExP 2 23 00 6560 403 005016 OLYMPIC PIZZA 087001 ExpD 6 12EXP 7 31 00 6520 403 005016 OLYMPIC PIZZA 087002 ExpD 6 13EXP 7 31 00 6520 403 005016 OLYMPIC PIZZA 087559 ExpD 8 4 9EXP 8 31 00 l 6520 403 005016 OLYMPIC PIZZA 087559 ExpD 8 4 9ExP 8 31 00 6560 403 005016 OLYMPIC PIZZA 087559 ExpD 8 4 9EXP 8 31 00 6760 403 005016 OLYMPIC PIZZA 087568 ExpD 8 21EXP 8 31 00 y 6520 403 005016 OLYMPIC PIZZA 087870 ExpD 9 13 14EXP 9 30 00 i 6520 403 005016 OLYMPIC PIZZA 088440 ExpD 9 27EXP 10 31 00 6770 403 005016 OLYMPIC PIZZA 089624 ExpD 12 12EXP 12 31 00 i 6520 403 11 Items on file Regular Invoices Manual Invoices Checks Written 11 Listed Reversing Invoices Prepaid Invoices Discounts Taken Credit Invoices QuickCheck Invoices Voided Checks Expense Distribution Export Exit The push buttons to have the detail printed or exported Drill Down Select Fields Definitions List Items Sort drop down list 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 379
159. Check History SENTINEL HILL SOFTWARE INC 5 ot a Vendor 91 9658 v at eal 4 eee OEE List by Vendor Code Check Date ey Lary Carlsen itt t AII he Open Items Payable Invoice History Check History NATO AE 800 663 8354 Foogess s7141 Comae 259700 sarms moon SENTNELILLSOFTWARE INC onem e E E me fee rin omens seeen sers roor evi sora we oraora e72 2 Coneaer raan scvs froo see Hu sorrwanemne AE ne ec 7093 Comper 600000 9727705 ooon SENTINEL HL SOFTWARE e mna 67203 Conmies s0200 sarms moon sentneL HLL soFtwanene 020377 amm Comae 934090 oars ooon SENTINEL LL soFTwanene a a E 004653 7 13 00 Computer 7 959 50 9 27 05 1100 001 SENTINEL HILL SOFTWARE INC Vendor Totals Total Payments 3 584 329 41 Reconcilled 9 079 384 24 for 61 Items Total Voided 8 932 110 85 UnReconcilled 3 437 056 02 For endor Code items are listed ordered by Check Date Search The Fast Buttons frame provides the push buttons to have item printed specific reports generated or history purged Fast Buttons Print Grid Items To have the items for the selected Vendor printed to a report Print Historic Check Register To generate an Historic Check register Print the Vendor Analysis To generate the Vendor Analysis report Report To limit the list of items displayed by setting a number of different filters of related fie
160. Codes Maintenance in the menu bar eports Seem AHE Purging Wizards Usg Cash Batches gt Sales Batches AJR Accounts vable AIR Terms Codes Customer Type Codes oda Customer Templates a Order Item Returns Codes l Order Source Codes tions Prepayment Codes Remit To Codes inance Sales Promotion Codes Sales Representatives tomer Ship Via Codes Tax Codes Territory Co Key Dearicg 2 Select Customers from the drop down menu and the Customer Codes Maintenance screen will be displayed Daily Operations Monthly Operations Year End Operations and Transaction Entry tabbed sub screens Tabbed sub menus are provide on the application menus that offer common types of functions Each of the applications menus offer tabbed sub screens that have those functions that would be typically invoked a certain times or to enter Transactions For example those menu functions in the G L system that might be executed on a daily basis 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Payable User Help 1 2 01 Sentinel Hill North America June 30 2008 05 30 PM Ci General Ledger __1 Scheduled for Today 2 Overdue Functions 3ComingDue 4 My Favori 5 Daily Functions 6 Monthly Functions 7 Year End Functions 8 Transaction Eri Typically Daily Functions G L Account Inquiry Char
161. D Recalc Vendor YTD LTD Stats Recalc Vendor 1099 Totals Search Find and Replace de TI EEE R as Be 6 4 1 New A P Transaction Entry This Series 5 Accounts Payable operation s menu item provides the means to record your suppliers Invoice transactions Some of the features associated to A P Transactions entry are as follows e All Transactions are entered as sets of transactions into operator defined A P Transaction Batches e Batches are created in advance and can have control totals that are tested as 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 209 transactions are entered e Different operators may be working with different batches totally independent of one another When AP Transaction Batches are posted a journal is generated which is archived for future reference Vendor Invoices may be entered as Prepaid Transactions that either have already had checks hand written that are Credit or Debit card charges or the are paid via Wire Transfers In these cases Bank Codes and Check Tracking numbers may also be entered For Prepaid Invoices entered as hand checks the system as an option will have checks printed An existing Transaction within the batch may be selected Using this transaction it may be replicated as a series of transactions dated with an operator selected interval Transactions may be entered into a Re Occurring batch These transactions would
162. Documents and Settings Larry Carlsen My Documents SHSIX PCA Filename PPAY BANK_090304_143332 TXT Re Create O Append Depending on the Bank Account that is selected and the file type defined for that bank either the above Positive Pay Output Options screen will be presented or the standard Accounts Payable Export File Options 91 screen Fraud Output File Screen Field Definitions w ooo O w OSOS If outputting to a custom sequential file then the fields for selecting the folder and filename are presented You may click the Browse button to navigate to the folder where the file is to be created If outputting to a Tab Delimited text file or to a spreadsheet the Data Export Options tab is presented from which the desired file type may be selected This could be a Tab Delimited or Comma Separated ASCII file or it could be an Excel spreadsheet X 32 Enter the name for the file to be created The system will default it to the following name 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 301 PPAY_XXXXXX_yymmdd_hhmmss TXT where XXXXXxX is the Bank Code and yymmdd and hhmmss is the date and time of day Standard Series 5 Output Positive Pay Column Definition When outputting the file for MS Excel tab delimited or CSV formats the following columns are defined Column Field Format 4 Bank Acct 30 B Check Number 999999 E Date MM DDAYYYY D Ven
163. ELL J P CASEY LAURA ROBINSON LM BONILLA 110 RM TSM 200 DNA DOCUMENT RESOURCES ASSUMED N amp ME LOCAL ASSUMED NAME REMOTE BANKRUPTCY LOCAL BANKRUPTCY REMOTE CTY COURT RECORDS LOCAI GoTo Key Select a particular code by navigating to it in the window and double clicking the row or clicking the Select push button To exit the Lookup window without selecting an item click on the Cancel push button gt A Search window may be activated by clicking on the ta binoculars icon Move through the codes in the window by clicking on the grid navigate bar icons on the right or the cursor up down keys or the Page Up Down keys If you know the 1st few letters of the code you are wanting you can type these and the grid will redisplay showing the item closest to the Goto Key that you have typed To reset the Goto Key string strike the ESC key of click the Reset pushbutton 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface j108 108 RM TSM x 109 109 RM TSM 10ANH AN HOLMES 1OCHA CH AGUERO 10EJR EJROBINSON 10ELM E LMAGUSIAK 10FMC F M CANCINO G L CONRAD LAURA ROBINSON LM BONILLA 110 AM TSM Key 40 se oTo o m G L Account Lookup Window For Lookup windows offering a G L Account to be selected a similar window with the same characteristics and controls is displayed 2007 2014 by Sentinel Hill Software all rights reserved
164. ER Rev 5 08 A a Sentinel Hill Software PCA p Accounts July 24 2008 10 43 AM ee 5 Daily 6 Monthly 7 Year End 8 Transaction Entr 9 Payment Processing 1 Scheduled for Today 2 Overdue Functions 3 Coming Due 4 Hy Favorites These Scheduled Menu items will be due for selection in the Near Future 7 25 08 Payments amp Check Processing Menu Item Access Property sub screen Field Definitions Show in the Favorites Tab check box Menu lf checked the corresponding menu item will be displayed as a push button on the Accounts Payable application s menu on the My Favorites tabbed sub screen Scheduled Function Re drop down list Occurring To set up this menu item to be scheduled select a frequency other than No The corresponding menu item will be displayed as a push button in either the Scheduled for Today Overdue Function or Coming Due tabbed sub screen on the Accounts Payable application s menu Scheduled Function Next mm dd yy Scheduled For Enter the date and time at which this particular scheduled function is to be executed 2007 2014 by Sentinel Hill Software all rights reserved 5 7 13 Series 5 Accounts Payable User Help Wizard Management Each of the Series 5 system provides for the opportunity to define a number of Wizards A wizard is a program that automatically performs a series of steps Each step is a menu item that is associated to the application Basic proper
165. Each set is identified using the Interchange Number Automatically Suppress ZERO value check box Transactions When invoices are selected to be paid by the General Select for Payment Operation 4 or when Vendor Payments are Generated zc prior to being output to their respective ACH file sets if this field is checked then when an invoice item that has a ZERO amount is encountered it will be suppressed from being output Datafile Root Name X 15 The name of the ACH file that is created will be made up of the Root Name and the Next Interchange Number Datafile Directory Path X 100 This is the full path to the directory where the ACH file will be created This could be ona different server or defined with a mapped drive or defined with AcuServer You may click on the Browse button to locate the desired directory Only those folders which are descendants of the root directory of that which is defined by the Directory Path field can be displayed So if you wish to choose a folder on your C drive enter CA in the Directory Path before clicking the Browse button Setting the Directory Path blank or to a path that does not have a drive letter designation would result in only being able to browse descendants of the user s default working directory Sender Qualifier IRS Tax or ABN AMRO 9 10 This is your 10 digit company number This could be either your IRS Federal Tax Identification Number recommended or AN AMRO will
166. For Feb 2009 1 000 00 2430 egl 02 09 019658 SENTINEL HILL SOFTWARE IN or Mar 2009 1 000 00 09 019658 SENT SOFTWARE INC For Apr 2009 124310 Regr 7 02 09 019658 SENTINEL HILL SOFTWARE INC For Jun 2009 1 000 00 124311 Re 3 02 09 019658 SENTINEL HILL SOFTWARE INC For Jul 2009 000 Replicating Transaction Options Field Definitions Enter the number of times that the transaction is to be repeated Time Interval drop down list Select the time interval between transactions to be inserted The dates will be assigned accordingly aid ee Every Other Week Month End of Month Quarterly Starting Invoice Date mmddyy Enter the date to be assigned to the 1st transaction to be inserted 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 217 Ledger Date drop down list The Invoice date will be assigned to each transaction entered based on the Starting Date and the Time Interval Have the Ledger Date assigned as per the selection Auto Filled Invoice Number drop down list For each transaction entered you may select to have the Invoice Number field assigned as a text field with a date LeaveAsls literal assigned based on the Invoice Date as Month VY as For Mon YY as For Mon YYYyY as For MM DD YY as For YY MM DD Invoice Date drop down list The Invoice date will be assigned to each transaction entered based on
167. Fraud Interface Summary of A P Checks ge TXT File Generated A P APApproveNew_EmailMessa Payment Approval Status Request Managers to approve payment with scanned image of Invoice and PO P APApproveRemind_EmailMe Payment Approval Status Reminder to Approve ssage TXT Report Payment with scanned image of Invoice and PO P AP_PymtAdvice_EmailMessa ACH Direct Deposit Notify Suppliers of an ACH ge TXT Payments Direct Deposit with a Payment Advice Notice Quote_EmailMessage TXT Quotation Entry and A Quote for purchase of Editing goods P I DBAgent_Inv_EmailMessage On Demand Invoicing PDF Invoice sent to the TXT Agent P I DBCust_Inv_EmailMessage On Demand Invoicing PDF Invoice sent to the TXT Customer P I EReq_Invoice_EmailMessag E Request Server ASOW Single Invoice 2007 2014 by Sentinel Hill Software all rights reserved 492 Series 5 Accounts Payable User Help oent Reprint request P I EReq_InvsRprint_EmailMess E Request Server ASOW Multiple Invoices age TXT Reprint request P I EReq_MultInvSp EmailMess E Request Server ASOW Multiple Recap age TXT Spreadsheets request P I EReq_RecapRpt_EmailMess E Request Server ASOW Requested Recap age TXT Report P l EReq_RecSpsheet_EmailMe E Request Server ASOW Single Recap ssage TXT Spreadsheet request P I WIZ_Invoice_EmailMessage Daily Interface Invoicing PDF Invoices created TXT Wizard from the Invoicing Wizard P I ODB_ExceptRpt_EmailMess On Dema
168. Generated 3 02 09 14 28 06 with Check s 400001 400005 v 6 4 13 10 Recover from Printer Malfunction When the checks were printed if their was a malfunction with the printer and some checks printed OK but some checks got jammed and torn you may deal with this situation Click on the Recover After Printer Failures push button This function provides the opportunity to specify the range of check numbers that printed OK those that were destroyed that need to be voided and those that did not make it through the printer at all The system will post those that were good void those that were destroyed and clear those that are yet to be printed You can only executed this process before the checks are actually posted The operator will be prompted as to whether they want to proceed or not SHSI Series V Accounts Payable p Recovering from a Jam allows you to Post the Checks that printed OK ar Void the ones the were destroyed and De Generates the rest The Next Check field may also be reset Are you sure you wish to proceed Executing this function causes the following steps to be taken e The check records that printed OK will be posted 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 293 e The range of check records that are to be voided are marked as being voided e The range of check records that had not yet printed and fall within the range of checks to be cleared a
169. Generated Checks Recover After Printer Failures Print Manual Prepay Quick Register Bene cont A CIBC t Canadian Imperial Bank of List by Check X E G L Cash Account 1050 002 Canadian Imperial Bank Go To Check ACH Comp 018354 NCMA 5 04 07 1875 00 NCMA 006289 Comp 018799 VILLAGE OF SKOKIE ATTN CASHIER sovor 100 VILLAGE OF SKOKIE Quik 020756 2000 IEEE1AS PCA 42ND CEMENT TECH 9 12 07 555 00 2000 IEEE IAS PCA 42ND CEMENT TECH Quik 021721 2002 IEEE LOCAL COMMITTEE 9 25 07 sigseno0 2002 IEEE LOCAL COMMITTEE Quik oraes8 SENTINEL HiL SOFTWARE INC savor sasesarz76 SENTINEL HILL SOFTWARE WC Quik 021455 ARIZONA CEMENT 2607 e77ze6e90 ARIZONA CEMENT oosaso uk oogst acen INTERACTIONS oo sa77esua0 _ ALLENINTERACTIONS 006360 Quik o236866 ace oueeec2oo8 szesz s128675900 ACBQUEBEC 2006 oos361 auk 019489 _ ADAES EnvtormerelSokions saoz _ 120675908 JADAES Environmental Solutions 006364 void VENDORNOTONFILE rower sooo oosas8 vod VENDORNOTONFUE or s soo SCSC C S S 006369 Comp 0169 SENTINEL HLLSOFTWARE INC sarr 6161843 D SENTINEL HILL SOFTWARE NC 006370 Quik 019858 SENTINEL HILL SOFTWARE INC 12 12 07 12344400 SENTINEL HILL SOFTWARE INC 20 Payments on file 4 Computer Checks 528 344 43 0 Prep
170. Geoff amp Alan rs gi Mark Unread amp c 2 ta 2 To Manager gl D i amp Junk Delete Reply rd Forward La Team E mail Move B HH Categorize Translate be Zoom X Delete Respond Quick Steps f Move Tags A Editing Zoom Larry Carlsen lt larryc sentinel hill com gt Sent Mon 9 16 13 1 30 PM To larryc sentinel hill com Ce Subject Initial Request for Approval to Pay Invoice 1178871 019658 125068 LJC APPROVE REVIEW REFUSE Please direct this email to LARRY CARLSEN This email is sent to remind you that your approval is needed to have the following A P Supplier s Invoice paid Your approval is requested to have the following A P Supplier s Invoice paid Vendor SENTINEL HILL SOFTWARE INC 019658 Voucher 00125068 Invoice 1178871 PO n a Invoice Date 9 12 2013 Due Date 10 12 2013 Initial Amount 20 000 00 Eligible Discount 0 00 Amt Already Paid 0 00 Amttobe Approved 20 000 00 Please reply to this email or contact Larry in Accounts Payable at 604 925 6101 to advise whether to APPROVE HOLD FOR REVIEW or REFUSE the payment of this Invoice Edit your Reply s Subject line at the end accordingly Thankyou for your attention to this matter Larry Carlsen 2007 2014 by Sentinel Hill Software all rights reserved 260 Series 5 Accounts Payable User Help 6 4 10 Load Manager Approval Emails The Series 5 A P system provides the option to force all invoices entere
171. History records A variety of selection filters may be set allowing you to be very specific as to which records are deleted By default the date range this is presented will ensure that all records dated within the past five years are not deleted The operator is presented with the standard Vendor Select Filters o screen This allows you to select specific ranges of vendors vendor types and a variety of other criteria used as filters for selecting the vendors whose records will be purged Accessing the function to Purge the A P Check History records can be done either directly from the Check History screen of the Vendor Open item Inquiry function or from the A P Menu s Purging drop down menu Wizards User Functions Purge Youcher Archives Purge A P Trx Batches Purge Invoice History Purge Check History Purge Reconciled Checks o TP raseacwor corner Warning Once Vendor A P Check History records are purged this information will not be available to any of the A P Inquiry or reporting functions Be quite sure of the need to purge this data 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 185 A P Check History Purge Options Screen The following screen is displayed offering a variety of filters for the purge function Purge A P Check History olx A P Check History Purge Purge Options Yendor Select Filters Invoice and Check His
172. IP Trx Batch Maintenance Purging the A P Trx Batch Master file Batch Selections Only those Batches that have been posted will be purged You may specify a date range based on the Post Date of the batch Batches Posted Between the Dates Starting arting ml Ending Cancel 2007 2014 by Sentinel Hill Software all rights reserved 4 Series 5 Accounts Payable User Help 6 6 3 Field Definitions Starting Ending Dates Posted mmddyy When A P Transaction Batches are purged only those that have been posted between the dates specified will be deleted Approval Manager Sets The Series 5 A P system provides the option to force all invoices entered into the system to be approved by up to three different Approval Managers before it may be selected to be paid Approval Managers are recorded with an invoice at the time they are entered into the system The manager is notified by email that a new invoice needs to be approved These managers have a password that must be entered when a given vendor invoice is approved for payment An Approval Manager Set may be created and used to defined up to three Approving Managers When an Invoice is entered the Approving Managers are determined from the Manager Set that is selected A property defined in the A P Control Options General Tab l screen specifies whether the Manager Approval process is to be enforced or not The Manager Sets defined here are
173. KS DAT before selecting the Quick Check entry function This file is used only to store draft QuickChecks Nov 20 2008 Historic Check Register Report As anew Selection filter you may now select to list only checks valued either greater than or less than an operator entered value Nov 18 2008 Vendor Maintenance lf a vendor Listing is generated that is sorted grouped by one of the possible fields the Accounts Payable amount was not being accumulated Also the totals that were printed after each occurrence of the selected group were not being cleared so the totals printed were an accumulated total These problems have been fixed Nov 16 2008 On Line Help o The Accounts Payable system now has On Line Help You can access these help files from the application s screens or menu bars Aug 01 2008 New and Different Enhancements and Fixes in all Series 5 Systems For 2014 Support for Office 365 The printing routines and the import export routines have been enhanced to provide support for MS Word and MS Excel in Office 365 Oct 01 2014 Series 5 User Logon Profile Maintenance A new property has been introduced to the Series 5 Logon User s profile You may now specify the Default Import Export File type for each user When Importing or Exporting data the selected default will now be automatically set The Import Export routines has been revised to use the specified default Mar 26 2014 For 2013 3 Gene
174. MANAGEMENT LIC LARRY CARLSEN M MOUSE MICKY MOUSE E 2600 001 7 Bugs Bunny l Accounts Payable US A P Control Account wl Operational Tip You can edit the properties for the batch while executing the New A P Transactions Entry function From the Cash Entry grid screen on the menu bar click Edit then from the drop down menu click on Edit A P Batch Properties 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 425 Field Definitions AP Transaction Batch Code X 6 This is the code assigned to the A P Transaction Batch It can be either numeric or alphanumeric There should not be any spaces or punctuation in the batch code as it is used within the name of one of the Series 5 data files If you wish to have the system automatically assign a unique numeric Batch code press the F1 function key Warning The Batch Code QCHECK is reserved by the Series 5 system to record Quick Checks and should not be used Batch Type radio buttons If the cash receipt is not to be applied to a receivable item then click the Non A R Cash radio button ie for the sale of furniture or interest earned or overpayments etc Regular Is a normal Batch that is used to accumulate transactions Once posted all transactions are deleted and the Batch is never used again O Re Occurring This batch will be used to enter Re Occurring transactions le transactions for Invoices t
175. Manager properties 431 approval status report 346 assign default Approval Manager Sets 422 assigning Approval Managers 219 auto email approval requests to managers 256 auto email reminders to managers 256 defining Approval Manager Sets 428 email approval requests to managers 346 email reminders to managers 346 enabling 469 marking items approved or refused 162 specifying limits 469 B balancing A P Control to G L about 381 defining AP Control accounts 381 exporting comparisons to spreadsheet 381 Bank Accounts about 439 ACH direct deposit generation 451 check cash accounts 439 check generation properties 444 check printing properties 445 default print queues 445 fraud interface export 449 451 general properties 441 history of check runs 452 maintenance entry grid 441 next check numbers 445 reconciliation history 453 setting check date formats 445 used for Prepaid transactions 448 basic processing screens A P Vendor filters 100 about 77 application s user access 127 background job processor 77 browsing reports 111 creating Wizards 137 data export 91 data import 96 defining scheduled menu items 133 dispatching a job to batch 78 executing Wizards 142 2007 2014 by Sentinel Hill Software all rights reserved generating reports 105 monitoring who is onthe system 144 report options screen 105 search and replace 121 the A P menu 147 viewing archived reports 112 batch execution delayed processing 78 enabling users to
176. Menu s menu bar select Historic A P Checks from the Trx Inquiry drop down menu or select Void a Posted Check from the Operations drop down menu e With the Check History tab sub screen displayed choose the Vendor e Scroll to the check item that is to be Voided Select the item on the grid and right click to display the pop up menu Select Void this Check e From the window presented you may enter the Ledger Date and select the Cash and Discount Accounts that are to be reversed In most cases all of the default values 2007 2014 by Sentinel Hill Software all rights reserved 182 Series 5 Accounts Payable User Help should be kept The only exception would be if you were voiding a check froma past fiscal period that you had already formally closed e Click OK and the check is voided When the Check is voided the system performs the following steps e The Historic Check record will be flagged as being Voided e All the Vendor Invoices that were paid by the check will be reinstated as unpaid A P Open Items that are Unselected They will have to be re selected if they are to be paid again e Reversing Distributions are generated for the Cash Account the Discount Account and Accounts Payable using the Ledger date specified e The corresponding entry in the Check Reconciliation file will be marked as voided and reconciled e f Discounts were incurred when the check was issued they will be reversed out of the Vendor Discount Year to D
177. Northern Mistrust Co Bank Code Properties Sub Screen Field Definitions Bank Code X 6 This is the code that is used to identify the Bank Account throughout all of the Accounts Payable system This code is carried in all data records that refer to a particular bank code for A P checks ee ee The name of the banking institution The name is always displayed when a particular Bank Code is selected within the A P system Bank Account Name X 30 Used to record the name of the account le Business Checking or Value Added Checking The name is displayed in a few applications where a Bank Code is selected It is provided basically for information purposes Bank Account Number X 30 Enter the Account Number This field is required for generating the Fraud Interface files 2007 2014 by Sentinel Hill Software all rights reserved m Series 5 Accounts Payable User Help Bank Account Type drop down list Select the type of Bank Account being defined For Bank Codes set up for ACH ing Direct Deposit the selected type must be ahi ACH either Savings ACH or Checking ACH Checking ACH Line of Credit Money Market Credit Card Other Bank Account Currency X 4 This field is provided strictly for information purposes G L Cash Account 9 18 9 5 When AP Checks are generated or Manual Prepaid or Quick Checks are entered a Bank Code must be selected For these checks this is the account to
178. OOLER DIRECT if a Series 5 form was to be assigned to this printer output or if the application formatted the printout with embedded control codes In this case the print job to be sent to the printer via the Windows spooler but the program does not use the spooler to format the pages You must use embedded control codes to handle formatting much as you would under UNIX if The following variables are used to identify the default settings for the different types of special forms that may be printed Each variable must have 3 arguments as follows providing the Queue Name the Create Option and the Target output 2007 2014 by Sentinel Hill Software all rights reserved lt ccccc gt FORMQ lt Queue Name gt lt Create Option gt lt Output Target gt where lt ccccc gt is the Series 5 Company System code to which the variable is to be applied to lt Queue Nameb gt is one of the Series 5 Queues that has been defined lt Create Option gt is either RECREATE APPEND or DISTINCT lt Output Target gt is one of the following PRINTER Output to the selected Printer Queue PRINT Output to the selected Printer Queue ARCHIVE Output only as Archived DISK Output only as Archived PRINT amp ARC Output to the selected Printer Queue and HIVE have Archived BOTH Output to the selected Printer Queue and have Archived BROWSE Output to the Series 5 Browser ASCIIDISK Output to disk as an ASCII Text document WO
179. Payable Menu Functions 219 When entering the Expense Distributions the total of the distributions must equal ZERO Adjust the original distributions by entered appropriate corrections as negative values and the corrected distribution with a positive value the sum of which are ZERO The same entry screen is presented with minor variations for each type of transaction A P Transaction Entry Transaction Tab Screen Some points to note when adding an A P Transaction e To choose a Vendor three different methods are provided for Key in the Vendor code ll Click the Vendor Lookup binoculars icon Ill Click the Next Prior select icons e When selecting a Vendor their address is displayed along with their Remit Address If there is need to edit the Vendor s address you my hyper link directly to the Vendor Maintenance function by clicking on the c icon located at the right hand side of the Vendor frame e f there has been Vendor Notes set up for the supplier a second c icon will be displayed beneath the Vendor Lookup binoculars icon Click it to view the notes e The of Due Days of Discount Days Due Date and Discount Date fields will all be automatically set based on the settings defined for the selected Vendor These may be edited if not appropriate e f you wish to have an already exiting Invoice removed from the system enter a Regular Voucher for the negative amount of the one to be removed Remember to enter
180. Properties of Default G L Accounts Canadian GST HST Options Check Printing and Processing Define the default control G L Accounts used by the Accounts Payable system r Default Accounts Payable Control Account Multiple Accounts E 2600 001 Accounts Payable US r Default Cash Account 7 Multiple Accounts E 1050 002 Canadian Imperial Bank r Discount Account EH 6960 403 Discounts Earned Field Definitions Multiple Accounts Payable Control check box Accounts 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 475 The Accounts Payable system supports the use of multiple A P Control accounts If you intend on having multiple control accounts set this check box and where applicable the operator will be able to choose that control account to be used If you only have one A P Control account then leave this unchecked Default Accounts Payable Control 9 18 9 5 Account The account entered here is used as the default in any screen requiring the entry of this account If the preceding field is not checked then this account is used as the A P Control account Multiple Cash Accounts check box The Accounts Payable system supports the use of multiple A P Cash accounts If you intend on having multiple cash accounts set this check box and where applicable the operator will be abl
181. R FIC 9 1 03 USER VCH INVOICE NO T3 PIC X 12 N 03 USER VCH EXPENSE ACCOUNT PIC X 23 03 USER VCH SUBLEDGER CODE PIC X 8 03 USER VCH PI PROJECT PIC X 6 03 USER VCH PI DISB CODE PIC X 6 03 USER VCH PI EMPLOYEE PIC X 8 03 USER VCH PI CHARGE FLAG PIC X 1 03 USER VCH DISTRIBUTION AMOUNT PIC 39 6 V 99 SIGN IS TRAILING SEPARATE 03 USER VCH DIST NARRATIVE PIC X 30 03 FILLER PIC X 114 2007 2014 by Sentinel Hill Software all rights reserved 250 Series 5 Accounts Payable User Help 6 4 5 6 4 6 6 4 7 6 4 8 Change Invoice Due Dates If for some reason after a Vendor s Invoice has been entered you realize that the Invoice Due Date or Discount Dates is either wrong or you want to schedule the item to be automatically paid at a later date you can change it The function to have the Due Date or Discount Date changed is one that is associated to the Vendor Open Item Inquiry application As a convenience it is offered as a menu item under the A P s Operations drop down menu For a full description refer to the topic titled Modify ltem Due or Discount Dates fs found under the chapter on Vendor Account Inquiryl 43 earlier in this documentation Mark Invoices Manually Paid Vendor Invoices are entered into the Series 5 system on a regular basis Normally say ona weekly basis all eligible invoices will be automatically selected for payment and computer generated checks are printed If prio
182. RDDISK Output to disk as an MS Word document PRINT amp WOR Output to disk as an MS Word document and D to selected Printer ARCHIVE amp W Output to disk as an MS Word document and ORD have Archived WO ORD2003 Output to disk as an MS Word 2003 document PRINT amp WOR Output to disk as an MS Word 2003 D2003 document and to the selected Printer ARCHIVE amp W Output to disk as an MS Word 2003 ORD2003 document and have Archived WO ORD2007 Output to disk as an MS Word 2003 document PRINT amp WOR Output to disk as an MS Word 2003 D2007 document and to the selected Printer ARCHIVE amp W Output to disk as an MS Word 2003 ORD2007 document and have Archived PDFDISK Output to disk as a PDF document PRINT amp PDF Output to disk as a PDF document and to the selected Printer Queue ARCHIVE amp PD Output to disk as a PDF document and have F Archived 2007 2014 by Sentinel Hill Software all rights reserved so Series 5 Accounts Payable User Help ccc xxx PACKSLIPS Q ccc xxx PICKS Q ccc xxx QPICKS Q ccc AP CHECK Q lt my queue Print Queue used for PI Invoices RECREATE PRINT amp W ORD 2007 2014 by Sentinel Hill Software all rights reserved ccc P INV REPRINT lt my queue Print Queue used for PI Reprinted Invoices ccc QI INV REPRINT FMnnn DESC Report Print Form nnn The description of the form displayed on the print options screen FMnnn INIT lt text string gt
183. Re Total Vendor Life To Date amounts Recompute Vendor Year To Date Totals Screen Field Definition Start of the Current Year 9 4 Select the Year for which transactions are to be tallied that represents the Current Year Indicate which amount are to be re tallied 2007 2014 by Sentinel Hill Software all rights reserved 334 Series 5 Accounts Payable User Help 6 4 22 Recalc Vendor 1099 Totals In the Series 5 Accounts Payable system Vendors may be flagged to indicate that they are to receive 1099 s at the end of the calendar year As their Invoices are paid an accumulating total field associated to the Vendor s properties is updated This is the amount that will be printed in the applicable box on the 1099 forms If at the end of the year you have discovered that a particular Vendor had or had not been correctly flagged to receive a 1099 this function provides a means to have the Year To Date 1099 totals re tallied All payments made to Vendors flagged as 1099 Vendors with checks dated within the calendar year will be totalled and assigned to the 1099 Total field associated to those Vendors Recompute 1099 Vendor Amounts Recompute 1099 Yendor Totals Each Yendor with a non space character in their 1099 Category field will be processed A sum of all payments made to these Vendors in the specified 1099 Calendar Year will be calculated from their historic check records The specified Year
184. Re enable Printing this Vendor s 1099 Transfers control to the Vendor Account Inquiry function The vendors invoice histor records may be viewed Transfer control to the Vendor Codes Maintenance function The Vendors address and or 1099 properties could be edited if so required The 1099 Category for the selected Vendor will be cleared Also it s Year to Date totals are zeroed out If you don t want to have a 1099 printed for this vendor at least just at the moment this function will defer it from being printed If you changed your mind and you do want a 1099 this function clears the Defer status 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 1099 Printing Options Tab Screen The following screen is displayed to offer reporting options for generating the 1099 preview report and or the forms Print 1099 Forms Report MISC_1099S STM Print the Vendor 1099 Forms 1093 Form Select Vendor Select Filters Print Options Specify selection options to determine the items that will be included on this report 1099 Year to be Reported 2008 v Form Type 4999 MISC Miscellaneous v Minimum 1099 Value to be Reported Vendors Sorted by vendor Name v C Mark 1099 preview records as Printed so they will not print again 1099 Forms To determine the correct form to be used contact your local IRS office of the Department of Treasury Th
185. Release PO Line Amount 6540 404 Consultants and Subcontracts TH 800 00 A P Control Account 2600 001 Accounts Payable US Invoice Amount Discount i GST Taxable Non Discountable k Discount Amount i GST Paid Some of the special features of this Transaction Display screen are as follows gt Toggle between displaying the transaction s Expense Distributions and the Checks used to pay off the Invoice Show Distributions N gt Navigate forwards or backwards through the Transactions 2007 2014 by Sentinel Hill Software all rights reserved 156 Series 5 Accounts Payable User Help 6 3 1 1 2 Mark Items Manually Paid Vendor Invoices are entered into the Series 5 system on a regular basis Normally say ona weekly basis all eligible invoices will be automatically selected for payment and computer generated checks are printed If prior to the next generation run of checks there is a need to pay an invoice for a particular Vendor you can readily do so You could just do a check run for the one vendor but a simpler approach is to select the applicable invoices and mark them as Manually Paid You then just write a check by hand or have the system print the check for you To mark the items and as an option have the check printed perform the following steps e From the A P Menu s menu bar select Vendor Open Item Inquiry from the Trx Inquiry drop down menu or select Mark Items Manually Paid from th
186. Report VENDANAL RPT Print an 4 P Vendor Analysis Report Report Options Vendor Selects Print Options Export Options About Exporting Select your options for the type of Analysis Report desired Type of Report For Checks and Invoices Dated In Periods of 142701707 O Detail Months Oall Between O Summary O Quarters Inclusive 3731709 Period Summary O Years With Spreadsheet Output Select Vendors with Purchases Sorting Options Not Considered Vendors Grouped by O Year To Date O Last Year O Life To Date Vendors Sorted by Vendor Code The report generated if archived will be catalogued with a report name of VENDANAL RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 0 1 for full details _ When generating the report the operator is also presented with the standard Vendor Select Filters screen ool This allows you to specify selected or ranges of Vendors Vendor Types and or only those vendors satisfying a variety of filter criteria Export Options If the option to have the Period Summary report information output to Spreadsheet is checked then the Export Options and About Exporting tab will be presented Note that to have
187. SHSI Series V Accounting Systems Accounts Payable Version 1 0 October 21 14 SENTINEL HILL SOFTWARE INC www sentinel hill com 800 663 8354 2007 2014 by Sentinel Hill Software all rights reserved 2 Series 5 Accounts Payable User Help Table of Contents Part Welcome to Series 5 Accounts Payable 7 Part Il Introduction 10 WM Product OvVerviO W 5 iccc e052 cct renina E AENEAN ERAAN AAE AAAA AAE cee er ATARA AAEE ANATRA ES 10 2 Accounts Payable Features ccceesseccceeeeeeeneeseeeeeeeeeeeeeenseeeeeeeseeeeeeeseeeeeeseeeeneeseeeaneeeeeeseees 10 3 History of Enhancements cccccceeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeaeeeseeeeeeseeeeeeeseeeeeeeeeeeseens 12 4 Getting Help ainera aE AEAEE ddan ceveneaadeus ddaucex dieu seteneuasesscdauserveedees 37 Part Ill The Basic User Interface 40 1 Accounts Payable Application Me nu ccccceeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeseeeseaeeeeeseaeeeeesees 40 Multi Threaded Wind OWS icc2iccccissceitenseccascetee ctecect dace ccndcedee cuev decd cnceveedwnceduue codvates devvectendevdudendeedevedeteds ensecee scuensees 44 Scheduled Men Functions sad cnctciee cect ccscecccs cheendensceserentvesecsuapede estes cncesteesequcheecactavialeteences sendeaersieseneteuadendecsevsceseae 47 2 Grid Processing SCree nS i c ccc secectecte ce cccece ccvenateedenceudesvecatecevacaudessecateessecteestaceudessecateedtaceuss 50 3 Code LOOKUP WiNdOW
188. Select whether the report is to be generated in Detail or Summary Detail Summary by Account e For Detail each distribution for each G L Account is 2007 2014 by Sentinel Hill Software all rights reserved 192 Series 5 Accounts Payable User Help listed e For Date Summary debit and credit totals are reported for each G L Account for each date e For Account Summary debit and credit totals are reported for each G L Account For each type of report a summary is printed at the end listing the total Debits total Credits and the Net Change for each Type of Distribution on file Distributions Grouped By drop list When the report is printed the Accounts will be grouped based on their respective Types of j pe Distributions Sub totals are printed for each Profit Center Distribution Type Distribution Type Profit Center grouping Distribution Type 7 Acct User Code Distributions Sorted By drop list When the report is printed the Distributions may be sorted with sub totals printed ina all Document Number i i ccount edger Date variety of different ways Account 7 Document Date Account Yendor Code Account Project Code Document Number Account Document Date Account Vendor Code Account Project Code Account Distributions with Ledger Date radio buttons and mmddyy Select to have All distributions listed regardless of their Ledger Date or only those for a given da
189. T SELECT THE BUILD PREVIEW LIST FUNCTION SO THAT ANY NEW VENDORS THAT WERE ADDED DURING THE YEAR WILL BE INCLUDED Some of the special features of this 1099 Processing grid are as follows gt The option to List By provides Vendor Name the option to list Vendors either mo by Vendor Code or Vendor veri Nae Name or the type of 1099 Code 1095 Code Type A defined for them gt If any specific row is right clicked a pop up menu is displayed Anumber of 2007 2014 by Sentinel Hill Software all rights reserved 326 Series 5 Accounts Payable User Help functions may be performed associated to the the given Vendor gt The 1099 Total amounts may be edited directly on the grid screen The accumulated total for the Vendor within the Vendor properties record will be update accordingly Note that if the Recompute Vendor Totals function is re executed any totals that are edited in this manner will be lost ELLY PHOTOGRAPHY Evanson iu n Inquire Vendor s History i F MACGREGOR edt this vendor Record i F McGREGOR _ CLYDE W HN R RICHARDS Re Enable this 1099 to Print IY BARBARA Unmark as a 1099 Vendor Defer Printing Yendor s 1099 EVANS TUN NO kous fr hd q Rimo 1099 Functions available for Manipulating the Vendor Function Inquire on Vendor s History Edit the Vendor s Properties Un mark Vendor as a 1099 Defer Printing this Vendor s 1099
190. TINEL HILL SOFTWARE Company Name to Appear on Recipient s Statement Sentinel Hill Immediate Destination Receiver Qualifier Transit Routing Number 972000805 Company Name Standard Federal Bank Batch Header Routing Transit Number 07200080 Field Definitions ACH Control Code X 6 This is the Code that will be used to reference the given ACH Control Code This code must be assigned to those Vendors on their respective ACH Payments properties screen 40s that wish to have their payments delivered using ACH Also this code must be assigned to the Series 5 Bank Code to be used when generating ACH payments we xan Is a description of the code This is printed on any A P reports and is displayed to those A P screens where the code is utilized Te This field is used to define the type of format that the ACH interface file is to be generated 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 483 Currently only the NACHA standard is supported If a different format is required contact Sentinel Hill Software Inc Next ACH Interchange Number 9 8 Every time a set of these ACH Deposits are generated they will be assigned a unique counter This defines the next number that is assigned In some cases the Interchange Number is embedded in the control records associated to an ACH file ASummary of the last 25 sets of ACH Deposits that were generated is kept on file
191. TIONS cesses sce veeeseeeeeneeneesesaeseseeseeseesaesoesaesaesaevseeseeneesnasaesaesaeeseeseesaesaesaesaevaevaneaneaneneesassaes 96 3 Record Processing Filters cccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeneeeeeeeseeeseeeseeeeeeeseeeseeeseeeeees 100 VGMGOR FINCK e E ce A EA A A TE A 100 4 Report Generation and Printing cccesscececeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeseeeeeeeseeeeeeeseeeeeeeneeeaees 105 Re port Options Screen qu ceesssesseesesessescessessesseesessessoeseessessesseeseesoesaesaesaesaesaesseesneseasaussesaessesseusaesaesansaeuaevanse 105 Re port BrowSer EE E E E SE E E T 111 Archived Reports Management scssssesssescesessessessesseeseesoeseeseeseesaesaesaeseessessoeseesaesaesseusevoneanesnesaesaesansaneaes 112 5 Search and Replace jes si2icccctccetisees ea AAA EANNA AEA KEETA NEE AATE AEEA AOA 118 Search and Replace Options Screen cccesescsceseseseeseeseeseeseesnesoeseesaesesseuseseesseesaesaesesseuseesnesneaeenaesaesaesaneaes 121 6 User Access Management sssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn ween ctudvecesdddevencuddeeeeseus 126 Defining Users ACCESS Rights iicicc ccccticcct sees ccccceet esis dodau vader enacieus sttedecendescceteesdscecteetecdededcudsucveseedeevacessteedaceocds 127 Users Scheduled Menu Functions c ccesccssesceessecseessnecseessneesneesnerseesenessneeseesenesseenenesseeseesneeesessneerseeeseeranee 133 7 Wizard Manageme nts i c cc c2
192. The Series 5 printing routines had the ability to generate a sub document as an MS Word document A sub document might be a single Invoice or Customer Statement generated with a unique filename This functionality has been enhanced to have the 2007 2014 by Sentinel Hill Software all rights reserved Introduction 31 sub document generated as either an MS Word document or a PDF document These sub documents may be generated at the same time totally independent from their normal printed versions When generated as Word documents or PDF documents MS Word Templates may be used to define the properties of the resulting document with watermarks and headers and footers Mar 15 2010 Import functions from Excel Spreadsheets The Series 5 import function offers the option to input from an Excel spreadsheet In any application that loaded data in this manner it was difficult to determine when all valid rows of data had been loaded The Excel import function has been enhanced so that it will correctly stop once valid rows of data have been loaded Previously the system would attempt to load up to 65 436 rows of data and when executing any given Import function it would appear as if the system has hanging Mar 03 2010 Printing of Report as PDF Documents All reports and forms that are generated from the Series 5 applications may now be saved as PDF documents This option is available only to users that have Microsoft s Office 2007 insta
193. The report generated if archived will be catalogued with a report name of AP_PRDANALYZE RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 1 for full details ian Generating Analysis from A P to G L Reconciliation The Period Analysis is a useful tool for validating and balancing the A P Control from the A P system to that in the G L system Make sure that Fiscal Periods Years are chosen using Ledger Dates When generating the report the operator is also presented with the standard Vendor Select Filters screen This allows you to specify selected or ranges of Vendors Vendor Types and or only those vendors satisfying a variety of filter criteria 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 377 Build Report Options Screen Field Definitions Reporting Periods By drop down list Select whether totals are computed for given Years or Periods based either on Calendar of G L Fiscal Calendar Months Periods Calendar Years G L Fiscal Periods G L Fiscal Years Type of Dates to Use radio buttons Select the type of date to be used to determine which period the transaction is to be assigned to when sub totals are computed When Ledger Date generating ana
194. This file can be either a simple text file or an HTML file and must not contain more that 8192 characters Within the body of the message file you may include a number of pseudo variables that will be replaced with applicable text associated to the information in the email and the recipient The following variables may be used and replaced as follows Variable String to be replaced with INVOICE DOC AMOUNT 1 The Original Amount of the invoice DOC AMOUNT 2 The amount of Discount eligible for if paid by the Discount Date DOC AMOUNT 3 The amount that has already been paid DOC AMOUNT 4 The Net Amt Due to be paid when approved lf paid before the Discount Date If an item has not been approved within 7 days of the initial email being sent to the manager s then a reminder email will be sent The body of this message which you can edit to your likening must be set up in a text file named APApproveRemind_EmailMessage TXT that must be located in the folder named Email Templates found in the designated Company System s Generated and Archived Reports data directory As well as the pseudo variables listed above the following variable may also be used String to be replaced with P MY STRING 3 A count indicating how many emails have been sent 2007 2014 by Sentinel Hill Software all rights reserved 258 Series 5 Accounts Payable User Help Email Messages Text files The email body
195. Using Invoice Date Due Date i j 5 Ledger Date Processing Options E Ig 7 Send Approval Request Emails for Newly Added Vendor Invoices Include items past the specified Aging Date 7 Send Approval Request Reminder Emails to Deliquent Managers Auto Approve Open Items from Approval Managers Email Replys Sorting Options Items Grouped by Approval Manager Select Open Items for with Approval Manager H Items Sub Grouped by Vendor Code Approval Status Open Items Sorted by 5 Voucher D Due Date D Invoice Amount Due Not Required J Approved Initial Request Not Yet Emailed Needing to be Reviewed Refused iv E Waiting to be Approved X Cancel The report generated if archived will be catalogued with a report name of APPROVALSTATUS RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing 05 for full details When generating the report the operator is also presented with the standard Vendor Select Filters screen to This allows you to specify selected or ranges of Vendors Vendor Types and or only those vendors satisfying a variety of filter criteria Field Definitions Type of Report radio buttons Select whether the r
196. X 40 03 USER VENDOR CITY PIC X 25 03 USER VENDOR STATE PIC X 5 03 USER VENDOR ZIP PIC X i0 03 USER VENDOR COUNTRY PIC X 20 03 USER VENDOR TYPE PIC X 6 03 USER VENDOR DUE DAYS PIC 9 3 03 USER VENDOR DISCOUNT DayYs PIC 9 3 03 USER VENDOR DISCOUNT PCT PIC 9 2 V 99 03 FILLER PIC X 2 O1 USER VOUCHER RECORD 2 03 USER V CH REC TYPE PIc 9 1 03 USER VCH INVOICE NO PIC X 12 03 USER VCH DOC TYPE PIC X 1 03 USER VCH VENDOR PIC X 6 03 USER VCH PO NO PIC X 10 03 USER VCH INVOICE DATE PIC 9 6 03 USER VCH INVOICE AMOUNT PIC 39 6 V 99 SIGN IS TRAILING SEPARATE 03 USER VCH NON DISC AMNT PIC 39 6 V 99 SIGN IS TRAILING SEPARATE 03 USER VCH DUE DAYS PIC 9 3 03 USER VCH DUE DATE PIC 9 6 03 USER VCH DISC DAYS PIC 9 3 03 USER VCH DISC DATE PIc 9 6 03 USER VCH DISC PCT PIC 39 2 V99 SIGN IS TRAILING SEPARATE 03 USER VCH DISC AMT PIC 39 5 V 99 SIGN IS TRAILING SEPARATE 03 USER V CH AP ACCOUNT PIC X 23 03 USER VCH NARRATIVE PIC X 30 03 USER VCH LEDGER DATE PIC 9 6 03 USER VCH GST TAXED ON AMT PIC 39 6 99 SIGN IS TRAILING SEPARATE 03 USER VCH GST TAX AMT PIC 39 5 V 99 SIGN IS TRAILING SEPARATE 03 USER VCH PPAY DOCUMENT NUMBER PIC 9 6 03 USER VCH PPAY DOCUMENT DATE PIC 9 6 03 USER VCH PPAY BANK CODE PIC X 6 03 USER VCH PPAY TYPE PIc 9 1 03 USER VCH PPAY CASH ACCOUNT PIC X 23 03 FILLER PIC X 9 03 USER V CH REC COUNT PIC 9 4 03 US5ER VCH EOL PIC X 2 01 USER VOUCHER RECORD 3 03 FILLE
197. Your Systems Manager or designated Gate Keeper mustfirst create a User Profile before any user can sign on to the system User Logon Screens 1 Click onthe Series 5 application icon that has been set up on your desktop SEEDS Accounting 2 Enter your User Code and Password If setup by your Systems manager the Username Code will default to that defined by the SHSILUSER_NAME DOS Environment Variable 2007 2014 by Sentinel Hill Software all rights reserved Starting and Using the A P System EEJ SHSI Series V Main Menu y 4 a Aex SHSI Series Accounting Systems i ooon Username USER Password O Copyright c 2001 2010 SENTINEL HILL SOFTWARE INC For support dial 800 663 8354 e You must enter the correct password to get into the system e You will have five attempts at entering the correct Username and Password combination e Your Systems Manager may have established the rule that passwords must be renewed at some interval of time ie every 3 months If this is the case the system will warn you 21 days ahead of time that you will need to change the password If it has expired you will have to contact your System Administrator or your Gatekeeper to set up a new password for you 3 If you have defined more that one Company System select the company to be worked with 2007 2014 by Sentinel Hill Software all rights reserved
198. a records are kept in the Series 5 system in their respective history files This data is available for a variety of inquiry and reporting functions Over time these files may become quite large This function may be used to purge or delete these Vendor Invoice History records A variety of selection filters may be set allowing you to be very specific as to which records are deleted By default the date range this is presented will ensure that all records dated within the past five years are not deleted The operator is presented with the standard Vendor Select Filters o screen This allows you to select specific ranges of vendors vendor types and a variety of other criteria used as filters for selecting the vendors whose records will be purged 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 463 Accessing the function to Purge the Historic Vendor Invoices can be done either directly from the Invoice History screen of the Vendor Open item Inquiry function or from the A P Menu s Purging drop down menu Wizards User Functions Purge Youcher Archives Purge A P Trx Batches Purge Invoice History 9 Purge Check History Purge Reconciled Checks o rrronsocoon Cnuy va uym Warning Once Vendor Invoice History records are purged this information will not be available to any of the AP Inquiry or reporting functions Be quite sure of the need to purge
199. a separate operator and to a separate batch Each batch may be entered and posted independently from one another 3 To ensure that transactions are entered under a rigorous control system They are first entered into a batch An edit list may be generated and it s transactions verified to be correct That batch of transactions is then posted moving them into their respective active data files During the post process a transaction posting journal is generated and archived providing an audit trail for future reference In essence transactions are divided into groups of batches prior to data entry Each batch is allocated a batch number or code and the sum of all the transactions is determined and used as a Control Total A batch is created in the respective system and the various totals and defaults pertinent to the batch are entered Each transaction is then entered under that batch number and prior to posting is only accessible via that batch number A Transaction Edit List for the batch may be printed prior to the it being posted During entry of transactions for a Batch the current state of the totals is displayed whenever possible Separate totals for number of transactions and transaction totals both expected and actually entered are maintained in the Batch Header file In most cases the Batch Header record is kept on file and may be reviewed at any time in the future When the Batch Posting option is selected if the Batch ente
200. a vendor code starting with an character This is a Miscellaneous supplier that does not have a record in the Vendor file You will be able to enter the company name and address 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 241 Note that you may hyper link to the Vendor Maintenance function by clicking on the c icon located at the top right corner of the Vendor entry frame Check Date mmddyy Enter the Date that will be printed on the check This will also become the Ledger Date for the check onec Select the checking account by choosing the associated Bank Code 6 4 3 2 A P Invoice Entry Screen The data entry screen used for entering Invoices that are being paid with a Quick Check is essentially identical to that used for entering regular A P Transactions The only difference being that the Vendor the Transaction Type and the Bank Code information has already been defined Quick Check Invoice Transaction Entry Transaction Tab Screen The following screen is displayed for an Invoice for a Quick check Transaction 2007 2014 by Sentinel Hill Software all rights reserved 2 Series 5 Accounts Payable User Help 6 4 4 T Change Invoice for this Quick Check Trx Seq 0042 Modify this Transaction Quick Check Batch Set QCHECK Transaction Expense Distributions Voucher Quick Check Prepaid 3s 2600 001 Accounts Payable US
201. able User Help e AP Period Analysis e Vendor List e Vendor Analysis Report This field is provided strictly for information purposes This field is provided strictly for information purposes Supplier Risk Factors 7X 9 1 e Strategic e Compliance e Operational e Financial e Legal e Liquidity e Reputation For each of the listed factors record a value from Zero to 9 Zero for No Risk and 9 for Extreme Risk level 6 6 1 3 Vendor Remit Address amp Vendor Remit To Address Entry Screen This is the address that will be printed on checks By default it will have the same address as specified on the Name Address screen This feature provides for payments for this vendor to be sent to a different office of collection agency 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 397 E Vendor Maintenance Vendo 000466 OLD CAPITAL FUNDING CORP Modify the Properties of Name and Address Remit Address Notes A P Profile 1099 YTD Stats Auto Distributions If this Vendor has a different mailing address or a Head Office to which checks are to be addressed and mailed to enter that Company Name and Address in this screen Check Remit TIMA Os emai Address ACCOUNTS PAYABLE PO BOX 188000 POSTAL STATION A MIAMI FL 75206 Update Cancel Different Remit To Addresses When checks are generated for a Vendor that has a different Remit To address te different address
202. ach A P Approver Manager Set are defined with the following screen 2007 2014 by Sentinel Hill Software all rights reserved 430 Series 5 Accounts Payable User Help Approver Manager Set Code Modify the Properties of Select upto 3 A P Payment Approval Managers to belong the a Set An Approver Set may be assigned to Supplier Invoices as they are entered into the system Approval Managers Set Code www rar Description EAST COAST MANAGEMENT Approval Manager 1 LJC Approval Manager 2 M MOUSE Approval Manager 3 BUGSY A LARRY CARLSEN Limit 1 000 000 Dept SOFTWARE MICKY MOUSE Limit 4 000 Dept DISNEY WORLD il Bugs Bunny Limit 5 000 Dept Toonsville Field Definitions Approval Managers Set Code X 6 This is the alphanumeric code assigned to the Manger Set Enter this code when a Manager Set needs to be recored within the Accounts Payable system en OOOO Is a description of the Manager Set This is displayed to most A P screens where Manager Set is utilized Approval Managers 1 2 amp 3 X 10 Select up to three managers that belong to this Set When this set is selected and assigned to a Vendor Invoice then before that invoice can be released to be paid it must be approved by each of the managers defined 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 431 6 6 4 Approval Managers The Series 5 A P system provi
203. ager Invoice Approval Management The A P System has been enhanced to support a payment approval process Up to three managers may be assigned to each supplier invoice Each manager will be automatically notified via email when required to give their approval for an invoice to be paid lf supplied scanned images of the original PO and Invoice will be attached to the emails sent to the approving managers These attached documents may be viewed when selecting Open Items to be approved The use of the Payment Approval feature is auser selected option for invoices greater than a defined cutoff amount An Item Approval Status Report may be executed listing the status of all outstanding payable s waiting to be approved or that have been denied As well as an option emails will be sent for newly added invoices and reminder emails will be sent for those items still waiting for approval Aug 24 2013 3 Approval Manager Set Maintenance Anew Code Maintenance function has been introduced into the A P System to support the new Management Invoice Approval process Approval Manager Set Maintenance provides the ability to define a group of managers that have been designated to approve the payment of invoices Each set provides for defining up to 3 managers When invoices are entered into the system a Manager Set is also recorded Each manager associated to the Set would then be required to grant their approval before the invoice could be paid Jul 24 2013
204. aid were not being listed This problem has been fixed Mar 04 2009 Historic Check Register Report As a new selection filter you may now select to list only checks that had a Payee Name that was different from that of the Vendor s Name Feb 27 2009 Electronic Invoices Interface This function has been enhanced to provide the option of interfacing from a flat sequential file from a columnar tab delimited or CSV file or from a MS Excel spreadsheet For each type of input file two types of records are input one for the Vendor and Invoice detail and one for the assorted Expense Distributions that may apply This function becomes a useful means of entering your employee Expenses that may have been recorded to a 3rd party s web based application Feb 25 2009 A P Transaction Entry The function to Replicate a given Transaction into a Series of Transactions has been enhanced You may now have a series of transactions automatically generated based on an Interval of a Quarter of a Year Feb 06 2009 For 2008 A P Transaction Entry When entering an A P Transaction including Quick Checks and Re Occurring Transactions the logic and screen for entering the A P Expense Distribution Account has been enhanced You may now enter the Account directly into the field presented In other words a separate window is no longer displayed The new field is presented as a drop down list that you can either enter the account directly o
205. aids 0 00 0 Manuals 0 00 3 Voided Checks 0 00 13 Quicks 6 780 546 99 0 ACH Deposits 0 00 Checks are listed by Check Search for Fast Buttons Clear All Selections This function de selects all vouchers that might have been already selected or that have been temporarily deferred 2007 2014 by Sentinel Hill Software all rights reserved 270 Series 5 Accounts Payable User Help General Select for Payment Automatically selects all invoices that are eligible or due to be paid based on the Due Dates that were specified for the Invoice Print Pre Check Writing Report Generate an a report that lists all Vendor Invoices that have been selected for payment Generate and Print Checks Generate and print checks Post ALL Checks Posts all un posted checks Void ALL Generated Checks Voids all un posted checks Recover After Printer Failures Print Manual Prepay Quick Register If while printing checks the printer jams and destroys some checks this function provides a way of posting the good checks voiding the damaged ones and clears those that have not yet been printed Print a check register that lists ONLY any Manual checks Quick checks or Prepaid checks that have been recorded They are also posted The following screen is presented when generating payments for a Bank Account that is used for generating ACH Direct Deposits 2007 2014 by Sentinel Hill Software all rights reserve
206. ail address EMAIL COMPANY The Customer Code for which the attachment is applicable to CODE COMPANY The Customer s Company Name for which the attachment is NAME applicable ATTENTION TO The attached Invoice Attention To individual VAVA ADDRESS LINE The attached Invoice Address Line 1 1 ADDRESS LINE The attached Invoice Address Line 2 2 ADDRESS LINE The attached Invoice Address Line 3 3 W CITY STATE The attached Invoice Address State code W COUNTRY The attached Invoice Address Country W MY STRING 1 These strings are applicable to the given topic of the email as follows PWVMY STRING 2 STRING 1 A P Fraud Interface Check Count P MY STRING 3 STRING 1 ASOW E Request Invoice Type of Docume ae z STRING 1 ASOW Forgot Password Web User ID Cod AMNS TRING 4 STRING 2 ASOW Forgot Password Password MY STRING 5 STRING 1 amp 2 ASOW Multiple Invoice Recap Report Start STRING 1 All PI Invoices Customer s Membership ID Q STRING 2 Overdue Invoice of Overdue Days STRING 3 Overdue Invoice of Invoices that have bee STRING 1 New Web User s Password Web User ID Q STRING 2 New Web User s Password Password STRING 3 New Web User s Password Password Exp 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Accounts Payable User Help 7 2 7 2 1 7 2 2 System Operational Variables Some aspects of the Series 5 A P system can be
207. ain segment enter either the Space Bar or the character to indicate entry of the next Account Bank segment Only the G L Account Main number is recognized Don t bother trying to enter the Profit Center portion In the above screen example you could have entered 730 or 073090 to have the system position itself in the grid as shown Once the number of digits in the G L Account s Main number has been entered the GoTo Key fields is cleared and a different number may be started 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 3 4 Date Lookup Window Throughout the Series 5 applications there is the need to enter dates With each date entry c field there will be an icon of a calendar located to the right of the field vatos itAmount 2723708 f 2729708 Original Trs Entry Reference Fields a Code If you click on the calendar a Date Lookup window will be displayed from which you can choose a date Ledger Date wcument Date Date entry Lookup Window Here is the Date Lookup window Select Ledger Date Feb 2008 Feb x 2008 x Select a particular date by double clicking it on the calendar Select a particular Month or Year by selecting it from the given drop down list fields Move to the next or previous Years and Months by clicking on the navigate buttons at the bottom 2007 2014 by Sentine
208. al Ledger 5 Daily Functions 6 Monthly Functions 7 Year End Functions 1 Scheduled for Today 2 Overdue Functions 3 Coming Q The following Scheduled Menu items are overdue and need to be addres 6 30 08 Year To Date Trx Export e For menu functions that are scheduled but for a date in the future 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface E SHSI Series V General Ledger Fie Trx Inquiry Operations Financial Statements Reports Codes Maintenance Wizards User Functions Control Options Window Help User USER 01 Sentinel Hill North America July 01 2008 05 55 PM General Ledger 5 Daily Functions 6 Monthly Functions 7 Year End Functions 1 Scheduled for Today 2 Overdue Functions 3 Coming Due 8 Transaction Entry 4 My Favorites These Scheduled Menu items will be due for selection in the Near Future 7 02 08 Balance Sheet 7 07 08 Trial Balance Report Rescheduling Scheduled Functions Once a scheduled menu item s process has completed a screen is presented to the operator offering to have the menu item rescheduled Re Schedule this Function Re Occurring D aily Mon Fri v Next Scheduled For Pa a aE E AM Yes with New Date Shown h Yes with Original Date Remove as a Scheduled Item 1 The fields will default so the function will be scheduled as defined 2 You may have the item reschedule
209. allocated to the WRITE data folder the data file resides in 2007 2014 by Sentinel Hill Software all rights reserved eS Fae O Bi not found for Open The application attempted to open a file that could not be found Contact your Systems Manager or Sentinel Hill Software support for assistance 37 07 User does not have The user does not appropriate access rights to permission to access file _jopen the file 37 XX System failure on opening a The application attempted to open the file in the file wrong mode 37 99 Windows runtime not Non Networked runtime attempted to open a file on network enabled a remote system 39 XX_ File Mismatch on OPEN An older version of the file was being accessed or application programming error The secondary code value xx indicates the type of mismatch 41 File Already Open An application programming error Contact Sentinel Hill Software support 42 File Not Open An application programming error Contact Sentinel Hill Software support 47 XX File not opened in the An application programming error Contact correct mode Sentinel Hill Software support 48 XX _ File not opened in the An application programming error Contact correct mode Sentinel Hill Software support 49 XX File not opened in the An application programming error Contact correct mode Sentinel Hill Software support 94 10 Too many files opened by The max number of files has been reached The process configuration variabl
210. ally Paid Purge Zero Balance Payables Select Youchers for ape ne Zero Balance Purge Open tems Grid Screen The following screen shows a couple of Open Items that have been selected to be Purged 2007 2014 by Sentinel Hill Software all rights reserved 170 Series 5 Accounts Payable User Help Vendor Account Inquiry OLX File Edit view Help Yendor Open Payables Inquiry Select to view Outstanding Payables Historic Invoices or Checks Paid for a specific Vendors In each case a number of tasks may be performed Z Print Grid Items Print Open Item Report Purge Selected ZERO Balance Items Post Items Marked Manual Paid Vendor 019934 v h nt tj Johnny s Pizzaria List by Vendor Code Voucher x tj ast Items selected to be Open Items Payable Invoice History Check History Purged 21 R Negrea aso aasma zaoo n s arnon s aromen s _ 00 Em 00 Ciam n Framara onem sene renel w amome s sram o am Freie rng orere saso sasol n somo samom s ao samm nres a s 3 750 00 s 3750 00 375000 3 750 00 The total here must be equal to ZERO ee Vendor Totals Invoices Balance 41 250 00 Net Payable 41 250 00 2 ZERO Bal Purge Net for 11 Items Eligible Discount 0 00 Selected for Payment 0 00 For the Vendor Code items are listed by Voucher Search for 6 3 1 2 Invoice History Historic Invoice for a s
211. anager Approval Emails Select Vendor Invoices for Payment ces stseteeseeseeseeseeseeseesoesnesaessessessessessaeseusausaevevsevsnvanesnenaesaesaesaneaes Defer Invoices from Being Pai csscsssessssseeesseeseesseesseessneeseessnessneeecesseesseeseneeseeneeesseeseesneeesesneerseeesnersnee Payments and Check ProcesSSing scsssssssssessssseseeseessessesseeseesoesaessesaesaesoeeseenneseesaesaesaeeseeseesausaesaesaeuanvanse Gheck Processing AEA o PAE hie deine ai ee Se ee ee ee ces Clear Selections Of INVOICES isnon seno ennea NE Nysa NS NESUNE K Eon CENE SEN ASEN E General Selection of Items for Payment Pre Check Writing Report 0 ccc Generate Checks and or ACH Deposits De Generate the Computer Generated Checks eeceeeeceee sees ceseseeesaceeseesaceesaeseseevaeeessesaeeeteseseeeaneesenses 287 View pre posted Check Detallls 20 cesses cess iecses tions dadeivaid Cupen ta EES A ASASEN EENE EEEE EEN RSSy 289 Post Generated Geeks narren ieai o d 289 Void a Computer Gheck RUN a cae ae aie a EAE Adis AN AN aves 291 Recover from Printer Mal UNCON sesos iison i a vanvrteciedtsseteeenendnecbeevetnentavieriidndtdarreeiaiiabe 292 Print Meinual Prepaid Register donina aa a E RNA Ar R E R 295 Generate Fraud Interface File cccsssssesessesessessesseeseeseesoesneseesnesaesaesessessessouseesausaevseuevanvaneanesaesnesaesaneaes 296 Void a Posted Check Check Re Conciliation ss agre eeror aan e
212. and a problem exists on the network or the remote printer is probably not turned on of the string Excel thinks this is the start of an equation that does not make sense If possible insert the Single quote character as the 1st character of the string being output Excel Class is not licensed for use When outputting a string to a spreadsheet there error 800A03EC was a or character in the 1st characte 2007 2014 by Sentinel Hill Software all rights reserved es Index Quick checks about 237 entering invoices 238 entry screen 241 posting register 295 saving draft copies 238 aiia 1099 forms about 322 editing vendor totals 324 print options 327 processing grid 324 recomputing Vendor totals 334 totals in the Vendor properties 404 A A P Analysis functions balancing A P Control to the G L 370 expense analysis by Calendar periods 370 expense analysis by Fiscal periods 370 period analyis by vendors 370 period analysis by A P account types 370 period analysis by A P accounts 370 period analysis by A P Control account 370 period analysis by A P distibution types 370 period analysis by sub ledger projects 370 period analysis by vendor type 370 A P batches about 422 entry control totals 422 purging 422 Regular batch 422 Re Occurring batch 422 repairing 230 selecting and creating 213 A P Menu Codes Maintenance menu functions 390 Control Options menu functions 468 File menu fun
213. and the sum of payments will be assigned to the Yendor s 1099 Amount field 1099 Year to be reported for 2008 v Proceed Cancel X Recalc 1099 Totals Screen Field Definition 1099 Year to be Reported Select the Year for which transactions are to be tallied for the 1099 totals The year selected will also be assigned as the Current Year in the Vendor s properties 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 335 6 5 6 5 1 Reporting Functions The topics in this chapter describe functions and procedures that are a available under the Reports drop down menu on the Accounts Payable menu These menu items are used to generate and print the reports associated to the Accounts Payable system These functions are available from the A P Menu Bar as shown BD sust series V Accounts Payable Se File TrInquiry Operations Codes Maintenance Purging Wizards User Functions Control Options Window Help A P Open Items Report User USER Historic Open Items Report E Item Approval Status Report i eZ Cash Requirement Report p Accounts Paral A P Distributions Report 5 Daily 6 Mor Un Reconciled Checks 1 Scheduled for Reconciliation Report ing Due 4 My Favorites The following Schedule Historic Check Register A P Voucher Archive Report Quick Check Invoice Journal A P Period Analys
214. ange Item Due Disc Dates Mark Items Manually Paid Purge Zero Balance Payables Qw Select Vouchers for Payment Defer Youchers from Payment Payments amp Check Processing Generate Fraud Interface File 6 4 13 1 Check Processing Grid The Series 5 Check Processing screen is meant to provide access to all the functions related to selecting items to be paid the generation and printing of the checks posting them to the appropriate A P files and in the unlikely event of operator or printer malfunction the clearing or voiding of checks The major functions are presented as push buttons in the blue Fast Buttons frame The steps associated with generation of checks are as follows 1 Assuming that no Vendor Open Items have been already intentionally selected for payment to be sure that you are starting fresh you would click the Clear All Selections push button This function de selects all vouchers that might have been selected or that have been temporarily deferred Note that if the option for Manager 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 267 Approvals is turned on the clearing function DOES NOT clear the approval status 2 If you have different checking account for which different checks for some of the suppliers are to be generated or if you are paying some suppliers with ACH Direct Deposit then you must select the correct Bank Account from which paymen
215. are entered into the system and amounts are allocated to G L Expense Accounts a job may also be entered Note that the Series 5 systems provides for expenses to be recorded with either an A P Job Code or a G L Sub Ledger Project Code A property defined in the A P Control Options General Tabl sl screen specifies to use one or the other All Jobs that might be used to record Invoice Expense Distribution amount to must be maintained using this function In effect validating the A P Jobs provides a system wide safeguard against operators accidental entering an invalid or non existent Job code The Jobs defined here are listed in the Series 5 A P Jobs LOV Lookupl 62 window A P Jobs or Sub Ledger Projects Note that the Series 5 system provides for expenses to be recorded with either an A P Job Code ora G L Sub Ledger Project Code but not both A property defined in the A P Control Options General Tab 403 screen specifies to use one or the other A P Job Codes Maintenance Grid A P Jobs are maintained using a Series 5 grid processing screen 2007 2014 by Sentinel Hill Software all rights reserved 438 Series 5 Accounts Payable User Help A P Job Codes Maintenance File Edit Help Define Job Codes used by A P Sel ify or delete or add A P Job Code AEE i Ai ILEN EEA isting ies eae FEER defined Bl Go To Job Code with Code afet Fast Buttons Mee poa anew A P Jot Modify Modify the A P Jo
216. ary report information output to Spreadsheet is checked then the Export Options and About Exporting tab will be presented Note that to have the report data exported to spreadsheet you must also select to have the report output to the printer archived or the report browser 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 343 Field Definitions Type of Report radio buttons Select whether the report is to be generated in Summary or a Detail The Summary report Detail lists each Vendor s totals The Detail report list Summar the Vendors totals along with each individual Open Item A P to G L Reconciliation With Spreadsheet Output check box Select the check box if Vendor totals or Open Item detail is to be also exported to an Excel spreadsheet or a tab delimited text file When checked tabbed screens will be presented to enter Export Options and to display information about the fields to be output Include Open Items Past the Specified Aging Date Select the check box if any Open Items that are dated past the specified Aging Date are also to be listed in the report AP Control Segment by A P Control Account check box The Series 5 system provides for the option of having more that one A P Control Account lf this is the case then you may select to have all Open Items associated to each A P Control account grouped together Additionally you might also choose t
217. asily identify the access rights by the graphic next to the menu name Allusers always have access Full access Restricted access No access e The top right pane of the screen is used to edit the properties associated to the user e The bottom right pane of the screen is used to assign the access rights to the selected menu item 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 129 e Note that you can set the check box to the menu item displayed in the My Favorites tab sub screen of the application menu e Expand or collapse the sub trees of all Users with access by clicking the mj icons Establishing Access for a User 1 First make sure that the user s User Code is visible in the tree as a red head Ifa User Code has not been set up this needs to be done User Logon Profiles are defined by your Systems Manager using the User Logon Profiles maintenance function available from the Series 5 main menu under the System Maintenance drop down sub menu Refer to the chapter on Defining Series 5 User Logon Profiles in the Systems Management Help or manuals 2 You can Enable the User using one of four methods Double click the 42 red head or ll Highlight the node of the user to be set up and click Enable in the Fast Button frame or Ill Highlight the node of the user to be set up and right click to display the pop up menu Then click on Enab
218. ata file 2007 2014 by Sentinel Hill Software all rights reserved 7 7 1 7 1 1 486 Series 5 Accounts Payable User Help Appendix A P Data Files The Series 5 system provides for a reasonably flexible approach to defining where your data files are kept on your system Your System s Manager will have established how this is configured f you are accessing this documentation to figure that out please refer to the help for Accounts Payable Systems Management Regardless whether processing under UNIX or MS Windows the structures of the file system will be similar and the name of the files are the same Remember that UNIX filenames are case sensitive Data Directory Structure Each Company maintained on your system will have a directory structure that is separate from one another Important Note The Series 5 system allows you to maintain accounting files for a number of different companies systems The data files for each of these companies should be keptina separate directory structure Sample Directory Structure under Windows This tree diagram shows the structure for 3 Companies defined in this system one of which has been expanded for this display 2007 2014 by Sentinel Hill Software all rights reserved S D SHSI_Data Company1 SEE ae File Edit view Favorites Tools Help Q sack amp wi r Search E gt Folders EN Address D SHSI_Data Company1 EJs x SHSI_Da
219. ate totals Accessing the function to Void a Check can be done either directly from the Vendor Open item Inquiry function or from the A P Menu s Operations drop down menu 5 V Accounts Payable ieee Reports Codes Maintena New A P Transaction Entry Scheduled Transaction Entry Enter and Print a Quick Check Electronic Invoices Interface Ac Change Item Due Disc Dates Mark Items Manually Paid Purge Zero Balance Payables olo Select Youchers for Payment fo Defer vouchers From Payment Payments amp Check Processing Generate Fraud Interface File Void a Posted Check Check Reconciliation Export A P Distributions The Vendor Invoices that were paid on that check will be reinstated as Open Items waiting to be either paid at some other time or Zero Balance Purged Void a Posted Check Entry Screen The following screen is displayed to Void a check 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 183 Void Posted Check 016978 Void Posted Check 016978 forVendor 019658 SENTINEL HILL SOFTWARE INC Void the check reinstate the items paid and generate appropriate reversing G L Distributions Reversing Distributions The following reversing distributions will be generated You may change the Ledger Date and specify different G L accounts With Transaction Date 2727709 And Ledger Date 12 27 09 Reversi
220. ate totals e All vouchers that were paid in full are deleted from the A P Open Items file Posting Manuals Prepaids and Quick Checks When the Post All function is executed all un posted checks for the given Bank Cash account are posted This includes any checks that are as a result of items being marked as Manually Paid Prepaid Invoice and Quick Checks and any checks that had been Voided If you wish to have a separate posting journal for the Manuals Prepaids and Quick Checks prior to Posting ALL Checks you could have selected the Print Manual Prepay Quick Register function The Check Register report if archived will be catalogued with a report name of APCHECKyymm REG where yymm is the date the report was generated 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 291 The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 10s for full details 6 4 13 9 Void a Computer Check Run Prior to the checks actually being posted you realize that you should not have generated these checks or that the wrong Check Date or Bank Account was specified you may from the Operations drop down menu click Void ALL Printed Checks or click on the Void ALL Generated Checks push button
221. ated as an MS Word document which may be printed and filed with the vendor s invoice and an ACH Payment Advice notice is generated as a PDF document and automatically emailed to the Vendor A new data tab screen has been introduced to Vendor Maintenance For those Vendors signed up to be paid using ACH Direct Deposits the appropriate banking information may be recorded along with the designated contact at the Vendor s company The Vendor Check History Inquiry function has been revised to now display either Check information or ACH Payment information Jun 24 2013 a A P Check Processsing and Quick Checks If from the same instance of Series 5 A P attempting to enter a Quick Check while the Payment and Check Processing window was being processed a File Already Open error was being displayed The problem has been fixed Jun 01 2013 amp For 2012 A P Vendor Maintenance A new function has been introduced that provides the ability to import Master Vendor record data into the system It provides for new Vendors to be loaded or for existing Vendors to be updated The data loaded may be a tab delimited file a CSV file or an Excel spreadsheet Nov 23 2012 A P Check Reconciliation When entering the Dates for the Reconciliation Control Properties and in particular the Reconciliation Date to be Assigned if the dates entered do not fall within 2 months from the current date a message will be displayed to confirm that the d
222. ates entered are in fact what was wanted Nov 14 2012 For 2011 a A P Quick Check Journal When Quick Checks are entered and printed the invoices being paid are recorded in an internal A P system transaction entry batch coded QCHECK Over time the number of these transactions increases The batch can only hold up to 999 999 transactions and accumulates a total value up to 99 999 999 00 When the Quick Check Invoice Journal is printed this QOHECK batch s totals are reset to ZERO If the Quick Check Invoice Journal is never printed and 999 999 Quick Checks have been printed A P Open Items are being incorrectly recorded 2007 2014 by Sentinel Hill Software all rights reserved 16 Series 5 Accounts Payable User Help The Quick Check Entry function has been revised such that when 500 Quick Checks have been entered or the total value gt 1 000 000 a message is displayed suggesting that the Quick Check Journal be generated Also if a Quick Check Journal has not be generated within the last 120 days a message is displayed and the operator is invited to execute the Quick Check Journal Nov 04 201 1 Positive Pay Fraud Interface File Generation Email Option The function to have the Positive Pay file generated and emailed has been revised for the the new email capability The body of the message is now loaded from a user defined text file named AP_PositivePay_EmailMessage T XT that must be located in the folder name
223. ating POs or supplier Invoices may be viewed when approving the invoice for payment e Items may be Selected to be Paid at the same time as they are Approved for Payment The function used by Managers to view all the items that they are responsible for approving is launched from the A P Menu s Operations drop down menu Accounts Payabl f Reports Codes Maintenance P New A P Transaction Entry Scheduled Transaction Entry Enter and Print a Quick Check Electronic Invoices Interface Change Item Due Disc Dates Mark Items Manually Paid C Purge Zero Balance Payables alle Approve Vouchers for Payment Fi Email Approval Managers N Select Vouchers for Payment Defer Vouchers from Payment Approval of Open Items for Payment I nquiry Grid Those unpaid open items that must be approved by a designated Approval Manager are 2007 2014 by Sentinel Hill Software all rights reserved 252 Series 5 Accounts Payable User Help displayed to the screen managed using a Series 5 grid processing screen You can easily navigate through the items for a specific Manger selecting to display them sorted either Vendor code or Due Date For the items that are presented a number of applicable functions may be performed By right clicking on a particular row a pop up window will be presented from which the following functions may be chosen e Display the details and the Expense distributions that were recorded with the o
224. ating a Detail report the invoice item are sorted by the selected item Voucher Due 6 5 4 Cash Requirements Report The Accounts Payable Cash Requirements report is used to produce a report advising you of the cash that is needed to pay all outstanding payables as of specific dates It should be generated in preparation to having vendor invoices selected for and or contributing to the printing of checks It can be effectively used to assist management of cash flow planning and identifying potential problem areas with payables This report computes the cash that would be needed today for all outstanding items up through a specific cut off date Within this payment period an indication is made of optional items not otherwise included for which discounts would be lost if not paid on time Some points to note when generating the Cash Requirements report e The report may be generated as a Summary or a Detailed report The Summary 2007 2014 by Sentinel Hill Software all rights reserved 352 Series 5 Accounts Payable User Help report lists the totals for each vendor The Detail report list the vendors totals along with each individual Open Item that is due to be paid e The report shows the Net Amounts after any discounts that might be earned that would be paid to the vendor e The Cash required is broken down into the following amounts A Current Due B Past Due C Optional with Discounts Items w
225. ation for further details When adding a Scheduled transaction after completing entry of the first screen click the Next push button You will then be presented with the screen on which you may record Expense amounts to specific G L accounts 2007 2014 by Sentinel Hill Software all rights reserved 236 Series 5 Accounts Payable User Help Transaction Recorded Frequency drop down list Select how often this scheduled transaction should be invoked Once this transaction is recorded the Next Discretionary Scheduled Date will be automatically set based on the Week selected setting Quarterly Yearly Every 2 Weeks Every 4 Weeks Transaction Recorded Next Date mmddyy This is the date that the transaction will be eligible to be recorded When this date is reached when the function to record scheduled transactions is executed this transaction will be copied to an A P Batch ready to be posted 6 4 2 3 Recording Scheduled Transactions When scheduled items have been selected to be recorded or they have reached their Next Record Date the function to actually have the transactions recorded must be invoked From the Fast Button frame click the Record push button elete Scheduled 4 P Transactions deel can be Recorded group when they become due 2 othe en E rint Edit List C Record Selected Eligible Items Record Selected Eligible Items E TN The operator will be prompted as to whether they want to
226. ayed as account 88888888 xxx this represents the total of A P checks that were voided The Series 5 system does not keep track of the A P Control account of Open items after they are voided A P to G L Period Comparison Export Data Formats The output file by default is named APControl_GLCompare XLS For a the Period Analysis to G L Compare totals the following fields are output Excel Column G L Account 9 18 96 2 B Description X 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions gt O 6 E _ Period 1 Amount 999 999 999 99 oe 998 999 999 99 17 __Petiod 12 Amount 999 999 999 99 8 R Oblak o Following shows an example of the spreadsheet generated 7 c bole F G H 1 J K E M N o P a R S AJP Control Account s A P to G L Comparative Analysis for the Fiscal Year Ending 12 2007 Each account listed was identified as being entered as an A P Control Account in one or more AIP Invoices The totals of each possible type of distributions for these accounts are listed For those accounts that were flagged as the real A P Control accounts the net changes for each G L Fiscal Period from the General Ledger system is also shown Account Descriptio Dist Type blar G L PdEnd 1 31 PdEnd 2 28 PdEnd 3 31 PdEnd 4 30 PdEnd 5 31 PdEnd 6 304PdEnd 7 31 0 PdEnd 8 31 PdEnd 9 304 PdEnd_ 10 31 PdEnd 11
227. b highlighted in the Delete Delete the A P Jok highlighted in the Generate a report the A P Jobs alrez file 2009 Conference Expenses Relocation to New Offices Software Enhancements iess are listed in order by Job Code Search Edit an existing A P Job by double clicking it s associated row Standard Series 5 grid controls apply The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printings for full details The report listing the A P Jobs on file if archived will be catalogued with a report name of APJOBS LST A P Jobs Properties Screen The properties for each A P Job are defined with the following screen 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 439 P AIP Job Codes Maintenance A P Job Code CF2009 Modify the Properties of A P Jobs may be recorded with distribution amounts associated to Invoices entered in the 4 P 4 Job Distribution report may be generated listing charges recorded to each Job EA P Job Code CF2009 Description 2009 Conference Expenses Field Definitions A P Job Code This is the alphanumeric code assigned to the Job Enter this code when a Job code may be
228. b SCreen e ccccesceseeeeeeceeceeeeeeeeeeaecaecaeeaeseeseeseeeeaeeaesaeeaeseeseeseeseeseaecaeeaeeetaeeaese 477 ACH Control Specifications cc cssssssseseeseeseeseessessesseeseeseesoeseeseeseesaesaeseeaessessaesoesaesevevsnveneaneseesaesaesansaeeans 480 Part VII Appendix 486 1 AIP Data Files ionainn dececeteetccectteccevna de ccecteutececkusdcqdstoeedcuctheecechuedccdsuacedcecuued ceesuserexectu e 486 Data Directory Structure ccscsscseescessesessesseseesseeseeseuseessesesseuseesoesaesaesaesaesaeeseeneeneenausaesaeuseuseesoesaesaesaeuanvanse 486 A P System Control FileS ccccesesssessesseseeesesseeseesessessesseeseesoeseesoesnesaesaesaesaessessauseesaesaevaeusevaneaneanesaesnesaesaneaes 487 A P Com pany Data File S 0 cccccesssssesseseeseneseeseeneeneesseseeseeseesoeseesaesaesaesaesaesaessessauseesaussevseuseveneaneanesaesnesaesanean 488 Email Message Text Files e E E E 491 2 System Operational Variables ccccseccceeeceee nese ee ence ee eeee ee eeeeeeeeeeeeeeeseeeseeeeeseaeeeseeeenenee 494 Environment Variables awii aaee aatar atd aa daaa eaa E a aa aada aoaaa a Kaaa 494 Configuration Vaflable Szeir saaa a aeaa aaa aa raa a aaa ea a aana aaa aa a Eaa Eaa danS 494 3 Runtime Error Code si iced ets sodscc ti acecectecs cotcaadscestsadscetcasescectvadeccouddzccteavercecnvedzcetuateeceansdvzeets 505 Application Error Codes ccccccesssessesseseesseesneseeseessessessesseeseesoeseeseeseesaesaesaesaeseessoesaesa
229. be for Invoices that are generally the same on a month to month basis such as utility bills When the batch is posted it remains on the system for use in the future at a specified interval of time When A P Transaction Batches are posted their transactions are copied to a Historic A P Transaction Archive file These are kept on file and can be viewed using the Historic A P Transaction Archives Inquiry function These archived transactions remain on the system until specifically deleted using the Purge A P Transaction History function If supplier Invoices need to be approved by one or more managers before they can be paid then when entered into the system an Approval Manager Set must be entered with each invoice Before entering the individual A P Transactions an A P Transaction Batch must be created These may be created using the A P Batch Maintenance function 2l or directly from the A P Transactions entry routine AP Transaction Entry gt A P Transaction Batch Selection 2 3 gt Transactions Entry Grid Screen gt Transaction Data Entry Screen 27 gt Expense Distributions Entry Screens 2s gt Repairing a Broken A P Batch 0 2007 2014 by Sentinel Hill Software all rights reserved 210 Series 5 Accounts Payable User Help Other Methods of Transaction Entry A P Transactions may also be recorded using 3 alternate methods 1 As Scheduled Transactions Enter A P transactions using the Sched
230. be included e The message could be one that is entered consisting of up to 8 000 characters of text or it may be loaded from a text file that is located on your system e Up to 3 different attachments can be selected to be sent with the email e The email address is obtained from the one that is defined in the Vendor s properties e Within the body of the message a number of different pseudo variables may be embedded When the message is sent these will be replaced with the applicable text obtained from the Vendor s record Accessing the Bulk Email Generator From the A P Main menu select Bulk Email Generator from the Operations drop down menu 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 317 V Accounts Payable Beene Reports Codes Maintenanc New AJP Transaction Entry Scheduled Transaction Entry Enter and Print a Quick Check Electronic Invoices Interface Ac Change Item Due Disc Dates Mark Items Manually Paid a Purge Zero Balance Payables ic Select Vouchers for Payment fo Defer Vouchers from Payment Payments amp Check Processing Generate Fraud Interface File Void a Posted Check Check Reconciliation Export AJP Distributions Bulk Email Generator Generate 1099 ad Bulk Email Vendor Filter Options Screen The filters that may be set for selecting specific Vendors are defined
231. be set accordingly 5 To re activate the Job you will have Modify it and click the Rest Status to WAITING check box Purging old Completed J ob Control Records Over a period of time your users may have generated a great number of Job records If you wish you may delete them to reduce the overhead make available more disk space or just to get rid of them 1 Click on the Purge button in the Fast Button frame 2 The Purge options screen will be displayed This is the same screen as used for the Grid Display filters 3 Click the OK push button The system will remove all those jobs satisfying the selected filters 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 87 5 1 3 The Batch Job Processor In order to process any Accounts Payable function jobs that might have been queued to be run in the background or at night a PC terminal running Windows must be dedicated to executing the Batch Job Processor utility This is basically another Series 5 program that gets launched from the Batch Job Management function Some of the features of Batch Processor Utility gt The Processor Utility is launched from the File drop down menu from the Batch Job Manager gt Multiple instances of the Processor Utility may execute at the same time on different client terminals gt Each Processor Utility may be set up to service jobs sent to a particular Batch Execute Queue gt Each
232. ble Feb 28 2012 Bitmapped Images in Series 5 All Series 5 applications that load bitmapped images have been revised to expect the image filenames to be in upper case Feb 28 2012 Upper Case Bitmap Files On UNIX systems please make sure that all bitmap files in the bin images folder have uppercase file names Series 5 File Error Handling Routine The logic used to report serious file VO errors has been enhanced to correctly identify the full folder path for any sequential text files that might be generated Previously in some cases the error message displayed incorrectly showed the path that was assigned as the Data Files Directory assigned to the Company System This problem has been fixed Jan 30 2012 Series 5 Directory Folder Selection Browse Feature For any application that requires entry or selection of a directory path a Browse push 2007 2014 by Sentinel Hill Software all rights reserved Introduction 25 button is presented The operator could click this button and the Windows Folder browse dialogue window would be presented Previously only descendants of the user s default working folder are shown The system has been revised to now display only those folders which are descendants of the root directory of the Directory Path field associated to the Browse button So now if you were to enter C in the Directory Path when the Browse button is clicked you would be able to browse any direct
233. ble above Select Invoices when Amounts to Pay radio buttons amp 999 999 Should you wish to select only those Vendor Invoices with amounts greater than a specific amount or only those that are less than a specific amount click the applicable button This feature would be useful if different sets of checks were to be generated to be signed by different individuals depending on their signing authority Select Vendors with Designated Bank Codes _radio buttons When a Vendor Invoice is selected for payment it will be paid the next time that the Generate and Print Checks function is executed Invoices are paid on the Bank Account that is selected in the Check Processing grid screen As a property to each Vendor you may specify which Bank Account is to be used when it s invoices are paid With this field the operator may choose to have only invoices for those Vendors that have been assigned to the current Bank Account that has been selected to be processed Include Vendors with no Designated Bank check box Code If the option to select only those vendors that have their Bank Codes set to the one that has been selected then this field is presented If you wish to include those Vendors that have not had a Bank Code assigned to them then set this check box 2007 2014 by Sentinel Hill Software all rights reserved 278 Series 5 Accounts Payable User Help Example If you have two different checking accounts that are used for cu
234. bs may be defined as Re Occurring at a variety of time intervals gt A Batch Job Manager can control and or change individual jobs waiting to be executed gt Each Job has a Parameter Control file that can be edited gt Each completed Job has an Execute Audit Log file that may be viewed gt Multiple Batch Job Processor may execute simultaneously The ability to submit jobs to execute in the Background Job Processor is a privilege granted to individual users for each application s menu functions It is also possible to define the option that a given operation MUST be executed by the Job Processor and alternatively that the job must execute after 6 00 PMin the evening 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Payable User Help 5 1 1 Selecting Jobs for Background Processing Only certain jobs have been set up to optionally execute using the Batch Job Processor These are mainly functions that generate reports or functions that need to be executed every night or those functions requiring extensive CPU processing Processing Note Batch Processing is a feature that carried over from the days when processors were relatively slow compared to today As such onlya limited number of functions have been setup to execute in this manner If there are any functions that you feel should be revised to execute in the Batch please make your request to the development team at Sentinel Hill Software Inc
235. button o Repeat for the next menu item 4 This potentially could be a lot of effort to set up all your users If you have a number of users that will each have the same access rights you can build the table for the 1st user then copy it Perform the following steps o Highlight the read head of the User that you wish to enable access for o Click on Enable Like in the Fast Button frame or in the pop up menu o Select the User Code of the currently enabled user that you want the new user to have the same access privileges o Click on the Select User push button o Keep the same access rights values or change them as required o Click on the Add It push button again o The new user is now set up with the copied user s access rights o You may now go ahead and change any of the Access Rights of the menu items as needed Batch J ob Execution Access lf the particular menu item has been set up to provide the option to be executed in the Series 5 Batch Job Processor then in order for the user to make use of this the appropriate access rights must be assigned Four variations are offered Allowed The user can decide when the menu item is executed whether or not to submit it to the Job Processor Not Allowed The user may not select to execute the job using the Job Processor Forced When the menu item is chosen and after any processing options or filters are entered the job will be automatically submitted to the Job P
236. button in the Fast Button frame 3 A delete verification screen will be displayed Click the Remove lIt button to proceed 4 Both the entry in the tables and it s corresponding Archive file will be deleted Purging old Archived Reports Over a period of time your users will probably be generating a great number of Archived reports If you wish you may delete them to reduce the overhead make available more disk space or just to get rid of them 1 Click on the Purge button in the Fast Button frame 2 The Purge options screen will be displayed This is the same screen as used for the Grid Display filters 3 Click the OK push button The system will remove all reports satisfying the selected filters 2007 2014 by Sentinel Hill Software all rights reserved 5 5 118 Series 5 Accounts Payable User Help Search and Replace In each Series 5 application there is normally a function that provides a Search and Replace operation on a variety of different records The replace phase of the function is optional This function is particularly useful if you need to change a code that exists within a great number of say for example G L Accounts or A R Customer master records The operation of the screen controls available to these Search Replace functions are the same for all types of records for each of the Series 5 applications for which it exists Only the field names for each type of record may differ Ea
237. by Sentinel Hill Software all rights reserved drop down menu from the A P menu HSI Series V Accounts Payable ieeunliiea Operations Reports vendor Open Item Inquiry AJP Distributions Inquiry Historic vendor Invoices Historic A P Checks Historic Youcher Archives AJP Period An 6 5 10 1 Period Analyis Preview Grid Accounts Payable Menu Functions Codes Maintenance Purging AJP Open Items Report Historic Open Items Report Cash Requirement Report AJP Distributions Report Y Un Reconciled Checks Reconciliation Report Historic Check Register AJP Voucher Archive Report Quick Check Invoice Journal AJP Period Analysis vendor Analysis Reports Invoice History Report 371 When the Period Analysis is generated it s data is displayed to the screen managed using a Series 5 grid processing screen In effect you can view the report without having to actually print it As an alternative the data can also be easily exported to a spreadsheet for further analysis If so desired the analysis may also be printed Operational Warning The analysis requires the system to read through the entire A P Archived Transaction file This file may grow fairly large over time due to the number of transactions This analyses may take some time to generate Should you leave this function and return the most recent analysis tha
238. cally recorded to the applicable GST account defined in the A P Control Preferences P O Default Extra Cost Code X 6 This field is used in conjunction with the Series 5 Purchasing system otherwise it should be left blank This field may be used as a Vendor selection filter for most vendor driven reports lf using the Series 5 Purchasing system when a purchase order is recorded for this vendor the Extra Cost specified here will automatically be assigned to the PO s list of extra costs This cost will be prorated against the entire PO when the goods are eventually received 2007 2014 by Sentinel Hill Software all rights reserved 404 Series 5 Accounts Payable User Help 6 6 1 6 Vendor 1099 YTD Statistics Vendor 1099 YTD Statistics Display Screen This screen displays a variety of statistics for the given vendor More significantly it displays the total Purchases and Discounts Taken that have been accumulated during the the current year last year and since the vendor was added to the system As well you may define the Vendor as one that must receive a 1099 form at the end of the year and appropriate YTD totals are accumulated As the day to day activity of entering invoices and paying them proceeds these functions contribute to the assorted statistical amounts displayed Each of these periods are defined as follows Year to Date On an annual basis the Accounts Payable manager is responsible for executing t
239. ccordingly After the report is generated the window to send an email will be displayed You can select the recipient s and edit the text of the message and click the Send button to send the email 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 109 Report TERMCODE LST 4 00 pm on 7 03 08 Message Plain Text Sle 5 ej This message has not been sent ied larryc sentinel hill com Gan h 7i Subject Report TERMCODE LST 4 00 pm on 7 03 08 Attach 4 TERMCODE LST DOC 20 KB Attachment Options Attached to this email is the AR report TERMCODE LST as a Microsoft WORD document generated by USER at 4 00 pm on 7 03 08 for Company UCC Protected MS Word Documents When reports of forms are output as MS Word Documents they are generated in protected Read Only mode If you really need to un protect it the password is SENTINELHILL Field Definitions Screen Browser check box Set the check mark to have the report displayed to the screen using the Screen Browser utility Set the check mark to have the report output as an Archived Report This may later be viewed and or reprinted from the Reports Manager Set the check mark to have the report output to a printer 2007 2014 by Sentinel Hill Software all rights reserved no Series 5 Accounts Payable User Help Print Queue drop down list Select the th
240. ce the items actually being displayed Active and Re Occurring 02 Posted Batches The Print Options tab screen will be displayed from which you can select to direct the output 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Accounts Payable User Help to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printings for full details The report listing the A P Batches on file if archived will be catalogued with a report name of APBATCH LST A P Transaction Batch Properties Screen The properties for each A P Transaction Batch are defined with the following screen AZP Trx Batch 007050 Modify the Properties of A P Trx Batches are used to group the entry of New 4 P Transactions entered into the 4 P Re Occurring Batches will remain on file after being posted and can be scheduled For either type control totals may be specifed as an option A P Trs Batch 007050 Status ACTIVE Batch Type Regular Re Occurring Di F iscretionary Author USER Earliest Transaction Date 9 02 11 Created 9 02 08 10 25 AM Latest Transaction Date 9 30 11 Default Ledger Date 9 30 11 7E Batch Totals Transactions Total Value Expected 29 1 100 070 00 Entered 26 25 070 00 Default Due Date 9730 11 Manager s Approval Option Z Enabled Default Manager Set my EAST COAST
241. centages GST HST Rate InEffect 7701 10 E Formerly 13 000 PST Rate 9 000 PST is Compounded on GST GST HST Account 6920 200 Taxes Field Definitions Enable Auto Generation of GST HST check box Amounts and Distributions For Canadian companies using the Accounts Payable system on entry of new Vendor Invoices the GST taxable amount and the GST Tax amount may be automatically computed and displayed Set this check box to turn on this feature When the transactions are posted the distribution to the G L account provided will automatically be generated GST HST Rate 99 999 This is the current or proposed GST tax percentage PST Rate 99 999 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 477 For provinces where a Provincial Tax may apply enter the PST tax percentage When Vendor Invoices are entered the system will automatically compute the taxable total of the invoice and the GST amount mm dd yy In the event that the GST rate is changed you may enter the effective date All transactions entered before this date will use the old rate Note that you may enter the newrate days in advance of the switch over date The system wil remember and use the old rate when needed PST is Compounded onto GST check box When the system attempts to compute the taxable total of invoices it will consider whether
242. check mark will be displayed in 200030 the 1st column 200031 gt To easily select or de select a a check just double click at any point within its row j7 200035 Functions available for Manipulating Reconciliation Entries From the drop down menu presented on any check the following functions are available Mark Check Reconciled Select to have the given check reconciled Mark Check Questionable If the amount for the given check does not match that on the bank statement you may flag the check as questionable This item will not be reconcile Un Mark Check as Reconciled Clear the flag that would select the given check as reconciled Show Check Details Display a window showing the original A P check information 6 4 16 3 Grid Display Filters To limit the checks that are to be displayed or processed with any of the grid functions the following screen is displayed to offer a number of different filters 2007 2014 by Sentinel Hill Software all rights reserved 310 Series 5 Accounts Payable User Help Set Check Reconciliation Display Filters Specify selection options to determine the items that will be displayed Check Number s With Checks Dated All All Between C ml E O Selected O Inclusive Include only the following Check Type s With Date Reconciled Computer Checks Quick Checks Oal Between Sai Manual Checks O Inclusive EEE Prepaid Checks Voided Chec
243. checks Discount A P Control Accts are shown as 8888888 nnn 6 5 10 2 Build Analysis Preview Options When having generating the Analysis Printing the reports or Exporting the results the following screen is presented It s possible to limit the amount of data that is output when generating the report or exporting When building the analysis tables columns of data may be generated for either G L Fiscal Periods or Calendar Periods and select from the Invoice Date the Due Date or the Ledger Date of transactions 2007 2014 by Sentinel Hill Software all rights reserved 376 Series 5 Accounts Payable User Help Print A P Period Analysis Report Report AP_PRDANALYZE RP Generate the A P Period Analysis Report Report Options Vendor Select Filters Print Options Specify the options for generating the Period Analysis Inquiry Report S preadsheet Reporting Periods by Calendar Years v For 10 Years prior to and including 2007 v Using O Invoice or Check Date to determine the Periods for which totals are accumulated Ledger Date Accounts Payable Control Cash Account Selected Report Period Totals for the following Sets of Data C Vendors C A P Account Distributions C Vendors grouped by Account C Accounts grouped by Vendor C Vendor Types C Sub Ledger Projects Jobs C Vendors grouped by Project Cl Accounts grouped by Type Projects grouped by Vendor Cl Accounts grouped by Dist Type
244. checks consist of of two sections at the top of the check form a detailed remittance advice list is printed at the bottom is the actual check The remittance portion lists each voucher that is paid Up to 15 vouchers may be detailed on each check form If more that 15 items are listed the additional items are printed on the next check form The actual check face is always printed on the last page of the check when more that 15 items are listed Each of the check forms that are used just to list the items paid and that do not have a check face printed will be recorded as voided Checks generated are recorded for payment on the Bank Account that has been selected in the Check Processing grid screen The date printed on the check can be set to a number of different formats The particular format is selected as an option in the selected Bank Account Code s Check Printing Preferences us For Canadian users the date may be printed as required by the 2008 legislation For Canadian checks to be correctly printed the applicable check box in the Check Printing Preferences must also be set e Once a check is generated a check record is written and it will be available for display in the check processing grid screen Check Alignment Form To ensure that you have the forms mounted correctly or the laser printer paper feeds set correctly you may choose to have a Check Alignment Form printed From the Check Processing screen s menu bar click Fil
245. checks that are to be processed Checks to be Voided radio buttons and 2 x 9 6 Select the appropriate radio button depending whether or not any of the checks have to be Voided or not In other words if any check forms cannot be used again click Selected and enter the range of checks that got mangled and can t be used again Note that you have to edit the ending check 3 first otherwise the system will complain All the checks in the set up to the starting check to be voided will be posted Checks to be Cleared radio buttons and 2 x 9 6 Select the appropriate radio button depending whether or not any of the checks did not 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 295 actually get printed In other words if any check forms did not get printed upon they can be used again click Selected and enter the range of checks that didn t get printed If presented you can have the system reset the Next Check Number to be assigned to be the one that is available to be printed upon when regenerating the checks Reset the Next Check to the Bank Code 6 4 13 11 Print Manual Prepaid Register When A P Transactions are entered as Prepaid Invoices with a designated check number or when Quick Checks are entered or when Open Items are marked as being Manually Paid a record is written to the active check file These checks are displayed along with computer
246. chived it will be catalogued with a report name of APSINGLE CHQ The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing os for full details Saving a Draft Copy of the Quick Check You can exit the entry of a Quick Check and have the data that has been entered saved as a Draft It can then be loaded ata later date and completed and printed On the menu bar click File then from the drop down menu click on Exit and Save as a Properties Draft Print Quick Check To reload the draft copy from the same drop down menu click on Reload Saved Draft Check and from the screen select the saved Quick check to be reloaded Exit B Enter and Print a Quick Ched AET Edit Help PAY to SENTIN If you exit the Quick Check entry screen by clicking on the Cancel button after Reloading a Saved Draft Check it will also be deleted from the system and cannot be reloaded later Quick Check Face Screen Field Definitions wow Select the Vendor for which the Transaction is to be entered for Enter the Vendor code directly click on the Vendor Lookup icon of click on the auto spin Up Down icons to right of the entry field to position back or forward through the Vendors on file When entering a Prepaid Invoice you may select
247. ciated file s Sept 01 2010 Using the Mouse Wheel to navigate Series 5 Grid Screens In all Series 5 applications that use a paged grid screen those showing rows of master codes and or transaction records similar to a spreadsheet the operator may now navigate forwards and backwards through the records using the Mouse Wheel If the Ctrl Key is also pressed while twirling the mouse 4 rows of data are skipped instead of just 1 If when you spin the mouse too fast and a Stack Overflow error occurs in the runtimes Configuration file add the variable PERFORM STACK 384 and it should work OK Note that this new feature is only available for systems with at least AcuGT Rev 8 1 3 July 27 2010 3 MS Excel System Error Recovery The Series 5 family of applications offers the ability to import to and export from an MS Excel Workbook document System error that could be generated while outputting to and or inputting from MS Excel documents were causing Series 5 applications to terminate with a not too friendly error message The errors that were particularly annoying were as follows e When importing from an Excel document with a filename selected from the application that did not actually exist and the operator had forgotten to Browse to choose the particular file e When a user attempted to generate output as an MS Excel document but they did not have MS Excel installed or it was installed in a location other than the default
248. ck 992804 Check Date 9728704 ml Cash cct 1103 001 Northern Trust 2 When adding a new transaction after completing entry of the first screen click the Next push button You will then be presented with the screen on which you may record Expense amounts to specific G L accounts 2007 2014 by Sentinel Hill Software all rights reserved 222 Series 5 Accounts Payable User Help A P Transaction Tab Screen Field Definitions Voucher The system will automatically assign a unique voucher number The next number is kept in the A P Control Preferences Transaction Type drop down list Select the type of document that is being entered This field is presented only when transactions are being added Once entered you may not change the type of document Refer to the table at the beginning of this chapter for a description of each type of transaction A P Control Account 9 18 9 5 This is the G L Accounts Payable Control account to which the amount of the transaction is recorded to as a credit If the Accounts Payable system was configured with only one A P Control Account then this field is not presented to be edited It defaults to the A P Control account that was assigned to the A P Batch for which the transaction is being entered but it may be edited as required enor Select the Vendor for which the Transaction is to be entered for Enter the Vendor code directly click on the Vendor Lo
249. could be voided directly from this screen The system has been enhanced so that now unposted Manuals Prepaid and Quick checks may now be voided from this screen from the pop up menu when the particular row is right clicked April 24 2009 Integrated On Line Help On Line Help is now available for all Accounts Payable applications functions April 23 2009 User Interface to A P Invoices f when interfacing A P Vendor Invoice transactions from a user developed invoicing system undefined Expense Accounts were loaded the system identifies the accounts with a message on the edit list as Undefined Account Identified If a blank Expense account is read the system will assign the account as 888888 88888 Also the interface routine has been revised so that these transactions will now be copied into the selected A P Transaction Batch even though undefined expense accounts were found The theory is that it is easier to add the A P Account to the A P after being interfaced April 15 2009 A P Period Analysis Inquiry Report Integrated Help has been introduced to the Period Analysis function April O7 2009 A P Period Analysis Report When the analysis was executed work files were created using the users PID ld If the user left the A P system then returned to the Period Analysis system later if they did not get the same PID number allocated they were not seeing the correct analysis work files Now the 1st 10 charact
250. count number is divided into two parts The Main Account and the Profit Center The Main Account can have up to 18 digits and can be segmented into up to four segments The Profit Center may be 3 4 or 5 digits in size You get to define the size as required we Extensive Export to Spreadsheet capabilities The Series 5 system provides for the loading or dumping of data from or to your favorite spreadsheet Data can be read or written directly to Microsoft s Excel or tab delimited text files Data Export is offered for the following transactions master records or analysis ut Histo Outp gt Vendor Master Data gt A P Historic Open Items gt A P Open Items gt A P Distributions gt Bank Fraud Interface gt A P Vendor Analysis Sub Totals gt A P Accounts Analysis Sub Totals Using the Series 5 Accounts Payable can be fun Don t believe it Give it a try ry of Enhancements Over the lifespan of the Accounts Payable system a number of major enhancements and minor fixes have been applied Following is a brief summary listing the most recent items first 2007 2014 by Sentinel Hill Software all rights reserved Introduction 13 New and Different Enhancements and Fixes in A P For 2013 a Vendor Contacts and Vendor Email fields The Vendor Email Address field has been increased to 60 characters Contact names increased to 25 characters and each Vendor Contact now has their own separate email a
251. create a unique number for your company This number is recorded in the File Header of the ACH generated data file Sender Qualifier Your Company Name X 23 Enter your company s name up to 23 characters This number is recorded in the File 2007 2014 by Sentinel Hill Software all rights reserved 484 Series 5 Accounts Payable User Help Header of the ACH generated data file Sender Qualifier Name to Appear on X 16 Recipient s Statement Enter your company s name up to 16 characters This name may appear on the receivers statement prepared by the Receiving Financial Institution This number is recorded in the Batch Header of the ACH generated data file Receiver Qualifier Transit Routing Number 9 9 This is the routing number of the company that processes the ACH file At the time of writing would be 071000505 for LaSalle Bank N A or 072000805 for Standard Federal Bank This number is recorded in the File Header of the ACH generated data file Receiver Qualifier Batch Header Routing 9 8 Transit Number This is the routing transit number of the Originating Financial Institution At the time of writing would be 07100050 for LaSalle Bank N A or 07200080 for Standard Federal Bank This number is recorded in the Batch Header of the ACH generated data file Receiver Qualifier Company Name X 23 Enter either LaSalle Bank or Standard Federal Bank This number is recorded in the File Header of the ACH generated d
252. creen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 1 for full details eee eee When generating the report the operator is also presented with the standard Vendor Select Filters screen ool This allows you to specify selected or ranges of Vendors Vendor Types and or only those vendors satisfying a variety of filter criteria Processing Filter Options Screen Field Definition Voucher Number s radio buttons and 9 6 To select All transactions regardless of their Voucher numbers or for only those that fall within a range of document numbers If a range is selected enter the starting ending Voucher numbers 2007 2014 by Sentinel Hill Software all rights reserved s Series 5 Accounts Payable User Help Vendor Invoice Number s radio buttons and 9 6 To select All transactions regardless of the Invoice Number codes assigned to them or for only those that fall within a range of Invoice Number codes If a range is selected enter the starting ending Invoice Number codes as alphanumeric fields Include only Documents for Type s check boxes A check box is presented for each of the types of Archived Transactions that may be generated in the A P system Click or un click to have the particular type processed by the given function
253. cs in this chapter describe functions and procedures that are a available under the Codes Maintenance drop down menu on the Accounts Payable menu These menu items are used to maintain the Master Codes used in the A P In particular the function to Maintain your Customer master file is found here These functions are available from the A P Menu Bar as shown 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 391 Dl SHS Series V Accounts Paya File TrxInquiry Operations Reports Purging Wizards User Functions Control Options Window Help Vendors User USER A P Transaction Batches Rev 5 13 Approval Manager Sets Approval Managers Accounts Payable i A P Accounts 5 Daily 6 Monthly j A P Jobs 9 Payment Processing 1 Scheduled for Today Bank Acct Codes e ___4 My Favorites Currency Codes N The following Scheduled Menu iter renee Vendor Type Codes EN IETT TE NE O R a ae 6 6 1 Vendor Codes Maintenance The A P Vendor records hold all relevant information pertaining to your suppliers Before any suppliers invoices can be recorded each a Vendor record must be defined The Vendor file holds the following types of data that is used for information generating payments contact information and accumulating statistics e Company name address and contact information e Aseparate Remit To address e Up to 1000 charac
254. cting to have the A P Transactions interfaced from sequential file the following record layout defines the fields To define the Positive Pay Records for JP MORGAN CHASE Bank 01 JPMORGAN PPAY DETAIL DATA os os os os os os JPMORG PPY DT BANK ACCT NUMBER JPMORG PPY DT CHECK NUMBER JPMORG PPY DT CHECK AMOUNT JPMORG PPY DT CHECK DATE JPMORG PPY DT CHECK PAYEE NAME JPMORG PPY DT TRX TYPE 88 JPMORG ITEM I5 CHK TO IS5SUE 88 JPMORG ITEM I5 CHK TO CANCEL 88 JPMORG ITEM I5 CHK TO STOP PaY VALUE VALUE VALUE PIC PIC PIC PIC PIG PIC X 12 9 10 9 8 V99 9 8 X 50 X 2 I meor R ngm 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 303 6 4 15 Void a Posted Check If for some reason after a check has been printed and posted you realize that it was not correct or you have put a stop payment on the check you must select it and mark it Voided The Vendor Invoices that were paid on that check will be reinstated as Open Items waiting to be either paid at some other time or Zero Balance Purged The function to have a Check Voided is one that is associated to the Vendor Check History Inquiry application As a convenience it is offered as a menu item under the A P s Operations drop down menu For a full description refer to the topic titled Voiding a Single Check s found under the chapter on Vendor Account Inquiry earlier in this documentation
255. ctions 148 2007 2014 by Sentinel Hill Software all rights reserved Help menu functions 37 Operation menu functions 207 Purging menu functions 459 Reports menu functions 335 Trx Inquiry menu functions 149 Window menu functions 44 about 147 menu bar topics 147 A P open payables report about 335 A P Transactions about archived transactions 198 about entering 208 archived grid display 199 compute and display archived totals of 204 displaying after being archived 205 generate transaction registers after being archived 201 purging archived records 201 459 Re Occurring transaction batches 422 setting up entry batches for 422 A P Vendors Search and Replace function 121 about 370 ACH direct deposits generating 280 payment advice notices 280 ACH Payments about generating 266 assign ACH codes to bank accounts 451 automatic selection of item to pay 274 control specifications 480 vendor setup screen 406 application data files A P control data filenames 487 A P data filenames 488 data directory layouts 486 determining file sizes 60 how many records in a file 60 applications menu about 40 cascading windows 46 daily operations 43 monthly operations 43 scheduled functions 47 selecting multiple menu items at once 46 the menubar 41 42 transaction entry 43 year end operations 43 sto Series 5 Accounts Payable User Help Approval Manager Sets assigning Approval Managers 428 approving invoice to be paid Approval
256. cumulated statistics of Check Generation cycles e Control properties pertaining to the Check Reconciliation process You would typically need to set up a Bank Code for every different set of A P checks that will be written or generated in the Accounts Payable system 2007 2014 by Sentinel Hill Software all rights reserved 6 6 7 1 6 6 7 2 Accounts Payable Menu Functions 441 Bank Codes Grid A P Bank Codes are maintained using a Series 5 grid processing screen amp A P Bank Codes Maintenance Grid E Bank Account Codes Maintenance File Edit Help Define Bank Account Codes Select to modify or delete or add a new Bank Account Code N You may also generate a report listing the codes already defined E3 Fast Buttons Checking 1050 002 006372 TNT Wire Transfers 1100 001 037821 TNT A P CheckingAce 1103 001 200041 Add a new Bank C Modify Modify the Bank C highlighted in the Delete Delete the Bank C highlighted i the gr Generate a report listing the Bank Cc on file Items are listed in order by Bank Code Search Edit an existing Bank Code by double clicking it s associated row Standard Series 5 grid controls apply The report listing the Bank Codes on file if archived will be catalogued with a report name of BANKACCT LST Bank Codes Properties Screens The Bank Codes properties are basically used for generating an
257. cumulating Totals Should you forget to mark the Vendor as requiring a 1099 you may do so at the end of the year and have the system re tally the applicable totals From the Operations drop down menu on the AP Menu screen select Recalc Vendor 1099 Totals s Vendor 1099 YTD Statistics Screen Field Definitions Last Activity Date mmddyy This is the last date for which an Invoice was entered into the system for this Vendor Purchases and Discounts Taken 999 999 999 99 Records the accumulated Purchases and Discounts Taken for this Vendor The Purchases totals are updated when Invoices are posted from the Transaction entry operation Discounts totals are updated when checks for payments are generated These Year To Date fields are reset to ZERO when the Clear Vendor YTD function is executed If you intend on relying on the Year To Date amounts then you must be 2007 2014 by Sentinel Hill Software all rights reserved 406 Series 5 Accounts Payable User Help sure to execute the Clear Vendor YTD function at the end of every calendar year If the vendor in the United States is designated as a consultant then it will be necessary to produce a 1099 form at the end of the year If this is the case check this field You would then select the type of 1099 form that would be printed In most cases this would be a 1099 MISC 1099 Accumulated Purchases Amount 99 999 999 99 This is the total amount of checks
258. cute this function unless there was a shortage of disc space on your system Handling Multiple Checking Cash Accounts The reconciliation process is performed on one Bank Account at a time From the grid screen you must initially select the Bank Account for the Checking account to be reconciled All available functions and reports act ONLY on those checks associated to the select Bank Account Checking t PC s JP Morgan Chase G L Cash ccount 1103 001 Northern Trust 2 Bank Account CHASE Some of the special features of this Check Reconciliation grid are as follows gt Select to have either already Reconciled Check or Un Unreconciled Checks Reconciled Checks listed in the k Uneconciled Checks grid display or Both Ae at eile gt The option to List By provides the option to list checks either by List by Check Number Vendor Code or Check Check Date This will be useful Vendor Codes so as to have checks listed in the order that they are listed on the bank statement 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 309 gt If any specific row is right clicked a pop up menu is M5744 PLIRLICATIONS displayed A number of Mark Check Reconciled functions may be performed Mark Check Questionable i associated to the the given Un Mark Check Check Show Items Paid by this Check gt When a check is marked selected to be reconciled a
259. d Accounts Payable Menu Functions 271 Din p D Check Processi ern J File Operations Reports View Help A P Check Processin Manage the automatic generation of Checks or ACH Deposits for payment of Vendor Invoices o a o eae 2 2l cs oes JP BUSINESS ACCT Bark Account JPACH A JPMORGAN ACH DIRECT DEPOSIT Letty Checkit G L Cash Account 1050 002 Canadian Imperial Bank Go To Check ACH 000024 ACH 000377 FINNEL CAROL 8 09 13 140000 FINNEL CAROL k 1 Payments on file 0 Computer Checks 0 Prepaids O Manuas O VoidedChecks 0 00 O Quicks 0 00 1 ACH Deposits 1 400 00 Checks are listed by Check Search for Fast Buttons Clear All Selections This function de selects all vouchers that might have been already selected or that have been temporarily deferred General Select for Payment Automatically selects all invoices that are eligible or due to be paid based on the Due Dates that were specified for the Invoice Print Pre Check Writing Report Generate an a report that lists all Vendor Invoices that have been selected for payment Generate ACH Deposits Generate the ACH upload file for Direct Deposits for those Vendors that have been set Post ACH Deposits Void ALL Generated ACH Pymts Some of the special features of this Inquiry grid are as follows 2007 2014 by Sentinel Hill Software all rights reserved Series
260. d Document s Next gt Cancel N When entering a new Regular Voucher clicking on the Z icon displays a window listing historic Invoices for the Vendor Either double click one of these entries or while highlighted click the Copy push button 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 221 View Copy Historic Invoice for this Vendor ert Type Date nvoice PO Number FHES 10 20 05 8778 10720705 677676 123866 9 30 05 241 14 000 00 R 123865 R 9730 05 242 2 643 51 121011 R 5 15 05 238 3 697 00 118127 R 12710704 230 18 000 00 116547 R 9 17 04 00228 10 400 00 115046 R 6721 04 221 7 500 00 Copy This Historic Invoice X When entering transactions on Canadian systems fields for recording Canadian GST Taxable Total and GST Tax amount are also displayed and must be entered where applicable Invoice Total Amount Canadian GST GST Taxable Amount N 500 GSTTax When entering a Prepaid Invoice transaction extra fields will be provided to record the details with respect to how the item was already paid The applicable Bank Code needs to be selected so as to define the Cash account the be credited The Type of payment and related document and date must also be entered Narrative _ Lien Waiver Prepaid p Type j Bank TNT 2 gh The Northern Mistrust Co ype Hand Write Check v 27381111 90 N Che
261. d Email Templates that must be created in the designated Company System s Generated and Archived Reports data directory Within the body of the message file you must include 3 pseudo variables to indicate the Web User s signon code the password and the date when the password will expire These pseudo text strings must be named DOC TYPE1 and MY STRING 1 that will be replaced with the format type of file that is attached and the of checks that are represented respectively Oct 04 2011 Email Messages Text files The email body text messages are stored in a sub directory within the Company System s Reports directory named Email Templates The Company System s Reports directory is the one that is identified for each company using the Company Systems Maintenance function 3 Interface to Purchase Order Processing The Accounts Payable system is required for use with the Series 5 Purchase Order Processing system If ONLY the Purchasing System is licensed for use the Accounts Payable system is now also provided but with ONLY the Codes Maintenance and Control Preferences functions enabled Sept 08 201 1 Interface to Professional Invoicing When using the Accounts Payable system with the Series 5 Professional Invoicing Pl system when Vendor Invoices are entered a P I Project may be recorded with the expense distributions These then are recorded as Disbursements in the P I system This process was up until now
262. d Interface file are defined with the following screen 2007 2014 by Sentinel Hill Software all rights reserved 28 Series 5 Accounts Payable User Help Generate Check Fraud Interface File Generate a Positive Pay Fraud Interface file to be transmitted to your Bank Fraud Interface Select Send Options Positive Pay Output Options Select the Bank Account Code for which an Interface file for generated Checks is to be created For Bank Account CHASE fa PCA s JP Morgan Chase 189174971982 Cash ccount 1103 001 Northern Trust 2 Output File Format Custom JP Morgan Chase For Checks Numbered Include Checks Dated From i Oal Between To ee 8704709 C Include Previously Interfaced Checks C Have the Interface File Emailed to the designated Recipient Depending on the Bank Account that is selected and the file type defined for that bank the Positive Pay Output Options screen will be presented to have select output to a flat ASCII text file or to the standard Accounts Payable Export files Fraud Interface Options Field Definitions For Bank Account X 6 Enter the code for the particular Bank Account for which the Fraud Interface file is to be generated for Only the checks written against the select Bank will have a record written For Checks Numbered 9 6 Enter the range of check numbers for which a record is output to the Fraud Interface file These will normally default to t
263. d based screen functions the major operations that could be performed are displayed as Push Buttons in a brightly colored frame This is referred to as the Fast Button Frame 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 53 W P I Invoice Processing Invoice Generation These are the Invoices that have been generated but not yet posted to A R You may choose to view those generated by yourself or for the system as a whole Print Proofs Print Post Finals Paytech Reconcile Post to A R Processing Invoices For alese O Private Access Local Only to this PC Go To Invoice v fh il Hf Public Access Server Side to All Users Or for another example W Chart of Accounts Maintenance Fie Reports Edit View Help Define G L Accounts Select to modify delete or add G L Accounts for recording General Ledger transactions Accounts are also used for formatting Financial Statements List by Account Number Ne Go To the Account with Number he hj ast Note that different types of functions have different frame background colors E Blue Active data Inquiry or Analysis E Burgundy Codes Maintenance E Olive Green Archived transaction Inquiry E Aqua Marine Green Transaction Entry Selecting to Display Items Associated to a Particular Code In certain grid based applications you will be able to display only those items associated to a particular master code
264. d by selecting Monitor System Usage from the drop down menu under any applications menu bar that contains Help as a topic ds User Functions Control Options Window W ransaction Entry y Favorites 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 145 The following is an example of the Monitor display screen System Access Monitor These are the users currently accessing the system as of 10 35 08 am Company GL Elapsed Access Username System Function Company Started Time Code SHSI4 LARRY IM Menu 10 33 42 7 04 08 SHSI4 LARRY Inventory Item Master 10 33 45 7 04 08 USER Monitor System Usage 10 34 38 7 04 08 USER Customers 10 33 01 7 04 08 USER Customer Open Item Inquiry 10 33 06 7 04 08 SHSI4 LARRY GL Menu 10 34 21 7 04 08 SHSI4 LARRY Trial Balance Report 10 34 26 7 04 08 SHSI4 L4RRY G L Account Trs Inquiry 10 34 31 7 04 08 Ri Processing Tip Should you discover that there are items listed but you know that there are no users in the system ask your Systems Manager to purges these records There is a System Maintenance function that will delete all the records used in displaying the items on this screen 2007 2014 by Sentinel Hill Software all rights reserved 6 1 Accounts Payable Menu Functions 147 Accounts Payable Menu Functions All functions for the A P system can be accessed from the menu bar at the top
265. d file for Selected Vendors ForBank JPACH writtento JP MORGAN ACH DIRECT DEPOSIT forG LCashAcct 1050 002 Canadian Imperial ACH Generation Properties Vendor Select Filters Print Options Payments are generated and recorded with dates specified The Check Date will be used as the Ledger Date in the G L system You should NOT change the Starting Check 4CH Number as determined from the Bank Code s Properties amp Payment Date ACH Deposit Date 8 09 19 FE 8709713 7 Starting with ACH ID 000024 ONLY Generate ACH Deposits with Value Not Considered Greater Than 0 Less Than or Equal To When ACH Direct Deposits are generated the associated Direct Deposit Notifications if archived will be catalogued with a report name of ACHADVC999999 LST where 999999 is the ACH Set Interchange number For those Vendors that have requested that a Direct Deposit Notification be emailed the file created is named VVVVVV_PayAdvice_999999 PDF where VVVVVV is the Vendor Code and 999999 is the ACH ID Number The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing w3 for full details E Generate and Print Checks or ACH Deposits Options Tab Screen Field Definition Payment Date mmddyy
266. d into the system to be approved by up to three different Approval Managers before it may be selected to be paid A property defined in the A P Control Options General Tabl ssl screen specifies whether the Manager Approval process is to be enforced or not Approval Managers are recorded with an invoice at the time they are entered into the system When entered an roval Manager Set zl is specified With each Manager Set up to three Approval Managers s may be assigned A function invoked from the Open Payable s Inquiry grid screen is used to record the manager s approval for payment or not Vendor Open Items payable may only be selected to be paid if they have been approved These can be approved using four different methods 1 First directly by the assigned Approval Manager by having them sign on to the Series 5 system selecting the appropriate open item from the Open Payable s Inquiry grid screen and manually approving it or not with the applicable function When approving the document they must enter their Authorization Password 2 Second an option is available when the A P Open Items Approval Status report is generated If the approving manager replied to the emails they were sent these will be read and their approval recorded 3 Thirdly the Approve Invoices for Payment operation allows for the manager to use the Series 5 system to approve items that he she has been designated to approve Once they have entered thei
267. d printing of A P checks and ACH direct deposits When adding a new bank code the significant fields to assign values to are as follows e G L Cash Account Number e The Type of Bank Account e Next Check or ACH Numbers to be assigned e The Print Queue used for printing A P checks Some of the other fields presented are for use when entering Quick Checks Prepaid Invoices and for generating a Fraud Interface file Many of the fields are displaying information associated to the last set of checks that were printed or the last time checks were 2007 2014 by Sentinel Hill Software all rights reserved 442 Series 5 Accounts Payable User Help reconciled Each Bank Code is displayed on a screen that has two main segments The top area is used to define general information about the Bank Account and the G L Cash Account The bottom half offers a set of tabbed sub screens that provide a variety of information and properties Bank Code General Properties Screen Within the top portion of each Bank Code screen enter the Bank Name the account number and the G L Cash Account You must also assign a Bank Account Code which must be entered every time checks are generated or a Prepaid or Quick check is entered into the system Some points to note when setting up your vendors e If you intend on generating a Fraud Interface file a file that is sent to your bank the lists all checks that have been generated you must enter the Bank Accoun
268. d using one of the following intervals 2007 2014 by Sentinel Hill Software all rights reserved 3 2 so Series 5 Accounts Payable User Help Every Day Weekly Monthly Quarterly Annuall 3 Click on the applicable push button as required Grid Processing Screens The Series 5 applications have been developed around the concept that the operator should be able to navigate easily through the master codes data sets or batches of transactions that are being worked with To accomplish this the assorted accounting systems have made use of a graphical control known as a grid The grid control is basically a table that provides the operator with a list of the data records being worked with and controls to navigate through the associated file Individual fields may be edited pop up menus may be displayed for related functions and the cursor up down and Page up down keys may be used to move around rows and columns of data The screens that display these grids also offer a number of functions that the operator can manage or manipulate the particular records information These are fairly consistent throughout the Series 5 accounting systems Grid screens are typically developed for the following types of menu functions QO Master Code Maintenance routines QO Transaction Entry routines QO Data Inquiry routines QO Operations that require the operator to perform some type of function to easily set or edit propertie
269. ddress Oct 15 2013 Vendor Contract Information and Supplier Risk Factors for Vendor Properties The Vendor master record and the Vendor Maintenance application has been enhanced with new fields You may now record information about any Contracts that you have established with the supplier This includes and ID a Description or Title Start and End Dates a Value and a field indicating how often it needs to be Renewed Up to 5 Contracts may be recorded As well there are new fields provided to record Supplier Risk Factors These factors include Strategic Operational Legal Reputation Compliance Financial and Liquidity Arating of ZERO to 9 may be set for each factor Oct 15 2013 Approve Items for Payment from Manager s Reply Emails The option exists to require supplier invoices to be approved by a designated manager before they can be released to be paid The managers are sent an email with the information about the items to be paid along with a scanned image of the supplier s invoice Previously the manager had to sign on to the Series 5 AP system and manually select those items that they are responsible for approving and invoke the Approval function The sub documents are approved by entering the Approving Managers Authorization password Now the managers need only to reply to the emails that were sent from the system asking them to approve a given document Within the subject of the reply emails the manager must enter t
270. des the option to force all invoices entered into the system to be approved by up to three different Approval Managers before it may be selected to be paid Approval Managers are recorded with an invoice at the time they are entered into the system The manager is notified by email that a new invoice needs to be approved These managers have a password that must be entered when a given vendor invoice is approved for payment A property defined in the A P Control Options General Tabl s screen specifies whether the Manager Approval process is to be enforced or not The Managers defined here are listed in the Series 5 A P Manager LOV Lookupl 62 window A P Approval Managers Maintenance Grid A P Approval Managers are maintained using a Series 5 grid processing screen E A P Approval Manager Codes Mainte ei File Edit Help Define Approval Manager Codes Select to modify or delete or add a new Approval Manager Ea BQ You may also generate a report listing the codes already defined L ait j E Ld Fa st B utt O n sS Ld so oo oe Go To Manager with Code x it m Refresh Add a new A P Ap Code Name pet simf Manager BUGSY Bugs Bunny Toonsville 5 000 LIC LARRY CARLSEN SOFTWARE 1 000 000 M MOUSE MICKY MOUSE DISNEY WORLD 4 000 Modify Modify the A P Apr i Manager highlighte m grid a d Delete Delete the A P App L JE L Manager highlighte N grid It listed in
271. dit in the menu bar click the desired function In most cases these functions are also available from the pop up menu displayed when a row in the grid is right clicked e i Customer Type Codes Maintenance File E218 Help A P Accounts Maintenance File Edit Help Define A P Accounts used Select to modify or delete or ade You may also generate a report Pace fhm fmt Go To Account with Code Cut A P Account Record 001 0120 040 Copy AJP Account Record p 001 0310 040 AIP A nt Select to modify or delete You may also generate F Go To Cust Type with REG AGENT ESCRO ESCROWS j n Jenang NITT Modify Delete Cut Field Copy Field Paste Field Warning The Undo Delete Undo Modify Cut Copy and Paste functions are only operable while working in the particular function If you exit the function associated to the grid when you return any Cut Modified or Deleted record may not be Pasted or Undone Most Recently Accessed I tems Menu In the drop down menu under File in the menu bar most grid screens will provide a list of the 2007 2014 by Sentinel Hill Software all rights reserved so Series 5 Accounts Payable User Help last 6 items that were added or edited You can click on any one these to position to it Customer Maintenance Edit View Help Properties Print Import Export
272. dor Code gt lt 6 E Payee Name gt 40 F Check Amount 9 999 999 99 G Trs Type 4 Northern Trust Positive Pay Record Definition When outputting the file for Northern Trust bank the following 3 record layouts are used 2007 2014 by Sentinel Hill Software all rights reserved 302 Series 5 Accounts Payable User Help BAA AAAFAFAAAFEEAFEEEFEEEFAFEEFFEEEFEEAFFEEFFFEEFFEEFFFEEFFFEEFFAFEEAT To define the Positive Pay Records for NORTHERN TRUST Bank Control Header To indicate the beginning of an interchange 01 NORTRUST PPAY CONTROL HEADER DATA amp 05 FILLER 05 NH PPY HD COMPANY NAME OS NH PPY HD CREATE MMDDYYYY OS FILLER 01 NORTRUST PPAY DETAIL DATA PIC EIG PIC PIG X 1 VALUE H xX 33 9 8 X 70 VALUE SPACES OS FILLER PIC X 1 VALUE R OS NH PPY DT BANK AcCCT NUMBER PIC 9 10 OS NH PPY DT CHECK NUMBER PIC 9 10 OS NH PPY DT CHECK ANOUNT PIC 9 8 V99 OS NH PPY DT CHECK DATE PIC 9 8 OS NH PPY DT TRX TYPE PIC X 2 88 NH ITEM I5 CHK TO apD VALUE Si 88 NH ITEM I5 CHK TO DELETE VALUE SD N 88 NH ITEM IS CHK TO STOP PAY VALUE SP gt OS NH PPY DT CHECK PAYEE NAME PIC 72 01 NORTRUST PPAY CONTROL TRAILER DATA 05 FILLER PIC X 1 VALUE T OS NH PPY TR BANK ACCT NUMBER PIC 9 10 05 NH PPY TR TOTAL CHECK COUNT PIC 9 10 OS NH PPY TR TOTAL CHECK AMOUNT PIG 9 11 V99 OS FILLER PIC X 78 VALUE SPACES JP Morgan Chase Positive Pay Record Definition When sele
273. ds information about the users privileges ie which menu items they can access amp A P User Access Maintenance Tree Screen Maintenance of the User Access properties is done in a tree structure Following is the screen that is displayed listing each user that has been defined with a Logon Access record 2007 2014 by Sentinel Hill Software all rights reserved 128 Series 5 Accounts Payable User Help Fast Buttons Setup to give the highlighted Red Head user access rights Enable Like Select a Red Head that is to be enabled just like one of the already enabled Green Head user s access rights A drop down list will presented listing those users that already have been enabled Modify Modify the General Access properties of the highlighted Green Head user Remove Remove all access rights of the highlighted Green Head user Generate a spreadsheet of all users menu access rights showing Users in each column and the applications menu items in each row Characteristics of the screen to note e Each user defined with a Logon Access record is shown Those users with a green head have a User Access record set up for this application Those with red heads have no access e Click on the next to the green heads to expand the tree to display the applications menu bar topics e Click on the next to the topic to expand the tree to display each of the associated drop down menu functions You can e
274. e Electronic Payments Network EPN the only private sector ACH operator in the U S processed the remaining 40 must be defined and maintained using this function This includes all Cash Discount Expense Distributions and Accounts Payable Associated to each Series 5 ACH Control Code are the properties and options associated to processing Vendor payments on the ACH network Currently only the NACHA format is supported The ACH Control Codes Maintenance function is accessed from the A P Main menu by selecting ACH Specification Codes from the Control Options drop down menu ACH Control Code Specification Maintenance Grid ACH Codes are maintained using a Series 5 grid processing screen 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 481 File Edit Help amp pez taintenance arnim Define ACH Control Codes Select to modify or delete or add a new ACH Codes ch You may also generate a report listing the codes already defined 2 Go To ACH Control with Code m B Basic NACHA Format NACHA 00000034 NACHA ir s Fast Buttons Mem ped anew ACHC Modify Modify the ACH C highlighted in the Delete Delete the ACH C highlighted in the Generate a report the ACH Controls on file Edit an existing ACH Control by double clicking it s associated row Standard Series 5 grid controls apply The Print Options
275. e then Print Check Alignment Form e Canadian cheques should be printed using an 11 point Courier New font e All other checks should be printed using a 12 point Courier New font Generate and Print Checks Options Screen The following screen is displayed when generating and printing checks 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 283 Generate and Print Computer Checks for Selected Vendor Payables For Bank CHASE writtento JP MORGAN CHASE for G L Cash Acct 1075 001 JP Morgan Chase Check Generation Properties Yendor Select Filters Print Options Payments are generated and recorded with dates specified The Check Date will be used as the Ledger Date in the G L system You should NOT change the Starting Check ACH Number as determined from the Bank Code s Properties EA Payment Date Check Date 10708710 fal 10 08 10 El Starting with Check 933573 ONLY Print Vendor Checks with Value Not Considered Greater Than 5 Less Than or Equal To When checks are printed if archived will be catalogued with a report name of APCHECKS CHQ The following screen is displayed when generating payments for Direct Deposit 2007 2014 by Sentinel Hill Software all rights reserved 284 Series 5 Accounts Payable User Help E Generate and Print Computer Checks or ACH Di Generate ACH Direct Deposits Uploa
276. e Cod TS ee ere ME E Fast Buttons Go To Vendor Type with Code x fa i E Add a new Vendor T Modify Modify the Vendor T highlighted in the gric Delete Delete the Vendor T highlighted in the gric Generate a report lis A P Vendor Type Co already on file Items are listed in order by Code Search Edit an existing Vendor Type Code by double clicking it s associated row Standard Series 5 grid controls apply The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl wl for full details The report listing the A P Vendor Type Codes on file if archived will be catalogued with a report name of VENDTYPE LST 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Accounts Payable User Help A P Vendor Type Codes Properties Screen The properties for each Vendor Type Code are defined with the following screen DB Vendor Type Codes Maintenance Vendor Type Code CON Modify the Properties of Vendor Types may be assigned to Vendors to provide a way of grouping similar Vendors 4 number of reports provide Yendor Types as selection parameters and as a sorting option E4 Vendor Type Description ETATE FAI Field Definitions
277. e MAX FILES should be increased The file has become corrupt The file has become corrupt for some reason You must use the AcuGT s vutil utility to rebuild the file Contact your Systems Manager or Sentinel Hill Software support for assistance From a DOS or UNIX prompt you will need to issue the command vutil32 rebuild filename 9C Max number of locks The max number of files that can be locked has specified been reached Either the configuration variable MAX LOCKS should be increased or an application programming error has caused the By default MAX LOCKS is the same as MAX FILES 2007 2014 by Sentinel Hill Software all rights reserved 508 Series 5 Accounts Payable User Help 9D XX Internal error from host file An internal error has occurred when attempting to access a file over the network using AcuGT s Acuserver running on the primary server The most likely problem is that the host server network is down or the host server file server process has failed Contact your Systems Manager The xx is the host system s error code 7 3 2 Microsoft Utility Errors TheSeries 5 systems internally makes calls to Microsoft s Word and Excel utilities On occasion these utilities will report an error which causes the application to abort Here are the documented errors that have been encountered to date From Possible Problem Word Unable to satisfy the When attempting to print a document directly from Word
278. e MS Excel 2003 documents e TIFF e MS Excel 2007 documents e ASCII Text TXT files e ASCII Text txt files Apr 14 201 1 For 2010 a Canadian HST GST For Canadian companies when entering A P Transactions the GST amount associated to a payable s invoice was automatically computed As of July 1 2010 both British Columbia and Ontario are switching to a Harmonized Tax system where the provincial tax and the GST taxes are combined as a single tax The A P Transaction entry routines have been revised to reflect the new HST Tax Jul 01 2010 A P Period Analysis Report Inquiry m Normally this analysis may be executed for Calendar Months Calendar Years G L Fiscal Periods or G L Fiscal Years If you do not have the Series 5 General Ledger system the Fiscal Years or Periods are undefined The routine has been enhanced to not offer these dates if the G L system is not used Previously an error was reported and the system exited the function Feb 02 2010 For 2009 a Quick Check and New A P Transaction Entry When entering the A P Expense Account associated to a vendor s Invoice Transaction it was possible to exit the entry screen with a ZERO account number This would result in having an undefined ZERO account being posted The problem has been fixed Dec 22 2009 a A P Check Printing to Tractor Form Printers Where a check is being printed on a tractor form feed printer requiring more than one 2007 2014
279. e Operations drop down menu e With the Open Items Payable tab sub screen displayed choose the Vendor e Scroll to the items that are to be paid Select the item on the grid and right click to display the pop up menu Select Mark Voucher Manually Paid e From the window presented choose the Check Date and enter the Amount and any Discount to be taken Click the Select for Payment push button at the bottom of the screen e You can select up to 15 Invoices for the Vendor to be paid in this manner In the grid these items are indicated by the Kd graphic e Once all the items to be paid have been selected from the Fast Buttons bar click on the Post Items Marked Manual Paid push button e A Check record will be written to the A P Check file It will reside on the system until either the next computer generated check run is posted or until the Mannual and Prepaid Register is printed At that time it will appear as an entry in the Check Register that is generated e An entry is recorded in the Check Reconciliation file once the applicable Register has been generated Accessing the function to Mark Items Manually Paid can be done either directly from the Vendor Open item Inquiry function or from the A P Menu s Operations drop down menu 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions s V Accounts Payable jue Reports Codes Maintena New A P Transaction Entry Scheduled
280. e Series 5 Printer Queue to which the report is to be output to ais rs When outputting to a Printer Queue you may specify how many copies are to be printed You can print up to 9 copies This is a feature that is offered only on WIndows XP Vista and Windows 7 and is dependant on the type of printer and it s drivers When multiple copies are chosen they are printed collated Save To check box Set the check mark to have the report output to a disk file or folder on your system as either an MS Word Document a PDF Document or a simple ASCII text file Save To X 90 Enter the name of the directory folder to which the saved to disk report is to be written This will default to the directory path defined in the Users Logon Profile established by your Systems Manager You may click on the Browse button to locate the desired directory Only those folders which are descendants of the root directory of that which is defined by the Save To field can be displayed So if you wish to choose a folder on your C drive enter CA in the Save To field before clicking the Browse button Setting the Folder field blank or to a path that does not have a drive letter designation would result in only being able to browse descendants of the user s default working directory Save As drop down list Select to have the output saved as an Office Word document an Office Word document that is printed from Word as a PDF document or as an ASCII text f
281. e application In all functions that offer a menu bar clicking Help will display a drop down menu offering General Help Help on the particular function and Help about Grids For menu items that don t have a menu bar if help is available a help icon may be clicked to display Help about the particular screen Note that help may not actually be available in all cases where offered in the drop down menus Aug 10 2008 Broadcast Messages The Series 5 Broadcast messages have been increased in size You may now specify 3 lines of 80 character lines of message text to be displayed The files used to hold these messages have been renamed to be EMERGENCY DAT and 2007 2014 by Sentinel Hill Software all rights reserved 36 Series 5 Accounts Payable User Help BROADCASTS DAT Aug 10 2008 a Application User Access Analysis Export A new function has been introduced to each applications User Access Maintenance function You may now Export to a spreadsheet an analysis table of users access rights Each row of the table is a menu item and each column is a Logon User It provides a quick snapshot of which users have access to any particular function July 15 2008 a User Access Logging As an option your systems manager can turn on the option to log user access to all the systems menu items June 15 2008 Major A P Features not Found in Series 4 a New Bank Code Master record This Bank Code is used to drive the generation and
282. e as follows O by Vendor code codes assigned to suppliers or employees 0 by Vendor Types codes assigned to each Vendor QO by AP Accounts ie A P Control Cash Accounts Expense Accounts etc QO by G L Sub Ledger Project where Project Codes are assigned to specific expense distributions For each of the given analysis types sub totals may be broken down to the following periods QO by Calendar Year over a time frame of 10 years prior to a specified year QO by Calendar Months for up to 72 months prior to a specified date 2007 2014 by Sentinel Hill Software all rights reserved 6 4 Accounts Payable Menu Functions QO by G L Fiscal Periods for up to 4 years worth QO by G L Fiscal Years for the 8 years that are defined by the General Ledger system The inquiry analysis is obtained using the Archived A P transactions that are kept in the A P system For this analysis to be accurate you must maintain at least the last ten years of historic data purging only transactions older than ten years As a special feature of the Series 5 reporting function the totals may be viewed on screen printed or exported to an MS Excel spreadsheet The A P Period Analysis Inquiry function and the A P Period Analysis Report function are in fact the same function For a full description refer to the topic titled A P Period Analysis Report s7l found under the chapter on Reporting Functions ssl later in this documentation Operat
283. e is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented Documents Test Date Type radio buttons If a range of dates is specified select whether the system should test the transactions Invoice Date or Ledger Date when deciding if it should be included or not Include only Documents for A P Batch X 6 To have only those transactions processed that were entered under a particular A P Batch code Leave the field blank if it is not to be considered as a selection filter Include only Documents for Vendor X 6 Code To have only those transactions processed that were recorded for a particular Vendor Leave the field blank if it is not to be considered as a selection filter 2007 2014 by Sentinel Hill Software all rights reserved 204 Series 5 Accounts Payable User Help For A P Control Account radio buttons amp 9 18 9 5 The Series 5 system provides for the option of having more that one A P Control Account If this is the case then you may choose to list ONLY those A P Transactions that are associated to a particular A P Control account 6 3 5 3 Voucher Summary Totals Display Screen This function accumulates totals of each of the types of Archived A P Transactions in the A P system It displays of transactions total amounts of Invoices and Canadian GST Taxes if applicable of those transactions satisfying the filte
284. e is supposed to approve are displayed gt If any specific row is right clicked a pop up menu is displayed A number of functions may be performed Select to Auto Approve Item associated to the Vendor s Unselect from Auto Approval invoice aaa Show Transaction Details Set Payment Approval Status Unselect for Payment Permanent Defer from Payment Clear Defer Payment Status gt The option to List By provides the option to e Date Vendor Name browse through the items Vendor Code Invoice be be approved by he Due Date Vendor Name selected manager either by Vendor Code or by the Due Date for the item gt If an item has had a scanned Invoice or Purchase Order attached to it then a Gg paper clip icon is displayed to the right of the Net Payable column gt The Apv column will have W Waiting to be Approved an icon displayed to indicated whether an item is _ Approved to be paid by all Managers waiting to be approved or 2007 2014 by Sentinel Hill Software all rights reserved 254 Series 5 Accounts Payable User Help has been approved or not To Hold from being paid set by at least one W Not to be paid set by at least one manager gt If an item is to be approved by more than one manager then the other managers codes will be displayed along with an icon to indicate the results of their approval or if they have not approved the item yet gt If an item has been selected to be paid
285. e it move a copy to the specified folder _ forward it to people or public group forward it to people or public group as an attachment reply using a specific template flag message for follow up at this time dear the Message Flag dear message s categories mark it as importance print it play a sound start application _ mark it as read run a script stop processing more rules Step 2 Edit the rule description click an underlined value Apply rule after the message arrives move eit to the S5 AP Approvals folder Select Vendor Invoices for Payment If your company does not wish to automatically pay all outstanding and due Invoices that your suppliers have submitted then you will have to manually identify all items that are to be paid The function to select items for payment is one that is associated to the Vendor Open Item Inquiry application As a convenience it is offered as a menu item under the A P s Operations drop down menu For a full description refer to the topic titled Mark Items to Pa or Defer from Payment iss found under the chapter on Vendor Account Inquiryl earlier in this documentation Defer Invoices from Being Paid If your company typically pays all outstanding and due Invoices that your suppliers have submitted the system automatically will select them and generate checks If there is a particu
286. e normally interfaced to the General Ledger system as a function performed on request At that time they are deleted from the A P system You should proceed with this Purge only if you do not have a General Ledger associated to this Company System s 4 P Distributions with Ledger Date g na Considered Between E Inciusive 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions Distribution Purge Options Screen Field Definition 6 3 2 6 Summary Totals Display This function accumulates totals of each of the Distributions Types that are generated within the A P system It displays total Debits total Credits and the Net Change for the range of Distributions with Ledger Date distributions satisfying the filters selected The following screen is displayed e E A P Distributions Inquiry Compute Totals for selected A P Distributions radio buttons and mmddyy Select to have All distributions deleted regardless of their Ledger Date or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented Totals For the selection criteria entered the following totals have been tallied for 88 A P Distributions dated from as early as 1 01 08 upto 11 20 08 Expense A P Added Cash Discounts A P Paid Inventory Cost of Goods Sold 397
287. e system or manually The system then automatically generates the checks for each supplier e Computer generated ACH Direct Deposits for selected Vendors 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 281 This topic and function deals with the last 2 methods listed above namely Computer Generated amp Printed checks and ACH Direct Deposits Depending on the Bank Account selected from the Fast Button frame click the Generate and Print Checks push button or the Generate ACH Deposits push button The operator will be prompted as to whether they want to proceed or not I Clear All Selections General Select for Payment Print Pre Check Writing Report i Generate and Print Checks N sail rT Post ALL Checks Void ALL Generated Checks Recover After Printer Failures Print Manual Prepay7du Register Clear All Selections General Select for Payment Print Pre Check Writing Report Va Generate ACH zm Post ACH Deposits Void ALL Generated ACH Pymts Some points to note when generating and printing A P checks or generating ACH Direct Deposits e f a Vendor has it s status set to Hold All Payments then a check will not be generated for that vendor e All the Vendor s Invoices that have been selected to be printed either manually or by the system are grouped to be paid together Only one check is printed or ACH Deposit generated for each Vendor e If t
288. e to be paid It may be chosen either by entering their Bank Code or choosing it using the Lookup binoculars icon 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 355 Include Vendors that have not been assigned check box to a Default Bank Code As a property to each Vendor you may specify which Bank Account is to be used when their invoices are paid With this field the operator may choose to have only invoices for those Vendors that have been assigned to the current Bank Account that has been selected to be processed If you wish to include those Vendors that have not had a Bank Code assigned to them then set this check box Example If you have two different checking accounts that are used for cutting checks you must be careful as to which Bank Account Code is being processed If you have a Canadian account for your Canadian suppliers you should set each of the Canadian Vendors designated Bank Code to that of the Canadian account Your US suppliers may or may not have their designated Bank Codes set to the US account When generating checks for the Canadian suppliers e Select the Canadian Bank code in the processing grid screen e Un check the Include Vendor not assigned a Bank Code check box When generating checks for the US suppliers e Select the US Bank code in the processing grid screen e Check the Include Vendor not assigned a Bank Code check box Repeat Report
289. e to choose the cash account to be used If you only have one Cash Account then leave this unchecked Default Cash Account 9 18 9 5 The account entered here is used as the default in any screen requiring the entry of this account If the preceding field is not checked then this account is used as the A P Cash account When AP Checks are generated the Bank Code that is used as the default is the one that has it s Cash Account equal to the account defined here Discount Account 9 18 9 5 The Accounts Payable system supports one Discount account This is the account to which all discount amounts are recorded to when taken on then entry of Manual Paid or Prepaid invoices or when computer checks are generated and posted 6 8 1 3 Canadian GST Options Tab Screen For Canadian Companies defined the rates and G L Accounts for the collection of GST and or HST taxes in the A P system 2007 2014 by Sentinel Hill Software all rights reserved 476 Series 5 Accounts Payable User Help Accounts Payable Control Modify the Properties of General Default G L Accounts Canadian GST HST Options Check Printing and Processing Canadian companies may have the GST HST amounts associated to invoices automatically computed and distributed Enable this feature and specify the applicable tax rates and G L Accounts V Enable Automatic Generation of GST HST Amount and Distributions m Tax Per
290. ea00 s som s om os mem mes mam s sonar s near s oo oa s O fse Coso enam s ezom s e om s om oss maam mes rwovss s s s s s oo osa nmas fores Cozia ena s n s ane s om orso ro aese Vendor Totals Original Invoices Tota 12 716 114 60 Net Paid 11 699 002 60 for 112 Items Original Eligible Discount 0 00 Discounts Given 0 00 For Yendor Name items are listed by most recent Date Search The Fast Buttons frame provides the push buttons to have item printed specific reports generated or history purged Fast Buttons Print Grid Items To have the items for the selected Vendor printed to a report Print Invoice History To generate an Historic Invoices report For a Report completed description of the options for generating this report refer to the topic titled Vendor Analysis Report ssa Purge Vendor Analysis To generate the Vendor Analysis report For a Report completed description of the options for generating this report refer to the topic titled Invoices History Report ssa To limit the list of items displayed by setting a number of different filters of related fields Purge History To have historic Invoice records purged A number of different filters will be offered including starting and ending dates 2007 2014 by Sentinel Hill Software all rights reserved 172 Series 5 Accounts Payable User Help N Some of the special features of
291. eae Report VENDTYPE LST Print a list of the Vendor Type Codes currently on file Print Options Select where to have this report printed to ou may choose any combination of the possible destinations Reports that are Archived to the Reports Manager can be browsed or reprinted at a later date Direct Generated Document s to V Screen Browser lV Archive to Reports Manager V Print Queue WPRINT3 WinPrint Courier 10 Compress z Standard Courier 10 pt Compressed PreCaptured Printer L4SER_LAND hp LaserJet 1300 PCL 6 of Copies m V Save to C Users Larry Documents SHSI lt PCA Save as Ms WORD Printed To Captured Printer Browse CanonPortrat hp LaserJet 1300 PCL 6 Report Header User Note A list codes for Rembrandt This text will appear at the top of the 1st page and may be used so you can personalize your report cence Selecting Report Generation Options Normally the Print Options screen will be presented with all fields defaulted for typical report handling However you may want to revise how and where the report is to be generated The following steps may be taken 1 Determine where the generated report is to be directed Click the appropriate check box You may choose one or more from the following Output is displayed to the screen using the Screen Browser Series 5 Report Browserl 1 11 Output is saved as an Archived report It may be viewed and repri
292. ect the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 1 for full details Reconciled Check History Purge Screen Field Definition For Bank Account X 6 Select the Bank Account for which associated checks are listed 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 313 Checks Sorted By drop down list Checks may be reported sorted by Check Number Check Date or Vendor Code Check Numbers radio buttons and 9 6 Select to have All checks or a range of checks reported If a range is selected enter the starting ending check numbers With Checks Dates radio buttons and mmddyy Select to have All checks regardless of Check Date or only those for a given date range reported If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented With Date Reconciled radio buttons and mmddyy Select to have All checks reported regardless of the date they were reconciled or only those for a given date range If an inclusive range is selected enter the starting ending dates Check those types of checks that are to be selected Including items for Vendor X 6 To have only those reconciliation records for a particular Vendor listed enter that Vendor Code Leave the field blank to di
293. ected The following table defines 2007 2014 by Sentinel Hill Software all rights reserved 276 Series 5 Accounts Payable User Help these categories Past Due Items Invoices with the Due Date falling on or before the Cutoff Date and the Due Date falling before the Payment Date These items can have a valid discount only if the Vendor Status is set to Discounts Always Taken Invoices with the Due Date falling on or before the Cutoff Date and the Due Date falling on or after the Payment Date These items can have a valid discount only if the Vendor Status is set to Discounts Always Taken or the item s Discount Date falls on or after the Payment Date Optional tems with Vendor For Vendors offering a discount for early payment invoices Discounts with the Due Date falling after the Cutoff Date and the Discount Date falling on or after the Payment Date but before the Next Payment Date Items for Vendors with a status of Discounts Always Taken are not included in Non Discounted Optional Items Summary Cash Requirements Report To assistin the process of selecting the appropriate cutoff dates you may wish to generate a Cash Requirements report This will summarize by the above categories outstanding vouchers eligible to be paid It will reflect exactly what will be paid for a given set of cutoff dates The dates that are last used when the Cash Requirements report is generated are automatically used as the defaults when the Genera
294. ection process For Distribution Account s aAll Include only the following Distribution Type s O Selected Expenses Checks Paid Inventory A P Added Discounts M coes A P Paid T Other The report generated if archived will be catalogued with a report name of APDIST RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 05 for full details Distribution Report Options Screen Field Definition Report Type drop list Select whether the report is to be generated in Detail or Summary Detail at ue Summary by Account e For Detail each distribution for each G L Account is listed e For Date Summary debit and credit totals are reported for each G L Account for each date e For Account Summary debit and credit totals are reported for each G L Account For each type of report a summary is printed at the end listing the total Debits total Credits and the Net Change for each Type of Distribution on file 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 359 Distributions Grouped By drop list When the report is printed the Accounts will be grouped based on their respective Types of j pe Distributions Sub totals are
295. ed Basic Processing Procedures 121 5 5 1 Search and Replace Options Screen For the Search and Replace function you must 1st select the record that is to be searched A P Find and Replace Searching Wendor Master Records Record Select Select the record set that you wish to have Searched and as an option Replace Search endor Master Records VYendor Master Records Archived A P Transactions Vendor Invoice History Records Check History Records Once selected the Search and Replace Options screen will be displayed At this point you must enter the Search options and the Replace options This requires the operator to choose the field to be tested it s test value and the field which is to have a new value assigned along with it s new assigned value The Series 5 system basically breaks the Search Replace function into three main phases 1 Search Read through the chosen set of records examining the Phase selected search field for the test string or code that was entered After all records have been processed those records found will be displayed in the grid 2 Preview You can then browse through the list if records that have been Phase identified as having the search field matching the given test field 3 The last phase is the Replacement pass Note that this pass Replacement is started only if initiated by the operator by clicking on the Phase Start Searching push button Processing Tip Yo
296. ed Checks voided e In the event of printer malfunction where the printer to jam and only a portion of the checks were OK a function to post the completed ones void the destroyed ones and clear the remaining to be re generated again e When Manual Checks and Prepaid Invoices are entered they are recorded ina given register If desired a Manual Prepaid Check register may be generated independent of any computer generated checks e A check alignment form may also be printed Se Payments and Check Processing gt Check Processing Grid Screen zl gt Clear all Prior Selected Invoices 73 gt General Selection of Invoices for Payment gt Print a Pre Check Writing Report zl gt Generate and Print Checks zs gt Undo a Check Generation 271 2007 2014 by Sentinel Hill Software all rights reserved 266 Series 5 Accounts Payable User Help gt View Pre Posted Check Details 23s gt Post all Generated Checks zs gt Void all Unposted Computer Generated Checks 2s gt Recovery from Printer Malfunctions 2221 gt Print Manual and Prepaid Checks Register 2 51 Accessing the A P Check Processing Functions From the A P Main menu select Payments amp Check Processing from the Operations drop down menu V Accounts Payable lee Reports Codes Maintenance New A P Transaction Entry Scheduled Transaction Entry Enter and Print a Quick Check Electronic Invoices Interface Ch
297. ed for entry of the company name and address For Prepaid Invoice a Bank Code is also entered to determine the G L Cash Account that is to be credited Also the Type of payment a Check or Tracking Number and a Check Date must also be recorded Quick Checks If you wish to enter an Invoice that has not already been paid but nee to be paid immediately enter a Quick Check A selection from the menu s Operation drop down menu This type of transaction is meant to be used to remove a previously entered Vouchers It is NOT to be used to enter a Vendor s Credit Memo When this transaction is posted if a previously entered Voucher is on file with the same Invoice Number and the same Amount it will be removed from the system and it s associated A P Open item record is also removed Reversing distributions will also be recorded debiting A P and crediting any Expense accounts Acancel voucher is used principally to cancel a previously posted voucher since corrections can not be made to transactions once they are posted If you had recorded a voucher to the wrong Vendor enter a Cancel Voucher then re enter a new voucher with the correct information This type of transaction is used to correct the distributions for a previously entered voucher that may have been recorded incorrectly The Invoice s Total Amount field will be automatically set to ZERO 2007 2014 by Sentinel Hill Software all rights reserved Accounts
298. ed an email address al All Vendors are considered chosen ARange Specify a Starting and Ending Vendor Code for a range of items to be processed Vendor s radio buttons Click to include all selected or a range of Vendors that are to be processed al All Vendors are considered chosen ARange Specify a Starting and Ending Vendor Code for a range of items to be processed Vendor Type s radio buttons Click to include all selected or a range of Vendor Types that are to be processed al All Types are considered chosen ARange Specity a Starting and Ending Vendor Types for a range of items to be processed with Matching City X 25 Select only those vendors whose City matches that entered Leave the field blank if it is 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 103 NOT to be considered as a filter with Matching Country X 20 Select only those vendors whose Country matches that entered Leave the field blank if it is NOT to be considered as a filter with Matching State Province X 5 Select only those vendors whose State or Province matches that entered Leave the field blank if it is NOT to be considered as a filter with Matching Bank Code X 6 Vendors may be set up to always be processed using a particular Bank Checking account Select only those vendors whose Bank Code matches that entered Leave the fi
299. ed and automatically emailed to the Vendor s designated individual 2007 2014 by Sentinel Hill Software all rights reserved 268 Series 5 Accounts Payable User Help 9 If prior to the checks actually being posted you realize that you should not have generated these checks or that the wrong Check Date or Bank Account was specified you may from the Operations drop down menu click Undo Check Generation All the checks will be deleted all the vendor invoices will be re instated as open items waiting to be paid and the next check number to be assigned will be reset to what it started out as This function only is applicable if none of the check forms were printed upon 10 Retrieve the checks from the printer Examine them to make sure they have printed correctly aligned and or that the forms did not jam in the printer Or have the generated ACH file emailed or FTP d to the designated address 11 If their was a malfunction with the printer and some checks printed OK but some checks got jammed and torn you may deal with this situation Click on the Recover After Printer Failures push button This function provides the opportunity to specify the range of check numbers that printed OK those that were destroyed and those that did not make it through the printer The system will post those that were good void those that were destroyed and clear those that are yet to be printed 12 If you identify one particular check that should
300. ed from the vendor s record are printed on each form along with the total dollar amount of payments made to them in the course of the year The original Copy A is sent to the IRS Copy B is sent to the vendor and Copy C is to be kept for your files The last copy is sent to the state Depending on the type of 1099 form that is to be printed and to which box on the form the vendor s total amount is to be placed the correct Type of 1099 form must be defined in the Vendor s properties 1099 MISC 1099 DIV Expenses of Investment Boxes 1a and 1e 1099 INT Interest Paid 1099 defined in the Vendor Properties Following is a screen shot of the fields defining the 1099 type and reporting and year 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 323 1099 Control A 1099 Form needs to be produced and printed for this supplier 1039 Form and Amount Type 1099 MISC Non Employee Compensation Box 7 x Accumulated Purchases 113 000 00 for the Reporting Year 2006 N Purchases in the next year not included above i In the Series 5 Accounts Payable system as Invoices are paid for those suppliers that are flagged as 1099 Vendors an accumulated total is updated This is the amount that is printed in the applicable box on the 1099 forms When it comes time to process and print the 1099 forms the following steps should be taken 1 From the A P Operations drop down m
301. ed to launch the particular job This is the shell or Command Prompt command that is issued YOU SHOULD NOT NORMALLY EVER NEED TO EDIT THIS COMMAND LINE 5 Click the Update push button at the bottom of the screen Batch J ob Properties Screen Field Definitions Batch Queue drop list 2007 2014 by Sentinel Hill Software all rights reserved e Series 5 Accounts Payable User Help The system provides pre defined Batch REPORTING v Queue names Each job may be dispatched BATCH INPUT to a particular queue to be processed Your BATCH_INPUT System s Manager may have defined multiple REPORTING queues each with different execute priorities aGtit aaeei or on different processors Re Occurring drop list A job that has already completed may be set No Re up to have it automatically re occur at one of No the defined intervals After it eventually Hourly 9 5 executes it will automatically re queue itself to Daily Mon Fri execute Note that any date parameters or at Dag ci e aa kl filters associated to the application will Mannie automatically be updated based on the given Priority radio buttons interval chosen The priority will determine how quickly the batch request is executed The default setting is determined from the User s access properties for the given application Queued for Execution Date and Time mm dd yy You can set to have this job execute at some designated time of a particular date I
302. een interfaced to the General Ledger system Distributions for a given G L Account are listed together but accounts may be sorted and or grouped using a variety of different criteria As well assorted filters may be applied to limit the items that are listed in the report A Distribution report may be generated at any time It should always be produced prior to interfacing the A P distributions into the G L system When Interfacing to G L When distributions are interfaced to the G L system they are normally purged from the A P system They always should be purged when interfaced to G L Once items are interfaced they no longer will be available for listing on the AP Distribution report 2007 2014 by Sentinel Hill Software all rights reserved e Series 5 Accounts Payable User Help T A P Distributions Inquiry Report APDIST RPT Print the 4 P Distribution to G L Report Report Options Print Options Specify selection options to determine the Distributions that will be included on this report Report Type Detail J Grouped by Distribution Type Sorted by Account Document Number Distributions with Ledger Date Distributions for Document Number s Not Considered B 1201775 All if f Ps O Inclusive aa SITS O Selected For Profit Centre s Include only Distributions Generated for all Batch Code O User Code C O Selected ae Fields left blank are NOT considered in the sel
303. eers see seeeee cease sae caeseeseesnesseeseeseseseeeeeees 378 Exported Data ay OUtSi si 2 f 5csccteecnidscassesstbneeeeanetecnnsnadsissrascadetanaanennctardevbepaniateateuessdadsnceabessenseddeeatnsaganecntaas 379 Balancing A Pto O a uate aia ee eR Se A Da E AE Ea paa 381 Vendor Analysis Re port ccccesssssssessessesesseeseessessessessesseesoeseesoesaesaesaesaesanssessaesaesausaesaevaneaneaneanenaesaesausaneaes 383 INVOICES History Re Port cccssssseseeseseessessesseeseeseesoesoesoessevaeveesseeseeneasaesaesaesseesneseesaesaesausaevanvaneaneanesnesansaneaes 389 6 Master Code Maintenance FUNCTIONS ccccssceceeeeeeeeeeeeeeeeeeeneeeeeeeseeeeeeeseeeeeeeseeeeeeneeeeeees 390 Vendor Codes Maintenance ccscsssseseessssesessessessesseeseesneseeseeseesaesaesaeeaeseessaesaesaessesseusnvenesneanesaesaesansaneaes 391 A P Nendors Grids cvicee coe tiie esta cance chal Wien autos eetead Ea aa eee ree eerie 392 2007 2014 by Sentinel Hill Software all rights reserved Contents 5 Vendor Address Screen meriin ien e a apa ered laud eae aaae Vendor Reimt Addresswe E AE E E A na eae A A nineteen ees Vendor Notes Screen ics neteoseneer cei aaient inated ine wan eae eee Vendor A P Profiles S reens2 i r iin een a aa e N GAG Mai ae Giiais Vendor 1099 TD Statistics esasteh wut ve epee tees herein dbase i Nee Vendor ACH Payment Properties Vendor Contracts Summary t scianetncn dante Banani eee Vendor Aut
304. efinition of Printer Queues As a property to each Series 5 Printer Queue you may define a Captured Printer When a report is generated and a given Series 5 Printer Queue is chosen that has a Captured Printer the report prints directly to the associated network printer If the Printer Queue does not have a Captured Printer defined then a Windows Printer Select dialogue box window is displayed Previously the the Series 5 system made a call to have the Printer Select window displayed which was an older style compatible with older versions of Windows Now anew call is made displaying a modern Windows XP 7 Printer Select Window Feb 09 2011 System Captured Windows Maintenance The Series 5 provides for the definition of Printer Queues As a property to each Series 5 Printer Queue you may define a Captured Printer When a report is generated and a given Series 5 Printer Queue is chosen that has a Captured Printer the report prints directly to the associated network printer The routine used to capture a Windows printer was not working correctly under Windows 7 This problem has been fixed Feb 09 2011 For 2010 Default Reporting Output Destination In all Series 5 applications that generate reports that might normally be printed a Print Options screen is presented From this screen the operator may choose to have the output directed to a printer to be Archived to be just displayed to the screen to Browse or outp
305. el Hill Software all rights reserved Accounts Payable Menu Functions 233 SHSI Series V Accounts Payable File Trx Inquiry SE Reports Codes Maintenance New AJP Transaction Entry kar Welai Scheduled Transaction Entry 4 Enter and Print a Quick Check Electronic Invoices Interface Ac j Change Item Due Disc Dates Mark Items Manually Paid a Purge Zero Balance Payables c 6 4 2 1 Scheduled Transaction Entry Grid All scheduled A P transactions are maintained using a Series 5 grid processing screen This is similar to the normal A P Transaction Entry operation except all scheduled transactions are kept in a holding file When they become due they are then copied to an A P Transaction Batch In the Batch they can be edited and or deleted and eventually posted Scheduled Transaction Entry Grid Scheduled Transactions Maintenance File Edit View Help Scheduled A P Transactions Select to add modify or delete Scheduled A P Transactions They can be Recorded to an A P Trx Batch as a group when they become due or individually selected Fast Buttons Add a new Trar 122849 Regl 11 30 08 Mac Professionals 122850 11707708 756 2000 IEEE IAS PCA 42ND CEMENT TECH 0 122851 10 31 08 020745 YORKDALE AWARD FUND 8989898 Monthly 10728708 016804 Zemen Constuction pizza 1 383 00 Monthy 122848 Regi 9 11705 016909 lowa State University 787878 Weekly
306. eld blank if it is NOT to be considered as a filter with Matching Currency Code X 4 Vendors may be flagged as using a particular Currency Select only those vendors whose Currency Code matches that entered Leave the field blank if it is NOT to be considered as a filter Note that a Currency Code is required when used wth the Series 5 Purchasing system with Matching Extra Cost Code X 6 Vendors may be flagged as having Extra Costs applied to their invoices ie Customs Brokers fees Select only those vendors whose Currency Code matches that entered Leave the field blank if it is NOT to be considered as a filter Note that Extra Cost Codes are used only in conjunction wth the Series 5 Purchasing system with Matching 1099 Category X 1 Vendors may be flagged as a particular type of 1099 Select only those vendors whose 1099 Code matches that entered Leave the field blank if it is NOT to be considered as a filter Selecting Specific Vendors for Reporting If you clicked to have Selected Vendors or Vendor Types from the Vendor Select Filters screen then a window similar to the one that follows is displayed From the grid display on the left double click the items that are to be included in the report or query 2007 2014 by Sentinel Hill Software all rights reserved 104 Series 5 Accounts Payable User Help Select G L Account s Select items to be associated with Trial Balance Available G L Accou
307. elected Vendor are displayed to the screen managed using a Series 5 grid processing screen You can easily navigate through the items for a specific vendor selected either by name or be Vendor code or by the Cash Account which was used to generate the check that the item was paid by For the items that are presented by double clicking on a particular row the associated Invoice will be displayed From the Fast Buttons frame push buttons are provided that can be used to generate the Vendor Analysis report or an Invoice History report 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 171 Invoice History Inquiry Grid Vendor Account Inquiry File Edit View Help Vendor Invoice History Inquiry Select to view Outstanding Payables Historic Invoices or Checks Paid for specific Vendors In each case a number of tasks may be performed Vendor 019658 Mi ats eat 4 SENTINEL HILL SOFTWARE INC List by Vendor Name Inv Date da ol WEST VANCOUVER BC 800 663 8354 Paid from Account All J 34 Larry Carlsen Open Items Payable Invoice History Check History hea veks 10ans roam seso sosoon oo mses towo masse n ovea3 ra sooo mo ezm mass voress vam s ison s tena s om omoj szw forses _ u too90s zme s mnoo s moo s oo oao auoe msee oosa enama s ao20 s awam s om omo zao forsess _ wom s ss
308. election options if the operator was to click on the About Exporting information tab an error was being reported that the File did not exits This problem has been fixed Now you may freely select any filtering or output options tab when they are presented without any problems March 09 2012 Using Windows Logon Usernames New functionality has been introduced to the Series 5 Main menu Signon process You may now define to have the Series 5 system use the client s Windows Logon Code as the User Code for signing in to Series 5 If set when Series 5 is launched the Windows Signon Code will be used The User Logon screen will be presented but only the Password field may be displayed for keyboard entry f the given Series 5 User Logon profile had a blank password entered then the User Logon screen will not be presented at all Control will be transferred directly to the Main Menu screen For systems that are set to use the Windows User Logon code user s will ONLY be able to log in to Series 5 using the Windows Logon Code The function to Repeat User s Logon found under the Main Menu s File drop down menu will be disabled Note however if a user has their System Management Access set to Full they will still be able to Repeat User s Logon and sign on as a different user For systems that do not wish to use the Windows logon the default will still be set to that defined by the PC Client user s SHSI_USER_NAME environment varia
309. en generating these Analysis reports e As an option the Period Summary version may also be exported either to an Excel spreadsheet or a tab delimited text file e The Period Summary version may be generated based on calendar Months Quarters or Years e Vendors may be grouped using a variety of criteria with applicable sub totals e Vendors within a group may also be sorted using a variety of criteria e A percentage value is printed for each Vendor s YTD LYR and LTD total that represents that vendors s share of purchases Accessing the Vendor Analysis Reports From the A P Main menu select Vendor Analysis Reports from the Reports drop down menu 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 385 Codes Maintenance Purging Reports AJP Open Items Report Historic Open Items Report Cash Requirement Report AJP Distributions Report Wo Un Reconciled Checks Reconciliation Report a Historic Check Register AJP Youcher Archive Report el Quick Check Invoice Journal AJP Period Analysis vendor Analysis Reports Invoice History a m Vendor Analysis Report Options Screen The following screen is presented when generating the Vendor Analysis Reports 2007 2014 by Sentinel Hill Software all rights reserved 366 Series 5 Accounts Payable User Help Generate Vendor Analysis Report
310. endar icons to have a calendar displayed from which a data can be chosen Click on the Prior or Next push buttons to adjust the dates accordingly Choose a particular date range from the drop down list 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Payable User Help Select Ledger Dates Date Range Current Month v ALL Dates Dates Entered From To 7 01 08 m 7731 08 Earliest T o Date E Current Week Current Month Current Month Last Year Current Quarter Current Quarter Last Year Current Year Month To Date Quarter To Date ith Year T o Date Year To Date Last Year Last Month Last Quarter Last Year Last 12 Months Last 12 Quarters Last 12 Years U oT considered 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Payable User Help 4 Starting and Using the A P System In order to use any of the Series 5 system applications each user must go through a sign on process The following steps are required 1 Signon using the users assigned User Code and Password 2 Select the Company System that is to be processed lf only one Company system is defined then this step is not required 3 From the Main Menu screen click the Accounts Payable icon 4 1 User Logon Each user must first log in to use any of the Series 5 applications Key Information
311. ending on the function selected a report will be generated to list all the checks already reconciled or all the checks that have not yet been reconciled In either case only those checks that satisfy the specified filters will be listed in the reports 2007 2014 by Sentinel Hill Software all rights reserved 312 Series 5 Accounts Payable User Help Un Reconciled Checks Report Report APUNRECCHK RPT Print the Un Reconcilled Check Report wooo Report Options Print Options Specify selection options to determine the items that will be included on this report For Bank Account CHASE hn PCA s JP Morgan Chase 189174971982 Cash Account 1103 001 Northern Trust 2 Check Number s All O Selected O All Inclusive With Date Reconciled All O Inclusive Include only the following Check Typefs Computer Checks Quick Checks Manual Checks Prepaid Checks Voided Checks Include only Documents for Vendor aa Fields left blank are NOT considered in the selection process With Checks Dated 2 Checks Sorted by Check v Between Between Ss The Un Reconciled report generated if archived will be catalogued with a report name of APUNRECCHK RPT The Reconciled report generated if archived will be catalogued with a report name of APCHECKREC RPT The Print Options tab screen will be displayed from which you can select to dir
312. enter the appropriate dashes This field will be printed on the 1099 printed for the supplier Company Name or Individuals Name X 40 Enter the Company name or for a given individual their name The names should be Capitalized in upper and lower case In different functions vendors may be displayed and or sorted by Company Name Address City State Prov Country Zip Postal 2 of X 40 X 25 X 5 X 20 X 10 These are the vendor s address fields The address is used for generating checks and 1099 forms and Purchase Orders Phone Fax Email X 20 X 30 In different functions vendors may be displayed and or sorted by Phone or Email There is a function in the A P system that will generate emails to all or selected Vendors You may record the information for two different contact individuals Click on the i icon to have the following sub screen displayed Contact 1 Name Details Name JILL CRAWFORD i Position AP MANAGER gt Phone 604 834 9999 Cancel Vendor Type radio buttons This field is used to categorize the vendor This field may be used as a Vendor selection filter for most vendor driven reports As well the Vendor Type is used either for sorting vendors or analysis in at least the following reporting functions e AP Open Item Report Historic Open Item Reporte Cash Requirements Report 2007 2014 by Sentinel Hill Software all rights reserved 3 Series 5 Accounts Pay
313. ents Already Made 0 00 Gross Payment 100 00 0 00 y 100 00 Discounts Already Taken Payable Balance 100 00 Dineen Re Eligible Discounts 10 00 Net Cash Required Net Payment Required 90 00 B Select for Payment to a given Bank Account When computer checks are generated the system will normally pay all items that are selected When checks are generated the operator must first select the Bank Account Code for which the checks are to be printed and drawn from As an option the operator may select to pay ONLY those vendors that have been designated to be paid from a particular checking account If you have multiple chequing accounts on which checks may be generated then you must either make sure that the Vendor is flagged for the correct Bank Account or that you only select those invoices that are to be paid for a given Bank Account prior to generating the checks for the Bank Account Select for Payment Screen Field Definitions Check Payment Date mmddyy Enter the date of the check used for Manual Payment Gross Payment Amount 999 999 99 Enter the amount that is used to reduce the balance owing on the Vendor s Invoice This should be the sum of any Cash amount to be paid plus any discounts that you will take 2007 2014 by Sentinel Hill Software all rights reserved 168 Series 5 Accounts Payable User Help What is the Gross Amount When selecting an item to be paid the Gross Amountis the amo
314. enu select the Generate 1099 Forms function 2 To get a working list of those Vendors that have been flagged for 1099s and see the respective amounts that have accumulated click on the Build Preview List push button 3 At this point you can review the Vendors and see the amounts either from the grid display or by printing a Preview Report 4 From the grid right click a particular row for a given Vendor to display a pop up menu from which a number of functions may be done In particular you may jump control to the Vendor Maintenance screens to change or clear the 1099 types 5 If you have identified any Vendors that have not been flagged for 1099 use the Vendor Maintenance function to identify the type of 1099 to be printed for those vendors 6 You may then from the 1099 Processing Grid click on the Recompute Vendor Totals push button and all payments made for all Vendors marked for 1099 will be re tallied The Processing Grid items will be updated accordingly 7 Once you are happy that all Vendors have been identified and the Totals computed then click on the Print 1099 Forms push button You may print this output on normal paper or standard 1099 forms Either way you may print and re print any number of times 8 After the final 1099 forms have been printed the totals that kept for each Vendor must be cleared and any amounts accumulated to date are shift into the current year s total field As well the current Re
315. eport is to be generated in Summary or a Detail The Summary report lists Detail totals for the selected Grouping options The Detail report list the totals along with each individual Open summar tem Send Email Approval Requests for Newly 2007 2014 by Sentinel Hill Software all rights reserved o Series 5 Accounts Payable User Help When checked an email will be composed and sent for newly added invoices to each approving manager requesting them to approve the associated invoice to be paid The body of this email message which you can edit to your likening must be set up in a text file named APApproveNew_EmailMessage TXT Send Email Approval Requests Reminders When checked an email will be composed and sent for invoices that are waiting to be approved where prior emails were sent more than 7 days earlier This email will be a reminder requesting the targeted managers to approve the associated invoice to be paid The body of this email message which you can edit to your likening must be set up in a text file named APApproveRemind_EmailMessage T XT Auto Approve Items from Manager s Email check box Reply s Reserved for a future enhancement Select Items For Approval Manager X 10 If you wish to obtain the report for a specific manager then select or enter that manager s code in this field To include only the Open Items with specific Approval Status settings Approval Status set or clear the ass
316. er These are normally assigned by the system from applicable Next Check Number fields defined by the Bank Code properties records If you want the system to prompt the operator to ensure that the check number to be used is correct or not set this check box Blank Check form is wasted after check box Manual or Quick Checks are printed Set the check box if Manual and Quick checks are printed on a printer that after each check is printed the form following is not useable Because the printer pushes the form to far through the roller This is a problem with older tractor form feed printers You would typically leave this field un checked Check Reconciliation Enabled check box When checks are generated and posted a record is recorded in a Check Reconciliation file A function is provided that lets you reconcile the Check Reconciliation records to that from your bank statements If you do not wish to use this feature you can un check this field s acarry over option from the Series 4 General Ledger System if you create a Journal Entry Session with the code specified here then all transactions when posted will automatically create reversing accrual transactions dated in the subsequent accounting period In the the Series 5 system you this is now an option associated to each Journal Session that is created You could leave this field blank 2007 2014 by Sentinel Hill Software all rights reserved 6 8 2 480 Series
317. ers of the user s signon name will be used in the name of the work files so they will always be guaranteed to see the correct files April 07 2009 A P Vendor Bulk Email Generator Function When emails are generated the message may contain a number of different pseudo variables These get replaced with specific fields from the Vendor s properties records These pseudo variables may now be displayed on a tabbed screen that may be selected when specifying the assorted options March 25 2009 Quick Check Entry Function The Series 5 system provides the ability to indicate the default printer queue and print options to be used when Quick checks are generated These were not being defaulted correctly The problem has been fixed March 18 2009 A P Vendor Code Entry In a number of different A P functions where a Vendor code needs to be entered the field used to enter the code has been increased in size In some cases where a PC s resolution was set for large fonts it was not large enough to display all 6 characters March 18 2009 Check Processing 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Payable User Help D D After checks have been generated and printed and before being posted the checks are displayed in the grid Double clicking a given row produced a screen that displays the check along with the items that are being paid For computer generated checks the vouchers being p
318. es are installed Nov 11 2011 Interfacing with MS Office Excel and Word m The logic provided to launch MS Excel or MS Word has been expanded to handle the case where MS Office was installed in C Program Files x86 Microsoft Office Office Previously the system only looked in in C Program Files Microsoft Office Office Oct 03 2011 Series 5 Email Generation A number of different application functions offer the ability to automatically generate and send emails This includes the emailing of invoices purchase orders statements customer quotes reports and other messages The internal driver used to send emails has been enhanced to generated and send emails using calls to Microsoft Office Outlook rather than to the MAPI library As a 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Payable User Help result the following capabilities associated to sending emails are now possible e Emails may be sent as Plain Text Rich Text or as HTML e Emails may be generated when executing as either a thin client of FAT client e Emails may now be sent with copies going to Cc users and Bcc e The text message associated to emails are now loaded from user created maintained data files rather than being coded from within the application software These text files may be either plain ASCII text or HTML files and contain up to 8192 characters Except for specific types of emails these files MUST
319. es for 6 lines inch Each form uses 27 lines based on 60 lines inch and printed using Courier New at 11 points It s assuming 0 5 inch left top and bottom margins In the event you discover that the format changes please contact Sentinel Hill Software and updated software will be provided The preview report generated if archived will be catalogued with a report name of 1099PREVIEW RPT The actual forms generated if archived will be catalogued with a report name of MISC_1099S RPT DIV_1099S STM or INT_1099S STM The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 10s for full details 1099 Print Options Screen Field Definition 1099 Year to Report drop down list 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 329 This is the reporting year for which the 1099s will be printed What Year is It Even though you may wait until January or February to generate the1099 forms the system will continue to accumulate YTD totals for the new year separate from the prior year which you need to be reporting Don t worry it s OK when the Year End Close function is executed the Next Year amount will be shifted into the Current Year amount field Form
320. es the generation of checks generates related reports provides historic inquiry and produces distributions that interface to the lt PRODFAMIL gt General Ledger system It is the application that controls your company s Payable including O Recording your Vendors Information QO Entering Supplier Invoices or Employee Expenses Produces Cash Requirements Reports L Generates and Prints Vendor Checks Manages Check Reconciliation Provides Analysis of Vendor Activity The Accounts Payable system handles the Payables for a single company If you have more than one company then you need only to set up additional Series 5 company systems one for each Each A P company may be interfaced into it s own G L or into a corporate G L system When used in conjunction with the Series 5 Professional Invoicing system expense distributions associated to Vendor Invoices can be flagged to generate chargeable or non chargeable entries to PI projects Accounts Payable Features A brief summary of some of the major features of the Series 5 Accounts Payable system fDpinvoice Transaction Entry A P Invoices are entered on line as sets of batches of transactions The batches may have control totals and are posted with a registers being generated Invoices may also be interfaced from files down loaded from user defined sources The types of transactions include the following gt Vendor Invoices gt Prepaid Invoices check or Credi
321. ese forms are available from a number of different suppliers The Series 5 system must have a Printer Queue set up that has the following settings 2007 2014 by Sentinel Hill Software all rights reserved 327 32 Series 5 Accounts Payable User Help r w Printer Queue Maintenance Printer Queue 1099FORMS Modify the Properties of Enter the Printer Queue Code and it s description along with specific properties you wish to be assigned when chosen for reports that are generated The Queue Code M U S T be defined in the Series Y Configuration file Printer Queue Code 1099FORMS P SPOOLER Lookup Sequence a Description escription For 1099 2 page forms Leave ZERO if printer not to be listed Printer Open Options Captured Windows Printer t Blank Page at Start of Report I Output System Generated Title Page Page and Format Options Margins Lines Per Page Override I Use Printer s Defaults Physical Establish Lines Inch Units Set to ZERO for the Inches Maximum Lines to Print Page the Printer s default Left 10 50 Top Right 0 00 Bottom a A Font Select a System Font v Ah System Font Courier New 11 point Fixed Printer Control Form 2 Forms are printed on each page There is exactly 5 1 2 inches from the top of the 1st form to the top of the 2nd form on each page which is exactly 33 lin
322. ess Displaya Warning Click the appropriate button for the action the system should take when a PO is not entered with the O Disallow Entry of Transaction Vendor s Invoice Track Expense Distributions radio buttons For Vendor Invoice transactions entered with expense distributions the system provides the option for entry of either a Sub Ledger Project Code or an A P Job Code The sub ledger Code is carried forward to the General Ledger system with the journal entry that is recorded there Items with an A P Job code entered generate a Job Distribution record that is made available to an A P report Use Sub Ledger Click the applicable button for the desired code that Projects is to be used O Use AP Job Codes Payment Approval Mandatory check box for ALL Invoices to be Paid Set this check box if you wish to turn on the Series 5 Payment Approval processing feature For invoices entered into the A P system up to three Approval Managers may be specified Each manager would have to approve the invoice to be paid before it could be selected for payment Payment Approval For Invoice 99 999 Amounts Over If the Payment Approval option is selected then you may specify a dollar cut off limit All Invoices greater than or equal to the value specified would have to be formally approved before being selected to be paid Enter that cutoff value in this field Default Print Queue for A P X 20 Select the Series 5 P
323. essesaeuaevenesneanesaesaesaesaeeaes 506 Microsoft Utility Errors ou ccc seeseseeseeeseesessesseeseeseesoesoesaesoevaevaesseeseeneesaesaeaaessessneseesaesaesausaevansaneanennesaasansaneaes 508 Index 509 2007 2014 by Sentinel Hill Software all rights reserved Welcome to Series 5 Accounts Payable 1 Welcome to Series 5 Accounts Payable The Series 5 Accounts Payable system is one segment of a fully integrated set of Financial Applications It provides a rich set of reporting and inquiry functions to your company s Payables The Accounts Payable system may be run stand alone on in conjunction with other applications It functions as a subsidiary system to the Series 5 General Ledger system This help is designed both as a course in using the Series 5 Accounts Payable and as an ongoing reference while you are working with the program Getting started new users e Study the Introduction 10 and Quick Start Tutorials sections to familiarize yourself with the basics of the application e Check out all the links in the Help tab plenty of help is available Getting started users upgrading from prior revisions e See the History of Enhancements 12 for a quick summary of the major changes and where to find the functions you are looking for e Even if you are an experienced Accounts Payable user please run through the Introduction 10 and Quick Start Tutorials sections quickly to get up to speed wit
324. euevonesneaeesaesnesansaneaes Historic A P Open Item Report Item Approval Status Re port ccccsscscsssessesseesesseesoeseeseseveevseeseeseesnesaesaesaeesessneseesaesaesaesaevanvaneanennesnesansaneaes Cash RequireMmentS Report ccceeesssessessesseeseeseesessessesevsevsesseeseeseesaesaesaessesseeseesaesaesauvaevonvaneanennesnesausaneaes A P Distribution Re port cccccesssssessescesseeseeseeseesessesseeseeseesoeseesoesaesaesaesaeeaessessaesaesausaeuaeuaevaneaneanenaesaesansaeeaes Un Reconciled Reconciled Checks Report csccssssssssssessesessessessessessevenssnsseeseeseesseseeseeseesaesaesaesaenanvanss 360 Historic Checks Register Report ccscssssssssseesessessessessevseveesseeseeseesesaessessesseeseesaesaesaesaevanvaneaneseesnasaeeaeeaes 363 A P Voucher Archive Re port cscsssssssessssssesessessessessesseesoeseeseesaesaesaesaeseseessaesaesaesaesaeusnveneaneanenaesaasansaeeaes Quick Check Invoices Journal A P Period Analysis Re Port cccsssssssseessssessesessessesseeseeseesoesneseesnesaesaesaesaessessaesoesaesaeseuseveneaneanesaesaesansaneaes Period Analyis Preview Girichssicccccecccciecec chee Lace eeeb bead ceechs cenehceusdsedeevuceucienue di cseeducstedssessbbevechecesbsescdesescecnecdias Build Analysis Preview Optom icy c 2 sscesteecesceeceaxcecesnesacdapeisvsadsaustussnsoacshusdsusatententepiseassaatastensiziendenscveeguaeacas 375 Transaction Drill Dow n Sub WindOW 0 0 0 cere seen n
325. eview To have the Period Analysis generated and displayed to the preview grid Print Preview To have the Period Analysis that is currently displayed in the grid printed To have the Period Analysis totals output to a spreadsheet A P Control G L _ if the Period Analysis has been generated based on Comparison Export the G L Fiscal Periods this function is offered It will output totals for the designated A P Control accounts broken down by the types of contributing distributions The comparative totals from the G L system are also output These amount should match The differences if any are also output This function provides a means of comparing and or 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 373 es the Accounts Payable system to the General Ledger Some of the special features of this Preview grid are as follows gt If any specific reported total s cell is double clicked then a Drill Down window is displayed Each of the individual transactions that contributed to the total are listed These in turn may be printed as a report or exported to a spreadsheet gt The analysis totals have been accumulated for a variety of codes including Vendors AIP Accounts and Sup 01 Vendor Vendor Types Ledger Projects From Sub Ledger Projects the drop down list select Vendors for selected Account Vendors for selected Project the set of totals that are Acc
326. f 463 GORDON PLACE WEST VANCOUVER BC 7T 1R7 CANADA ON The Northern Trust Company Cash cct 1100 001 30177713 Northern Trust Voucher Invoice Inv Date Orig Inv Amt Gross Paid Disc Taken Disc Lost Net Amt Paid 107679 00197 5 30 03 3 052 00 3 052 00 3 052 00 Totals 3 052 00 3 052 00 3 052 00 Historic A P ACH Direct Deposit History Display Screen The following screen is presented displaying information about the Direct Deposit that was made with ACH 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 181 ACH Track 000024 for Yendo 000377 FINNEL CAROL ACH Direct Deposit Generated by USER ACH Track 000024 Deposit Date 8 09 13 PAYto FINNEL CAROL s the orderof 410 Cambie St North Vancouver BC 7 8M8 Deposited to Bank Canada ROYAL BANK Trans 123498765 Acct xxxxxxx 7890 ON Canadian Imperial Bank of CashAcct 1050 002 75 00211 Canadian Imperial Bank Voucher Invoice Inv Date Orig Inv Amt Gross Paid Disc Taken Disc Lost Net Amt Paid 125064 1212 9 14 13 1 400 00 1 400 00 1 400 00 Totals 1 400 00 1 400 00 i 1 400 00 6 3 1 3 2 Voiding a Single Check lf for some reason after a check has been printed and posted you realize that it was not correct or you have put a stop payment on the check you must select it and mark it Voided To Void a particular check that has already been posted perform the following steps e From the A P
327. f a job has completed or if it has been placed On Hold then you can reactivate it and have it execute again Depending on the function you may have to re edit the Job Parameters to set up correct dates of report options Grid Display Search options You may search for specific records displayed in the grid using a number of relevant fields Click on the a oi Search icon Asearch string may be entered for the following fields Job Name Job Number 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 85 Grid Display and Purge Filters Screen If your company makes use of Batched Jobs over a period of time you may have a great number of Job History records You can limit the number of items that are displayed in the grid The same filter fields are also available to the Purge function 1 Click on Selections in the Fast Button frame The Archive Report selection filters screen will be displayed Batch Queue Job Maintenance Batch Job P U R G E Selection Parameters Enter the appropriate parameters to select those Jobs that are to be deleted Systems Batch Execute Queue All All O Selected O Selected Company System Execute Date all ni all Selected From all m Selected To 2 Set the applicable filters 3 Click the OK push button The grid will be redisplayed showing only those reports satisfying the selected fil
328. f the Series 5 program this is executed It may not be radio buttons s Series 5 Accounts Payable User Help The priority will determine how quickly the batch request is executed The default setting is determined from the User s access properties for the given application Should you wish to have this job execute at some designated time of the day set this check box You will then be able to set the Delay Hours and Minutes The delay will default such that the job would executed after 6 00 pm today Re Occurring drop list No n y When a job is initially queued you may set this option to have it automatically re occur at one No of the defined intervals After it eventually Hourly 9 5 executes it will automatically re queue itself to Daily Mon Fri execute Note that any date parameters or at Da ci e aua eekl filters associated to the application will Mahe automatically be updated based on the given interval chosen Batch Job Management The Batch Job Manager is available to each of the Series 5 applications Whenever an application s function is queued to be executed by the Batch processor an entry is recorded in the Batch Job file The Batch Manager allows you to view the status of the job put it on Hold have it re queued or even delete it Accessing the A P Batch J ob Manager From either the A P Main menu or any application select Batch Job Processing from the File drop down menu 2007
329. fault to the directory path defined in the Users Logon Profile established by your Systems Manager You may click the Browse button to select a different folder You may click on the Browse button to locate the desired directory Only those folders which are descendants of the root directory of that which is defined by the Folder field can be displayed So if you wish to choose a folder on your C drive enter CA in the Folder field before clicking the Browse button Setting the Folder field blank or to a path that does not have a drive letter designation would result in only being able to browse descendants of the user s default working directory Filename X 50 The filename will default to a name applicable to the type of data You may change if you SO desired About Exporting Tab Screen Along with the Export Options tab screen there will be an About Exporting tab screen This provides the operator with information about which fields are output to which columns assuming MS Excel output 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 95 A P Distributions Inquiry Export A P Distributions to Spreadsheet amp Optionally email to recipient Export Filters Export Options About Exporting For your information The following Spreadsheet Output fields are ge Column Field Format A Acct Main 1 3 B Acct Main 2 4 E Acct PfCtr 9 5 F Lor Date
330. for future Pay Periods Should you wish to generate several Cash Requirement reports each reporting total cash required at different intervals into the future set this check box Additional fields are displayed that let you select how many reports are to be generated and at what interval time frames Repeat for the Next Frequency Check Runs 9 1 and drop list Select how many reports and at what interval Every 2 Weeks Bi Monthly Payment Date Cutoff Date Next Payment Date mmddyy The Payment Date is that date you wish to specify as the date which checks would be generated When checks are actually generated you may enter a date that is different from these used for generating the Cash Requirements report Refer to the table 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Payable User Help above Use these Date for the General Select check box function Since this report is being generated prior to checks being printed it is likely that the dates used could also be applicable to those dates that need to be entered in the Check Processing functions Select of deselect the check box depending on your intentions Type of Report radio buttons Select whether the report is to be generated in Summary or a Detail The Summary report Detail lists each Vendor s totals The Detail report list the Vendors totals along with each individual Simmel Open Item AP Contro
331. ftware all rights reserved 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 201 Purge History To have the Archived A P Transaction records purged A range of dates Voucher Numbers and other filters may be entered thus purging only selected items up to a specified date Totals To compute totals of Archived Voucher Transactions A variety of filters may be specified if you are looking for certain items Sub totals are displayed for each of the types of A P Transactions in the system Some of the special features of this Inquiry grid are as follows gt Transactions may be listed either by Voucher A Vendor Code or by their Vendor Code Coe a oo List by Voucher gt Depending on the List P 1018580 v By selection a field will Go To the Trs with Voucher be presented in which ot the operator may key ina Vendor Code or a Voucher The system will read to the item and display it in the grid 6 3 5 2 Voucher Processing Functions The following functions may be executed from the Archived Voucher Inquiry grid screen where a number of assorted selection filters may be entered Set Grid Display Filters Enter a number of different filters set to limit the transactions that are displayed to the grid 2007 2014 by Sentinel Hill Software all rights reserved 202 Series 5 Accounts Payable User Help Print Archived Voucher Journal Generate a
332. g the slide bar the Slide bar to the right 1st data line of each page is displayed at the bottom of the screen Enter a search string This may be text or a number as it would be printed in the Search for IMAGES VIEWED v report The drop down list contains previously entered search strings Search for the entered search string The page where the string is found will be al displayed and the line containing the text will be displayed in red Search Forward or Backward for the E tal entered search string Display the select Page GoToPage 1 Display the Prior or Next page of the BI report 5 4 3 Archived Reports Management The Reports Manager is available to each of the Series 5 applications Whenever a report is generated the operator may have chosen to direct the output to be Archived These archived reports may be viewed and printed using the Reports Manager Accessing the A P Reports Manager From either the A P Main menu or any application select Reports Manager from the File drop down menu 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 113 SHSI Series V WEB Management Inquiry Operations Reports Codes Reports Manager Batch Job Management i 9 Web Access Reports Manager Grid Screen Maintenance of the Archived reports is done with a Series 5 grid screen m Archived Reports Manager File Edit Help All reports b
333. ged List by Voucher v Go To the Trx with Voucher hjal _osoaa5s R ansve orsr78_ SrucuetEnonees wod fonse mw osoasa R a iors orease ThePiedwod e OO a a F osoea7 a a ios orrros er orrce propucts few a o F osore R a soves ors6es De HESS comey Ja ma ej F osoea9 R 4 096 0735 sm wa aa Fososso R a7ivas ora6 2 Dowring Dimis nc e oss O O o osoa a 4 0496 014964 Nnovesbaacton ss f m Faso R anus nes ponesto ara fos O o ososaa a ai0a5 0r2573 Hayes Bott Mectaricaie frostas asst 45670 osoasa R 27378 08713 A Points Transporten Ja T samm F oso areslos venon nornen o vas osor R as nes tore overt ons Fass n isne ots fusan e ree F osorso a oeras lorear3 wien Bian m a Items are listed in ascending order by Youcher Search Fast Buttons Trx Details To have the current highlighted item in the grid displayed in detail Anew screen is displayed The associated Expense Distributions and or the Checks that were used to pay the item may also be displayed Double clicking the particular row of the item also causes the Transaction to be displayed To have a number of different filters set to limit the transactions that are displayed to the grid To have a report generated listing selected Archived Transactions The format of this report is exactly the same as A P Transaction Posting Journals 2007 2014 by Sentinel Hill So
334. generated checks in the Check Processing grid screen Prior to generating or posting any computer generated checks should you want to have a register generated for these checks that is separate from the register that would list your computer generated checks click the Print Manual Prepay Quick Register push button Any checks that are presented in the grid except for computer generated ones will be posted deleted and a register report generated and archived The operator will be prompted as to whether they want to proceed or not SHSI Series V Accounts Payable 4 seperate Check Register will be printed for unposted Manual Prepay and Quick Checks on file for this Account They will also be posted 4re you sure you wish to proceed The Check Register report if archived will be catalogued with a report name of APCHECKyymm REG where yymm is the date the report was generated The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 0 1 for full details a 2007 2014 by Sentinel Hill Software all rights reserved 296 Series 5 Accounts Payable User Help 6 4 14 Generate Fraud Interface File This Series 5 Accounts Payable operation s menu item offers the functionality to generate a file that can be sent to your bank
335. ger Date 10 31 05 Disc Date 9 30 05 CANADA Reference Memo Expense Distributions Sub Ledger 6541 404 Contingency Consultants Sub Click to show the Cnaekeihatware PO Release used to pay this PO Line Amount invoice This button 2 643 51 willl be replaced with onthe reads Show Distributions A P Control Account 2600 001 Accounts Payable US Total 2 643 51 Invoice Amount 2 643 51 Discount Non Discountable 0 00 Discount Amount A P Period Analysis Inquiry GST Taxable 0 00 GST Paid 0 00 The Accounts Payable system records all transactions relating to the expenses to the operation of your company It is a subsidiary system to the General Ledger system It accumulates charges incurred to your suppliers expenses charged by employees and tracks all payables checks generated during the operation of your business A P distributions are generated and moved to the G L as journal entries In an effort to reconcile or analyze the source of the G L Journal Entries from the A P system this reporting function accumulates sub totals by fiscal periods or years or calendar months or years If there are questionable transactions or account totals in your G L this analysis is a useful tool in attempting to identify how they came about Also sub totals are accumulated by a variety of other factors that may be used for assorted analysis Analysis with sub totals by assorted periods of time are availabl
336. grid processing screen E A P Trx Batch Maintenance File Edit View Help Ld we Define A P Trx Batch Sessions Select to modify or delete or add a new A P Trx Batch Session BI Fast Buttons New A P Transactions are entered grouped within an A P Batch Exit a Add a new AP Trar View ALL by Batch Code bd Go To the Batch with Code J C Refresh Batch 007020 P 9 14 05 10 05 05 fooza22 n s7605 Modify Modify the A P Trar Ol P 10 12 05 iahii i user Batch highlighted ir 007025 10 05 05 10 05 05 007042 10 20 06 10 27 05 007043 10 20 05 10 20 05 Delete Delete the A P Trar cod fee st sae nom Batch highlighted ir LARRY 2710 06 3 190 74 USER La 2710706 LARRY2 2 10 06 3 190 74 USER 9 02 08 F LSCHED 1113 06 a 0 00 USER 11 13 08 Generate a report li 12 12 07 E a tomeduser A P Transaction Ba 7 18 05 2 242 00 SYSTEM SCHEDULED TRXS 1 16 06 already on file ALL Batches listed in order by Batch Code Search Remove all A P Tra Batches that have t completed and pos a specific date ranc Edit an existing A P Transaction Batch by double clicking it s associated row Standard Series 5 grid controls apply You may choose to have the Batches in the grid displayed sorted in a variety of different ways Click on the List by list box to select the desired sort Operational Tip You can select to list only the Active Batches or only the Postec Batches to redu
337. h what has changed in the latest version of the program Copyright Notice e Sentinel Hill Software Inc has made every effort to ensure that the material published in this Help file and or manual is correct and accurate but reserves the right to make changes without notice at it s sole discretion at any time e PROPRIETARY RIGHTS NOTICE All rights reserved This material contains the valuable properties and trade secrets of Sentinel Hill Software Inc of West Vancouver 2007 2014 by Sentinel Hill Software all rights reserved Ea Series 5 Accounts Payable User Help BC Canada Sentinel Hill embodying substantial creative efforts and confidential information ideas and expressions no part of which may be reproduced or transmitted in any form or by any means electronic mechanical or otherwise including photocopying and recording or in connection with any information storage retrieval system without the permission in writing from Sentinel Hill Software Inc e Copyright 2008 2014 An Unpublished Work by Sentinel Hill Software Inc Printed in Canada 2007 2014 by Sentinel Hill Software all rights reserved 2 1 2 2 10 Series 5 Accounts Payable User Help Introduction The topics in this section provide some basic information about the Accounts Payable system what it is for and what you can do with it Product Overview The Accounts Payable system basically accumulates your suppliers invoices manag
338. hat are the same every month When this batch is invoked its transactions are copied to a Regular Batch which then may be edited prior to actually being posted to the A P system These Batches and their transactions remain on the system Next Scheduled For mmddyy Applicable only for Re Occurring Batches This holds the anticipated date that this batch should be selected to have it s transactions entered into the system Applicable only for Re Occurring Batches This defines the frequency with which the batch should be re invoked aw ag For information purposes to record the operator that created the Batch Earliest Latest Transaction Date mmddyy 2007 2014 by Sentinel Hill Software all rights reserved 426 Series 5 Accounts Payable User Help When transactions are entered for this batch they must fall within the starting and ending dates entered Default Ledger Date mmddyy When AP transactions are entered for the batch this date will be automatically assigned as the Ledger Date When associated G L distributions are generated this is the date that is used When the transaction is entered a different date may be entered Default Due Date mmddyy When AP transactions are entered for the batch this date will be automatically assigned as the Due Date Manager s Approval Option Enabled The Series 5 A P system provides the option to force all invoices entered into the system to be approved by up t
339. he Bank Code used to determine the Cash Account used when checks are generated The following screen is displayed for to enter or modify the profile for the vendor 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 401 Vendor 019658 SENTINEL HILL SOFTWARE INC Modify the Properties of Name and Address Remit Address Notes A P Profile 1099 YTD Stats Auto Distributions These fields define standard 4 P control options assorted defaults and options for use with the Purchasing Processing system ae Vendor Status Normal Payment Terms f Compute Vendor s Invoice Due Discount Dates Dus Dot ol Dens fe Je As a specified number of days following the Invoice Date Discount Date of Days fo Ja As a specific day of the month following the Invoice Date Discount Default Bank Acct Cade Used for Payments nh JP Morgan Chase Currency E th Canadian GST Tax Status not applicable m P O Default Extra Cost Code sl Vendor A P Profile Screen Field Definitions Vendor Status drop down list Select how this Vendor is treated with respect to their Discount policy or whether or not payments are to held or purchases are permitted from Unless there is a particular problem with this supplier you would generally select Normal Normal Hold All Payments to this Vendor Discounts Always Taken on Invoices No Further Pu
340. he Series 5 software will automatically insert a single quote character in front of the string before inserting to the cell Oct 7 2008 User Access Maintenance The Series 5 User Access maintenance routine has been enhanced to simplify the steps to establish new users and give deny access rights Sept 24 2008 e The Enable and Enable Like functions have been simplified In each case you now just highlight the Red head that is to be given access rights and click the Enable or Enable Like push button or right click and select the desired function from the pop up menu e For the Enable Like function a drop down list will be presented from which you can select the user that already has access rights whose rights are assigned to the new user e The Copy function has been simplified If you highlight a Green head user that 2007 2014 by Sentinel Hill Software all rights reserved Introduction 35 is already enabled and select Copy from the Edit menu s drop down menu you will be able to select one of the users that has no access rights in drop down list that is presented The Copy is basically the reverse of the Enable Like function e For Green head users that are already enabled when right clicked the pop up menu has 2 new functions Set All Items to Full Access Set All Items to No Access These will make it easier to set up and maintain the users access rights e A pop up window will now be displayed w
341. he Subject of the emails that are sent out Message Source radio buttons Select whether the message is to be keyed in or to be loaded from an already existing text file Message Text File Folder and Filename X 70 amp X 40 lf the text of the message is to be loaded from an existing text file enter the path and the filename of the file Click on the Browse button to locate the desired file Message Text X 8192 Enter the text of the email to send The message may contain pseudo variables that will be replaced with applicable text when the messages are sent for each Vendor Enter the full path to any attachments that are to accompany the emails that are generated Click on the Browse buttons to locate the desired file s 2007 2014 by Sentinel Hill Software all rights reserved 322 Series 5 Accounts Payable User Help 6 4 19 Generate 1099 Forms This menu function is used to generate and print the Federal 1099 forms that must be submitted to the Internal Revenue Service Each of the 1099 MISC 1099 DIV and 1099 INT types of forms may be generated A 1099 form is printed for those Vendors that have a 1099 Category defined as one of their properties Only those Vendors so marked will have a 1099 printed for them In the United States federal 1099 forms must be printed and filed They are printed for individuals who receive compensation but who are not employees The Vendor s name address and Federal ID number retriev
342. he approval managers from the sub folder named S5 AP Approvals that must be created in the user s Outlook s Inbox When the system reads the email within the first 18 characters must contain either RE Initial Request for Approval to Pay Invoice or RE Reminder Request for Approval to Pay Invoice ff this is not the case then the email will be moved to the Un Related Emails sub folder When the approval manager Replies to the emails that were sent to them they must leave the subject line as it is and ONLY edit the line so that either APPROVE REFUSE or REVIEW remains at the end If either of these text strings are not present the sub document will be flagged to be On Hold and moved to the To Review sub folder When approved the open item will be eligible to be selected to be paid For those items that are Refused or To Be Reviewed their status properties will be set accordingly Once an email has been identified and the associated item approved or not the email is moved to a sub folder within the S5 AP Approvals inbox Depending on how the manager replied or whether the email was recognized as a Reply from an email sent to request for an approval the email will be moved to the following sub folders 2007 2014 by Sentinel Hill Software all rights reserved Type of email Sub Folder Email is Moved To The email was not a Reply to request for Un Related Emails approval e When this function is selected the only sc
343. he check to be drawn from e After all invoices that are to be paid are entered the operator clicks on the Print the Check push button and the check is printed A P distributions are generated and A P Open Items recorded 2007 2014 by Sentinel Hill Software all rights reserved 238 Series 5 Accounts Payable User Help e A Quick Check Posting Journallss may be generated and printed at any time that list all invoices that have been paid since the last journal was produced Quick Check Transaction Entry gt Quick Check Entry Screen ze gt A P Invoice Entry Screenl zs Accessing the A P Quick Check Print Function From the A P Main menu select Enter and Print a Quick Check from the Operations drop down menu E SHSI Series V Accounts Payable Fie Trx Inquiry Kem A Reports Codes Maintenance New AJP Transaction Entry seat Scheduled Transaction Entry n 4 Enter and Print a Quick Check ill Electronic Invoices Interface i 0 Ac f Change Item Due Disc Dates Mark Items Manually Paid 5Da Purge Zero Balance Payables 1Sc 6 4 3 1 Quick Check Entry Screen The Quick check entry screen resembles that of a check form with a grid beneath it that will hold up to eight invoices The following steps must be followed in order to have the check eventually printed e Within the check face o Select the Vendor to be paid o Select the Bank Code for the account that the check is written agai
344. he operation to Clear Vendor Year to Date YTD figures At that time the Year To Date amounts for each vendor will be reset to ZERO Last Year On an annual basis the Accounts Payable manager is responsible for executing the operation to Clear Vendor Year to Date YTD figures At that time the all the Year To Date amounts are shifted to the Last Year amounts Life To Date Since the Vendor was added to the system The following screen is displayed these statistical amounts for the Vendor 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 405 Vendor Maintenance Vendor 000466 OLD CAPITAL FUNDING CORP Modify the Properties of Name and Address Remit Address Notes AZP Profile 1099 YTD Stats Auto Distributions Year To Date and Last Year figures are accumulated as Suppliers Invoices are entered into the A P system 1099 amounts are accumulated as A P Checks are generated and posted They may also be re computed using the Recalc 1099 operation Last Activity Date 13 16 99 Accumulated Statistics Year To Date Last Year Life To D ate Purchases 116 000 00 70 099 00 755 500 00 Discounts Taken 1099 Control V 41099 Form needs to be produced and printed for this supplier 1039 Form and Amount Type 1099 MISC Non Employee Compensation Box 7 Accumulated Purchases 99 888 00 for the Reporting Year 2008 Update Cancel gt 1099 Ac
345. he sum of all invoices selected to be printed is less than or equal to ZERO then a payment is not generated e Checks are printed and Direct Deposits are generated for each Vendor They are printed either sorted by the Vendor Code or by the Vendor s Company Name as determined by a property set in the A P Control Preferences 7 e Check numbers and ACH ID s will be automatically assigned as determined from the designated Bank Account e Checks must be printed on custom printed forms They can be printed on either tractor feed multi copy continuous forms or on single sheet laser printer forms as determined by a property set in the A P Control Preferences 7 In each case standard layouts are provided however Sentinel Hill Software may be contracted to produce any type of customized variation e Checks are printed to the Series 5 Printer Queue that is selected from the Print Options screen This will default to the Print Queue that is set in the selected Bank Account Code s Check Printing Preferences sl The checks will be printed to the selected queue or archived depending on the settings established using a configuration file entry variable named XXXXX AP CHECK Q where XXXXxX is the particular Series 5 Company System Refer to the tables found in the Appendix under the topic titled Printer Control Variables s4 2007 2014 by Sentinel Hill Software all rights reserved 22 Series 5 Accounts Payable User Help e Printed
346. he text APPROVE REVIEW or REFUSE depending on whether they approve the payment or not When the new Load Manager Approval Emails operation is selected the system will read the emails from an Outlook Inbox named S5 AP Approvals retrieve the associated vendor invoice payable and record the approval status If the manager approved the payment the selected payable will be marked accordingly and it will then be eligible to be selected to be paid Depending on the type of approval the emails will be moved to other Outlook Inbox folders located in the S5 AP Approvals folder This new operation may also be selected to execute in the Series 5 Background Batch Processor It can then be scheduled to automatically execute hourly or daily Sept 20 2013 Approve Items for Payment A new function has been introduced to the A P Menu Operations drop down menu 2007 2014 by Sentinel Hill Software all rights reserved m Series 5 Accounts Payable User Help Approve Vouchers for Payment provides the functionality to allow an Approving Manager to view each of the payable items that he she is responsible for approving For each item they may approve it or not to be paid select it to be paid or even have it deferred from being paid Additional functions include the ability to have all eligible items selected to be Auto Approved If scanned POs or Invoices have been attached to an item they may also easily be displayed Aug 24 2013 Man
347. hen any given menu item in the tree is right clicked You will be able to set the access to either No Access or to Full Access directly without having to edit the properties sub screen User Access Maintenance The Series 5 User Access has been enhanced to support up to 250 Logon Users Formerly was limited to 100 users Sept 10 2008 Print Manager and Browser The Series 5 reporting and printing routines have been enhanced to handle filenames of up to 30 characters long The UPGRADSM utility must be executed to have the Report Manager file s records rebuilt to accommodate the larger field Aug 25 2008 Import and Export and User Interface Applications In all applications that offer the opportunity to load from or read a text based interface file where a BROWSE button had been provided you will now be able to select files that have a or a SPACE in the filename or the directory path Aug 25 2008 Import Export Functions The import and export function has been enhanced to provide support for Office 2007 EXCEL utility The system will identify Office 2007 utilities by seeing if Excel EXE can be found in the clients s C Program Files Microsoft Office Office12 folder For exporting the files will be created with the XLSX extension and if selected to be launched Office 2007 Excel will now correctly be executed Aug 25 2008 On Line Help The Series 5 systems now have On Line Help You can access these help files from th
348. her from a pre defined sequential flat file or from a column oriented text file or spreadsheet data is read and parsed and used to generate New A P Transactions Some of the features associated to Interface function are as follows e Data is loaded either from a pre defined sequential file from a spreadsheet from a CSV file or Tab Delimited file e All input data is validated If an undefined Vendor is encountered it will be identified 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 243 on the Edit List and if the posting to A P option was chosen it will be canceled e If an invalid G L Account is encountered it will be identified on the Edit List but the posting to A P if that option was chosen will proceed If a blank Expense Account is provided the system will insert the G L Account of 88888888 888 Either way it will be necessary to edit these expense distributions from the given A P batch once the interface is completed e Transactions are written to an A P Transaction Entry Batch e Once items are interfaced they are written to a normal A P Transaction Batch From there they can be posted to the A P system complete with a Posting Register e A Pre Load Summary report may be executed that reads Columnar Import files It lists each Company for which transactions will be loaded the of Invoices the of undefined Vendors and of undefined G L Expense Accounts It als
349. hern Trust record layout 301 options entry 297 output file select 299 tab delimited layout 301 Ge generating emails 87 2007 2014 by Sentinel Hill Software all rights reserved 512 Series 5 Accounts Payable User Help H help getting help 37 historic open payables report about 340 HTML Help access 87 importing data about 91 96 employee expenses 242 from Excel workoooks 96 import options screen 96 supplier invoices from spreadsheet 242 tab delimited data 96 Vendor Master records 418 vendor record data 392 invoice history inquiry 149 purging old invhoice history 174 vendor invoices inquiry 170 manual checks having the computer print 156 posting register 295 selecting invoices manually paid 156 selecting the band account 156 master code Lookup window 62 0 open items payable inquiry 150 P period analysis building options 375 data export layouts 379 distribution types 371 drill down feature 378 preview grid 371 printing exporting options 375 prepaid checks assignment of check numbers 448 posting register 295 purging old data A P entry batches 462 archived A P transactions 459 check history 464 check reconciliation history 466 vendor invoice history 462 B report generation A P Vendor filters 100 about 105 archived reports 105 displaying to the screen 105 having reports emailed 105 108 outputting to a printer 105 report options screen 105 saving as a PDF document 105 saving as
350. hese possible item approval status states for all outstanding items up through a specific cut off date The report may be generated in detail listing each item or in summary reporting applicable totals Some points to note when generating the Approval Status report e The report may be generated as a Summary or a Detailed report The Summary report lists the totals for the selected grouping options The Detail report list the totals along with each individual Open Item that is due to be paid e As an option emails will be sent to the designated approving managers to either advise them of a new invoice that is to be approved or to remind them of invoices that are waiting to be approved e The report may be generated with items grouped by Approval Managers Management Departments or Vendor Types with applicable totals e For each grouping a further breakdown is offered by Vendor Code or Name and Manager Code or Name e When generated in detail the age of each item is also printed 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 347 Automatic Emailing of Notifications and Reminders An email may be sent to advise managers of new invoices that are to be approved or to remind them of ones that are waiting to be approved Notices and reminders may be sent to the approving managers The body of this message which you can edit to your likening must be set up in a text file named AP
351. hose that have not yet been output For Checks Dated mmddyy 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 299 Enter the date range of the checks for which a record is to be output Include Previously Interfaced Checks check box Normally you a given check would only be interfaced once The system flags the historic check records to indicate that they have been output to a Fraud interface file Set this check box if you wish to have the checks output again Email the generated file check box If you wish to have the system automatically email the file that is generated set the check box The recipient s name and email address must already have been set up in the Bank Code s properties and the body of the email message must have been set up in a file named AP_Positive Pay_EmailMessage txt that must be located in the folder named Email Templates see above Fraud Output File Select Screen The options for generating the Fraud Interface file are defined with the following screen 2007 2014 by Sentinel Hill Software all rights reserved 300 Series 5 Accounts Payable User Help Generate Check Fraud Interface File Generate a Positive Pay Fraud Interface file to be transmitted to your Bank Fraud Interface Select Send Options Positive Pay Output Options Select the Folder and Filename of the file that is to be generated Output To Folder C
352. i Restricted Restricted or None Those menu items that offer Semi Restricted or Restricted as options generally have multiple functions some of which will not be granted to the user Show in the Favorites Tab check box Menu lf checked the corresponding menu item will be displayed as a push button on the Accounts Payable application s menu on the My Favorites tabbed sub screen Scheduled Function Re drop down list Occurring To set up this menu item to be scheduled select a frequency other than No The corresponding menu item will be displayed as a push button in either the Scheduled for Today Overdue Function or Coming Due tabbed sub screen on the Accounts Payable application s menu Scheduled Function Next mm dd yy Scheduled For Enter the date and time at which this particular scheduled function is to be executed v 5 6 2 Users Scheduled Menu Functions Users may choose to select specific menu items to appear on the Favorites or Scheduled sub screens when the Accounts Payable menu is displayed Refer to the Scheduled Menu Functions topic in the chapter on The Basic User Interface for a description of these menu sub screens amp My Scheduled Menu Items Screen Users set up the scheduled functions in a tree structure Following is the screen that is 2007 2014 by Sentinel Hill Software all rights reserved 134 Series 5 Accounts Payable User Help displayed listing each menu set and sub f
353. ich may be negative must equal 100 e Sub Ledger Project codes may be entered only if the selected G L Distribution account has as one of it s properties the option to Always or Optionally allow for a Project code e You may edit the Amount directly on the Auto Distribution screen s grid The following screen is displayed to enter or modify the Auto Distribution Account and the percentage share of amounts to be recorded to the expense Modify Vendor Auto Distribution Auto Distribution for Vendor 000466 Amount Left to Distribute 0 000 Expense Distribution Account 4 0000 05001 60 040 Distribution Percentage SALARIES PROGRAMMING 10 000 Sub Ledger Project Code asl Update Cancel Auto Distribution Screen Field Definitions G L Expense Account 9 18 9 5 This is the G L Account to which the Expense amount is distributed to as a credit Sub Ledger Project X 6 X 8 X 4 X 4 or X 4 99 99 If the Series 5 General Ledger system is configured to use Sub Ledger Projects and the selected account has been designated to allow project codes this fields will be displayed Enter the Project Code to which this revenue is associated to 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 413 Distribution Percentage 999 999 Enter the of the value of the Invoice that is is to be generated as an expense to the specified G L Account
354. ight have been created for any given Vendor VENDORS XXX Holds the master A P Vendor records VND1099W RK XXX ls a temporary file that is created when the 1099 Preview function is executed Once 1099s are printed and posted this file is deleted VNDHSINV XXX This is the A P Invoice History file For each Invoice entered a record is recorded in this file These records are used to ensure duplicates are not entered for analysis for inquiry and for voiding 2007 2014 by Sentinel Hill Software all rights reserved checks This file is also used to hold the Vendors Check History records Check History records are those that have Cnnnnnn in the history records Invoice field where nnnnnn is the check number VNDHSTMP Xxx As A P Invoice Transactions are entered into their respective Entry Batches a record is written to this file It is used to ensure that duplicate Invoices are not entered VNDTYPECODE Xxx Holds the master A P Vendor Types records 7 1 4 Email Message Text Files These files are used to hold the text or HTML for the email messages that are sent from assorted functions in the Series 5 systems They must be located in the sub directory named Email Templates found in the System Generated and Archived Reports directory associated to each applicable Series 5 company system A P System Control files Filename Application Function Email Subject Attachment A P AP_PositivePay_EmailMessa Generate
355. ile If chosen to Save to MS Word Printed then you must select the Captured Printer to which the report is to be printed To Captured Printer X 12 If chosen to Save to MS Word Printed then you must select the Captured Printer to which the report is to be printed This must be a valid network printer that was captured using the Captured Windows Printers maintenance function available from the Series 5 main menu under the System Maintenance drop down sub menu Refer to the Systems Management Help if required 2007 2014 by Sentinel Hill Software all rights reserved Send a copy to E Mail Recipient Report Header User Note 5 4 2 Report Browser Basic Processing Procedures 111 If chosen to save the report to a disk file you may also select to have an email sent with the generated disk file as an attachment Set the check mark to have the report emailed If you need to personalize the report the text you enter here will be printed at the top of the 1st page When selected to direct a report output to the Screen Browser or from the Reports Manager you have selected a particular report the Series 5 Report Browser screen window will be shown Report Browser Report ARACOUNT LST Page lof 12 Search for 801 0110 0406 001 0200 9040 663 61 66 646 664 6166 646 664 6466 646 664 9 666 646 665 6166 646 611 6657 666 611 6666 626 611 6661 6686 611 6696 646 611 698 646 611 67 62
356. iles This data is available for a variety of inquiry and reporting functions Over time these files may become quite large This function may be used to purge or delete these Archived Invoice History records A variety of selection filters may be set allowing you to be very specific as to which records are deleted By default the date range this is presented will ensure that all records dated within the past five years are not deleted The operator is presented with the standard Vendor Select Filters o screen This allows you to select specific ranges of vendors vendor types and a variety of other criteria used as filters for selecting the vendors whose records will be purged Accessing the function to Purge the A P Check History records can be done either directly from the Historic Voucher Archives Inquiry function or from the A P Menu s Purging drop down menu 2007 2014 by Sentinel Hill Software all rights reserved o Series 5 Accounts Payable User Help Wizards User Functions Contri Purge AJP Trx Batches Purge Invoice History Purge Check History Purge Reconciled Che Warning Once Archived History records are purged this information will not be available to any of the AVP Inquiry or reporting functions Be quite sure of the need to purge this data Archived Voucher History Purge Options Screen The following screen is displayed offering a variety of filters for the pu
357. ill Software all rights reserved SORT_DIR c windows The directory path in which temporary sort files temp are created used by the system On FAT systems this path should be on the users PC On THIN systems it should be on the UNIX server Set to 1 to enable the workstation s theme in how the Windows controls are displayed This is only available to Windows XP Windows Vista and Windows 7 using Acu GT 8 1 or later V VERSION The default Revision of the type of AcuGT files to be used Must be set to 3 Mail Management Control Variables The following variables are used to define to define Forms that may be printed The argument strings are printer command strings that are unique to the given types of printers Variable Default or Description Sample Argument DOS_MAIL_CMD d sS util RECEIVER_NAME DOSEMAIL RECEIVER_ADDRES S SENDER_NAME SENDER_ADDRESS SUBJECT MESSAGE_FILE ATTACHMENT ATTACHMENT2 The shell command that is executed on Windows systems to have email sent using a mail program other that MS Outlook or other MS mail programs In the Series 5 system is used to access a 3rd party utility to send email to Lotus Notes users Each pseudo variable will be replaced with the applicable string or path DOS_MAIL_PATH The directory path in which the temporary mail messages are created on the Windows PC when mail is sent using the DOS_MAIL_CMD UNIX_MAIL_CMD The shell command that is e
358. in detail the Vendor Code and Voucher Number are recorded with the distribution If not then the distributions will be summarized by date for each Expense Account You should typically have this field checked Generate Detail Cash check box Distributions When Vendor Checks are generated and posted the cash distributions are recorded in the A P When recording the information in detail the Vendor Code and Check Number are recorded with the distribution If not then the distributions will be summarized by date for each Cash Account You should typically have this field checked U S Federal Reporting ID X 12 Enter the federal ID number assigned to your company This will be printed on any 1099 forms that are generated If you do not have a number use your social security number In either case enter the dashes 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 473 G L System Company Code X 8 For users with the Series 5 General Ledger system enter the G L reporting Company Code of the company to which Journal Entries from this A P system are to be recorded If you don t have multiple companies defined in the G L then enter SINGLE_ in this field Next Numeric A P Trx Batch 9 6 Code Vendor Invoices are entered into the system utilizing sets or batches of transactions If you make use of numeric Batch Codes when new batches are created the operator can strike the F1 func
359. ing Functions Voucher Summary Totals Display SCree Nn cccceceeeeceeceeceeeeeeeeeeeeceecneceeseeeeaecaeeaecaecaeseeseeseeseaseaesaesaeseseeees 204 Archived A P Voucher Transaction Display SCree Nn cece eee eee ce cece cece see seeseeeeeeseteseeeeenees 205 A P Period Analysis INQuiry ccscsssssssesesseesesessessessesseeseesnesoeseessesaesaesaesensseesoeseesaesaeseusnvaneaneanesaesaesansaneaes 4 Operational FUNCtIONS 12 2 0 2022682 502250 c0h2ccecccesdenecsasececcadeeccteaneecensseececdedencncgarecceccusecceteveexcess New A P Transaction Entry ou ccc scssssescessessesseeseeseeseeseesessesoevsesseeseennesaesaesaessesseeseesaesaesaeuaevanvaneseeneesnasaesaeeaes A P Transaction Batch Selection ceceessessceeseeeseeeseeeaeeeaeesaeeeaessaesaessaesnessaeeseeeseeeseeeaeecseseaeeeaeeeaeeeaeseaeesae Trans action Entry Catches cc y ci ccc esha TORTTI teen AT A TAAS Transaction Data Entry SCree ny cecesecessseesceeseeeceeseceaeeeaeesaeeaecsaecaessaessaessaeeseeesaesseesanesseeeaeseaeeeaeeeaeseaeeeaes Expense Distribution Entry Screens 0 eee en eee ene see nee ne nese soe snesne smegma case seseesete Repaining a Broken A P Bate Nise scree cscs secs cece creed i ar aa aaa ora aaea APAONE NATA ST cus cus A Ae AANE E ASEA EE Scheduled A P Transaction Entry cccccesescescessessessesseeseesoeseeseesoesoesaeseeseessessaesoesaessesseusevenesnesnsnaesaesansaneaes Scheduled Transaction Entry Grid eceesceseesec
360. ing Vendor Notes When a Vendor that has notes defined is selected from the A P Vendor Inquiry function Ex icon is displayed Click on itto view the notes the OLD CAPITAL FUNDING CORP Vendor 000466 zi th ant al MIAMI FL JILLCRAWFORD Open Items Payable Invoice ry Check History Vendor Notes Screen Field Definitions General Comment X 50 This is a brief comment It appears on the A P Vendor Inquiry function screen for the 2007 2014 by Sentinel Hill Software all rights reserved 400 Series 5 Accounts Payable User Help vendor that has been selected It is also printed on the Vendor Analysis reports tet ww Enter up to 1000 characters of text Words will automatically wrap to the next line where necessary Anew paragraph may be entered with the Enter key Notes Display Option radio buttons This is an option that was used in the Series 4 version of software 6 6 1 5 Vendor A P Profile Screen Vendor A P Profile Entry Screen This screen is used to record select properties associated to how the vendor is dealt with by the Accounts Payable system In particular the following codes are defined e Vendor Status is used to classify or group vendors and may be used as a Selection parameter in all vendor related reports e The method for calculating the Vendor s Invoices Due Dates and if applicable eligible for Discount Dates e The Default Bank Account if an anomaly t
361. ional Functions The topics in this chapter describe functions and procedures that are a available under the Operations drop down menu on the Accounts Payable menu These menu items are used to perform the major processing functions in the Accounts Payable system In particular the functions for entering Sales Transactions and Cash and for generating Customer Statements are found here These functions are available from the A P Menu Bar as shown 2007 2014 by Sentinel Hill Software all rights reserved 207 208 Series 5 Accounts Payable User Help SHSI Series V Accounts Payab File Trx Inquiry Reports Codes Maintenance Purging Wizards User Functions Control Gii Window Help New A P Transaction Entry User USER Scheduled Transaction Entry 4 Enter and Print a Quick Check ge Electronic Invoices Interface A cc Change Item Due Disc Dates 5 Dai Mark Items Manually Paid 1S Purge Zero Balance Payables ction Entry 9 Payment Processing 3 Coming Due 4 My Favorites The follg Approve Vouchers for Payment Email Approval Managers Load Manager Approval Emails N Select Vouchers for Payment Defer Vouchers from Payment Payments amp Check Processing Generate Fraud Interface File Void a Posted Check Check Reconciliation Export A P Distributions Bulk Email Generator O Generate 1099 Forms Clear Vendor YT
362. iple companies a separate Access record must be defined for each company The user s default printer and each individual menu items access rights are defined Once the User Access for a user is established they may define specific menu items to be scheduled That is an icon will appear in a tabbed sub screen in the applications menu on the date that it has been scheduled Refer to the section on Scheduled Menu Functions 47 under the Accounts Payable Application Menul 401 Chapter for further information and the topic following 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 127 Accessing A P Users Access Maintenance Function From the AP menu select User Access Privileges from the Control Options drop down menu DER Control Options ser Functions Fiscal Years Periods G L Control Preferences My Scheduled Menu Items r wa 5 6 1 Defining Users Access Rights Processing Tip lf your company requires strict controls as to which individual is entitled to set up User Access rights then a Gate Keeper may have been established See the topic on System Control Options found in the Systems Manager s Help for further information If this is the case then the designated Gate Keeper will be the only individual that will be able to select the User Access Privileges maintenance function The Users Access Rights record hol
363. is Vendor Analysis Reports X Invoice History Report Job Distribution Report Ns deif E T eee EN a AT NE iia a A P Open Item Report The Series 5 system A P Open Item report is basically a list of vendors unpaid Invoices It might be generated and archived as a permanent Accounts Payables Journal at the end of every month It may also assist with managing the process of deciding which items should be paid or not and aid in managing cash flow Some points to note when generating the A P Open Items report e The report may be generated as a Summary or a Detailed report The Summary report lists each vendor s totals The Detail report list the vendors totals along with 2007 2014 by Sentinel Hill Software all rights reserved 336 Series 5 Accounts Payable User Help each individual Open Item e As an option the Vendor Summary data or the Detail Open Items may also be exported either to an Excel spreadsheet or a tab delimited text file e The report shows the age of payables items based on the aging date specified As an option individual Open Items may be aged either by Invoice Date Ledger Date or Due Date Aging by Ledger Date may be useful when attempting to reconcile the A P Control account balances in the General Ledger e Open Item Vendors have items aged by the date of the invoice debit memo or balance forward item to which they apply or in the absence of theses documents the ear
364. is basically produces an analysis of A P transactions accumulating totals by month year G L periods or G L years Totals are computed by Vendor A P Account Vendor Types and Sub Ledger Project Codes This report may be useful for reconciling differences between the A P and G L systems 1099 Generation The generation an manipulation of 1099 s has been overhauled There is anew a preview mode that generates a list of 1099 Vendors which may be viewed in a grid Check Reconciliation The process of Check Reconciliation has been overhauled Unreconciled checks are now displayed in a grid screen Totals are presented and items may be marked by simply clicking items in the grid Items may be listed sorted by Date Vendor or Check Number Getting Help There are a number of different sources of help in Series 5 In addition to this help file you can also access the Power Point tutorials and Sentinel Hill Software support To get started your main source of information should be this help file We have designed it to provide all the information you will need for using and learning the Accounts Payable Before contacting support please make sure that you really can t find the information you need here Thanks Displaying the help e The quickest way to display the help is to press shift F1 If context sensitive help is available it will be displayed automatically e Most screens will have a Help button that displays relevant informatio
365. ist or posting journal when generated if archived will be catalogued with a report name of APTRX_XXXXXXnn LST or APTRX_XXXXXXnn JRN where XXXXXxX is the Journal Entry session code The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing os for full details Editing Batch Properties 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 215 You can edit the properties for the batch directly from this A P Transaction Entry grid screen On the menu bar click Edit then from the drop down menu click on Edit A P Batch Properties AIP Transaction Maintenance Cut Transaction Copy Transaction New Modify Delete Replicate in a Series Delete All Transactions Replicating an A P Transaction as a Series of Invoices lf there is a need to enter a series of supplier Invoices all of which are the same but occur on a regular time interval into the future the Series 5 A P provides a function to easily enter them This is accomplished using the following steps e Enter the 1st Invoice with its date amount and expense distributions e Highlight the invoice in the grid and right click the mouse to display the pop up menu e Select the function Replicate in a Series CEES ES
366. ith P I Projects OdAlways Optional Never Owa Optional Never User Defined Distribution Report Sort Code Field Definitions Prout e This is the G L Number assigned to the Account The format of the number is defined by a property associated to the Series 5 Company System we x Is a description of the account This is printed on most A P reports and is displayed to most A P screens where the account is utilized Expense Recorded with Sub Ledger Projects radio buttons When this account is assigned as an Expense to an A P transaction it may or may not be recorded with a Sub Ledger Project Code Specify whether a Project is Always Optionally or Never required 2007 2014 by Sentinel Hill Software all rights reserved 6 6 6 Accounts Payable Menu Functions 437 Expense Recorded with P I Projects radio buttons This setting is applicable only to those installations that have the Series 5 Professional Invoicing system When this account is assigned as an Expense to an A P transaction it may or may not be recorded with a P I Project Code Specify whether a P I Project is Always Optionally or Never required Use Defined Distribution Report Sort Code X 5 When AP transactions are entered for the batch this date will be automatically assigned as the Due Date A P Job Codes Maintenance The Series 5 A P system provides to ability to track expenses by a Job Code When supplier invoices
367. ith a Due Date that falls on or before the Cut Off Date and the Due Date falling on or after the Payment Date These items have valid discounts if the associated Vendor s status is Always Take Discounts or the items allowed Discount Date falls on or after the Payment Date Items with the Due Date falling on or before the Cut Off Date and the Due Date falling before the Payment Date These items can have a valid discount only if the Vendor s status is Always Take Discounts Items with the Due Date falling after the Cut Off Date which still have Discount Valid Balance as of the Payment Date but no longer valid now but not valid for the next payment Items for Vendor s with status of Always Take Discounts are not included in this category D Non Discounted Optional For Vendors with no discounts invoices with the Due Date falling after the Cut Off Date and before the Next Payment Date e Totals for each Vendor include the following Past Amount Current Amount Net Current Amount Discount on Optional Due Due Due Amts Past Valid Current Valid Net Past Due Net Optional Amount Discounts Discounts Current Due Past Discounts Current Optional Amount to Past Due Current Lost Discounts Lost Pay Optional e Items that have been marked as Permanently Deferred from Payment are not included in the Cash Requirements reports e Vendors may be listed grouped by a variety of relevant codes and sor
368. ith the Reconcilion Date of 10 31 08 Select All To Be Reconciled Print Un Reconciled Checks Report Set Display Select Filters Clear All Selected Checks Print Reconciled Checks Report Post Marked Checks Reconciled 189174971982 Al il I PCA s JP Morgan Chase Show Unreconciled Checks Y List by Check v ft tl H Refesn G LCashAccount 1103 001 Northern Trust 2 GoToCheck Bank Account CHASE fh 5 08 07 8 001 00 019658 SENTINEL HILL SOFTWARE INC 200031 Mani 5 08 07 1 001 000 00 019658 SENTINEL HILL SOFTWARE INC Ee 200034 Mani 5 08 07 019658 SENTINEL HILL SOFTWARE INC 200035 uk X 0037 Quik 8707707 4 000 00 020723 11TH ICAAR _200039 Mari 8 07 07 20 00 400000 5000 00 015744 PUBLICATIONS amp COMMUNICATIONS Z o Z o O 3 02 09 261 21 018580 CDW COMPUTER CENTERS INC 400003 Comp 3 02 09 100 00 019658 SENTINEL HILL SOFTWARE INC 400004 Comp 3 02 09 46220 021859 GUERNSEY OFFICE PRODUCTS 400005 Comp 3 02709 55 44 022431 GARVEY S OFFICE PRODUCTS DO yi B rll lll 1 323 Unreconciled Checks ed 004620 to 640600 dated 11 13 85 thu 3 02 09 for __2 922 607 13 p Reconcile Control 5 Marked to Reconcile ed 200031 to 200037 dated 5 08 07 thu 8 07 07 for __ 2 005 543 00 Statement Total 1 230 553 17 0 Reconciled Checks ed to dated thu for 0 00 E Leftto Select 1 774 989 83 Checks are listed by Check
369. itions Menu Item list box The list is made up of those menu items that may be selected as a step by the Wizard Title X 40 This is the title of the processing step This field defaults to the name used in the applications menu It may be changed Grid Display Search Options You may search for specific records displayed in the grid using a number of relevant fields 2007 2014 by Sentinel Hill Software all rights reserved 142 Series 5 Accounts Payable User Help Click on the i 8 Search icon Asearch string may be entered for the following fields a Title a Wizard ID 5 7 2 Wizard Execution Screen When a Wizard is launched from a given applications menu the following screen is displayed 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 143 SHSI Series V Professional Invoicing File Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions Control Options Window Help UCC Direct DFS Test Company July 07 2008 01 11 PM User USER Professional Invoicing Processing Wizard 1 Make sure you have the interface files in the correct directory and that both WIP and RECAP files are for the same set Also have the correct invoicing forms ready in the designated printer when applicable Good Luck on your journey General Interface WIP and Recap Generate Invoices and Posting to A R Load General WIP Recap from Spsheet Have
370. k Account Code Checking cae nh PCAs JP Morgan Chase Repeat Report for future Pay Periods 7 For the next Weekly v Check Runs Include Vendors that have not been assigned a Default Bank Code With Items Selected for Payment Based On Payment Date 3709709 ma Cutoff Date 3709709 Next Payment Date 3716709 ma For this Bank Code use these Dates for the General Select function when next Printing Checks Type of Report Vendor Sort Options Detail Summary Grouped by Vendor Type v Sorted by Vendor Code i Accounts Payable Control C Segment report by A P Control Accounts All O Selected noah canen The report generated if archived will be catalogued with a report name of APCASHREQ RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printings for full details When generating the report the operator is also presented with the standard Vendor Select Filters screen ol This allows you to specify selected or ranges of Vendors Vendor Types and or only those vendors satisfying a variety of filter criteria Field Definitions Bank Account Code X 6 Select the Bank Account Code for which checks would be generated from for the items that would be eligibl
371. ks Include only Documents for Vendor C Jal Fields left blank are NOT considered in the selection process The preview report generated if archived will be catalogued with a report name of 1099PREVIEW RPT The actual forms generated if archived will be catalogued with a report name of MISC_1099S RPT DIV_1099S STM or INT_1099S STM Grid Display Filters Screen Field Definition Check Numbers radio buttons and 9 6 Select to have All checks or a range of checks displayed If a range is selected enter the starting ending check numbers With Checks Dates radio buttons and mmddyy Select to have All checks regardless of Check Date or only those for a given date range displayed If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 311 With Date Reconciled radio buttons and mmddyy Applicable only when displaying or processing check records that have already been reconciled The Date Reconciled is tested to the settings selected Check those types of checks that are to be selected Including items for Vendor X 6 To have only those reconciliation records for a particular Vendor listed or processed enter that Vendor Code Leave the field blank to display items for all Vendors 6 4 16 4 Reconcile Checks Reports Dep
372. l Segment by A P Control Account The Series 5 system provides for the option of having more that one A P Control Account If this is the case then you may select to have all Open Items associated to each A P Control account grouped together Additionally you might also choose to list ONLY those Open Items that are associated to a particular A P Control account Vendors Group by drop list When the report is printed the Vendors may be grouped and sorted with sub totals printed Yendor Currency City State Province Countr Vendors Sorted by drop list When the report is printed the Vendors may be listed sorted by a variety of different fields Vendor Code 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 357 6 5 5 A P Distribution Report The A P Distribution Report function can be invoked directly from either the A P Distribution Inquiry functions grid screen or from the Reports drop down menu from the A P menu ts Payable 1s GOWLS Codes Maintenance Purging AJP Open Items Report Historic Open Items Report Cash Requirement Report AJP Distributions Report t Filters Export AY Un Reconciled Checks Reconciliation Report wu e The A P Distribution report lists all the distributions that have been generated from the Series 5 Accounts Payable Purchase Order Processing and Inventory Management systems that have not yet b
373. l Hill Software all rights reserved e Series 5 Accounts Payable User Help Exit without selecting a date by clicking on the Cancel push button 3 5 Date Range Lookup Window Throughout each of the Series 5 applications there may be a need to enter a range of dates In most cases there will be an icon c of a small calendar located to the right of the fields Here is an example of selecting a range of Ledger dates in one of the G L system s functions Set Display Filters Set G L Transaction Selection Filters __ G L Transaction Select Filters Transactions for this function will be included based on whether their respective fis With Ledger Date O All Inclusive With Document a770 ZAILN Between Entered as Credits f you click on the calendar a Date Range Lookup window will be displayed from which you can enter the starting ending dates or choose from a variety of different date range possibilities from a drop down select field Date Range Lookup Window The window for entering a range of dates or selecting one form a drop down list 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface e Select Ledger Dates Date Range v From To j 7701208 7 7731 08 7s You may choose or set a given date range using a variety of methods Enter the dates in the From and To fields Click on the little cal
374. lar the function to access and view Archived Reports is found here 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 149 These functions are available from the A P Menu Bar as shown SHSI Series V Accounts Payable AEF Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions Control Options Window Help Reports Manager Batch Job Management h gt Sentinel Hill Software PCA Rev 5 08 July 18 2008 10 01 AM j3 Accounts Payable 6 3 Inquiry Functions The topics in this chapter describe functions and procedures that are a available under the Trx Inquiry Options drop down menu on the Accounts Payable menu These menu items are used to perform assorted screen inquiry functions In particular the function to query the Customer Open Items is found here These functions are available from the A P Menu Bar as shown SHS Series V Accounts Payable Cel File MESTE Operations Reports Codes Maintenance Purging Wizards User Functions Control Options Window Help vendor Open Item Inquiry Rev 5 08 AJP Distributions Inquiry p 7 Sentinel Hill Software PCA A 4 Historic A P Checks July 18 2008 10 01 AM Historic Voucher Archives gt i AJP Period Analysis runny ony T Year End 8 Transaction Entr 9 Payment Processing 1 Scheduled for Today 2 Overdue Functions 3 Coming Due 4 My Favorites 6 3
375. lar Vendor Invoice that you do not wish to have paid you may mark it as being either Temporarily or Permanently Deferred from being paid 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 265 The function to defer items from payment is one that is associated to the Vendor Open Item Inquiry application As a convenience it is offered as a menu item under the A P s Operations drop down menu For a full description refer to the topic titled Mark Items to Pa or Defer from Payment es found under the chapter on Vendor Account Inquiry 49 earlier in this documentation 6 4 13 Payments and Check Processing This Series 5 Accounts Payable operation s menu item handles the process of generating and printing your supplier s checks and or generation of ACH Direct Deposits In general the following functions are controlled e Automated general selection of invoices that are scheduled to be paid based on a number of different classifications e The generation of a Pre Check writing report listing those items that have been selected to for payment e The actual generation and printing of checks e The generation of ACH Direct Payments files ready for transmission e The Posting of printed checks and ACH payments to produce a Check Register and to write entries to the Payments History file and update Vendor statistics e In the event of operator error or printer malfunction have the set of generat
376. lds Purge Check History To have historic Check records purged A number of different filters will be offered including starting and ending dates 2007 2014 by Sentinel Hill Software all rights reserved 178 Series 5 Accounts Payable User Help Some of the special features of this Inquiry grid are as follows gt If any specific row is right clicked a pop up menu is displayed A number of functions may be performed associated to the Vendor s check gt The option to List By provides the option to browse through the Vendors either by Vendor Code or Vendor Name each listing checks by Date or Number You may also choose to list checks sorted by the Cash Account used to pay for the checks gt Agiven Vendor may be chosen either by entering their Vendor Code choosing it using the Lookup binoculars icon or by having the next or previous Vendor displayed that has open items Click the binocular icon wth the up down arrow to display transactions that exist for the prior next occurrence of that code on file gt Click the desired tab heading to have the Historic Invoices or the Historic Checks for the Vendor displayed Vendor Code Check Date v Vendor Code Check Vendor Code Check Date Vendor Name Check Date Xi Cash Account Check Vendor Code Check Date w Vendor Code Check Vendor Code Check Date Vendor Name 7 Check Date RE Cash Account Check List by
377. le User Help D Historic A P Open Payables Report Report APTOGLRECON RPT Print an Historic A P Open Payables Report Report Options Vendor Selects Print Options Select your options for the type of Payables Report desired 2 Type of Report Ledger Date Cutoff Detail Aging 1708705 r O C with Spreadsheet Output 4708703 m Summary Aging AXP to G L Reconciliation Open ltem Filters Sorting Options iclude ite Vendors Grouped by Accounts Payable Control Wando Sarad ban C Segment report by A P Control Accounts All O Selected Open Items Sorted by AgingTo Invoice Date Due Date Vendor Code Voucher O Invoice The report generated if archived will be catalogued with a report name APHISTOPEN RPT or APTOGLRECON RPT depending on the type of report that is generated The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing os for full details When generating the report the operator is also presented with the standard Vendor Select Filters screen 1o This allows you to specify selected or ranges of Vendors Vendor Types and or only those vendors satisfying a variety of filter criteria Export Options If the option to have the Detail or Summ
378. le Amount 9 999 999 99 This is the total Taxable amount from which the GST tax is computed The system will attempt to compute the Taxable Amount from the Invoice Total assuming it included any GST and PST that is to be paid Canadian GST Make sure that the Taxable Amount and the GST Tax Amounts are entered as shown from the Invoice Canadian GST Tax Amount 99 999 99 Enter the GST amount that is listed on the Invoice If the supplier is Exempt or Zero Rated or a US supplier or the invoice does not have the suppliers GST Tax number 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 225 listed enter ZERO as no GST has to be paid Canadian suppliers cannot charge GST unless their GST Tax number is printed on the invoice Narrative X 30 Amemo for the Invoice may be recorded This will also become the default memo that can be entered for each expense distribution Lien Waiver check box This field is provided strictly for information purposes It would typically be relevant for sub contractors Approval Manager Set X 6 The Series 5 A P system provides the option to force all invoices entered into the system to be approved by up to three different Approval Managers before it may be selected to be paid Approval Managers are recorded with an invoice at the time they are entered into the system The manager is notified by email that a new invoice needs to be appr
379. le This User or IV Highlight the node of the user to be set up and right click to display the pop up menu Then click on Enable User Like Another In each case the General Access tab sub screen on the top of the right pane of the window will be activated o If the user is to have access to all menu items set the Full Access check box o Select if any the Print Queue that this user is most likely to be using This will be displayed as the default when they generate a report o Click on the Add It push button 3 At this point the user is established but if you had not given them Full Access you need to set the Access Rights of each of the menu items that they are allowed to access o Expand the tree of the newly added user by clicking on the icon next to his now 43 green head o Expand the tree of each of the application s menu bar topics o Double click the menu item to which you want to allow access The Access 2007 2014 by Sentinel Hill Software all rights reserved 130 Series 5 Accounts Payable User Help Properties fields for the given menu item will be displayed at the bottom of the right pane of the window o Click the applicable Access Rights radio button o If this menu item is to be shown in the User s Favorites sub screen set the check box o If this menu item is to be scheduled select the desired Re Occurring frequency and set an initial scheduled date o Click the OK push
380. lect Vouchers ar Payment 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 211 A P Transactions Entry Batches 2007 2014 by Sentinel Hill Software all rights reserved 212 Series 5 Accounts Payable User Help Batching is provided as the method for entering transactions in those Series 5 applications requiring operator interaction with the screen Examples of such transactions include the following e Accounts Receivable Cash and Sales Transaction Entry e General Ledger Standard and General Journal Entry e Customer Order Processing Order Entry e Accounts Payable Supplier Invoice Entry e Purchasing System Requisition and PO Transaction Entry Batching was introduced as a concept to the Series 5 family of applications for three main reasons 1 To provide a method of validating figures representing totals of all Invoice transactions entered into the system A fixed number of transactions can be assigned for entry under a given Batch and in advance the total of all amounts may be computed This Batch Total may then be used as a check against the total actually entered If the amounts do not match the operator is then alerted 2 To provide for the capability of a great number of transactions to be entered into the system by a number of different operators at the same time The transactions may be divided into workable sets of transactions with each set being allocated to
381. lication As a convenience it is offered as a menu item under the A P s Operations drop down menu For a full description refer to the topic titled Distributions Exports found under the chapter on A P Distributions Inquiry slearlier in this documentation 6 4 18 Bulk Vendor Email Generator The Series 5 system has as an integrated function the ability to directly send emails This function provides an easy way to send an email to all or filtered sets of the Accounts Payable Vendors You might need to send an email advising them of a change in address or phone number of new payment policies or perhaps let them know the name of the new payables clerk Some 2007 2014 by Sentinel Hill Software all rights reserved s6 Series 5 Accounts Payable User Help would call it spamming but in this case it would really be just keeping in touch with your suppliers Some points to note when generating Bulk Email e You can select which Vendors are to be emailed using a number of different selection criteria These include Total amount payable total Purchases made from them if they are 1099 vendors or even if you have received an invoice from them within a certain time frame e Further Vendor filters may be specified when presented with the standard Vendor Select Filters il screen This allows you to select specific ranges of vendors vendor types and a variety of other criteria used as filters for selecting the vendors that are to
382. liest document with the same apply to document number e Balance forward Vendors have Debits aged by their own date with all Credits reducing the oldest aged totals e The Aging Periods and their associated literals which are printed in the A R Aging Report Headers are obtained from the settings defined in the Aging and Finance Charges screen found in the A R Control Preferences application e f a vendor s Balance exceeds their assigned Credit Limit a message is printed Accessing the A P Open Items Payable Report From the A P Main menu select A P Open Items Report from the Reports drop down menu Aie Codes Maintenance AJP Open Items Report Historic Open Items Report Cash Requirement Report AJP Distributions Report e A P Open Payables Report Options Screen The following screen is presented when generating the A P Open Items Report 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 337 i Generate A P Open Payables Report Report OPENITEM RPT Print an A P Open Payables Report Report Options Vendor Selects Print Options _ Select your options for the type of Payables Report desired Type of Report Aging Open Items To Detail z 4708709 Ma Using Invoice Date Perna C With Spreadsheet Output n g O Due Date O Ledger Date Open ltem Filters Sorting Options C Include items past the specified Aging Date Vendo
383. lized Selection of Items function is invoked When the General Select for Payment function is chosen the operator is presented with the standard Vendor Select Filters 10 screen This allows you to select specific ranges of vendors vendor types and a variety of other criteria used as filters for selecting the vendors that are to be included Open Payables Select Criteria Tab Screen Field Definition mmddyy These dates will default to those that were entered when the most recent Cash Requirements report was generated These dates are used to categorize the Vendor Invoices to be used in deciding if items are selected to be paid or not Refer to the table above Payment Date Cutoff Date Next Payment Date 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 277 Select PAST DUE Items check box Select the check box to have all vouchers falling within this category selected for payment Refer to the table above Select PAST DUE Items check box Select the check box to have all vouchers falling within this category selected for payment Refer to the table above Select PAST DUE Items check box Select the check box to have all vouchers falling within this category selected for payment Refer to the table above Select PAST DUE Items check box Select the check box to have all vouchers falling within this category selected for payment Refer to the ta
384. ll Software all rights reserved Starting and Using the A P System 4 Click OK to proceed 4 2 Series 5 Main Menu The Series 5 Main Menu screen provides each of the bitmap buttons for each application that has been defined on your system amp Series 5 Main Menu Launch the A P application by clicking it s associated graphic 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures Basic Processing Procedures Throughout the Series 5 system applications a variety of functions provide standard processing options screens These are documented in this chapter and it s related sub topics Background or Night Processing Many of the Series 5 applications provide the ability to execute a number of their reporting and processing functions in the background as a batch job You might choose to execute an application as a Batch Job so that your terminal may be free to be used for other activity or so that a report could be delayed to be executed in the evening when the demands on your computer system are less In order to process jobs in the background a PC terminal running Windows must be dedicated to executing the Batch Job Processor utility Some of the features of Batch processing gt Jobs may be queued to one of 5 different Job Queues gt Jobs may be queued with different Priorities gt Jobs may be queued to execute after a specified time of day for Night Processing gt Jo
385. ll rights reserved e Series 5 Accounts Payable User Help W SHSI Series V Accounts Payable DAR krie Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions Control Options Window Help E User USER Rev 5 08 4 Sentinel Hill Software PCA g2 July 17 2008 03 45 PM Accounts Payable Applications Menu Bar The following menu bar groups of functions are defined A geg of Application Functions Group For the Reports Manager Batch Job Processor and other File Management functions Trx Inquiry For functions that offer screen Inquiry of current or archived data or interactive analysis Operations For Transaction Entry Invoicing Check Processing and other typically daily monthly or annual functions Functions that Purge History files at launching user created programs or other Window s Utilities Control For defining preferences for the operation of the Accounts Payable Op system and for defining User Access rights to each menu item Window _ Functions to manage the simultaneous execution of up to 9 of the applications functions Displays licensing information launches Help or executes a Monitor displaying users currently using the system ae To setting up and or launching user defined Wizards tions i 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 4 For example to select the Customer Codes Maintenance function 1 Click
386. lled on their systems When the Print Options screen is presented click the Save To check box and select PDF Document from the associated Save As drop list Feb 23 2010 Browsing to Select Files and or Directories Functions All routines that offer the functionality to click a Browse button to present the operator with a window from which a directory or a file can be selected have been revised Under Windows 7 the clicking of the Browse caused a nested input of events syndrome to occur In effect repeatedly displaying the browse window The logic for these routines have been revised to avoid this problem Jan 28 2010 m Encryption Decryption Function The subroutine has been revised to now handle 8 digit numeric seeds This was done to accommodate the A R system that now has 8 digit documents numbers All existing encrypted fields will still be able to be decrypted Jan 24 2010 For 2009 a Printing of Reports in Series 5 The Series 5 printing function has been enhanced to offer the option of printing multiple copies of reports forms invoices orders etc A new entry field has been added to the print options sub screen labeled of Copies You may select to have up to 9 copies printed These copies printed will be automatically collated Multiple Copies The ability to have the system print multiple copies is a a feature thatis provided as a function of the Windows operating system and the driver for your printer If
387. lted in some check forms being mangled 2007 2014 by Sentinel Hill Software all rights reserved 204 Series 5 Accounts Payable User Help Suppose the following e Checks numbered 101 to 211 printed OK e Checks 211 to 214 got stuck in the printer or printed misaligned e Checks 215 to 300 did not print at all The following options should be setin the screen thatis presented e Under Checks to be Voided click the Selected radio button and enter a From To range of 211 to 214 e Under Checks to be Cleared click the Selected radio button and enter a From To range of 215 to 300 The system will perform the following steps e Checks 101 thru 210 will be posted e Checks 211 thru 214 will be voided and associated invoices re instated to be dealt with e Checks 215 thru 300 will be deleted and associated invoices re instated to be dealt with Once the Recover process is finished you must have all applicable Vendor Invoices re selected to be paid and repeat the Generate and Print Checks function Recover from Printer Failure Screen Field Definitions Select the Check Batch drop down list When the Generate and Print Checks function is executed a Check Batch Set record is written that records the date time and range of check numbers that were generated If the need arises these are presented so that a particular set of checks can be Voided Cleared or dealt with following a printer malfunction Select the set of
388. lters Payable items are categorized based on their respective Due Dates relative to a Cutoff Date and the Payment Date For Vendors offering a discount it will be computed only when the Payment Date precedes the Discount Dates for elibigle items we Payment Date Cutoff Date Next Payment Date 10708710 10 15 10 10 18 10 V Select PAST DUE Items Due Date falls on before the Cutoff Date and before the Payment Date 7 Select CURRENT Items Due Date falls on before the Cutoff Date and on after the Payment Date 7 Select OPTIONAL with Discount Items For Vendors offering discounts the Due Date falls after the Cutoff Date the Discount Date falls on after the Payment Date and before Next Payment Date F Select Non Discount OPTIONAL Items Due Date falls after the Cutoff Date and before the Next Payment Date Select Payable Items when Amount to Pay Select Vendors Not Considered All Is Greater Than Only those Designated to be Paid from this Bank Code D Is Less Than or Equal To v Include Vendors not designated to a Default Bank Code ONLY ITEMS THAT HAVE BEEN APPROVED BY THE THEIR ASSIGNED MANAGER S WILL BE SELECTED C fy ee The process to automatically select Vendor Invoices logically groups them into four different categories Depending on your company policy as to when invoices are to be paid you may choose which sets of categories of items are to be sel
389. lysis for comparison to the G L use the Ledger Date Accounts Payable Control radio buttons and 9 18 9 5 Reserved for a future enhancement Cash Accounts radio buttons and 9 18 9 5 Reserved for a future enhancement perenna se When the analysis is executed tables are built for a number of different codes and combinations of Vendors and Accounts When the function to have data output to a report or exported is selected you can select the particular set of results that is to be output Selecting all of them may generated a length report or excessive amount of data to a spreadsheet 2007 2014 by Sentinel Hill Software all rights reserved 378 Series 5 Accounts Payable User Help 6 5 10 3 Transaction Drill Down Sub Window From the A P Period Analysis preview screen the detail that contributes to the totals of any account or code for a particular period may be displayed in a sub screen Drill down to display the transactions by double clicking on the cell intersecting the desired code and Period of interest Ascreen will be displayed that shows the detail and from which a report offers a list of the accounts that have transactions that contribute to the given total Drill Down Items Displayed Note that only up to 400 items may be displayed in the drill down window However all items will be exported A P Period Analysis Account Drill Down Detail Screen AIP Sub Query gt For Vendor 005016 OLYMPI
390. m will generate checks based on the Canadian standards Set this check box to have your checks printed in this format Check Date Format drop down list Their are a variety of different ways that the format of the check date can be printed Select the format that you wish to conform to Canadian Checks must be printed in the format that is pre printed on the check The definition of the format is actually printed on the check form as YYYYMMDD or DDMMYYY For those formats showing the month as Mon the month will be printed as a 3 character alphanumeric string ie July would display as JUL 2007 2014 by Sentinel Hill Software all rights reserved 448 Series 5 Accounts Payable User Help DD Mon YY DD Mon YYYY Mon DD YY DD MM YY DD MM YYYY DD MM YYYY DD MM YYYY DD MM YYYY DDMMYYYY MM DD YY MM DD YYYY MM DD YYYY MM DD YYYY MM DD YYYY MHMDDYYYY YYYY MM DD YYYY HM DD YYYY MM DD YYYY MM DD YYYYMMDD Bank Code Prepaids Tab Sub Screen The Series 5 Accounts Payable system provides for the entry of supplier invoices that are referred to as Prepaids These are invoices that are paid by means other that having a check generated by the computer These might include the following e Prepaids Invoices that were already paid with a hand written check e Wire Transfers Invoices that were paid with bank wire transfers e Automatic Debits Invoices such as monthly utility charges that are auto
391. manually or by the system e Gross amount Discounts Taken and Net Cash Required are shown for each Invoice Vendor and the report as a whole e Invoices that have be marked as Deferred will be listed only if the applicable report option is selected e Zero Balance Vendors will be included in the report only if the applicable report 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 279 option is selected Pre Check Writing Report Options Tab Screen The following screen is displayed to offer reporting options for generating the report Pre Check Writing Report Report PREAPCHECK RPT Print the Pre Check Writing Report Report Options Print Options Specify selection options to determine the items that will be included on this report Vendors Sorted by vendor Code v List items that have been DEFERRED C Inleude ZERO BALANCE Payables The report generated if archived will be catalogued with a report name of PREAPCHECK RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing wl for full details ee 2007 2014 by Sentinel Hill Software all rights reserved 280 Series 5 Accounts Payable User Help Pre Check Writing Repo
392. mat Options Normally the Import Options screen will be presented with all fields defaulted for the particular application and function However you may want to revise the format of the input data and where it is to be loaded from The following steps may be taken 1 Determine the format of the data to be input From the drop down list select from the following Data Input Format Comments EXCEL 2007 2010 AN Office 2007 or 2010 MS Excel workbook is opened Workbook and data is read directly from the 1st worksheet s 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 97 designated rows and columns A maximum of 950 000 rows may be processed An Office 2003 or earlier MS Excel workbook is EXCEL 97 2003 opened and data is read directly from the 1st Workbook worksheet s designated rows and columns A maximum of 65 530 rows may be processed The input columns of data must be separated with the w Tab Delimited Text lt tao gt character A maximum of 65 530 rows may be processed The columns of data must be separated with a comma w CSV Comma lt gt character Strings must begin and end with the Delimited Text double quote lt gt character A maximum of 99 999 rows may be processed 20 20 Text Formatted for an older spreadsheet utility The columns of data must be comma separated with Lotus Text quotation marks around each field w Slash Delimited The columns of
393. matically debited from your account e Credit Card Charges Purchases on company credit cards In each case you could have established a different A P Bank Code At the time the Invoice is entered as an A P transaction the Cash Account the Type of Prepaid and the Check Tracking Number fields would automatically be defaulted The following screen provides defaults for Prepaid transactions entered under this Bank Code 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 449 er Check Generation Check Printing For Prepaids Fraud Interface Check Gen History Reconciled Prepaid Invoice transactions will be defaulted as al Prepaid Checks O wire Transfers Automatic Debits Credit Card Charges For Prepaid Invoices paid by Hand Written Checks Leave blank to assign the same series of numbers as Next Check Number 800191 assigned to a Computer printed Manually paid Check For all other types of Prepaid Invoices Paid as Wire Transfers Automatic Debits Next Check Tracking Number 000001 of Credit Cad Changes You MUST make sure that the Next Check s entered for Prepaids do not conflict with the values for the Next Check Number fields specifed for Computer Checks Quick Checks or Manuals le Bank Code Prepaids Sub Screen Field Definitions Prepaid Invoice Transactions Default Type radio buttons When vendor Invoices are entered as Prepaid T
394. ment Number s 2 Na Considered Between 1701775 ore inclusive FETTET electe For Profit Centrefs Include only Documents for From Batch Code C User Code C w Vendor 020756 diy 2000 IEEE 145 PCA 42ND Fields left blank are NOT considered in the selection process Grid Display Filters Screen Field Definition Distributions with Ledger Date radio buttons and mmddyy Select to have All distributions listed regardless of their Ledger Date or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented For Profit Center s radio buttons and 9 5 Select to have All distributions listed regardless of their Profit Centers or only those for a given range of Profit Centers If an inclusive range is selected enter the starting ending Profit Centers 2007 2014 by Sentinel Hill Software all rights reserved 1 Series 5 Accounts Payable User Help Distributions for Documents Number s radio buttons and 9 6 Select to have All distributions listed regardless of the document number they were generated for or for only those that fall within a range of document numbers If a range is selected enter the starting ending document numbers Include only Documents for Batch Code X 6 To have only those distributions listed that were recorded for transactions entered under a particular
395. ments C Select Only Invoices that have been fully paid C Select Only UnPaid Invoices 6 3 1 3 Check History All the checks that were issued for a selected Vendor are displayed to the screen managed using a Series 5 grid processing screen You can easily navigate through the items for a specific vendor selected either by Vendor Name Vendor code or Cash Account used to generate the Check For the items that are presented a number of applicable functions may be performed By right clicking on a particular row a pop up window will be presented from which the following functions may be chosen e Display the details and all items that were paid with the selected check e Have the check Voided From the Fast Buttons frame push buttons are provided that can be used to generate an Historic Check Register report the Vendor Analysis report to Purge the Check History file or to just print a list of the items presented in the grid that are associated to the selected Vendor 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 177 Vendor Check History Inquiry Grid Vendor Account Inquiry File Edit View Help Vendor Check History Inquiry Select to view Outstanding Payables Historic Invoices or Checks Paid for specific Vendors In each case a number of tasks may be performed Print Grid Items Print Historic Check Register Print Vendor Analysis Report Set Filters Purge
396. mount of all items selected to be purged must equal ZERO Post Items Marked Manually After a number of items have been marked to be Manually Paid you must complete the process by posting them Items must be marked Manually Paid if you had to write a hand written check for the given invoice or if you need to pay some items in advance of the normal scheduled check processing run Some of the special features of this Inquiry grid are as follows gt If any specific row is right clicked a pop up menu is displayed A number of functions may be performed associated to the Vendor s invoice gt The option to List By provides the option to browse through the Vendors either by Vendor Code or Vendor Name Either way items are listed for the Vendor sorted by Voucher Number gt Agiven Vendor may be chosen either by entering their Vendor Code 914 U5 3 14 09 9 14 09 aauanounona Laannina Lanainaninan L Show Transaction Details Change Item Due Disc Dates Mark Voucher Manually Paid Approve Voucher for Payment Select Voucher for Payment Unselect for Payment Temporary Defer from Payment Permanent Defer from Payment Clear Defer Payment Status Mark for ZERO Balance Purge Clear ZERO Balance Purge List by Vendor Code Youcher Vendor Code Voucher Vendor Name 7 Voucher Ae Vendor 021139 v ntl aj gh SSN ASSOCIATION OF WYOMING 2007 2014 by Sentinel Hill Software all
397. n Report M Historic Check Register or AJP Voucher Archive Report i Quick Check Invoice Journal X AJP Period Analysis Historic Check Register Options Screen There are not options presented when generating the Quick Check Journal other than the standard Series 5 Print Options 2007 2014 by Sentinel Hill Software all rights reserved 6 5 10 370 Series 5 Accounts Payable User Help The report generated if archived will be catalogued with a report name of QUICKCHK JRN The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 1 for full details lt A P Period Analysis Report The Accounts Payable system records all transactions relating to the expenses to the operation of your company It is a subsidiary system to the General Ledger system It accumulates charges incurred to your suppliers expenses charged by employees and tracks all payables checks generated during the operation of your business A P distributions are generated and moved to the G L as journal entries In an effort to reconcile or analyze the source of the G L Journal Entries from the A P system this reporting function accumulates sub totals by fiscal periods or years or calendar months or years If there are questio
398. n have only those checks that are greater than or less that a specified amount e Checks listed may be sorted using a variety of criteria including Check Number Check Date Check Amount Payee Vendor Name or Vendor Code Accessing the Historic Check Register Report From the A P Main menu select Historic Check Register from the Reports drop down menu or from the Check History tab screen of the Vendor Account Inquiry function 7 2007 2014 by Sentinel Hill Software all rights reserved s Series 5 Accounts Payable User Help AJP Open Items Report Historic Open Items Report Cash Requirement Report AJP Distributions Report a Un Reconciled Checks Reconciliation Report Historic Check Register Historic Check Register Options Screen The following screen is presented when generating the Historic Check Register Report Print Historic Check Register Report HISTCHEK REG Print an 4 P Historic Check Register Register Select Options Vendor Select Filters Print Options Select the Bank Account Code and filters for which a Check Register is to be printed For Bank Account _ p With Check Amounts Bank of the West 75000 3030 al O Greater Than CashAcct 100 99 000045 00 900 Less Than or Equal To Cash BO W Disb For Checks Numbered Include Checks Dated cr On a Between 8701 07 electe hclusive 8 31 07
399. n menu 2007 2014 by Sentinel Hill Software all rights reserved Wizards User Functions Purge Youcher Archives Purge A P Trx Batches Purge Invoice History Purge Check History Purge Reconciled Checks N oe Trransucconronay a uym Warning Accounts Payable Menu Functions Once Vendor Invoice History records are purged this information will not be available to any of the AP Inquiry or reporting functions Be quite sure of the need to purge this data A P Invoice History Purge Options Screen The following screen is displayed offering a variety of filters for the purge function 2007 2014 by Sentinel Hill Software all rights reserved 175 176 Series 5 Accounts Payable User Help D Purge A P Invoice History El Invoice History Purge Purge Options Vendor Select Filters Invoice and Check History records are used for the Vendor Inquiry functions They are also used for Check Voiding and printing the Historic Check Register and Open Items reports Purge these records with caution Vendor Invoice Number s Invoices Dated pa g s Considered Between electe nclusive Check Numbers With Checks Dated All Not Considered O Selected O Inclusive hasar El Voucher Number s Include only the following Document Type s All Regular Vouchers Adjustments O Selected Prepaid Invoices Credit Cancels Manual Invoices Checks Partial Pay
400. n when clicked e On the Series 5 main menu screen and each application menu screen on the menu bar click Help then On Line Help 2007 2014 by Sentinel Hill Software all rights reserved 3 Series 5 Accounts Payable User Help Contacting Sentinel Hill Software support e Direct email support is available from the Sentinel Hill Software team at support sentinel hill com You can send an email to this address automatically by clicking on the support sentinel hill com graphic on the Licensing tab screen displayed after clicking Help About on each systems menu e If you have a Support Contract you may contact Sentinel Hill support center directly at 1 800 663 8354 Summary of Fixes and Enhancements e For each application a detailed history of the changes that have been made is available from our website at Series 5 Fixes and Enhancements Getting a printed user manual You can download formatted PDF versions of the documentation for each application from our website with the following links 2007 2014 by Sentinel Hill Software all rights reserved 3 1 4 Series 5 Accounts Payable User Help The Basic User Interface Throughout the Series 5 system applications there are a number of basic common types of screens to provide a consistent operation These are discussed in this chapter and it s related sub topics Accounts Payable Application Menu Each Application has a primary menu sc
401. nable transactions or account totals in your G L this analysis is a useful tool in attempting to identify how they came about Also sub totals are accumulated by a variety of other factors that may be used for assorted analysis Analysis with sub totals by assorted periods of time are available as follows O by Vendor code codes assigned to suppliers or employees by Vendor Types codes assigned to each Vendor QO by AP Accounts ie A P Control Cash Accounts Expense Accounts etc QO by G L Sub Ledger Project where Project Codes are assigned to specific expense distributions For each of the given analysis types sub totals may be broken down to the following periods by Calendar Year over a time frame of 10 years prior to a specified year by Calendar Months for up to 72 months prior to a specified date QO by G L Fiscal Periods for up to 4 years worth by G L Fiscal Years for the 8 years that are defined by the General Ledger system The inquiry analysis is obtained using the Archived A P transactions that are kept in the A P system For this analysis to be accurate you must maintain at least the last ten years of historic data purging only transactions older than ten years As a special feature of the Series 5 reporting function the totals may be viewed on screen printed or exported to an MS Excel spreadsheet The A P Period Analysis function can be invoked from either the Trx Inquiry or the Reports 2007 2014
402. name the rule S5 AP Manager Approvals You must then assign the following settings s shown below and turn on the rule 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 263 Which condition s do you want to check Step 1 Select condition s a C from people or public group C through the specified account C sent only to me C where my name is in the To box C marked as importance C marked as sensitivity flagged for action C where my name is in the Cc box C where my name is in the To or Cc box C where my name is not in the To box C sent to people or public group C with specific words in the body C with specific words in the subject or body C with specific words in the message header C with specific words in the recipient s address C with specific words in the sender s address assigned to category category Step 2 Edit the rule description click an underlined value Apply this rule after the message arrives with RE Reminder Request for oval or RE Initial Request for oval in t move it to the 55 AP Approvals folder 2007 2014 by Sentinel Hill Software all rights reserved 2 Series 5 Accounts Payable User Help 6 4 11 6 4 12 What do you want to do with the message Step 1 Select action s move it to the specified folder assign it to the category category delete it permanently delet
403. nce function available from the Series 5 main menu under the System Maintenance drop down sub menu Refer to the chapter on Defining Series 5 Captured Windows Printers in the Systems Management Help or manuals Setup Tip If you wish to be able to generate your reports as Word or PDF documents your Systems Manager must have defined pertinent variables in the AcuGT runtime configuration file For simple reports you specifically need to have set up the variable MSWORD DEFAULT SPECS This defines whether the document is generated as Portrait or Landscape the Font Name and Font Size and an optional Template that might be applied to the document when itis created Refer to the chapter Setting up for MS Wordin the Systems Management Help or manuals If templates are used to format the output to MS Word or PDF documents they must be installed on each user s individual client PC On Windows XP clients these must be saved to the C Documents and Settings lt PC UserName gt Application Data Microsoft Templates folder On Windows VISTA and Windows 7 clients these must be saved to the C Users lt PC UserName gt AppData Roaming Microsoft Templates folder For users of Office 2003 the file must be named witha xxxx dot extension For users of Office 2007 or later the file must be named with a xxxx dotx extension 5 When a report is saved to disk you may also select to have the generated disk file email to a given recipient Set the check box a
404. nd mmddyy For the Detail Analysis and the Period Summary Analysis reports select to have All Checks and Invoices listed regardless of their dates or only those for a given date range If an inclusive range is selected enter the starting ending dates The default will include all items within the last 12 months Vendors Group by drop list 2007 2014 by Sentinel Hill Software all rights reserved 388 Series 5 Accounts Payable User Help When the report is printed the Vendors may be grouped and sorted with sub totals printed Vendors Sorted by Vendor Currency City State or Province Counts drop list When the report is printed the Vendors may be listed sorted by a variety of different fields Vendor Code Yendor Company Name Purchases Year To Date Purchases Last Year Purchases Life To Date Vendor Period Summary Analysis Export Data Formats If the Report is generated with the option to have Spreadsheet Output the following fields are output to an Excel spreadsheet a tab delimited text file or a CSV text file The output file by default is named Vendor_Analysis XLS For a Summary report the following fields are output 10 11 e Company Name x O o smmm x T 1 Purchases Peiodt es09000 E 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 389 6 5 12 Invoices History Report This report provides a detailed listing of all Inv
405. nd Invoicing Exception Report for On age TXT Demand Trigger File errors P I OverDue_Invoice_EmailMess Reprint Historic Overdue PDF Invoices sent to the age TXT Invoices Customer BuyerNotify_EmailMessage T PO Receivings Entry The Buyer for a PO is XT notified of the receipt of goods PO_RFQ_EmailMessage TX Requisition RFQ Entry Request for Quote sent to T Suppliers PurchaseOrder_EmailMessa PO Query and Printing Purchase Order sent to ge TXT Suppliers Requisition_EmailMessage T Requisition RFQ Entry Request Managers to XT Approve the issuing of a PO W WebUserPword_EmailMessa Web Users Maintenance New Web User s M ge TXT assigned Password W ForgotPword_EmailMessage Account Status On Web ASOW Requested M TXT Service Forgotten Password Please Take Notice On Unix systems the file names are case sensitive On all operating systems the Pseudo Variables must be capitalized 2007 2014 by Sentinel Hill Software all rights reserved You may enter any number of pre defined pseudo variables that when the associated email is generated will be replaced with specific text strings These are defined as follows Pseudo Variable Replacement Text GEN DATE Date and Time an Invoice was ie no NUMBER Document Number of the attached document A T e an Invoice P DOC TYPE The Type of Document ie Invoice Credit RECIPIENT The email Recipient s name NAME YRECIPIENT The email Recipient s em
406. ndor s totals The Detail report list the Vendors totals along with each individual ina Open Item With Spreadsheet Output check box Select the check box if Vendor totals or Open Item detail is to be also exported to an Excel spreadsheet or a tab delimited text file When checked tabbed screens will be presented to enter Export Options and to display information about the fields to be output Include Open Items Past the Specified Aging Date Select the check box if any Open Items that are dated past the specified Aging Date are also to be listed in the report AP Control Segment by A P Control Account check box The Series 5 system provides for the option of having more that one A P Control Account If this is the case then you may select to have all Open Items associated to each A P Control account grouped together Additionally you might also choose to list ONLY those Open Items that are associated to a particular A P Control account Aging Open Items To Date mmddyy This is the date used to determine the age of each Open Item This date is compared to the Invoice Date the Ledger Date or the Due Date to compute the number of days used as the age of the item This date is also used as the Cutoff Date to determine if an Open Item is to be included in the report or not If the Invoice Date the Ledger Date or the Due Date as determined in the following field falls on or before this date the Open Item is used in the
407. nerated Errors Generally when an error occurs the application that was executing will bomb out Any of these errors should be immediately reported to you System Manager or to Sentinel Hill Software s support team When reporting an error please attempt to record the following bits of information e What application you were executing e What menu item you were executing e What screen was being displayed just before the error was reported e What field or control your mouse was position on when the error occurred e What key or control was struck or clicked when the error occurred e If possible identify the Transaction record or Master Code record that was being operated on at the time e The error code along with the accompanying descriptive text if any Please Take Note Ifitis at all possible you should get a screen shot of your screen with the error message displayed This would greatly assist in identifying the cause of the error 7 3 1 Application Error Codes Here is a description of the assorted errors generated from the application that will cause it to terminate abnormally Error are Problem Code 24 ee full for Indexed file ices E is not enough disk space allocated to the WRITE data folder the data file resides in 30 XX Hardware Error Failure There is a serious hardware failure The secondary code value xx is set by the operating system 34 Disk full for Sequential file There is not enough disk space
408. ng Account Cash wf 1100 001 6 000 00 Northern Trust Discounts 3 6960 403 Discounts Earned Payables To be determined from each of the 6 000 00 Invoices originally paid by this Check Ledger Dates If possible you should try to set the Ledger Date to that of the Check Date You may however change it if that particular Fiscal Period was already closed Void a Posted Check Screen Field Definitions Ledger Date mmddyy This will be the date assigned to those reversing distributions associated to the voiding of the check Gash recount 970 89 This is the account used to record the reversing distribution to Cash It should be the same account as was used when the check was originally posted 2007 2014 by Sentinel Hill Software all rights reserved 184 Series 5 Accounts Payable User Help Discount Account 9 18 9 5 f a Discount was recorded with the original check this is the account used to record the reversing distribution to the Discount account It should be the same account as was used when the check was originally posted 6 3 1 3 3 Purging Check History As Vendor Checks are generated and posted the associated data records are kept in the Series 5 system in their respective history files This data is available for a variety of inquiry and reporting functions Over time these files may become quite large This function may be used to purge or delete these A P Check
409. ng gt Report Print Form nnn Printer command string HEADERS for report headers lines FMnnn USER CODE Report Print Form nnn Printer command string 1 string gt for User defined action at Line ii FMnnn USER CODE Report Print Form nnn Printer command string 2 string gt for User defined action at Line ii FMnnn USER CODE Lii lt text Report Print Form nnn Printer command string 3 string gt for User defined action at Line ii FMnnn USER CODE Report Print Form nnn Printer command string 4 string gt for User defined action at Line ii FMnnn USER CODE Report Print Form nnn Printer command string 5 string gt for User defined action at Line ii FMnnn USER CODE Report Print Form nnn Printer command string 6 string gt for User defined action at Line ii FMnnn USER CODE Lii lt text Report Print Form nnn Printer command string 7 string gt for User defined action at Line ii FMnnn USER CODE Report Print Form nnn Printer command string 8 string gt for User defined action at Line ii FMnnn USER CODE Report Print Form nnn Printer command string 9 string gt for User defined action at Line ii FMnnn USER CODE Lii lt text Report Print Form nnn Printer command string 10 string gt for User defined action at Line ii MSW ORD DEFAULT SPECS LANDSCA Defined specifications for outputting Series 5 PE reports to an MS Word Document Courier Arguments are lt Orientation gt lt Font gt New 8 lt Fontsize gt
410. ng variable may also be used String to be replaced with PMY STRING 3 A count indicating how many emails have been sent Email Messages Text files The email body text messages are stored in a sub directory within the Company System s Reports directory named Email T emplates The Company System s Reports directory is the one that is identified for each company using the Company Systems Maintenance function Accessing the Item Approval Status Report From the A P Main menu select Item Approval Status Report from the Reports drop down menu ns Reports Codes Maintenance Purging Wiza abl dor or A P Open Items Report Historic Open Items Report Item Approval Status Report N Cash Requirement Report A P Distributions Report Un Reconciled Checks Reconciliation Report dule Historic Check Re istog a eee R Ait A P Item Approval Status Report Options Screen The following screen is presented when generating the Approval Status Report 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 349 O Generate A P Open Items Approval Status Report Report APPROVALS TATUS_RPT Print the A P Open Item Approval Status Report Report Options Vendor Selects Print Options Select options and filters for the Payables Approval Status Report Type of Report Aging Open Items To Detail Summary 9 17 13 Tel
411. ns Follow the link in each item below for further information on each function File Trx Inquiry 149 operations 207 Reports Codes Maintenance 390 Purging ss Wizards sel User Functions Control Options sl Window 44 Help For accessing the Archived Reports Manager and the Batch Job Processor utilities For those functions that provide inquiry to assorted historic transactions and or analysis For those menu items that provide basic operational functions For generating all the reports associated to the Accounts Payable system Those menu items for maintaining the assorted master codes used in the Accounts Payable system Those menu items for Purging outdated historical transaction records used in the Accounts Payable system For user defined Wizards For menu items to launch user defined programs or Windows utilities Refer to the Systems Management Help for details on setting up For setting up control preferences and User Access rights to the Accounts Payable system For managing the multi threaded windows that might have been activated by the user Basic help and a function to display those users currently in the Series 5 system File Management The topics in this chapter describe functions and procedures that are a available under the File drop down menu on the Accounts Payable menu These menu items are used to perform assorted File Processing type functions In particu
412. ns and mmddyy Select to have All checks reported regardless of the date they were reconciled or only those for a given date range If an inclusive range is selected enter the starting ending dates Check Types to be included check boxes Check those types of checks that are to be selected Including items for Vendor X 6 To have only those reconciliation records for a particular Vendor listed enter that Vendor 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 363 Code Leave the field blank to display items for all Vendors 6 5 7 Historic Checks Register Report The Accounts Payable Historic Check Register report is essentially as named At any time you may have this report generated and it will list the information pertaining to all the checks that were generated within the range of filters selected Some points to note when generating this report e ONLY those checks generated for the selected Bank Account are listed on the report A separate report must be generated for each Bak Account on your system e All checks as well as Voided checks are listed e f there are any discrepancy between the amount of the check in the history record and that of the sum of the items that are paid by the check a message is displayed to the report e The report may be generated for a specified range of Check Numbers or for a range of Check Dates As well as a filter you ca
413. ns drop down menu click Undo Check Generation All the checks will be deleted all the vendor invoices will be re instated as open items waiting to be paid This function only is applicable if none of the check forms were printed upon The operator will be prompted as to whether they want to proceed or not 2007 2014 by Sentinel Hill Software all rights reserved 288 Series 5 Accounts Payable User Help Warning f Un doing a Check Generation deletes each Check and resets it s items that were paid as Selected For Payment It is assumed that none of the Checks were printed and these Check s can safely be assigned again Executing this function causes the following steps to be taken e Each check record is deleted from the system They will be removed from the grid display e Any Invoices that were paid using the check will be re instated as eligible items that are waiting to be selected to be paid at some time in the future e Once all the checks have been de generated the operator will be asked if the Starting Check Number that is kept in the Bank Account Codes properties record is to be reset back If the actual check forms were not consumed or printed upon you should probably with YES e The internal check generation batch record not normally visible is deleted De Generate Check Generation Set Function Options Screen The following screen is displayed to select the set of checks that are to be de generated
414. nsaction Entr Customer Open Item Inquiry 5 Favorites Unused Window 5 Unused Window 6 Unused Window 7 Unused Window 8 4 Unused Window 9 gt an Ri e You may terminate hide or cascade the executing functions windows by selecting the appropriate function from the menu bar s Window sub menu E SHSI Series V Accounts Receivable File Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions Control Options WT User USER Re AR Open Item Inquiry File lt v 1 AJR Aging Report peesaa Customer Maintenance v 2 Customers File Edit Sinus v 3 Sales and Credit Entry v 4 Customer Open Item Inquir 3 Ge lm Generate A R Aging Report EK Sales and Credit Transaction Maintenance Cust me Sales Batch Selection _ Un dow 9 List E lr Sales Transactions are entered in sets under the control of Sales Batches Select the desired ie mo Sales Batch from one of those that have already been created or you may choose to create a new one e You may hide or redisplay a particular executing function by clicking on it s entry in the menu bar s Window sub menu 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface The Series 5 Menus offers the ability to define certain functions to be scheduled for particular times of the day at specified intervals Tabbed sub screens display those functions that have been scheduled and are Overdue Due for Today
415. nsrnrnsisinrnsininrnrnninrnnnranininininrnrnrnninrnne 165 Zero Balance tems PUrQe iesire a aiaa e a a a a Eaa vais A E S Ea 168 Invoice History View Transaction Details Purging INVOICE HISTORY E E TT TETS T E A T I ETETA Check HIStory enre nea eaaa aa aa dec a a aa E aA a aae a ENE a EAT Era AEE AEN AANA E aAA EEE View Check Details ccecccceececeeeeeceeceseeseeseceecaeceeseeeeeeeaeeaecaecaeseesaeseeseeeeeesaesaesaesaeseseeseeseaesaesaeeeseeseees Voiding a Single Check ieerciit sieve etrelie Sasori eee el eer ers ed a Si eA AE Purging Check HISTORY ear ar e a E fanzence ussectcsdus us van cantvy ct sans A Era LEANER A P Distributions Inquiry Distributions INQuIrY Grid SCHON aeres eenaa aaae A i Naadi 186 Inquiry Display E E E A a hp E S 189 AIP Distribution Repos ces cacesscsc skasceylsnusbicdeacecteorsecasnacashssousstudenscsdesussaatiseisttstenteateaiseceanedas aseiatentvansvtecemureyas 190 Distributions Export A A a O A A N 193 Dis eleien gelao EEEE E TTEA A E TT 196 summary Totals D play sis iS sane nea a a aa a a ec ee An 197 Historic Vendor Invoices INQuiry ccccssesssesesseessestessesseveeveesseeseeseasaesoesaesseeseeseesaesaesaesaevanvaneneenoesnesaesaneaes 198 Historic A P Checks INQUiIry cccccssesseessessesseeseeseesoeseesesoeseveesoneseeneesaesaesaessessoeseesaesaesausaevanvaneanennesnasausaneaes Historic A P Voucher Archives Moucher Inquiry Grid Screen E E A Sa bala atta Voucher Process
416. nst e Click on the Enter Invoice s push button at the bottom of the screen e The system will assign the check and display a prompt asking the operator to verify that it is the correct number or not If it is click Yes and the screen to enter the Invoice Transaction is displayed If not click the No push button and the next auto assigned number will be displayed 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 239 e Enter the 1st Invoice that is to be paid by the Quick check e The Amount in the check face will be updated and the invoice will be listed in the grid e Click the New push button to add more invoices to be paid e When all invoices have been entered click the Print the Check push button at the bottom of the screen The Print options screen will be displayed Click the Create Report button at the bottom of the screen and the check is printed Quick Check Entry Register When Quick Checks are printed there is no register for the Invoices that were entered However all Invoices are recorded as normal A P Transactions within a system managed A P Batch named QCHECK You cannot access this Batch directly but you may have a register of all it s transactions generated and printed Select Quick Check Invoice Journal from the Reports drop down menu off the AP menu Quick Check Entry Screen and Invoice Grid Enter and Print a Quick Check File Edit Help
417. nt s J 4040 303 Non Dues Revenue th 40 304 Non Dues Revenue 2 DAOS Non Dues Revenue z I 4040 340 Non Dues Revenue H Non Dues Revenue Non Dues Revenue Non Dues Revenue Non Dues Revenue lt Clear All Select All gt Non Dues Revenue Non Dues Revenye Hoh Dues Revenue T Non Dues Revenue Non Dues Revenue Non Dues Revenue Non Dues Revenue Non Dues Revenue Non Dues Revenue 6 GoTo 4040 1 Double click an item in the left pane to have it included 2 The codes of those Items that have been chosen are displayed in the right pane 3 Search for a particular code by clicking on the da binoculars icon vt 4 Click on the l push button icons to position to the previous or next item in the left pane that has already been selected 5 Click to have ALL items selected or unselected 6 When a particular previously selected item is highlighted in the right pane click the button to have it unselected 7 Use the grid navigate buttons to move through the list of possible items 8 If you know approximately the code that you wish to select start typing it As each character is keyed in the system will reposition itself to the closest matching item and redisplay the items in the left pane As each character is typed it will be displayed as the GoTo string To clear the GoTo string press the lt Esc gt key on the keyboard Processing Tip 2007 2014 by Sentinel Hill
418. nted using the Archived to Report Manager Series 5 Report Manager It will remain on the system until purged 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 107 Output will be directed to the selected Series 5 Printer Queue This may be any printer that has been defined on your network When selecting to output to a Print Queue Printer Queue you may select to have up to 9 copies printed as long as that feature is Supported by your operating system and printer Saved to Disk as an MS Word The output is written to an MS Word Document Document in the specified folder The output is written to an MS Word Saved to Disk as an MS Word Document in the specified folder It is also Document and printed printed to the designated Captured Printer from within Word The output is written as a text file to the Saved to Disk as an ASCII Text Specified folder This would be useful only if you needed to parse the file with some 3rd party utility Saved to Disk as a PDF The output is written to a PDF Document Document in the specified folder 2 When selected to direct the report output to a Printer Queue you may select a Series 5 Printer Queue from the drop down list The list will contain each of the printers that has been assigned to the particular Company System that you are working in When the Print Queue has been selected the system will echo the Description the Font and if
419. o Distributions 27 4 a anti iee ila Ak ite ee A RE Reporting amp Exporting FiterS iccciistteccstcicee es iesee ditieans e eraa aie Reesea daaa Importing Vendors from Spreadsheet eeseesesesseeseseeseeeceeescseeeesecacseeseceesesaeaeseseesesseeaesesasseesevaseesaeeaeaetass 417 Vendor Properties EXPO iurreta aeaa eE EEEE e raS EIEN SE See ae N SeS rei pirana 420 A P Transaction Batch Maintenance sscesscsscsessseessenseneseneeenesenessesseneneeeneeeneeenenenuessaneeneseasseeaseneeseatenessens 422 Approval Manager Sets ccccesssssssessesseesesseeseessessessesseeseeseesoesaesaesaesaesaeseesenssouseesausaevaevevenvaneanesaesaesaeeaneaes 428 Approval Managers cccssssseeesessessesseseesseesesseeneessesesseesesseesoeseesaesoesaesaesaeeaeseeseauseusausaevseusevaneaneanesaesaesansaneaes 431 A P Account Codes Maintenance ccseesseceseestessesseeseeseeseeseeseeseesaesesoeseeseessoeseusaussevseusevaneaneanenaesnesaesaneaes 434 A P Job Codes Maint nanne issen aaae ae srati code esuedete cued steededesieecudsnecdeddendcvedvseuatuedye 437 Bank ACCOUNE COGS 2 a eaa ae ea aaa aT aaa a Pa a a ai aa aa Aa ae aE Ea sai arinaa batin Esain EN penaa 439 IRo CERE AO E E A E Ne ee eee av el 441 Bank Codes Properties Soressi srias eiiis sonreir y ares Neaera reS Si ini rrisin 441 Currency Codes Maintenance cccsssssesessnestessessesseeseeseesoeseesaesaesaesaeseeeessessoeseesausaeveusevsneaneanenaesaesansaneaes 454 Vend
420. o be read from This will default to the directory path defined in the Users Logon Profile established by your Systems Manager You may click the Browse button to select a different folder Filename X 50 The filename will default to a name applicable to the type of data You may change if you SO desired About mporting Tab Screen Along with the Export Options tab screen there will be an About Exporting tab screen This provides the operator with information about which fields are output to which columns assuming MS Excel output 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 99 Tax Codes Maintenance Import Tax Code Information Import Options About Importing For your information When loading Tax Codes from spreadsheet you may specify pre defined Processing Directives in column 1 ZRADDZ All Tax Codes for rows following will 1st be deleted then updated wit ZDELEZ All Tax Codes for rows following will be deleted from the A R system Column Field Format 1 Tax Code gt lt 6 Z Description 30 3 Percentage 99 999 4 Liability Acct Bank 1 gfi 5 Liability Acct Bank 2 gli 6 Liability Acct Bank 3 S k T Liability Acct Pft Ctr 9 5 a i The codes displayed under the Format column indicated the type and size of the data Here are some examples Data Format Comments w X 30 30 character alphanumeric w 9 6 6 digit numeric integer MM
421. o list ONLY those Open Items that are associated to a particular A P Control account Aging Open Items To Date mmddyy This is the date used to determine the age of each Open Item This date is compared to the Invoice Date the Ledger Date or the Due Date to compute the number of days used as the age of the item This date is also used as the Cutoff Date to determine if an Open Item is to be included in the report or not If the Invoice Date the Ledger Date or the Due Date as determined in the following field falls on or before this date the Open Item is used in the report Aging Open Items Using Date Type radio buttons The cut off Aging Date can be either the Open Item s Invoice Date Ledger Date or Due Date Invoice Date Depending on the desired type of analysis Due Date select the applicable date type 2007 2014 by Sentinel Hill Software all rights reserved sa Series 5 Accounts Payable User Help O Ledger Date Vendors Group by drop list When the report is printed the Vendors may be grouped and sorted with sub totals printed none Vendor Type City State or Province Countr Vendors Sorted by drop list When the report is printed the Vendors may be listed sorted by a variety of different fields Vendor Code Open Items Sorted by radio buttons When the Detail Report is generated Open Items may be listed sorted either by their Document Date Document Date or by their respecti
422. o lists the Vendor codes that are undefined Accessing the A P Expense Interface Function From the A P Main menu select Electronic Invoices Interface from the Operations drop down menu SHSI Series V Accounts Payable File Trx Inquiry KOEI Reports Codes Maintenance New AJP Transaction Entry poss Ueli Scheduled Transaction Entry amp Enter and Print a Quick Check Electronic Invoices Interface L Ac Le Change Item Due Disc Dates Mark Items Manually Paid 5 Da S Purge Zero Balance Payables 1Sc A P Expense Interface Options Screen The options for loading externally generated A P Invoices are defined with the following screen 2007 2014 by Sentinel Hill Software all rights reserved 244 Series 5 Accounts Payable User Help D Interface Electronic A P Transactions mk User 4 P Transactions Interface with optional Report Interface Options Print Options Data Import Options About Importing Specify selection options for interfacing User A P Transactions to an A P Trs Batch You may generate an Interface Journal or Interface the Transactions or perform both of these functions CUR SRE eRe Print an Interface Journal E dit List Interface Transactions Interface Transactions to an A P Batch Input From Columnar Import File Folder d s4 test PCement rpts Sequential Flat File Filename USRVCHRS_SEQ A P Transaction Interface Default Columnar Import
423. o three different Approval Managers before it may be selected to be paid Approval Managers s1 are recorded with an invoice at the time they are entered into the system The manager is notified by email that a new invoice needs to be approved These managers have a password that must be entered when a given vendor invoice is approved for payment For the set of invoices that are entered under this A P Transaction Batch if they need to be approved before they can be paid set this check box If not set then these transactions will not need to be approved to be paid Default Manager Set X 6 The Series 5 A P system provides the option to force all invoices entered into the system to be approved by up to three different Approval Managers before it may be selected to be paid Approval Managers are recorded with an invoice at the time they are entered into the system The manager is notified by email that a new invoice needs to be approved These managers have a password that must be entered when a given vendor invoice is approved for payment For each invoice entered into this A P Transaction Batch an Approval Manager Set 2 1 must be assigned to it The Approving Managers 1 defined with the Manager Set are then assigned to the invoice The Manager Set entered in this field will be automatically assigned as the default for invoices entered to the A P Batch AP Control Account 9 18 9 5 If the Accounts Payable system has been set
424. ociated check Fl Not Required F Approved box field V Initial Request Not Yet Emailed 7 Needing to be Reviewed Jl Waiting to be Approved 7 Refused N Aging Open Items To Date mmddyy This is the date used to determine the age of each Open Payable Item This date is compared to the Invoice Date the Ledger Date or the Due Date to compute the number of days used as the age of the item This date ay also used as the Cutoff Date to determine if an Open Item is to be included in the report or not If the Invoice Date the Ledger Date or the Due Date as determined in the following field falls on or before this date the Open Item is used in the report Aging Open Items Using Date Type radio buttons 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 351 The cut off Aging Date can be either the Open Payable Item s Invoice Date Ledger Date or Due Invoice Date Date Depending on the desired type of analysis Due Date select the applicable date type PP di O Ledger Date Items Group by drop list When the report is generated the items may be grouped and sorted with sub totals printed Department M anager Yendor Type none Items Sub Grouped by drop list When the report is generated the items within a group are further sub grouped by the selected Vendor Code field Yendor Company Name Manager Code Manager Name Items Sorted by radio buttons When gener
425. of the menu screen They are divided into types of functions Each section following describes each set of common types of functions The A P Menu The Accounts Payable Menu screen provides your access to all functions offered in the A P system Accounts Payable Main Menu e All functions associated to the Series 5 Accounts Payable system are available from this screen e Each function can be found within the sub menu displayed under the menu bar associated to the type of the function e A number of tab sub screens are available from which associated functions may be selected e If menu functions have been set up to be scheduled they may appear within tabbed sub screens labeled Scheduled for Today Overdue Functions or Coming Due e The My Favorites tab sub screen will have any menu functions that have been so define by the User Access Privileges function that may have been set up by your Systems Manager or Gate Keeper e You can select up to 9 menu item functions at a time each executing in their own window e Access to specific menu items may be granted or denied from the User Access privileges function Those functions that you are denied access to will be displayed in the drop down menus as dimmed items 2007 2014 by Sentinel Hill Software all rights reserved 6 2 148 Series 5 Accounts Payable User Help Menu Bar Headings The menu bar is divided into major categories of functio
426. oice Number codes If a range is selected 2007 2014 by Sentinel Hill Software all rights reserved 30 Series 5 Accounts Payable User Help enter the starting ending Invoice Number codes as alphanumeric fields Check Numbers radio buttons and 9 6 To select All Checks regardless of their Check Numbers or for only those that fall within a range of Numbers If a range is selected enter the starting ending Check numbers Voucher Numbers radio buttons and 9 6 To select All transactions regardless of the Voucher Numbers assigned to them or for only those that fall within a range of Voucher Numbers If a range is selected enter the starting ending Voucher numbers With Invoices Dates radio buttons and mmddyy When Vendor invoices are being listed select to have All invoices regardless of the Invoice Date or only those for a given date range reported If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented With Checks Dates radio buttons and mmddyy Select to have All checks regardless of Check Date or only those for a given date range reported If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented Document Types to be included radio buttons Check those document types of checks that are to be selected Master Code Maintenance Functions The topi
427. oices that have been entered and or checks that have been generated in the A P system Vendors are listed by their assigned Vendor Codes with their Invoices and Check A variety of filters may be specified to limit the items listed if so desired D Invoice History Report Report APINVHIS RPT Print an A P Invoice History Journal Report Options Yendor Select Filters Print Options Specify selection options to determine the items that will be included on this report Vendor Invoice Number s Invoices Dated Al Not Considered O Selected O Inclusive Between EZ ml Check Number s With Checks Dated 2 Not Considered Between a fol O Inclusive Voucher Number s Include ONLY the following Document Type s all Invoices O Voided Checks O Selected O Checks Both Invoices and Checks The report generated if archived will be catalogued with a report name of APINVHIS RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 51 for full details Invoices History Report Screen Field Definition Vendor Invoice Number s radio buttons and X 12 To select All transactions regardless of the Invoice Number codes assigned to them or for only those that fall within a range of Inv
428. okup icon of click on the auto spin Up Down icons to right of the entry field to position back or forward through the Vendors on file When entering a Prepaid Invoice you may select a vendor code starting with an character This is a Miscellaneous supplier that does not have a record in the Vendor file You will be able to enter the company name and address Note that you may hyper link to the Vendor Maintenance function by clicking on the fe icon located at the top right corner of the Vendor entry frame Purchase Order Number X 10 or 9 8 99 If available enter a PO number for the invoice being entered lf the Series 5 Purchasing Order System is being used and a PO number is entered it will be validated against POs that have been issued If the PO is not on file or is fora different vendor or has been closed then a warning message will be displayed If a valid PO is found the rest of the fields including the Expense Distributions will be set up from the PO As an option in the A P Control Preferences a PO number may have to be entered for all invoices over a specified amount If a PO is not entered either a warning will be 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 223 displayed or the Invoice may not be entered at all Invi unber K Enter the Invoice number of the document being recorded The Invoice number is used as a key for the Vendor Invoice History file
429. ollar value equal to the Negative of the item s that are to be removed That negative Voucher transaction must be entered using the New AP Transaction Entry function Once the A P Transaction Entry Batch has been posted then it will show up as an Open Item and then used in the Purge function e Scroll to the items that are to be purged Select the item on the grid and right click to display the pop up menu Select Mark for Zero Balance Purge e You can de select the item be clicking on Clear Zero Balance Purge item in the pop up menu e You can select as many items as required In the grid these items are indicated with the X graphic 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 169 e Once all the items to be purged have been selected and the ZERO Bal Purge Net total equals ZERO from the Fast Buttons bar click on the Purge Selected ZERO Balance Items push button Note that there is no confirmation prompt Once you click it the Open Items are gone and cannot be re instated Accessing the function to Mark Items Manually Paid can be done either directly from the Vendor Open item Inquiry function or from the A P Menu s Operations drop down menu Accounts Payable Sie Reports Codes Maintena New A P Transaction Entry Scheduled Transaction Entry Enter and Print a Quick Check Electronic Invoices Interface Change Item Due Disc Dates Mark Items Manu
430. on the Bank s transit number has a different format Bank Account Bank Transit 9999 9999 9 or 99999 999 Enter the Bank Transit Enter as many digits as required without spaces or dashes For US banks the account is 9999 9999 9 and for Canadian the account is 99999 999 Bank Account Number X 17 Enter the bank account not including the Bank Transit Enter as many digits as required left justified without spaces or dashes Bank Account Name on Account X 60 Enter the Company Name or individual s name under which the bank account to be credited is recorded to This name is recorded with the ACH payment Bank Account Savings or Checking radio buttons Select the type of account to be credited This is recorded with the ACH payment Vendor Contact Name X 25 Enter the name of the individual at the Vendor company responsible for handling Accounts Payable If payment notifications are sent they are addressed to this person Vendor Contact Title Position X 15 Enter the position or title of the individual at the Vendor company responsible for handling Accounts Payable Vendor Contact Phone X 20 Enter the phone number of the individual at the Vendor company responsible for handling Accounts Payable Vendor Contact Email Address X 60 Enter the email address of the individual at the Vendor company responsible for handling Accounts Payable If payment notifications are emailed they are sent
431. ons may be defined for this Wizard New J Moci A Remove f Move up Jf Move Down _ Trial Balance Report h Modify Remove Move Up Delete the Process Step highlighted in the grid Process Step up 1 row in the grid Down Process Step down 1 row in the grid co The following functions are provided for using the push buttons O New To add a new step to the table Q Modify To change the currently selected grid item Q Remove To delete the currently selected grid item 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 141 Move Up To move the currently selected grid item up in the table Q Move Down To move the currently selected grid item down in the table The following screen is provided for selection of each step The items listed are those A P system menu items that have been configured to be executed using the Wizard Modify Wizard Process Step 01 Process Step 1 for Wizard Load from AP with Trial Balance Menu Item General Journal Trx Entry Operation Standard Journal Trx Entr 0 i Interface from Sub Systems G L Company Consolidation Year To Date Trx Export Rebuild Acct Period Summary Profit amp amp Loss Statement Balance Sheet Profit amp amp Loss Schedules Balance Sheet Schedules Source Allocation of Funds Title Interface from AP Sub System Wizard Steps Screen Field Defin
432. opportunity to verify that you have entered the correct search values 9 Initially after the Search and Replacing options have been entered click on the Start Searching push button to start the search 10After the selected items have been displayed to the grid you may choose to rsa mee e proceed and have all records found ee a updated or you can select those items 2007 2014 by Sentinel Hill Software all rights reserved 124 Series 5 Accounts Payable User Help that are to be updated Click the Replace All push button to have all records updated To select specific items double click each of the records entries in the grid Once all items have been checked off then click the Start Replacing push button to proceed with the replacement phase Should you want to revise the search click on the Revise Search push button 11To exit without having any records updated click on the Cancel push button 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 125 Sample Search Replace Preview Screen Here is an example of the Search screen after finding some records matching the search criteria G L Find and Replace Searching Chart of Account Master Records 36 Records found 7 Selected for field replacement Select Accounts for Replacement Select the Field to search by the Search String and the Replacement String When Field Test String
433. or Type Codes Maintenance cc ssessseesesssessssseeseeseesoeseeseesnesaesesesenssessousausaussevsevsevsnvaneanesaesnesansaneaes 457 UT PPUNQUNG occ E E E L O E date ot eceecaut en A sv eduedactesudueeveccudactcaedeadvedeuts 459 Purge Voucher Archiv S en a aaea aeaaeae Meccan cca cent dee Aaaa aE e aaa Aeae a aae da aSa O ka Ka aE AAEE 459 Purge A P Batch HIStory ccscsccssssssessessestessesseseessesseesoeseessessesseeseesoesaesaesaesaesaneanssneseasaesaesaeuseuseesaesaesansaeuanvanse 462 Purge Vendor Invoice HIStory cccscssscessesssseesseseesssesessessesseeseeseesaesaesaesaeseneseeseeseasausaesaeuseeseesaesaesaesaesanvanss 462 Purge A P Checks HiStory ccccccecseestessessesseseessessessoeseesessesseeseeseesaesaesaesaesaessesnneseasausaesaeusesseesaesaesaesaeuanvanss 464 Purge Check Reconciliation History ccccssssessessssssssessessesseeseeseesessesaesaessneseeseeseasausessesseeseesaesoesaesaesanvanse 466 8 Control Option FUNCtIONS 2 cecce eee eee eee e ee a ear daadaa ee Oeae a eaa Ada nessa ence seen eeee enone 468 AP ControliPrete rence S en a ananena ae a ra aeaaea a aara eens Aeran Aea Aaaa aa aa aa aa ea aSa aeaa ann 469 Geheral E EEEE TEE TTE E TEE T E TTT 469 Default G L ACCOUNTS Tab SCree nh nsise eaei ia a a aE AAEN aE S 474 Canadian GST Options Tab Screen e e eseseiereieisrerristrtrtiretetnininratstererernrerererarntererrnt n Etntntnnnnnentnnnnn ene nea 475 Check Printing and Posting Ta
434. or not the PST is computed on the taxable amount including or excluding the GST amount GST HST Account 9 18 9 5 The account entered here is used to record GST amounts when Vendor Invoices are posted These distributions are automatically generated You do not have enter a distribution for the tax amounts Non Recoverable Zero Rated GST 9 18 9 5 Account For some types of Vendor Invoices the tax amount is non recoverable This account is used to record these amounts Non Recoverable Exempt GST 9 18 9 5 Account Reserved for future use Enter the account used for the GST HST account in the field above 6 8 1 4 Check Printing and Posting Tab Screen Defines the properties associated to generating and printing Checks in the A P system 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Payable User Help Accounts Payable Control Modify the Properties of General Default G L Accounts Canadian GST HST Options Check Printing and Processing Select options for controlling the Printing of 4 P Checks Check Printing r Sort Checks by Vendor Code Vendor Company Name Check Protector Text Check Amount as Text gt Print EXACTLY 99 999 99 DOLLARS Print NOT TO EXCEED 99 999 99 DOLLARS O None r Check Form Type Single Sheet Laser Multi copy Tractor Confirm Operator Edits of Check Number Fields
435. order by Cod Search for replay a T jems are listed in order by Code earch or the A P Approval Managers already Edit an existing A P Approval Manager by double clicking it s associated row Standard Series 5 grid controls apply The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl v3 for full details T The report listing the A P Approval Managers on file if archived will be catalogued with a report name of APROVALMGR LST 2007 2014 by Sentinel Hill Software all rights reserved a2 Series 5 Accounts Payable User Help A P Approval Managers Properties Screen The properties for each A P Approval Manager are defined with the following screen L A P Approval ager Codes Maintenanc A P Manager Code LJC Modify the Properties of A P Approval Managers are those individuals that authorize supplier invoices to be selected for payment They have approval dollar limits assigned to them Manager Code LJC Name LARRY CARLSEN Department Branch SOFTWARE Phone 800 663 8354 Email Address larryc sentinel hill com P O Authorization Limit 1 000 000 Aine d Higher Authorizer User M MOUSE h uthorization Password 12345678ABC ENTIE Manager Invoice Approval Statistics
436. ort Options screen 9 will be displayed from which the Type of Output the target Folder and the Filename may be specified By default the output filename is Vend_Export XLS You may click the Browse button to locate a different folder and input file Vendors Export Field Selection There are many different fields that are associated to a Vendor To be able to select specific fields to output would be a nice feature would it not Well guess what you can select the fields you want The following screen is displayed from which selected fields may be selected On the left side of the screen double click to have a particular field included or excluded 2007 2014 by Sentinel Hill Software all rights reserved 42 Series 5 Accounts Payable User Help 6 6 2 Vendor Maintenance Exporting the Yendor Master file Export Filters Vendor Select Filters Field Selection Export Options Select the individual fields that are to be exported Available Vendor Fields Selected Company Name Address 1 Address 2 City State P Pe Select All gt Country Phone lt Clear All 1039 Category Fax E mail Contactl Name Add gt Contactl Phone Contact Job Contact2 Name Contact2 Phone Contact2Job Vendor Type Contractor lt Remove A P Transaction Batch Maintenance Vendor A P Invoice transaction information is entered into the system using a New A P Transaction The types of
437. ory on your computer s C drive Setting the Directory Path blank or to something other that a drive letter designation would result in only being able to browse descendants of the user s default working directory Jan 18 2012 Series 5 File Error Handling Routine The logic used to report serious file VO errors has been enhanced to identify errors associated to the use of AcuServer Previously 9D 104 errors were reported as an AcuServer Connection Failure Now all 9D XX errors are identified and the applicable message displayed Jan 10 2012 a Reports and Forms generated as MS Word Documents All reports and forms that are generated as MS Word Documents are now created protected as Read Only documents A password may be used to un lock them Refer to the applicable documentation for further details Jan 10 2012 amp For 2011 Series 5 Import Export Routine The generic routine to handle importing and exporting of data to spreadsheet or character delimited files has been enhanced to provide for CSV files that do not have allow quotes around character strings Dec 12 2011 CALLEREQ Program The CALLEREQ program has been revised to call either the W M s E Request Service routine or the new P I s On Demand Billing Service routine It no longer resides as a program belonging to the W M system rather it has been moved into the S M System s Management directory and library Please ensure the correct compile script fil
438. ose columns with a can be used The column that is currently used for the sort has displayed nje eo oes an Toraen teen ae Sa 21549PM 2174 00486 Bo ee Jae a Grid Display and Purge Filters Screen Over a period of time your users will probably be generating a great number of Archived reports You can limit the number of items that are displayed in the grid The same filter fields are also available to the Purge function 2007 2014 by Sentinel Hill Software all rights reserved ne Series 5 Accounts Payable User Help 1 Click on Selections in the Fast Button frame The Archive Report selection filters screen will be displayed Archived Reports Manager Archived Reports Inquiry Selection Parameters You may specify selected parameters to limit the list of Archived Reports that are displayed Systems Users OAI Oal USER Selected O Selected Report Types Date Generated Selected Selected To On OM Fon OTE _ Report Namefs Matching Template en Enter the name of report s to be selected where matches any character and a single may be placed before and or after the to match any string le CASH JRAN 110507JRN or CASH_ 04 2 Set the applicable filters 3 Click the OK push button The grid will be redisplayed showing only those reports satisfying the selected filters Filters Screen Field Definition
439. ot contain more that 8192 characters Within the body of the message file you may include a number of pseudo variables that will be replaced with applicable text associated to the information in the email and the recipient The following variables may be used and replaced as follows DOC TYPE The type of file sent ie Tab Delimited ASCII or Sequential Data Email Messages Text files The email body text messages are stored in a sub directory within the Company System s Reports directory named Email Templates The Company System s Reports directory is 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 297 the one that is identified for each company using the Company Systems Maintenance function Accessing the Fraud Interface File Generation Function From the A P Main menu select Generate Fraud Interface File from the Operations drop down menu V Accounts Payable oE Reports Codes Maintenance New AJP Transaction Entry Scheduled Transaction Entry Enter and Print a Quick Check Electronic Invoices Interface Ac Change Item Due Disc Dates Mark Items Manually Paid Purge Zero Balance Payables c Select vouchers for Payment fd Defer vouchers from Payment Payments amp Check Processing Generate Fraud Interface File Void a Posted Check m Fraud Interface Options Screen The options for generating the Frau
440. ount contributing to the check plus any Discount that is taken Select for Payment Screen Field Definitions Check Payment Date mmddyy Enter the date of the check used for Manual Payment Gross Payment 999 999 99 Amount Enter the amount that is used to reduce the balance owing on the Vendor s Invoice This should be the sum of any Cash amount to be paid plus any discounts that you will take Discount Amount to 999 999 99 Take Enter the amount of the Discount that you will be reducing the amount to be paid Manual Checks Entry Screen The following screen is presented to complete the entry of items marked for a Manual check 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions Generate a Manual Check for Selected Items For Vendor 019658 SENTINEL HILL SOFTWARE INC Manual Check Enter the Date and if applicable the Check Check Check Date 2727709 _ M SENTINEL HILL SOFTWARE INC 463 GORDON PLACE WEST VANCOUVER BC V7T 1R7 CANADA PAY to the order of s C Select the Bank Account Code the check is to be written for Indicate whether itis hand written or computer printed PCA s JP Morgan Chase 189174971982 CashAcct 1103 001 Northern Trust 2 Voucher Invoice 141805 For May 2008 141806 For Jun 2008 Inv Date 6 21 08 7 21 08 Orig Inv Amt 100 00 100 00 2 Items Paid with Totals Amt Paid 100 00 100
441. ounts Over 0 Provide for entry of Expense Distribution Narratives When not provided Generate Detail Expense Distributions Display a Warning Message Disallow Entry of the Transaction Generate Detail Cash Distributions U S Federal Reporting ID 70 23827719 Track Expense Distributions Use Sub Ledger Projects Neither G L System Company Code PCA Use 4 P Job Codes Next Numeric A P Trs Batch Code 7081 Payment Approval Process V Mandatory for ALL Invoice to be Paid Last Voucher Number Assigned 425064 For Invoice Amounts Over 4 000 Next Auto Assigned Vendor Code 23355 When Duplicate Vendor Invoices are Identified Default Print Queue for 4 P Display a Warning Message WPRINT3 t D Disallow Entry of Transaction aa Field Definitions ene ee For Vendor Invoice transactions entered there is a field provided for entry of a PO If you require that all invoices be entered with a PO set the check box PO Number Entry For Amounts 9 6 Over If you only need a Purchase Order Number to be entered for Invoices over a specific amount enter that amount in this field 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 471 PO Number Entry When not radio buttons Provided To consider only those Vendors which have or have not recorded an email addr
442. ounts for selected Acct Types to be displayed Accounts for selected Dist Types Expense Accts for selected Vendor gt As well combinations ete for selected Vendor are offered whereby only el those totals for a selected Account Project Vendor Account Type or Distribution Type are displayed In these cases a field is presented from which a given Account Project Vendor or Account Type may be chosen gt lf Accounts for j Account Types AZP Control 4 Seecten rect Types iS A P Control Accounts chosen you may choose A P Cash Accounts apis to show all accounts for A P Discount Accounts il declan which distributions were generated of a particular type 2007 2014 by Sentinel Hill Software all rights reserved 374 Series 5 Accounts Payable User Help Account Types A P Cash Acq gt In each case the function or application that was Selected as Cash used to generate that d Uli distribution is also shown Account Types gt Clicking n the aa tal Discounts taken icons will display the next Account Types A P Expense Account type set that is on file for the period built Distribution of all 4 for gt lf Accounts for AP Added Expense Distributions AP Added Regular Trxs selected Dist Types iS AP Added Reversing Trxs chosen you may choose _ AP Added Prepaid by Check to show all accounts for A oat ba aie by nae te p 4 H gt ed rrepal eDi ar which distributions
443. oved These managers have a password that must be entered when a given vendor invoice is approved for payment An Approval Manager Set must be selected in order to assign up to three Approving Managers Discount Non Discountable Amount 9 999 999 99 This is Prepayment method that was used It s a code that would have been defined in your Accounts Receivable system For example CSH VIS CHQ AMX for cash Visa cheque or American Express When selecting a Prepayment Method code the Prepay Cash account will be assigned Discount Percentage 99 99 May be used to record a Check or a credit card number or authorization code Discount Amount 99 999 99 This field is provided so a brief memo may be recorded with the transaction Prepaid Bank Code X 6 A user define code may be recorded with the transaction When an A R Aging report is generated as an option one or more User Codes may be selected as filters 2007 2014 by Sentinel Hill Software all rights reserved 226 Series 5 Accounts Payable User Help 6 4 1 4 Prepaid Cash Account 9 18 9 5 When Prepaid Invoice transactions are posted a credit distribution is recorded to the Cash account The Cash Account is derived from the Bank Code s properties Prepaid Type drop down list Select the type of Prepaid Invoice that is being entered That is how was this Invoice paid Prepaid Check or Tracking 9 6 The system will default
444. owing capabilities associated to reading emails are now possible e Emails are read from program selected in boxes e Filters may be set to read only emails from selected Senders or emails with a specified character string within the Subject line e Up to 3 attachments may be read and passed to the S5 application e Sub folders withing a designated In Box may be created by the system e Emails may be deleted or moved to different sub folders May 26 2013 amp For 2012 Series 5 Import Export Functions When importing or exporting data fields from to MS Excel after the process has been completed the EXCEL EXE process was not being terminated due to a problem with Windows or there is some secret function to do so The problem has been fixed Now when Excel is launched from Series 5 it s Process Id is detected and once the import export is completed the process is Killed using a system call using the TASKKILL DOS command Nov 12 2012 Series 5 Import Export Functions When importing or exporting data fields from MS Excel tab delimited or CSV data files the system will now handle text fields up to 200 characters in length Sept 18 2012 Series 5 Launching Microsoft Calendar The Series 5 Applications make calls to the Microsoft Calendar routine to display a calendar and accept the operator s selection of a date In order to make use of this 2007 2014 by Sentinel Hill Software all rights reserved Introduction 23 fea
445. played Enter the string or number to be searched in the Find field and select the particular field of the given record to be tested Search Task Codes Description C mq Units Charge Rate Omi NonCharge Rate SH Unit Cost Rate Tas Group Flag Invoice Section SA lnvoice Group 3 Set the searching options as desired and click on the Find push button If you rather just get a count of the of records that satisfy the search click on the Count push button 4 lf arecord is found then the grid will be refreshed with that item displayed Also the Search Backward Forward icons will be enabled and you could then search back or forward by clicking on the appropriate buttons EUL 2007 2014 by Sentinel Hill Software all rights reserved s Series 5 Accounts Payable User Help 5 The current search string and name of the field tested is displayed in the status bar at the bottom of the screen Total Debits 42 128 369 07 Net Change Total Credits 42 128 369 07CI Closing Balance Grid Navigation Buttons To move through a file of records that are accessed or displayed using the grid use the Navigation Buttons found at the right side of the screen Click The next grid row Cursor Down Key or rotate the mouse wheel towards you 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface Down 4 grid rows Hold the Ctrl key and rotate the
446. port can be done either directly from the Historic Voucher Archives Inquiry s3 function or from the A P Menu s Reports drop down menu mi AJP Open Items Report Historic Open Items Report Cash Requirement Report AJP Distributions Report Un Reconciled Checks Reconciliation Report Historic Check Register AJP Youcher Archive Report Quick Check Invoice Journal AJP Period a 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 367 Archived Voucher Report Options Screen The following screen is displayed offering a variety of filters for the reporting function E Print A P Trx Archive Report Report APTRXARCHIVE RPT Print the A P Trs Archive Journal Report Options Yendor Select Filters Print Options Specify selection options to determine the items that will be included on this report Voucher Number s All O Selected Vendor Invoice Number s Documents Dated Not Considered Between Ss EI O Inclusive Using All O Selected Include only Documents for A P Trs Batch Include only the following Document Typefs ETAO Invoices Adjustments Sa Prepaid Invoice Credit Cancels O Selected Quick Checks Fields left blank are NOT considered in the selection process The report generated if archived will be catalogued with a report name of APTRXARCHIVE RPT The Print Options tab s
447. porting Vendors from Spreadsheet New Vendors or those defined from another Accounts Payable system may be loaded into the Series 5 system directly from an Excel spreadsheet or a tab delimited file The standard Series 5 Import screens will be presented when the specific function is launched The interface is accomplished by reading a selected ASCII text or Excel Workbook files which you had created manually or created by some other means The data associated with any given field is loaded from a column on the spreadsheet The data for a given Vendor is loaded from a row The types of text files supported include the following gt MS Excel Workbooks gt Tab Delimited Text gt Lotus Text Comma Delimited with quotation marks gt Slash Delimited Text gt CSV Text Comma Delimited Some points to note when importing Vendors 2007 2014 by Sentinel Hill Software all rights reserved 418 Series 5 Accounts Payable User Help e A heading row with VENDOR or Vendor or VEND or Vend or VEND or Vend in column 1 will be ignored e Blank rows are ignored The standard Series 5 Import Options screen s will be displayed from which the Type of Input the target Folder and the Filename may be specified By default the input filename is Vendor Properties _In XLS You may click the Browse button to locate a different folder and input file The layout of the columns on the spreadsheet are defined with the following screen
448. porting Year field is set to the next year in each Vendor record Click on the Year End Clear push button to accomplish this Managing the printing of the 1099 printing forms is done using a Series 5 grid screen All the functions related to dealing with 1099s are presented as push buttons in the blue Fast Buttons frame 2007 2014 by Sentinel Hill Software all rights reserved 32 Series 5 Accounts Payable User Help 1099 Processing Grid E 1099 Processing BR File View Help Print 1099 Forms Preview and Print 1099 Forms for applicable Vendors BI Build Preview List Print Preview Report Print 1099 Forms Year End Clear Recompute Vendor Totals List by Vendor Code xi Gio To Vendor with Coda l altll 000273 RUNESTAD JAY A BOONE E 1099MISC Non Employee Compensation Box 7 a 005089 SHULDES ROBERT BARRINGTON a N_1089 MISC Non Enpbye POET Bo 7 3900 00 Cora PIEPER DARRELL RE SISTERS a oe N 1089 MISC Non ne Compensation Bor 7 a 0 00 164 Vendors on file for 1099s of Vendors Total Paid to be Reported with Amounts gt soo 164 1099 MISC 34 foratotalof 377 574 60 0 1099DIV 0 foratotalof 0 1099 INT 0 foratotalof _ Search for Vendors are listed by Code The Fast Buttons frame provides the push buttons functions to have 1099 vendors previewed the forms printed the vendors totals recomputed and the totals cleared for next year processing
449. printed for each Profit Center Distribution Type Distribution Type Profit Center grouping Distribution Type Z Acct User Code Distributions Sorted By drop list When the report is printed the Distributions may be sorted with sub totals printed in a resent Dorumen Number i H ccount edger Date variety of different ways ocou I Dorae Daie Account Yendor Code Account Project Code Document Number Account Document Date Account Yendor Code Account Project Code 7 Account Distributions with Ledger Date radio buttons and mmddyy Select to have All distributions listed regardless of their Ledger Date or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented For Profit Center s radio buttons and 9 5 Select to have All distributions listed regardless of their Profit Centers or only those for a given range of Profit Centers If an inclusive range is selected enter the starting ending Profit Centers For Distribution G L Accounts starting ending 9 18 9 5 If you wish to only list distributions for a range of accounts or a single account click the Selected radio button You may then enter Starting and Ending G L Account numbers To revert back to All accounts click the ALL icon Distributions for Documents Number s Select to have All distributions listed regardless of the document numbe
450. providing a list of the valid checks that you have generated This is commonly referred to as Fraud Interface file or a Positive Pay file The concept is that your financial institution has on file a list of the valid checks that your company has issued When a check is eventually cashed and processed by the bank if the check is not listed on file it will not be honored Note that your financial institution must support such capability and be able to accept the data file format that is produced The data formats currently supported include the following e Custom Layout for JP Morgan Chase e Custom layout for Northern trust e Tab Delimited ASCII text e MS Excel spreadsheet The option and associated properties to have a Fraud Interface file generated are found in each of the Bank Account Codes that are defined in the Series 5 Accounts Payable system Refer to the topic titled Fraud Interface Filel s found within the chapter on Bank Account Codes Maintenance As an option the generated file may be automatically emailed to the recipient defined as one of the properties in the Bank Code record The body of this message which you can edit to your likening must be set up in a text file named AP_PositivePay_EmailMessage TXT that must be located in the folder named Email Templates found in the designated Company System s Generated and Archived Reports data directory This file can be either a simple text file or an HTML file and must n
451. purged Check Numbers radio buttons and 9 6 Select to have All checks or a range of checks purged If a range is selected enter the starting ending check numbers With Checks Dates radio buttons and mmddyy Select to have All checks regardless of Check Date or only those for a given date range purged If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 315 With Date Reconciled radio buttons and mmddyy Select to have All checks purged regardless of the date they were reconciled or only those for a given date range If an inclusive range is selected enter the starting ending dates Check those types of checks that are to be selected Including items for Vendor X 6 To have only those reconciliation records for a particular Vendor purged enter that Vendor Code Leave the field blank to display items for all Vendors 6 4 17 Export A P Distributions This function is provided so that A P Distributions may be exported to either an MS Excel spreadsheet or a tab delimited text file These files might then be interface to another third party General Ledger system or to a Series 5 General Ledger system at perhaps the head office The function to have the A P Distributions exported is one that is associated to the A P Distributions Inquiry app
452. push button to record the selection Manager Approval Screen Field Definitions Approval Status radio buttons Select whether the item is Approved to be Reviewed or NOT PAID Amount Approved to 999 999 99 be Paid Enter the amount that is to be approved to be paid Email Approval Managers The Series 5 A P system provides the option to force all invoices entered into the system to be approved by up to three different Approval Managers before it may be selected to be paid A property defined in the A P Control Options General Tabl screen specifies whether the Manager Approval process is to be enforced or not Approval Managers are recorded with an invoice at the time they are entered into the system When entered an roval Manager Set 2lis specified With each Manager Set up to three Approval Managers s may be assigned A function invoked from the Open Payable s Inquiry grid screen is used to record the manager s approval for payment or not When this operation is executed an email message will be sent to each of the approving managers The body of this message which you can edit to your likening must be set up in a text file named APApproveNew_EmailMessage T XT that must be located in the folder 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 257 named Email Templates found in the designated Company System s Generated and Archived Reports data directory
453. put to the execution error log file Should be set to zero unless specifically need to debug the execution of CGI service routines WEB COMPANY 1_ 40 The Series 5 Company code assigned to Web Company 1 Code embedded in Web Page ID codes The Series 5 Company code assigned to The Series 5 Company code assigned to The Series 5 Company code assigned to The Series 5 Company code assigned to The Inventory Warehouse Location code for The Inventory Warehouse Location code for The Inventory Warehouse Location code for The Inventory Warehouse Location code for WEB OP EAST The Inventory Warehouse Location code for LOCATION 5 orders submitted over the Web for Company 5 WEB EDOCS web shweb The directory path in which temporary files DIRECTORY acutemp are created used to send attachments as emails on UNIX web servers WEB MGMT CTRL accserver acctg For CGI service routines on a Web server PATH shsi_ctrl defines the directory path of the location where the Series 5 control files reside Runtime Error Codes These Unfortunately things don t always operate the way they should For a variety of reasons the application will on occasion generate some nasty looking error codes and messages These can be divided up into three categories of errors Application generated Errors 2007 2014 by Sentinel Hill Software all rights reserved so Series 5 Accounts Payable User Help QO Microsoft Word or Excel ge
454. r Archived Both the printer amp Archived to be Browsed Only to disk as an ASCII file 17 Todisk as an MS Word 2003 document 19 To disk as an MS Word 2003 document amp Archived 26 To disk as an MS Word 2007 document 30 To disk as an MS Word 2007 document amp Archived 35 To disk as an MS Word 2007 saved as a PDF file You would typically have the argument set to either 1 2 or 4 Web Server Control and File Management Variables The following variables are used to define the location of different sets of files used by the Series 5 CGI service routines executing on a Web Server ae Default or pe ee Sa ae eee ument coe PREFIX ia shweb The a path in which the executable oe fee eee programs reside web shweb The full path and filename which is used to log messages generated by the system by acutemp CGI service routines executing on a Web server 2007 2014 by Sentinel Hill Software all rights reserved 7 3 Appendix oO O s WEB COMPANY 2 oi oO Web Company 2 Web Company 3 S m m D 9 OI O O O Z zs lt 2 Ri Ol ITI gt a Web Company 4 Web Company 4 oO orders submitted over the Web for Company 1 orders submitted over the Web for Company 2 a Oo orders submitted over the Web for Company 3 D O o x wo 40 O U Z I he O orders submitted over the Web for Company 4 lf 1 then messages are out
455. r G L Sub Ledger Projects are being tracked and the appropriate A P Control Properties are set a Project code may also be entered with each Expense Distribution A P Transaction Expense Distributions Entry Grid E A P Transaction Maintenance TrxSeq 0004 Modify this Transaction p T EE 9 of AVP Transaction Batch 006818 806 651 11 of 1 996 950 11 ti Expense Distributions 116581 POH Vendor 005145 LOPEZ ROBERT V 09712 26EXP 902 WOODHAVEN CT Total for this Prepaid 2 529 55 Beas For Distribution Fast Buttons Expenses 2 529 55 GST 0 00 New J Mocity JA Deiere Travel and Subsistence Supplies Add a new Dist Contingency Consultants Sub Postage and Shipping aa Modify Modify the Distr highlighted in th Entertainment Utilities Delete Delete the Distr highlighted in th Amount Remaining to Distribute 0 00 Totalfor 7 Distributions 2 529 55 Data Entry Note If the Vendor has any Auto Distributions defined the system will prompt the operator as to whether or not they are to be invoked SHS Series V Accounts Payable Auto Distributions have been set up For this Vendor Do you wish to w have the Expense Distributions automatically generated based on the percentage allocations already set up If yes then the total amount of the Invoice not including any GST amount will be distributed to each of the defined accounts
456. r Manager Code X 10 Enter that Manager s Code who has a higher dollar approval limit Leave blank if not applicable Authorization Password X 15 When an invoice is selected to be approved the Approving Manager code must be selected if not already assigned and their Authorization Password entered At that point the invoice may then be selected to be paid The password must be at least 8 characters in length contain at least 1 numeric digit and 1 alphabetic character and NOT contain any spaces Period to Date Year to Date Last Year and Life to Date statistics are accumulated for the manager 2007 2014 by Sentinel Hill Software all rights reserved aa Series 5 Accounts Payable User Help 6 6 5 A P Account Codes Maintenance All G L Accounts that may have distributions generated from the Accounts Payable system must be defined and maintained using this function This includes all Cash Discount Expense Distributions and Accounts Payable Control accounts In effect validating all A P accounts provides a system wide safeguard against operators accidental entering an invalid or non existent account The A P Accounts defined here are listed in the Series 5 A P Accounts LOV Lookupl 2 window Loading Accounts from the G L Chart of Accounts All G L Accounts in the Series 5 system must normally always be defined in the G L system It may seem redundant having to define them in the AP as well However there are man
457. r choose from the 10 most recently entered accounts When entering the account number each segment of the Account number may be separated with either a Space or the character Nov 21 2008 Fraud Interface Positive Pay Files for Banks The Fraud Interface properties of a given Bank Code has been revised You may now specify a number of different formats that the interface file can be generated for The system supports a Tab Delimited ASCIl text file an Excel spreadsheet a custom layout for Northern Trust banks and a custom layout for JP Morgan Chase banks The routines that generate the Fraud Interface files has been revised to output the correct format for the Bank Code that is selected Nov 21 2008 Quick Check Entry Function Two problems were identified 1 If while entering a Quick Check the operator may choose to exit and save the data entered as a Draft Quick Check prior to it being printed However when 2007 2014 by Sentinel Hill Software all rights reserved Introduction 21 returning to load that Draft Quick Check the system did not load the data correctly 2 If there was more than one Invoice entered to be paid by the Quick Check attempting to edit a previously entered Invoice prior to the check being printed reported a message that the Invoice was not on file Both these issues have been fixed After installing the release with this fix it will be necessary to first delete the data file named APQUICKCH
458. r maintaining O P imaudit Inventory Audit files for Series 5 Company ccc SPIO PATH ccc _ORTXT_ PATH System ccc ccc_DUNLETTER_ d S5 dun The default directory used for maintaining A R PATH templates Dunning Letter template files for Series 5 Company System ccc d S5 bin runs The directory path in which the executable programs reside CODE_PREFIX IAMESS_x1 OK to Sell Text Lines of text displayed in O P when an item is out of stock and operator is prompted These are the 3 lines used in the prompt The x is used to allow for different sets of texts for different Inventory Activity Codes that may have been set up for the Inventory Item in question e A e0 eD o Active Obsolet Disconti Needs eF e nued Informat Foreca F eC ion sted Planned Cancel S ed Suppre ssed gt O Cc JI C Z l 2 D lt m 2007 2014 by Sentinel Hill Software all rights reserved 496 Series 5 Accounts Payable User Help IAMESS_ x2 OK to Sell Text isee above line 2 line 3 ELP PREFIX dAS5 bin helo The directory path in which the Help files reside d S5 bin The directory path in which all bitmapped images images are stored LAUNCH_BCKGRN J iwrun32 d c d This is the shell command that is used to D_ CMD s5 etc cblcfgui execute jobs submitted for execution in the Background Job Processor m THIN DRIVE MAP user larry data On thin client systems when attempting to print to
459. r password all the open items that they need to approve are displayed Items then can be easily marked approved or not 4 Finally Approval Managers may be emailed with information about the item to be paid that need their approval The manager may reply to the email indicating their approval or not in the subject line The Load Manager Approval Emails from the A P system Operations drop down menu the system will read a designated email inbox for the replied emails and mark those related sub documents as approved and enable them to be selected to be paid This operation is used to launch the function to automatically approve items to be paid by reading the manager emails From the A P Main menu select Load Manager Email Approvals from the Operations drop down menu 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 261 Reports Codes Maintenance Pu New A P Transaction Entry Scheduled Transaction Entry Enter and Print a Quick Check Electronic Invoices Interface Change Item Due Disc Dates i Mark Items Manually Paid gt Purge Zero Balance Payables Iq Approve Vouchers for Payment Email Approval Managers Load Manager Approval Emails N SelectMouchers foppa Some points to note when Approving Open Items for payment from manager emails A report is generated that lists those items that are approved The system will attempt to read the emails sent from t
460. r range click the desired Period and vear To Date compare function and enter the amount to be Last Year compared with O Life To Date Accumulated Discounts Given Amount radio buttons To select only those Vendors who have given total Discount amounts for a given period that falls within a Not Considered particular range click the desired Period and O Year To Date compare function and enter the amount to be Last Y ast Year compared with O _Life To Date Date of Last Invoice radio buttons and mmddyy To select only those Vendors that you have or have not received an Invoice from relative to a particular Not Considered date click the appropriate button and enter the date O Not Received to be tested against O Received 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 417 Accumulated 1099 Amount radio buttons and mmddyy To select only those 1099 Vendors that you have whose total Purchased amounts for the reporting year falls within a particular range click the desired compare function and enter the amount to be O compared with Vendor Discount radio buttons and mmddyy To select only those Vendors who always offer early payment discounts relative to a particular percentage Not Considered click the desired compare function and enter the O Greater Than amount to be compared with OL Th Faia ess Than or Equa 6 6 1 11 Im
461. r they were generated for or for only those that fall within a range of document numbers If a range is selected enter the starting ending document numbers Include only Distributions for Batch X 6 Code To have only those distributions listed that were recorded for transactions entered under a 2007 2014 by Sentinel Hill Software all rights reserved so Series 5 Accounts Payable User Help 6 5 6 particular A P Batch code Leave the field blank if it is not to be considered as a selectio filter Include only Distributions for User X 6 Code To have only the distributions listed for those A P Accounts that have had a particular User Code assigned to them Leave the field blank if it is not to be considered as a selection filter Include only Distributions for Vendor X 6 Code To have only those distributions listed that were recorded for transactions entered for a particular Vendor Leave the field blank if it is not to be considered as a selection filter Include only Distributions for Type s check boxes A check box is presented for each of the types of Distributions that may be generated in the A P system Click or un click to have the particular type listed or not in the report Un Reconciled Reconciled Checks Report The A P Reconciliation Reports function can be invoked directly from either the Check Reconciliation function sl grid screen or from the Reports drop down men
462. r to the next generation run of checks there is a need to pay an invoice for a particular Vendor you can readily do so You could just do a check run for the one vendor but a simpler approach is to select the applicable invoices and mark them as Manually Paid You then just write a check by hand or have the system print the check for you The function to have these items marked as manually paid is one that is associated to the Vendor Open Item Inquiry application As a convenience it is offered as a menu item under the A P s Operations drop down menu For a full description refer to the topic titled Mark tems Manually Paidl isl found under the chapter on Vendor Account Inquiryl s earlier in this documentation Purge Zero Balance Payables If your company does not wish to automatically pay all outstanding and due Invoices that your suppliers have submitted then you will have to manually identify all items that are to be paid The function to have these ZERO Balance items marked and removed from the system is one that is associated to the Vendor Open Item Inquiry application As a convenience it is offered as a menu item under the A P s Operations drop down menu For a full description refer to the topic titled Zero Balance Items Purgel iss found under the chapter on Vendor Account Inquiryl s earlier in this documentation Approve Invoices to be Paid The Series 5 A P system provides the option to force all invoices entered into the s
463. raen aeaaea apuaan aaaea rE Aaaa nanea aea A EAEan scrsedesteenecustuedeceesueeese Reconcile Control Properties 4 anaa E E N A E E ARRS 305 Check Reconcile Grid Sereen tiae i enra E n E era yen a sri aeret 306 Grid Dis play Filters e E E E E E E E E E eee 309 Reconcile Checks Reports inhaa e ear A e isat 311 Gheck Reconcile mila e AE A E E ache eee E eee A 313 Export A P Distributions a aaa ince raaa aT a a aa aa eaaa Aaa Ea Aera sai ariaa i aradi Sar aii paiia 315 Bulk Vendor Email Generator c cc ccesscesseseeseeseessesseeseessessesseeseesoesaesaesaesaesaeeseeneeseesausausaeuseeseesausausaesaeuanvanse 315 Generate 1099 Form cccsscssssssssessessesnsenssnsenssnsssousosnasansesseneuscussussussesnecaeansansauausaseaunasnanacsanssaaeacusausassasnasaasansa 322 Clear Vendor Year to Date Totals ccccessseesesssesseesesseeseeseeseesoesnesaesaeseeensseesoesoesaussevseusevenesneanenaesnesansaneans 331 Recalc Vendor Year to Date Last Year Total ccccscssssesesessessessessesseseessneseeneesessessesseeseesaesaesaesaevanvanss 332 Recalc Vendor 1099 Totals ccccestscestessessessessesseesesseseesesseuseuseesoesaesaesaesaesaeeseeseeneenaesaesaesseeseesaesaesaesaeuanvanse 5 Reporting FUNCHONS ccc cccec cs cececscececcseeeeccteeesstcccsenencteserecdueseeetearseenctassteucenssecccunvsrstecadseeneds A P Open tem Re Port cccessseesseesessesseseeveeeseeseeseessessesesseuseesoeseesaesaesaesaesaeeaeseessaeseesaesaeu
464. ransaction is to be recorded to the AJP AJP Control Account system w Accounts Payable US ry Remt To 020755 2000 1EEE4AS PCA 42ND CEMENT TECH 2000 IEEE IAS PCA 42ND CEMENT TECH C O HOLNAM INC A U F C O HOLNAM INC ORS EAST ON OYDON ROAD 6055 EAST CROYDON ROAD JRI MORGAN UT 84050 Tems Type Voucher Scheduled Regular Voucher r Vendor r invore Chaige PO invoce 123 Invoice Total Amourt 123 00 Document Date 2728706 Ledger Date 272e706 _ 3 Canadian GST of Due Days 0 Due Date 2720706 _ 3 GST Taxable Amourt 500 GSTTax ooo Hot Discount O_ Discourt Date 2728706 Natative y C lien Waiver Vendor Discounts Nor Discourtable Amount C oo 1 00 Discount 000 x lo 0 00 When adding a Scheduled transaction after completing entry of the first screen click the Next push button You will then be presented with the screen on which you may record Expense amounts to specific G L accounts Refer to the topic titled Expense Distribution Entry Screen zl found under the discussion of the New A P Transaction Entry 20s operation for further details Scheduled A P Transaction Tab Screen Field Definition Only those fields that are used to set the Frequency and the Next Date are described here Refer to the topic titled Transaction Data Entry Screen 2 1 found under the discussion of the New A P Transaction Entry 20s oper
465. ransactions the type of Prepaid field will default to the setting defined Hand Written Checks Next Check Number 9 6 This is the next check number that will be assigned when a Vendor Invoice is entered as a Prepaid Non Hand Written Checks Next Check 9 6 Tracking Number This is the next check number that will be assigned when a Vendor Invoice is entered as a Prepaid but marked as being a Wire Transfer Debit or a Credit Card charge Bank Code Fraud Interface Tab Sub Screen The Series 5 Accounts Payable system provides an operation whereby a data file may be generated that lists all the checks that have been printed for a particular Bank Code This file is commonly referred to as a Fraud Interface file or a Positive Pay Checking file This file can either be created as a tab delimited file an Excel spreadsheet or as one of the fixed field defined formats The fields that are reported include the following e Bank Account Number e Check Number e Date 2007 2014 by Sentinel Hill Software all rights reserved o Series 5 Accounts Payable User Help e Vendor Code e Payee Name e Check Amount e Transaction Type Anumber of banks offer this service Only those checks that have been recorded in these Fraud Interface files will be paid out by the bank The following screen defines the properties for these Interface files Check Generation Check Printing For Prepaids Fraud interface Check Gen
466. rating Documents and Reports as MS Word Documents When output is generated as an MS Word Document an entry in the runtime 2007 2014 by Sentinel Hill Software all rights reserved 22 Series 5 Accounts Payable User Help configuration file is used to define the output orientation font name font size and where applicable a Template The system has been enhanced to now provide for 40 character font names and template filenames Increased from 25 characters July 03 2013 Attach Supporting Documents function The ability to attach documents to different Series 5 Transactions Master Code records has been enhanced You may now attach an HTML file or a link to a Web Page Also when displaying JPEG or Bit Map files the Microsoft Office Picture Viewer Utility will be employed Also when adding a new attachment the system will default the path to a folder that should exist in the directory designated to be the Temporary directory associated to each Company System You should create a directory named Attachments in that directory if it s not already there Jun 27 2013 Series 5 Outlook Email Reading Series 5 applications may now make use of a new routine that provides the ability to read email from MS Outlook Currently used by the A P and O P Manager Approval functions emails are read that were sent from designated approval managers The internal driver used to read emails using calls to Microsoft Office Outlook The foll
467. rchases made from this Vendor Payment Terms X 15 This is a descriptive field that may be used to indicate the terms that has been arranged with this vendor When invoices are entered for the vendor the terms description is displayed Compute Invoice Due Discount Dates radio buttons 2007 2014 by Sentinel Hill Software all rights reserved 402 Series 5 Accounts Payable User Help When an invoice is entered for this vendor the Due Date and Discount Date are computed based on the Invoice Date The Due Date being that date which the item should be paid by and the Discount Date is that date by which it should be paid by if a Vendor Discount would be given Two methods are provided for Aspecified of days following the Dates are determined by adding a Invoice date set of days to the Invoice date O Aspecific day of the month following the For suppliers that have a Due Date Invoice date that is always on a specific day of the month If this field is presented this is the number of days following the Invoice Date that a payment would be due When an Invoice is entered the Due Date is computed from the Invoice Date Discount Date of Days If this field is presented this is the number of days following the Invoice Date that if full payment is received a discount would be given if applicable When an Invoice is entered the Discount Date is computed from the Invoice Date The of Discount Days must always be les
468. re deleted from the system They will also be removed from the grid display e Any Invoices that were paid using the any check that was voided or cleared will be re instated as eligible items that are waiting to be selected to be paid at some time in the future e Once all the checks have been de generated the operator will be asked if the Starting Check Number that is kept in the Bank Account Codes properties record is to be reset back If the actual check forms were not consumed or printed upon you should probably with YES e The internal check generation batch record not normally visible is deleted Recover from Printer Failure Function Options Screen The following screen is displayed to identify which checks printed OK which ones got mangled and which ones did not get printed at all Post Void Clear after a Printer Jam Post Yoid and Un Generate Checks after a Printer Jam or any other reason For Bank Code CHASE writtento PCA s JP Morgan Chase for G L Cash Account 1103 001 Northern Trust 2 Select the Check Batch Set to be Dealt With 5 Checks Generated 3 02 09 14 28 06 with Check s 400001 400005 v Checks to be Voided Checks to be Cleared O None From O None From Selected Oall We Selected To A Nice Example for the Peanut Gallery As an example consider the case if 200 checks were generated numbered from 101 to 300 and while printing a paper jam occurred that resu
469. record is not written correctly it will appear as if you have lost the Transaction But they are actually stored in the system This function reads through the A P Transaction file and rebuilds the Pointer file for the currently selected Batch Accessing the Broken A P Batch Repair Function After selecting the batch from the A P Transaction grid screen select Repair Broken Batch File from the File drop down menu 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 231 A P Transaction Maintena Edit Help Properties Print Edit List Post AJP Transactions Repair Broken Batch File Repair A P Batch Verification Screen The following screen is displayed before the Repair function can proceed You must type in the word PROCEED in the field provided BAP Transaction Maintenance Repair 4 P Transaction Batch 404504 You should execute this function only if instructed by your System s Manager Every unposted Batch has a file that contains pointer records that identify it s own A P Transactions from others Should you suspect that this file has become corrupt this function will attempt to repair it for you To proceed with this rebuild function type the word PROCEED in the field provided PROCEED and click on the Rebuild button below If you do not wish to have the file rebuilt click on the Cancel button Rebuild This Batch File Cancel
470. red values do not match the expected values the user is warned and given the option of allowing transaction entry to continue If a transaction being added causes the number of transactions expected to be exceeded the user is informed and the entry aborted Once a batch is posted the data may no longer be accessed via the batch number It may however be antes in an archive journal This journal data may be purgan by the of the year s transactions and these transactions M4 aia egin DR RIALS reserved part of the year end processing 6 4 1 1 6 4 1 2 Accounts Payable Menu Functions A P Transaction Batch Selection The first screen that is displayed when selecting A P Transaction Entry is one that lets you select an already establish A P Transaction Batch or create a new one It will display push buttons of the most recently created or accessed Batches A given Batch may be selected by clicking on the button or selecting one from the drop down list A P Transaction Batch Selection Screen r E A P Transaction Maintenanc C E ja A P Transaction Batch Selection A P Transactions are entered in sets under the control of A P Transaction Batches Select the desired A P Transaction Batch from one of those that have already been created or you may choose to create a new one E4 A P Transaction Batch 007050 Created 9702708 10 25AM by USER With 26 of 29 Trxs Entered Valued at 25 070 00 of ane
471. reen These menu programs all operator in the same manner and basically offer the same types of functions The instructions below explain the features available and how to customize some of the sub screens For detailed instruction on the actual application refer to the related topics in the Accounts Payable Menu Functions 1 and The A P Menul 71 chapters Here is the A P menu that will be used to identify the different functions available to most other applications menus 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface a MM SHS Series V Accounts Payable MER File Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions Control Options Window Help User USER Rev 5 08 PZ Sentinel Hill Software PCA July 17 2008 03 45 PM Accounts Payable 1 Scheduled for Today 2 Overdue Functions 3 Coming Due 4 Wy Favorites 5 Daily 6 Monthly 7 Year End 8 Transaction Entry 9 Payment Processing Typically Daily Functions Vendor Open Item Inquiry Vendor Codes Maintenance Mark Item Manually Paid Enter Print Quick Check Print ZP Open Item Report b gt Print A P Distribution Report Applications Menu Bar All functions available to a given user may be accessed from the menu bar at the top of the screen Menu items are grouped according to the type of functions for each application 2007 2014 by Sentinel Hill Software a
472. reen presented is the standard Series 5 Print Options screen Execution at Night by the Batch Processor The automatic Approval from AP Manager Emails function has been set up to be executed by the Series 5 Background Processorl 77 Managers may have sent their email approvals during the day Then later in the evening this function may have been scheduled to execute so all those emails can be read and formal PO s generated This job could be scheduled as a reoccurring one every work day evening of the week Select to have the job execute by the Batch Processor by setting the check box at the bottom of the Print Options screen Execute as a Batched Background Job X The report generated if archived will be catalogued with a report name of EMAILAPPROVE_APITEMS RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 10s for full details Outlook s Inbox In order for this function to operate correctly you must have created a sub folder named S5 AP Approvals within Outlooks Inbox The sub folders used to hold emails that are completed and moved will be created by the system As well you must create an Outlook E mail Rule that will automatically move the managers approval reply emails to this new folder You might
473. register 363 manual checks 156 post Quick checks 295 post manual checks 295 post prepaid checks 295 posting 289 pre check writing report 278 prepaid checks 217 reconciliation 306 recover from printer malfunctions 292 starting check numbers 280 viewing unposted check details 289 void a posted check 303 voiding a check run 291 voiding a single check 179 ClickYes Pro 87 7 ae Electronic 3rd party Invoices about 242 email Series 5 reports 108 entering arange ofdates 68 entering dates from a calendar 67 environment variables 494 executing jobs in the background about 77 batch job execute screen 78 the Batch Job Processor 87 exporting data A P payables summary totals 339 A R open items payable 339 about 91 AP to GL period comparisons 381 check fraud interface setup 449 export options screen 91 historic open items payable 344 historic payables summary totals 344 period analysis drill down detail 379 period analysis totals 379 positive pay check detail 296 tab delimited data 91 to Excel workbooks 91 vendor period summary analysis 388 vendor properties 420 vendor record data 392 a a fraud interface about 296 bank code selection 297 configuration variables 494 D Data Purging check history 184 inactive Vendors 392 invoice history 174 date Lookup window 67 date range Lookup window 68 define user s environment variables 87 CSV layout 301 JP Morgan Chase record layout 302 MS Excel layout 301 Nort
474. rge function B Purge A P Trx Archive Transactions AZP Trx Transactions Archive Purge Purge Options Vendor Select Filters A P Tre Archives are the original Invoices Prepaids Quick Checks and Adjustments documents that were entered into the system along with the Expense Distributions that were made Once purged this information would be available only from reports that might have been saved from the past or by reloading backed up files EA r Voucher Number s r Documents Dated p 8 Na panga Between 1701775 fal 3 31 06 Vendor Invoice Number s Using Invoice Date O Ledger Date all O Selected Include only Documents for AJP Trx Batch C For A P Control Account all O Selected Include only the following Document Type s Invoices Adjustments Prepaid Invoice Credit Cancels Quick Checks Fields left blank are NOT considered in the selection process 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 461 Processing Filter Options Screen Field Definition Voucher Number s To select All transactions regardless of their Voucher numbers or for only those that fall within a range of document numbers If a range is selected enter the starting ending Voucher numbers Vendor Invoice Number s radio buttons and 9 6 To select All transactions regardless of the Invoice Number codes
475. rights reserved Accounts Payable Menu Functions 153 choosing it using the Lookup binoculars icon or by having the next or previous Vendor displayed that has open items Click the binocular icon wth the up down arrow to display transactions that exist for the prior next occurrence of that code on file gt If available Vendor Notes may be displayed if the Vendor 019658 iii t i applicable icon is displayed below the Vendor selection icons Notes are created and maintained by the Vendor Maintenance function gt Click the desired tab heading to have the Open Items Payable Invoice History Check Histery Historic Invoices or the te Historic Checks for the Vendor displayed gt If an item has been selected to be paid a check box lv is displayed in the right most column gt If an item has been selected to be marked as Manually paid a check box with an M is displayed in the right most column gt If an item has been selected to be ZERO Balance Purged an X is displayed in the right most column gt If an item has been marked either Temporarily or Permanently Deferred from being paid an applicable graphic is displayed in the right most column either o respectively If the function to have the grid items printed is selected the report if archived will be catalogued with a report name of VENDACCINQ RPT 2007 2014 by Sentinel Hill Software all rights reserved 154 Series 5 Account
476. riginal entry of the Vendor s invoice e Have the item marked as approved for payment or not e Select or de select to have the item marked to be Auto Approved e Select or de select to have the item marked as Selected to be paid e Select or de select to have an item permanently deferred from being paid From the Fast Buttons frame push buttons are provided that can be used to select all eligible items to be Auto Approved or to Clear them all from being Auto Approved and to post those items post items marked Auto Approved Automatically select them to be approved to be paid You may also print a list of the items presented in the grid that are associated to the selected Approval Manager 7 E Approve Invoices for Paymer E _x__ File Help Manager Approve Item for Payment For the selected Approval Manager Outstanding Payables to be approved are displayed and may be selected to be approved to be paid or Not Exit 2 Select All Items for Auto Approval I Clear All Items Selected for Auto Approval Post Items Marked for Auto Approve Approval Manager LIC X LARRY CARLSEN List by Due Date Vendor N X Refresh h LARRY CA Due Date VendorName tt E Reres 800 663 8354 aT N 019541 S K GHOSH ASSOCIATES IN 141543 For Aug 2008 8 01 08 8 31 08 8 01 08 13 737 00 13 737 00 019934 ROCKY MOUNTAIN MASONRY 141390 For Sep 2008 ji 9 15 08 9 15 08 9 15 08
477. rily or Permanently Deferred from being paid Items marked as Temporarily Deferred has a displayed in the right most column of the Open Items Payable screen s grid Permanent Deferred items display eo Accessing the function to Select Items for Payment or to be Deferred can be done either directly from the Vendor Open item Inquiry function or from the A P Menu s Operations drop down menu s V Accounts Payable oE Reports Codes Mainten New A P Transaction Entry Scheduled Transaction Entry Enter and Print a Quick Check Electronic Invoices Interface Change Item Due Disc Dates Mark Items Manually Paid Generate Fraud Interface File Mark Voucher Manually Paid Entry Screen The following screen is displayed to select items to be paid It s the same screen used for Marking Invoice Manually Paid 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 167 Mark Voucher as Manually Paid This Invoice will be selected for payment For the given Check Payment Date any eligible Vendor Discounts will be taken Specify Partial Payments by editing the Gross Payment amount field For the Check Payment Date of 19 07 07 75 Selected Voucher Vendo 019658 SENTINEL HILL SOFTWARE INC Voucher 141806 Invoice Date 7 21 08 Invoice For Jun 2008 Due Date 7 21 08 PO Discount Date 7 21 08 Original Invoice Amount 100 00 Payment Amounts Paym
478. rint Courier 10 Compress M Print Queue WPRINT3 Standard Courier 10 pt Compressed PreCaptured Printer LASER_LAND hp LaserJet 1300 PCL 6 C Save to C Documents and Settings Lary Carlsen My Documents SHSIKUCC Save as MS WORD Document Send a copy to E Mail Recipient Re Print Options Re Print from page fi to e Delete the Archived Report after being printed 3 Enter the reprint options Basically you can either print the report or save it to disk as 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 115 an MS Word or ASCII text file Notice that you can also specify a range of pages that are to be printed 4 Click the Reprint Report push button at the bottom of the screen Grid Display Search options You may search for specific records displayed in the grid using a number of relevant fields Click on the sjaje Search icon A search string may be entered for the following fields Sequence Report Name Grid Display Sort options You may choose to have the items in the grid displayed using a number of sorts These include By Sequence By System then Report Name By Report Name Extension then System then most recent date By the date created with the most recent ones listed first To change the displayed sort order 1 Click on the heading of the column of data which is to be used for the sort Only th
479. rinter Queue that would be used to typically print the reports generated for this Accounts Payable system When any of the reporting functions are executed this printer will be displayed as the default unless overridden by the user s assigned Printer Queue Print Queues are defined by a System Maintenance function 2007 2014 by Sentinel Hill Software all rights reserved 472 Series 5 Accounts Payable User Help Refer to the Systems Management Help if required Generate P I Disbursements check box from Expense Distributions For Vendor Invoice transactions entered with expense distributions the system provides the option for entry of a P I Project Code If checked when a distribution is entered with a Project code a disbursement will be recorded in the P I system Leave unchecked if you do not use the Series 5 Professional System Provide for entry of Expense check box Distribution Narrative For Vendor Invoice transactions there is a Narrative field that may be entered This narrative is recorded with any expense distributions that might be entered If you wish to be able to enter a separate Narrative for each expense distribution set this check box Either way the Narrative will be recorded in the G L system with the associated journal entry Generate Detail Expense check box Distributions When Vendor Invoice transactions are entered with expense distributions they are recorded in the A P When recording the information
480. rk it as a recurring job You may select to have the job executed in a different job queue Job Name A R Aging Report Batch Queue BATCH_INPUT v Priority Program JARAGERPT h Scheduled Processing Delayed Processing You also can designate to have this job execute on a re occurring basis or delayed O Low Normal O High Delay Hours 4 Minutes p For After 6 14 PM Today Re Occuring No v until a specific time Once the OK push button is clicked then the job will be submitted to the Job Batch Queue to wait for it s time to be executed In the meantime you may continue with other functions or exit the Series 5 application totally Notice that every job is assigned a unique number This may be used to track the job using the Batch Job Manager Batch Execute Setup Field Definitions Job Name Batch Job Manager using this name Batch Queue The system provides pre defined Batch Queue names Each job may be dispatched to a particular queue to be processed Your System s Manager may have defined multiple queues each with different execute priorities or on different processors Program changed Priority 2007 2014 by Sentinel Hill Software all rights reserved By default is the name of the Report or Operation The job may easily be tracked by the drop list BATCH_INPUT BATCH_INPUT REPORTING PRODUCTION NIGHT_PROCESS This field defines the name o
481. rocessor to be executed 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures Delayed The job will be automatically submitted to the Job Processor to be executed after 6 00 pm the same day Menu ltem Access Properties Reports Sub menu Item A R Aging Report Access Rights Full O None Batch Execution Odallowed ONotAllowed Delayed Forced C Show in the Favorites Tab Menu t eduled Function Modifying Access for a User 1 Highlight the amp green head of the User to modified 2 If you wish to modify the General Access properties o Click Modify in the Fast Button frame or right click and click on Modify in the pop up menu o The right pane of the window will be activated o Make the necessary changes and click the Update push button 3 If you wish to change the Access properties of a particular menu item o Double click the menu item to which you want to allow access The Access Properties fields for the given menu item will be displayed at the bottom of the right pane of the window o The Access Properties fields for the given menu item will be displayed at the bottom of the right pane of the window o Make the necessary changes and click the OK push button 4 If you wish to change the Access properties of a particular menu item in a slightly more elegant manner 2007 2014 by Sentinel Hill Software all rights reserved
482. rs With Checks Dated All Oal Between 401775 O Selected EE 1 Inclusive 2725 04 Include only the following Check Type s With Date Reconciled Computer Checks Quick Checks Oai PRAN M Manual Checks O Inclusive i ea o Prepaid Checks Voided Checks Include only Documents for Vendor aa Fields left blank are NOT considered in the selection process Reconciled Check History Purge Screen Field Definition For Bank Account X 6 Select the Bank Account for which associated reconciled checks are to be purged Check Numbers radio buttons and 9 6 Select to have All checks or a range of checks purged If a range is selected enter the starting ending check numbers With Checks Dates radio buttons and mmddyy Select to have All checks regardless of Check Date or only those for a given date range purged If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented 2007 2014 by Sentinel Hill Software all rights reserved 468 Series 5 Accounts Payable User Help With Date Reconciled radio buttons and mmddyy Select to have All checks purged regardless of the date they were reconciled or only those for a given date range If an inclusive range is selected enter the starting ending dates Check those types of checks that are to be selected
483. rs Grouped by none Vendors Sorted by Vendor Code Accounts Payable Control C Segment report by A P Control Accounts All O Selected Open Items Sorted by Voucher Due Date O Invoice The report generated if archived will be catalogued with a report name of OPENITEM RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 05 for full details When generating the report the operator is also presented with the standard Vendor Select Filters screen too This allows you to specify selected or ranges of Vendors Vendor Types and or only those vendors satisfying a variety of filter criteria Export Options If the option to have the Detail or Summary report information output to Spreadsheet is checked then the Export Options and About Exporting tab will be presented Note that to have the report data exported to spreadsheet you must also select to have the report output to the printer archived or the report browser Field Definitions Type of Report radio buttons 2007 2014 by Sentinel Hill Software all rights reserved 338 Series 5 Accounts Payable User Help Select whether the report is to be generated in Summary or a Detail The Summary report Detail lists each Ve
484. rs selected The following screen is displayed 2007 2014 by Sentinel Hill Software all rights reserved DAP Trx Archive Inquiry Compute Totals for selected A P Trx Archive Items For the selection criteria entered the following totals have been tallied for AZP Tre Archive Transactions dated from as early as 1 01 05 upto 12 29 05 Accounts Payable Menu Functions Regular Prepaids Quick Checks of Tres z Original Invoice Cancels Adjustments Totals Non Discountable Eligibile for Discount GST Taxable GST Tax Paid 6 3 5 4 Archived A P Voucher Transaction Display Screen When a particular row in the Archived Voucher Inquiry grid screen is double clicked a window is displayed showing the detail for that transaction A table within the screen displays either the Expense Accounts that the invoice was charged to or the Checks that were used to pay off the invoice The following screen is an example 2007 2014 by Sentinel Hill Software all rights reserved 206 Series 5 Accounts Payable User Help 6 3 6 DAP Trx Archive Inquiry Voucher 123865 forVendor 019658 SENTINEL HILL SOFTWARE INC BE 2 Regular Invoice Voucher 123865 Vendor Address SENTINEL HILL SOFTWARE INC From 4 P Trs Batch 007040 Posted 10 13 05 PO Invoice 242 463 GORDON PLACE Document Date 9 30 05 Due Date 9730705 WEST VANCOUVER BC Y7T 1R7 Led
485. rt Options Screen Field Definition Vendors Sort drop down list Invoices are listed grouped and sub totalled by Vendor The Vendors are listed sorted either by the Vendor Code or the Vendor Name List items that are Deferred check box Invoices that have be marked as Deferred will be listed only if this check box is set Include ZERO Balance Payable Vendors Zero Balance Vendors will be included in the report only if this check box is set 6 4 13 5 Generate Checks and or ACH Deposits The ultimate function of the Series 5 Accounts Payable is the generation and printing of Vendor checks or generation of ACH Direct Deposits A number of different methods may be employed and are supported These include the following e Hand written checks whose invoices being paid have not yet been recorded These invoices are entered as Prepaid Invoices along with the check number and date they were paid with e Hand written checks for invoices that have already been entered into the system but needed to be issued prior to computer generated checks being generated and printed e Manually generated checks for invoices that have already been entered into the system The invoices are selected and assigned a check number and the system generates and prints the check e Computer generated checks are generated and printed at some regular interval based on demand and volume ie weekly or bi weekly Invoices are selected to be paid either by th
486. rt Trx ID Expense Title Expense Description A P Transaction Columnar mport Definition of Column Fields When selecting to have the A P Transactions interfaced from spreadsheet the following screen may be displayed to show the layout of the data in each column Interface Options Print Options Data Import Options About Importing For your information Import Input fields are processed as follows CS formatted files downloaded from ConCur system having extension of EGL A P Transaction Fields Expense Distribution Fields Column Field Format Column Field Format AAI Company Code 8 AAI Company Code 8 B72 Record Identifier EMPHEAD B72 Record Identifier EXPENSE C 3 Vendor Employee ID 6 or gt lt 6 C 3 Vendor Employee ID 9 6 or 6 D74 Vendor Name 20 D 4 Vendor Name 20 E 5 Amount 999 999 99 E 5 G L Expense Acct Main Pfc 9 18 9 3 F 6 Prepay Bank Code gt lt 6 F 6 PrtCtr Dept Desc 95 gt lt 20 Gi Source Batch ID 3 Gi SubLedger Project gt 8 H 8 Source Trx ID 34 H 8 Distribution Amount 99 999 99 1 9 Transaction Date MMDDYYYY 1 9 Distribution Expense Date MM DDAYYY J 10 Expense Title 30 JA10 Expense Description 30 K711 Expense Description 30 Concur Download Files If loading files from the Concur Expense tracking system the following steps are required e Sign on to the Concur system and
487. rved Accounts Payable Menu Functions 273 gt The un posted checks on file may be listed by eithe Check Number or the Payee name For the selected List By option you may then enter the Check Number or the Payee name to position to the corresponding check in the grid gt Should you have the need to print a Check Alignment form you can do so by selecting that function from the menu bar s File drop down menu 6 4 13 2 Clear Selections of Invoices List by EAR v Go To Check E gt List by bi Go To Check for Payee v Check Processing Operations Reports View Help Properties Generate Bank Fraud File Assuming that no Vendor Open Items have been already intentionally selected for payment to be sure that you are starting fresh you can have the system de selects all vouchers that might have been selected or that have been temporarily deferred From the Fast Button frame click the Clear All Selections push button The operator will be prompted as to whether they want to proceed or not 2007 2014 by Sentinel Hill Software all rights reserved 274 Series 5 Accounts Payable User Help SHSI Series V Accounts Payable v re you sure you want to Clear the Selection Status of Vendor Items v that have previously been selected for payment e yC The following operations will be performed e The system will determine if there are any un posted checks on file that are no
488. s With output to Spreadsheet e Vendor Maintenance Properties Export with a new default filename of Vendor_Properties e A P Period Analysis Export functions User Interface to A P Invoices Anew option has been added that offers the option to have a Pre Load Summary report generated Used when interfacing a Columnar input file from spreadsheet or tab delimited or CSV files These files contain transactions for a number of different Series 5 Company Systems The Pre Load Summary read the input file and identifies each of the companies for which transactions are to be loaded The report lists each company the number of transactions and the number of Vendors and G L Accounts that have not been set up in each company s A P It also lists the Vendor Codes and Names that are undefined May 1 2009 Voiding A P Checks When an AP check is Voided the items that it had paid are re instated as Open Items that will be eligible to be paid In the past these Open Items were being flagged as being Selected to be Paid Now they will NOT be flagged To have them paid they will have to be selected in the normal fashion April 24 2009 a Voiding Manuals Prepaids and Quick Checks 2007 2014 by Sentinel Hill Software all rights reserved Introduction 9 In the A P Check Processing Grid Screen all unposted checks including computer generated manuals prepaid and Quick checks are listed In the past computer checks
489. s Systems radio buttons amp drop down list Click the All button or the Selected button with a specific application from the drop down list Only those reports generated from the selected system will be listed Report Types radio buttons amp drop down list Click the All button or the Selected button with a specific report name extension from the drop down list Only those reports with their report name extension matching that 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 117 which was selected will be listed Users radio buttons amp drop down list Click the All button or the Selected button with a specific user from the drop down list Only those reports generated by the selected user will be listed Date Generated radio buttons amp mm dd yy entry fields Click the All button or the Selected button with a date range Only those reports generated within the range of dates entered will be listed Report Name Template X 20 Enter a template to be used to match the report names to be listed The will match any single character Use the character immediately before or after the or as the 1st character to match a string of characters Delete an Archived Report 1 In the grid navigate to the row listing the report that is to be deleted 2 Right click the row to have a drop down menu displayed then click Delete or just click on the Delete
490. s Series 5 Accounts Payable User Help a Generating Reports as MS Word Documents The Series 5 printing routines had the ability to generate output as an MS Word document This function has been enhanced to provide support for Office 2007 Word utility Now when presented with the print options screen and the operator chooses to Save To Disk they may choose to output as an Office 2007 or Office 2003 Word document The system will automatically append either the DOCX or the DOC extension and generate the document using the correct file format For users that have Office 2007 installed the default File Type will be the Office 2007 Word but they may choose either Office formats For users that do not have Office 2007 installed the default File Type will be the Office 2003 Word and they will not be able to choose Word 2007 or the PDF formats May 20 2010 Automatic Sending of Emails The Series 5 system has the capability of automatically sending emails Emails are sent by making a call to a MAPI Library which in turn sends the email using Microsoft Outlook If the receiver s email address is prefixed with LN or Ln indicating that they are Lotus Notes users then instead of using MAPI a DOS command call is made using the command line defined by the runtime configuration variable DOS _MAIL_CMD to actually send the email Within this command line there are pseudo variables that would be replaced with the Subject Receivers
491. s 5 applications there may be master codes that must be entered into a field on a screen In most cases there will be an icon a of a pair of binoculars located to the right of the field If you click on the binoculars a Codes Lookup window will be displayed from which you can browse for and select a code Here is an example of fields with the binoculars icon for entering master codes in the Professional Invoicing system 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 63 h m ma Aaa Project 10086 CITY BANK FORNEY pas Click on the Enter the Project Code Descriptig binoculars or strike This project belongs to the Locg the FE function key for the Lookup window Project Code aT Client Code 910086 Ei CITY BANK FORNE PO BOX 5 FORNEY TX PO Number Project Type Regular O Master Sub Ordinate Partner In Charge 40RGT fh RG THOMSON Project Leader d l 006 TSM 7 f sd Fie J Code Lookup Window All Lookup windows basically have the same characteristics and controls 2007 2014 by Sentinel Hill Software all rights reserved e Series 5 Accounts Payable User Help Employee Codes Lookup Sd e 106 RM TSM 107 RM TSM 108 RM TSM 109 RM TSM A N HOLMES C H AGUERO E J ROBINSON E L MAGUSIAK F M CANCINO G G SORENSEN G L CONRAD J A MCDON
492. s Ending Date of 11718708 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Accounts Payable User Help Bank Code Reconciliation Sub Screen Field Definitions Last Reconciled mmddyy The date items were reconciled Clearing Checks Total 999 999 999 99 The total value of the checks that were reconciled Bank Statement Ending Date mmddyy The Bank Statements Ending Date as entered by the operator 6 6 8 Currency Codes Maintenance When the A P system is used in conjunction with the Series 5 Purchase Order Processing system multiple Currencies may be required All Currency codes that might be used must be maintained using this function In effect 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 455 validating the Currency Codes provides a system wide safeguard against operators accidental entering an invalid or non existent code The conversion factors are used where a foreign currency amount needs to be converted to your domestic currency The Currency Codes defined here are listed in the Series 5 Currency Codes LOV Lookupl 62 window Currency Codes Maintenance Grid Currency Codes are maintained using a Series 5 grid processing screen Currency Codes Maintenance File Edit Help Define Currency Codes used Select to modify or delete or add a new Currency Code You may also generate a report li
493. s Invoice This is a useful feature when you must pay for goods or services prior to your regular A P Check Generation run They are entered using the Enter and Print a Quick Check operation z7 When Quick Checks are entered and printed there is no register for the Invoices that were entered However all Invoices are recorded as normal A P Transactions within a system managed A P Batch named QCHECK You cannot access this Batch directly but you may have a register of all it s transactions generated and printed The Quick Check Journal is basically the register that would be generated as if it were a normal A P Transaction entry Batch QCHECK the Quick Check Hidden A P Batch Quick Checks are stored within a Series 5 hidden batch named QCHECK When the Journal is printed all transactions entered since the last time the Journal was printed are listed and then deleted They are however still treated like normal invoices and may be viewed or printed from the Historic Archived Vouchers Inquiry 198 function Also when printed the totals associated to the A P Batch QCHECK are reset to Zero Accessing the Quick Check Register Report From the A P Main menu select Quick Check Invoices Journal from the Reports drop down menu s EEMI Codes Maintenance Purging AJP Open Items Report Historic Open Items Report Cash Requirement Report AJP Distributions Report aY Un Reconciled Checks Reconciliatio
494. s Payable User Help The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 10s for full details 6 3 1 1 1 View Transaction Details One feature of the Inquiry function is the ability to view the original A P Transaction that was entered that resulted in the Open Item or Historic Invoice Item that is listed in the grid screen Double click the row of interest and the associated Invoice will be displayed in a screen You can see all the fields used for entering the original transaction You may choose to display a list of the associated Expense Distributions or a list of the A P checks that have been used towards payment of the Invoice 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions amp Historic A P Transaction Screen E Display A P Trx Transaction Detail Voucher 100905 forVendor 019658 SENTINEL HILL SOFTWARE INC From 4 P Trs Batch 006503 Posted 7 11 02 Reqular Invoice Voucher 100905 Invoice 175 Vendor Address PO SENTINEL HILL SOFTWARE INC 463 GORDON PLACE Document Date 7 01 02 Due Date 7 01 02 WEST VANCOUVER BC V7T 1R7 Ledger Date 6 30 02 Disc Date 7 01 02 CANADA Reference Memo Show Payments Expense Distributions Sub Ledger PO
495. s been created you wish to have it automatically emailed set the check box Enter the Recipient s Name and email Address Distribution Export Data Format The following fields are output to an Excel spreadsheet a tab delimited text file or a CSV text file The output file by default is named APDist_XXXXXX_yyyymmdd XLS where XXXXXX is the Series 5 Company system code and yyyymmdd4d is the cut off date for the range of Ledger Dates selected Column lesa Segment 1 ee Segment 2 Boe a o onaco Proft Genter 985 s E _ LedgerDate mmoow E Document Date woow y _DistibuionType XH O o SubLedger Project XI Narrative X80 K Reference Batch Code Oo b O M Reference Document 9 10 40 Ts o ommo o Ce P Bvchange Rete oeeo Om a Feeign Amount ee0000090 Each segment of the G L Account s Main number is output into it s own 11 A C E F G 99 999 999 99 7 J K L 2007 2014 by Sentinel Hill Software all rights reserved 1 Series 5 Accounts Payable User Help column 6 3 2 5 Distributions Purge This function is provided in the event that the A P system is being used without the Series 5 General Ledger system As such distributions would either be listed in a report or exported but not interfaced to the Series 5 General Ledger and hence not automatically purged W A P Distributions Inquiry A P Distribution Purge Purge Options A P Distributions ar
496. s of a specific type of data record Here is an example of a grid based screen that offers most of the controls typical of a Transaction Entry function In this case there are 2 rows in information for each data item being displayed 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 51 Standard Journal Transaction Entry Click to hide File Edit vi Hel s a Se Coloured frame of Push Buttons of lt a the Window Standard Journal Trap i Menu Bar of ee 3 3 J Entry Session APA eee coe Se Transaction Ledger Date 2 29 08 List by Joumal ID GoToTraswithJID Transaction Document Date 2 29 08 q transaction ate Refresh the grid display with the record of the key that is entered here List By drop down list to have he tems MESSENG APACCR 2 29 08 e Get dal aoao displayed sorted in window to enter a search string different orders search Click to Refresh the grid display to the 1st record satisfying and filters and update any applicable status fields Grid Navigation Push Buttons to position to the next prior Item or Screen of to the Start End of the list aa Dauke riek a aven en 2308 gt Right click a field in ary 7 tow to have the to have a pop up menu displayed associated record edited offering applicable functions that Ea APACCR 2230 can be executed ee ae a a cc E ast aconueo erensesuns alapacen z waaay Ceto A a E S E A A items displayed in the grid
497. s on fi le 017106 Engineering Information Inc Hoboken NJ ji 017107 JOHN WILEY amp SONS NEWARK NJ F Import new Vendc from a spreadshe Vendors listed in ascending aren by Deni Code Search for C S V or T ab D el i m Export selected Vi to a spreadsheet To have those Vel that you have not any purchases frc since a specified Edit an existing Vendor by double clicking it s associated row Standard Series 5 grid controls apply 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 393 You may choose to have the Vendors in the grid displayed sorted by code or by name Click on the List by list box to select the desired sort 1 Vendor Maintenance File Edit View Help Record a Vendors Properties Vendor Code x Company Name A 6 6 1 2 Vendor Address Screen When adding a new vendor or editing an existing one there are a number of different tabbed screens that are required There is one for the vendor address and contact information one to specify a different Remit To address one to record some notes about and one that selects that various codes used for generating checks and computing any discounts offered by the vendor There is also a screen that presents accumulated statistic about the vendor Setup Tip Ifa supplier always provides goods or services that generate the same expense distributions for every invoice submitted you may set up these distribu
498. s than or equal to the of Due Days Day of the Month Due Date If this field is presented this is the day of the month following the Invoice Date that a payment would be due When an Invoice is entered the Due Date is assigned this day of the month following the Invoice Date If this field is presented this is the day of the month following the Invoice Date that if full payment is received a discount would be given if applicable When an Invoice is entered the Discount Date is assigned this day of the month following the Invoice Date If this vendor is offering a discount for early payment this is the percentage used to compute that discount Payment would have to be made prior to the computed Discount Date Default Bank Account Code for X 6 Payments Normally when A P Checks are generated the operator will select those invoices that are 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 403 to be paid They would then select a given Bank Account for which the checks are to be generated from If this Vendor should always be paid using a particular checking account different from which is normally used enter the corresponding Bank Account Code in this field Unless this is the case you would normally leave this field blank This field may be used as a Vendor selection filter for most vendor driven reports As well the Vendor Bank Code is used for sorting Vendors in the Cash
499. saction Batch 007050 26 of 29 Trxs Entered 25 070 00 of 1 100 070 00 Transaction Expense Distributions Click to jump to Vendor Maintenance A P Control Account E 2600 001 Voucher 125065 Transaction Type Regular Voucher A Accounts Payable US Click for Vendor Lookup r Vendor Remit To Syl Click for Prior or 013650 AAi SENTINEE HII SOETWARE INCE SENTINEL HILL SOFTWARE INC El Next Vendor B WEST VANCOUVER BC 463 GORDON PLACE TE CANADA G WEST VANCOUVER BC V7T 1R7 CANADA Tems NET 30 Type Click to view Vendor Notes Click to view and or copy vendor s historic r Invoice Charge i PO Jo Document Date 9702713 7 ofDue Days 30 Ledger Date 9730713 M5 Due Date 10 02 13 MS h Invoice 198188 Invocies of Discount 0 Discount Date 9 02713 MS Invoice Total Amount 16 000 00 Canadian Tax GST HST Taxable Amount 0 00 1200 GST HSTTax 0 00 Narrative For Accounting Sofware r Supplier Payment to be Approved by individuals Defined by E Lien Waiver Non Discountable Amount 0 00 Manager Set Wary al EAST COAST MANAGEMENT M MOUSE LIC LARRY CARLSEN MICKY MOUSE BUGSY Bugs Bunny Discount 9 00 Vendor Discount Always Taken for 0 00 Add View Attache
500. se cccccececedeteececediee stds tencedecneecetdeeeeccdvueeeede ANARE KENNAN REKER ERASE KANAN 136 2007 2014 by Sentinel Hill Software all rights reserved Contents 3 Maintaining YOUr WiZar dS cie 2e5 ccccscsiecesnczceestccscczenaccesdecesdee deed cederacvatuescceones ccezetaseeceabaeccedaesseenchi eccdencdeanveeeseapeace 137 Wizard Execution Screen ensinaron ra ededi setecved soe dtes deaa odada aaie aE 142 8 Monitor System Usage cccccceeeeceeeeeeeeeeee ee eeeeee ee eeeeee sa eeeeeeseeeeeesaeeeeeeseeeeeeeseeeeeeeseeeeeeeeeeeaees 144 Part VI Accounts Payable Menu Functions 147 T The AP Menio eenaa EN NEEE NEEE ARA EENEN ENEEIER AEE NEE 147 2 File Manageme nieni TEA AEAEE EEN AEAEE EE NEA aN 148 3 Inguiry FUNCHONS cerunaerannra EEN EA EE SA 149 Vendor Account INQUITY ccctetetssessesceveeesesseeseessessesesseeseesnesneseesoesaesaesaesaessessousaasaesaeseusevnesneanenaesaesansaneaes 149 Open reaS AE a e E A E E eG as eee ee 150 View Transaction Details sca iccccviveibccscanicpacssc lt yicatstes donee a anapa a Aa niema peN a i tado ladana rar araen eedi aik 154 Mark thems Maniuially Paidra ann a a E AE N E E E 156 Modify ltem Due or Discount Date ececeeceeeceeseeeeeeeneeeaeeeaeeeaeceaeeeaeseaeeeesaecseesaeesaeeseesaeeseeeeeeaeeeaeeaee 160 Approve tems for Pay Ment sc aa ean na e eatae a E AEE dey EA S EA Mes eiS EAE EAE 162 Mark ttems to Pay or Defer from Pay ment ssessssnsissensisinriinrnr
501. se w eusse w 4 019658 SENTINEL HILL SOFTWARE Ii 125070 8888 aang fonsas saana s 140000 140000 000 1400 00 Y MMouse w aucsy w Manager Totals Invoices Balance 318 369 66 Net Payable 318 369 66 Needs Approvat 21 739 87 Approved 207 367 40 Refused 3912 86 for 55 Items Eligible Discount 0 00 Selected to Pay 186 313 26 Select to Auto Approve 0 00 Needs Review 85 343 53 For the Approver Manager items are listed by Due Date Search for Fast Buttons Print Grid Items To have the items for the selected Approval Manager printed to a report Select All Items for Auto All those items that are waiting to be Approval approved will be selected to be Auto Approved When the Post Items marked for Auto Approve button is clicked these items will be automatically be approved to be paid 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 253 Clear All Items Selected for Any item that has been marked to be Auto Auto Approval Approved will be reset to be Waiting for Approval Post Items Marked for Auto Those items that have been flagged or Approve marked to be Auto Approved will be marked to be approved Some of the special features of this Inquiry grid are as follows gt When a given Approval Manager is selected their A A Approval Password must h i uc itl SOFTWARE be entered before the items a 800 663 8354 that he sh
502. seeeeeeceeeceneseeeeseecseeeseeeaaecseeeaeeeseseaeeeaeeeaeeeaeseaeeeeeseaeeneeteaees Scheduled Transaction Data Entry Screen Recording Scheduled Transactions 0 00 cee ee eee eee eee PAS PA Saa E CAASA Ea ATASA HR SEEE Eae AANEREN NS Enter and Print A P Quick Checks naiean ponar ra aooaa eaa e ea a aE aa aaa AEAN Eaa Quick Check Entry Sereen issiru ironiaa aiiin Naaa Ea epa aain araa aiaa ardena Naaa iadaaa A P Invoice Entry SCreen eeeceseeseeececsceeeeeseeeeeeeeaeesseeeaeeeaeeeaeeeaeesaeeeaeesaesnessaecsaeeaaeeseesaeesaeeeaeseaeeeaeesaeeeaeeeaes Interface Expenses from External Systems 2007 2014 by Sentinel Hill Software all rights reserved 4 Series 5 Accounts Payable User Help Change Invoice Due Dates cccssssssssseseeseeseseessessesseeseeseesoesnesoesnesaesaesaesaessnssauseusaussesseusevaneaneanesaesnesanuanean Mark Invoices Manually Paid cccccecsssssssseseeseeseeseesessesevseveessnesnesnesaeseessessesseeseesaesaesaeuaevonvaneaneneesnesansaneaes Purge Zero Balance Payables ccccccssssessesesseeseeseeeseseessessesseuseesoesaesaesaesaesaeesnsseeseesaesaesaeuseeseesaesausansaeuanvanse Approve Invoices to be Paid cscscsssssseesesesessessesseeseeseesoeseesaesnesaesaesaesesseesouseusausaevaeuseeanesneanenaesaesaesaneans Email Approval Managers cccceecscessessesseseeseeseesseesoeseesessesseeseesoesaesaesaesaesaesseeneeseesausaesaesseeseesaesaesaesaeuanvanse Load M
503. sheet using the correct file format June 14 2011 Generic Search Function In all Series Series 5 applications where a grid screen is presented for the entry of transactions or the maintenance of master codes a Search function is provided This function has been enhanced in the cases where the operator has chosen to search for a given record where a Date is chosen as the search criteria Now the following literal label is displayed mm dd yy indicating the desired format that the date should be entered as As well the date entered may now be as mmddyy mmdadyyyy mm dd yy or mm dd yyyy depending on the mood of the operator May 02 201 1 2007 2014 by Sentinel Hill Software all rights reserved Introduction a New Feature to Attach Supporting Documents to assorted Master Code Records and Transactions You may now attach a variety of different documents to assorted Master Code records and Transactions Up to 15 separate documents may be selected and attached and viewed from the applicable functions in assorted Series 5 systems These documents may also be viewed where applicable The different types of documents supported are as follows e PDF e MS Word 2003 documents e Bitmap BMP files e MS Word 2007 documents e JPEG e MS Excel 2003 documents e TIFF e MS Excel 2007 documents e ASCII Text TXT files e ASCII Text txt files Apr 14 2011 Printing to Windows Spooler The Series 5 provides for the d
504. should be purged when interfaced to G L Once items are interfaced they no longer will be available for listing on the AP Distribution report DAP Distributions Inquiry Report APDIST RPT Print the A P Distribution to G L Report Report Options Print Options Specify selection options to determine the Distributions that will be included on this report Report Type Detail v Grouped by Distribution Type Sorted by Account 7 Document Number Distributions with Ledger Date Distributions for Document Number s All O Selected Not Considered z Between O Inclusive For Profit Centre s Include only Distributions Generated for Oal Batch Code C User Code C O Selected Sam Fields left blank are NOT considered in the selection process For Distribution Account s All Include only the following Distribution Typefs eei Expenses Checks Paid M Inventory A P Added Discounts mM cogs A P Paid m Other The report generated if archived will be catalogued with a report name of APDIST RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing os for full details Distribution Report Options Screen Field Definition Report Type drop list
505. splay items for all Vendors 6 4 16 5 Check Reconcile Purge This function provides a means to have your historic check reconciliation file purged You should probably keep the history for as long as possible However should you choose to purge this data a number of different filters may be specified Only those checks that have been reconciled and that satisfy the specified filters will be deleted from the system 2007 2014 by Sentinel Hill Software all rights reserved 314 Series 5 Accounts Payable User Help Purge Reconciled Check History AZP Reconciled Checks History Purge Purge Options Purging Check Reconciliation records DOES NOT affect the ability to view Check History from the Yendor Inquiry function D For Bank Account CHASE t PCA s JP Morgan Chase 189174971982 Cash ccount 1103 001 Northern Trust 2 Check Numbers With Checks Dated All Oall Between 1701 75 Inclusive 2729 04 l O Selected Include only the following Check Type s With Date Reconciled Computer Checks Quick Checks Oal AN E Manual Checks O Inclusive a Prepaid Checks Voided Checks Include only Documents for Vendor aa Fields left blank are NOT considered in the selection process Reconciled Check History Purge Screen Field Definition For Bank Account X 6 Select the Bank Account for which associated reconciled checks are to be
506. spreadsheet have the ability to perform the following e Create multiple worksheets e Select a specific worksheet to be populated e Format titles legends and headers in larger fonts as bold and or as italic e Have data columns justified left center or right e Have a data column formatted for Currency where signs will be displayed with 2 decimal places Q For Office 2003 Excel negative numbers are displayed with parenthesis around them u For Office 2007 Excel negative numbers are displayed in red with parenthesis around them Where applicable in most of the Series 5 applications these new capabilities have been introduced Dec 10 2009 a Import and Export functions to Excel Spreadsheets The Series 5 import export function offers the option to output input to an Excel spreadsheet If the user selected to launch Excel after exporting data the system incorrectly assumed Office 2003 was installed and it s Excel utility was being executed If you only have Office 2003 then this would not have been a problem The system now correctly detects the version of Excel to launch Nov 11 2009 a Selecting Dates from Lookup Calendars 2007 2014 by Sentinel Hill Software all rights reserved Introduction 33 When executing under Windows VISTA dates were not properly being returned The year was loaded incorrectly as year ZERO which resolved to a date falling in the year 2000 The problem has been fixed Oct 28 2009
507. ss Than or Equal To Life To Date Cancel The Vendor Name List Detail List or Summary List if archived will be catalogued with a report name of VENDOR RPT The Vendor Merge Labels file will be created with a name of VENDMERG WPM 1 Up and 3 Up labels are created named VENDLBLS LST The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 1 1 for full details Generic Vendor Selection Filters In addition to the selection filter fields described in this topic the Generic Vendor Filters tA screen will also be presented providing additional fields to refine the selection criteria 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 415 Field Definitions Report Type drop down list Choose the type of listing to be generated Vendor Name List e Name List shows Name city ee state phone fax and contact Merge Labels e Detail shows all available an ioe information about the Vendor including YTD statistics e Summary Name address Purchases YTD and Last Year Status and primary Contact e Merge Labels A Word Merge address file with each entry as follows Company Name Vendor Code Address Line 1 Address Line 2 City State ZIP
508. sting the codes already defined 2 Go To Currency with Code Mi aa i Fast Buttons HEX Add a new Currency Modify Modify the Currency highlighted in the grit Delete Delete the Currency highlighted in the grit Generate a report lis A P Currency Code already on file Edit an existing Currency Code by double clicking it s associated row Standard Series 5 grid controls apply Canadian 0 8197 Cd us 1 0000 Items are listed in order by Code Search The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing 10s for full details ee The report listing the A P Currency Codes on file if archived will be catalogued with a report name of CURRENCY LST Currency Codes Properties Screen The properties for each Currency Code are defined with the following screen 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Accounts Payable User Help Currency Codes Maintenance Currency Code CDN Modify the Properties of You may define different Currencies for use by the Purchase Order System Support for multiple Currencies in Accounts Payable will be provided in a future enhancement Currency Code Description Exchange Buy Las
509. t Approval Managers are recorded with an invoice at the time they are entered into the system When entered an Approval Manager Setl 2 is specified With each Manager Set up to three Approval Managers 31 may be assigned On a daily basis the Email Approval Managers se operation may be invoked which will email each of the Managers for newly added invoices to advise them of the need to have the given invoiced approved The function to mark the invoice as Approved is provided in the pop up menu presented from the Open Payable s Inquiry grid screen When an item is approved the manager s approval password must be entered At this point the item may then be selected to be paid Accessing the function to Approve the Invoice for Payment is done from the pop up menu for the selected item 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 163 Show Transaction Details Change Item Due Disc Dates Mark Voucher Manually Paid Approve Voucher for Payment Select Voucher for Payment Unselect for Payment Temporary Defer from Payment Permanent Defer from Payment Clear Defer Payment Status Mark for ZERO Balance Purge Clear ZERO Balance Purge Mark Voucher Approved for Payment Entry Screen The following screen is displayed to select items to Approved for payment by the assigned Approval Managers 2007 2014 by Sentinel Hill Software all rights reserved 1
510. t Manuals Prepaids Voids or Quick checks If there are then proceeding with this function may cause a problem The invoices associated to those checks will have their status fields cleared You must cancel the operation and post the checks before proceeding with the Clear All function e All Vendor Invoices that had previously been selected for payment either by the system or manually will be de selected Any partial payment or discount amounts that might have been specified will also be cleared e All Vendor Invoices that had previously been marked to be Temporarily Deferred will be re instated to be eligible for selection Clear All Removes Temporary Deferrals Any Vendor Invoice that was temporarily deferred will be re instated to be eligible to be paid 6 4 13 3 General Selection of Items for Payment The Series 5 Accounts Payable system provides an operation that will automatically select Vendor invoices that are eligible to be paid Items are selected based on the Due Dates that were specified for the Invoice From the Fast Button frame click the General Select for Payment push button Some points to note when selecting Vendor Invoices to be paid e If the total of all selected items for a given Vendor is less than or equal to ZERO no payments will be made e No invoices will be selected to be paid for a Vendor that has had it s Vendor Status set to Hold All Payments e When a Vendor Invoice is selected to payment it
511. t Card gt Adjustments 2007 2014 by Sentinel Hill Software all rights reserved Introduction gt Credits gt Wire Transfers Ad Hoc AP Vendor Account Inquiry For a selected Vendor you can Inquire and display lists of Unpaid Open Items Historic Checks or Historic Invoices The selected transactions can also be output to spreadsheet for further analysis Manager Payment Approval of Invoices The Accounts Payable system provides the option to require invoices to be approved by up to three managers before they can be paid Managers are automatically emailed when invoices they are required to approve are entered into the system As well reminder emails are automatically sent when required Managers may then approve or not the release of invoices to be paid either directly in Series 5 or by replying to the email they were sent The system will load the approval emails and release or not the associated invoices Check Processing The Accounts Payable system provides for both automatic selection or manual selection of invoices for payment Invoice may be entered as Prepaids as items to be paid by the system or as items for a Quick Check that is generated and printed immediately Items may be marked as Manually Paid or be paid from the system s standard check generation process Check Printing A P Checks may be printed by the system for multiple Bank Accounts totally independent to one another For each
512. t Number e Enter the G L Account of the Cash account which all checks will be recorded to Generation of Checks and ACH Direct Deposits If you are generating traditional computer generated checks and ACH Direct Deposits for your vendors then a separate Bank Account code needs to be set up for the ACH processing In this case you may specify the same Bank Account information and G L Cash account However for the ACH Bank Account select the Account Type of Checking ACH or Savings ACH The general properties for each Bank Code are maintained by the following screen 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 443 Bank Account Codes Maintenance DR Bank ccount Code TNTH2 Modify the Properties of Define a Bank Code that is associated to each G L Cash account used to pay Invoices recorded in A P When the Print Computer Checks application is executed you will need to specify a Bank Code for processing E4 i Bank Account Name TNT AZP Checking Acc Type Checking Number 27381111 90 Currency t G L Cash Account f3 1103 001 O O Northern Trust 2 N Default for Quick Check and Prepaid Invoices or those marked Manually Paid A P Control Account 4f 2600 001 Accounts Payable US Check Generation Check Printing For Prepaids Fraud Interface Check Gen History Reconciled a a M 2 I Bank Code TNT 2 Bank Name The
513. t Updated 4 11 09 Field Definitions This is the alphanumeric code assigned to the Currency Enter this code when a Currency code may be entered within the Accounts Payable system _Peseipfon OOOO ls a description of the Currency This is printed on most A P reports and is displayed to most A P screens where the Currency Code is utilized Currency Display Symbol X 5 Is the abbreviated display code for the currency 2007 2014 by Sentinel Hill Software all rights reserved 6 6 9 Accounts Payable Menu Functions 457 Currency Buy Exchange Rate 99 9999 This is the rate to be used when purchasing this currency For example if your own currency is US then to purchase Cdn 200 00 funds would cost 200 00 x 0 8197 163 94 Vendor Type Codes Maintenance Vendors may be categorized by assigning a Vendor Type code to them as a property All Vendor Type codes that might be used must be maintained using this function In effect validating the A P Vendor Type Codes provides a system wide safeguard against operators accidental entering an invalid or non existent code The Vendor Type Codes defined here are listed in the Series 5 Vendor Type Codes LOV Lookupl 62 window Vendor Type Codes Maintenance Grid A P Vendor Type Codes are maintained using a Series 5 grid processing screen vendor Type Codes Maintenance File Edit Help Define Vendor Type Cod Sel dify or delete or add A P Vendor Typ
514. t had been done will be displayed in the grid 2007 2014 by Sentinel Hill Software all rights reserved 372 Series 5 Accounts Payable User Help A P Period Analysis Preview Grid E AP Period Analysis Inquiry and or Report File View Analysis Help A P Period Analysis Inquiry Report Build and preview summary totals by selected Periods for Vendors A P Accounts Vendor Types by G L Fiscal Years and Sub Ledger Projects From the display generate either a report or a spreadhsheet Bi 2 Print Analysis Report Re Build Preview A P Ctrl G L Compare Export Show Totals for A P Accounts Z ta gat cl Go to Main Account ti twstCd Canadian Imperial Bank 63 873 32CR Northern Trust 2 979 533 78CR Northern Trust 14 602 98CR Northern Trust 2 3 312 958 00CR Northern Trust 2 7 460 334 42CR Accounts Payable US 0 00 Accounts Payable US 6 292 521 45 Accounts Payable CND 577 796 00CR Accounts Payable CND 63 873 32 3 750 00CR 1 433 04 0 00 TRAVEL amp SUBSISTENCE EQUIPMENT PURCHASES 0 00 Computer Software Purchase 0 00 Period Totals used for display last accumulated 4 05 09 based on Ledger Date Items listed by A P Account Search The Fast Buttons frame provides the push buttons to have the analysis customized printed or exported Fast Buttons Print Analysis To have the Period Analysis generated and printed Report Re Build Pr
515. t of Account Maintenance Balance Sheet Profit and Loss Statement inancial u Click on the applications Daily Functions tab Click on the desired function push button 3 1 1 Multi Threaded Windows The applications menus provide the ability to select and execute up to 9 functions all at the same time Each executes in their own window independent of one another Execute multiple functions from the Applications menu simultaneously e The functions that have been launched are displayed in the frame at the bottom on the application menu 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 43 oO ji A R Aging Report 4 Customer Open Item Inquiry 2 Customers h O 3 Sales and Credit Entry e If you right click the icon associated to an executing function a drop down menu will appear from which you can hide or restore it s screen or terminate the function a hh Customers Hide this Item s Window Restore this Item s Window Terminate this Function e The functions that have been launched are visible as items under the menu bar s Window sub menu 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Payable User Help tions Control Options Hide All R Restore All Cascaded I aS L1 v 1 AJR Aging Report y 2 Customers v 3 Sales and Credit Entry ea
516. ta arinface aa arinface D audit batchjob batchjob data orders orders O rpts arch D docs text Qe spio temp mn import D private D spio D temp O Company2 B Company3 Etc v lt gt 8 objects Disk free space 42 5 GB O bytes My Computer Folders Structures for 3 companies are shown under the SHSI_Data folder Company1 Compan2 and Company3 The Series 5 Control files are stored in the d SHSI_ Data etc sub folder The actual accounting data files are stored in the data sub folder within each Companyi directory Archived reports are stored in the rpts arch sub folder Edit an existing Company by double clicking it associated row Standard Series 5 grid controls apply 7 1 2 A P System Control Files These files are used to hold the information to manage your Accounts Payable data files They may be be found in the directory specified for the associated company system There is only one of each of the following files 2007 2014 by Sentinel Hill Software all rights reserved 488 Series 5 Accounts Payable User Help A P System Control files APPASSING XXX Used to pass options between assorted A P functions APCNTROLG XXX Holds the Control properties information for the A P system CODSELCT XXX Used by those applications that offer record filtering screens If aset of random codes are selected as filters they are stored temporarily in this file
517. tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing os for full details The report listing the ACH Codes defined to the system if archived will be catalogued with a report name of ACHCONTROL LST ACH Control Codes Properties Screen The properties for each ACH Control Code are defined with the following screen 2007 2014 by Sentinel Hill Software all rights reserved a2 Series 5 Accounts Payable User Help ACH Control Specification Code L100 Modify the Properties of Properties History Stats Define the Control Specifications for transmitting ACH payments to different B2B Service Providers To be utilized the appropriate ACH Control Code is assigned to a specific Bank Accounts ACH Control 799 Description Basic NACHA Format Type NACHA ACH Generation amp Management Controls Next ACH Interchange Number 34 E Automatically Suppress ZERO value Transactions ACH Output Datafile Properties File Root Name NACHA Output filenames to Transmit NACHA_Checks_999999 XLS Directory Path E Users Larry Documents SHSI NEWAP ACH T RANSMIT FILES NACHA Control Options File amp Batch Header Fields Immediate Origin Sender Qualifier Fields IRS Tax or ABN AMRO 1234567890 Your Company Name SEN
518. tal of Checks to be Reconciled 230 553 17 New Statement Ending Date 10731708 m Reconcile Date to be Assigned 10731708 75 n 2007 2014 by Sentinel Hill Software all rights reserved 306 Series 5 Accounts Payable User Help Reconcile Control Properties Screen Field Definitions Total of Checks to be Reconciled 99 999 999 99 This is the sum of the checks that are listed on your bank statement This total is used as a control total to be used to compare it to the total of the checks that are marked as reconciled New Statement Ending Date mmddyy The bank statement cut off date This is recorded for information purposes Reconciled Date to be Assigned mmddyy When a check is marked as being reconciled the date entered here will be assigned to the check When generating a Reconciled Checks report the Date Reconciled may be used as a Selection filter 6 4 16 2 Check Reconcile Grid Screen Managing the reconciliation process is done using a Series 5 grid screen All the functions related to marking checks reconciled producing reports of Reconciled or Un Reconciled items and purging are presented as push buttons in the blue Fast Buttons frame 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 307 i AIP Check Reconciliation File Reports View Help A P Check Reconciliation Reconcile Checks written from your Bank Statement as of 10 31 08 w
519. te ACH Direct Deposits for this Vendor ACH Specifications Code 1499 Basic NACHA Format X Bank Information Name ROYAL BANK Address 1234546 MAIN STREET 14TH FLOOR BENTALL BUILDING Ciy Yancouver State Prov BC Postal Zip Phone uUusS Canada Bank Account Information Transit Number 423498765 Account Number 1234567890 Checking Acct Name on Account FINNEL CAROL Savings Acct Vendor s Authorized Official Contact Name Sarah Rae Brar Title Emai larryc sentinel hill com r Last Generated ACH Payment V Send Email Notification when ACH Payment is generated Date 8709 13 ACH Ctl Set 00000034 Temporarily Suspend ACH Payments to this Vendor Amt 6760 00 Inv s Paid 33 Chk Track 000022 Bank Trace indie Cema S Vendor ACH Payment Properties Screen Field Definitions Barkan Enter the name of the bank The name is printed on the payment verification form Bank Phone X 20 Enter the phone number for the branch of the bank Recorded for information purposes only Bank Address City State Prov Zip Postal 2 of X 40 X 25 X 5 X 10 Enter the address of the bank Recorded for information purposes only Bank US or Canada radio buttons 2007 2014 by Sentinel Hill Software all rights reserved 408 Series 5 Accounts Payable User Help Identify if the bank is a Canadian bank or US bank Depending on the selecti
520. te range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented For Profit Center s radio buttons and 9 5 Select to have All distributions listed regardless of their Profit Centers or only those for a given range of Profit Centers If an inclusive range is selected enter the starting ending Profit Centers For Distribution G L Accounts starting ending 9 18 9 5 If you wish to only list distributions for a range of accounts or a single account click the Selected radio button You may then enter Starting and Ending G L Account numbers To revert back to All accounts click the ALL icon Distributions for Documents Number s radio buttons and 9 6 Select to have All distributions listed regardless of the document number they were 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 193 generated for or for only those that fall within a range of document numbers If a range is selected enter the starting ending document numbers Include only Distributions for Batch X 6 Code To have only those distributions listed that were recorded for transactions entered under a particular A P Batch code Leave the field blank if it is not to be considered as a selectio filter Include only Distributions for User X 6 Code To have only the distributions listed for those A P Accounts that have
521. ted and printed and everything when smooth the checks must be posted Click on the Post ALL Checks push button The operator will be prompted as to whether they want to proceed or not 2007 2014 by Sentinel Hill Software all rights reserved 290 Series 5 Accounts Payable User Help SHSI Series V Accounts Payable You have verified that all checks were printed OK and that they have the correct Check Date which becomes the G L Ledger Date Now are you sure you want to Post all the Checks for this Account X Posting causes the following steps to be taken e A check register will be generated and archived It lists all the checks that are posted along with the invoices being paid It also highlights any check that had an Payee or address that was different from the Vendor s Name or address e Check history records are written These can be listed from the Vendor Inquiry function with the actual check being displayed e The Vendor s Historic Invoice records are updated with the Check Date and Check Number e f the option to have Check Reconciliation is enabled each check will be recorded to the Check Reconciliation file It will be available to the reconciliation process e The following distributions are generated gt ACredit to the selected Bank s Cash account gt ACredit to the A P Discount account gt A Debit to Accounts Payable e Vendor Statistics are updated These include Purchases and Discounts Year To D
522. ted by Name or Vendor Code e A series of up to 9 Cash Requirement reports for specific time intervals into the 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 353 future may be generated The interval can be Days Weeks Bi Weeks or Months This may be useful for planning your cash flow into the future Payment Date Cutoff Date and Next Payment Date When the Cash Requirements reportis generated these date as entered become the dates that are presented by default in the Generalized Payment Selection function 27 associated to Payments and Check Processing Accessing the Cash Requirements Report From the A P Main menu select A P Open Items Report from the Reports drop down menu Historic Open Items Report Cash Requirement Report AJP Distributions Report A P Cash Requirements Report Options Screen The following screen is presented when generating the Cash Requirements Report 2007 2014 by Sentinel Hill Software all rights reserved 354 Series 5 Accounts Payable User Help E Generate Cash Requirement Report Report APCASHREQ RPT Print a report showing Cash Required to pay Outstanding Payables as of the Dates specified Report Options Yendor Selects Print Options Specify the Bank Code and enter the control dates and if you wish select to generate a series of reports into the future For Vendor Payments to be Made from Ban
523. ter the Company Code Company Name and Address along with individual Contacts Created 1 01 01 names Also if available enter their Federal Buisness ID Number Modified 8 14 13 USER Vendor Code gg0377 Federal Business ID Number Vendor Type CON t Company Name FINNEL CAROL CONSULTANT NSU Address 410 Cambie St North Sub Contractor Certificate of Insurance Ciy Vancouver State Prov BC Supplier Risk Factor Ratings County Canada Postal Zip 7 8M8 Strategic Compliance Operational Financial Phone 604 925 6101 Legal Liquidity Company Email larryc sentinel hill com Reputational Company Website sentinel hill com 0 None 3 High _ Contact 1 r Contact 2 ee Sarah Rae Brar c None Specified Artistic Design sarah sentinel hill com Add View Attached Document s N Vendor Address Contact Screen Field Definitions Vendor Code X 6 This is the code that is used to identify the vendor throughout all of the Series 5 systems This code is carried in all data records that refer to a particular vendor Federal Business ID Number X 12 Used for those vendors whose payments must be reported to federal and state 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 395 governments on a 1099 form on a yearly basis Enter the suppliers Federal ID number For individuals their social security number can be used In either case
524. ters Filters Screen Field Definitions Systems radio buttons amp drop down list Click the All button or the Selected button with a specific application from the drop down list Only those jobs generated from the selected system will be listed 2007 2014 by Sentinel Hill Software all rights reserved s Series 5 Accounts Payable User Help Company System radio buttons amp drop down list Click the All button or the Selected button with a specific Company for which job records are to displayed or processed Batch Execute Queue radio buttons amp drop down list Click the All button or the Selected button with a specific Batch Queue Only those jobs generated and processed by by the selected queue will be listed Execute Date radio buttons amp mm dd yy entry fields Click the All button or the Selected button with a date range Only those jobs that executed within the range of dates entered will be listed Putting a J ob On Hold If a job has not yet executed and for whatever reason you want to put it on hold you can do so Perhaps to change a parameter or priority 1 In the grid navigate to the row listing the Job to be put on hold 2 Right click the row to have a drop down menu displayed then click Hold or just click on the Hold button in the Fast Button frame 3 Ahold verification screen will be displayed Click the Put On Hold button to proceed 4 The Job s status will
525. ters of notes about the vendor may be recorded e Accumulated statistics of Purchases and Discounts for Life to Date Period to Date Year to Date and Last Year e 1099 Status and Purchases e ACH Automated Clearng House payment processing properties e Summary of Contractual Properties e Optional list of G L Accounts that may be used for automatic generation of Expense Distribution for fixed percentages e Monthly statistics of Sales and Cost for the Current and the Prior Calendar Years You would typically need to set up a vendor record for all of your suppliers It s likely you have a great number of vendors from which you only make one or two purchases that are prepaid and do not need to be treated as a payables In this case you may set up one or more what the Series 5 system calls Miscellaneous Vendors These vendors must have their Vendor Code defined starting with the character le MISC or 60000 or US or OTHER All items recorded to these vendors are treated the same as for all vendors except that when Invoice Transactions are entered the system will require entry of the Vendor Name and Address The Vendor Maintenance function is used to manage the information about your vendors The following sub functions are available 2007 2014 by Sentinel Hill Software all rights reserved 302 Series 5 Accounts Payable User Help e Vendors may be added copied deleted and modified e A Vendor listing may be generated and
526. text messages are stored in a sub directory within the Company System s Reports directory named Email T emplates The Company System s Reports directory is the one that is identified for each company using the Company Systems Maintenance function Accessing the Email Managers Function From the A P Main menu select Email Approval Managers from the Operations drop down menu iVA ayable iry Operations Reports Codes Maintenance Purg ip New A P Transaction Entry Scheduled Transaction Entry Enter and Print a Quick Check Electronic Invoices Interface Acc Change Item Due Disc Dates Dai Mark Items Manually Paid I Se Purge Zero Balance Payables 2 folle Select Vouchers for Payment Defer Vouchers from Payment Payments amp Check Processing Generate Fraud Interface File Void a Posted Check Check Reconciliation Email Approval Managers Ala EDIt AVP Distribution ee Email Managers Prompt Screen gt When invoked the following message window will be displayed to verify the wish to send the emails 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 259 SS Series V Accounts oe Emails will be sent to the Approval Managers assigned to newly added supplier invoices and Reminders to those managers who have not replied within 7 days Are you sure you wish to proceed Message ma a pN B aa Py Ignore Pas fa WG
527. the Expense Distributions with a negative amount too Once posted to the A P from the Vendor Account Inquiry function these offsetting Open Items can be Marked for ZERO Balance Purge and removed from the system e When adding a new transaction you can display previously entered transactions for the selected Vendor by clicking on the icon to the left of the PO field You can also select one of these historic Invoices to be copied and pasted into the transaction being entered All Expense Distributions from the Historic Invoice are also copied If the amount is changed they wil have to be edited accordingly e When entering a Prepaid Invoice you must also enter a Bank Code Check or Tracking Number and Check Date e The Accounts Payable Account will default to the account that was set up for the Batch 2007 2014 by Sentinel Hill Software all rights reserved 220 Series 5 Accounts Payable User Help but may be edited GST Tax Distributions For Canadian users the GST Tax amount will be automatically computed and displayed Verify that the amount displayed is correct and edit it to the amount printed on the invoice The GST Tax amount will be automatically distributed to the GST account defined in the AP Control Preferences The following screen is displayed for a Regular Voucher Transaction E A P Transaction Maintenai TrxSeq 0027 Add a new A P Transaction Batch Controls A P Tran
528. the C Documents and Settings lt PC UserName gt Application Data Microsoft Templates folder For users with Office 2007 these templates need an extension of DOTX For earlier versions of MS Office the templates need an extension of DOT The system has been enhanced so that if from the Series 5 Print Options screen MS Word output is chosen it will test for the occurrence of the designated template file for the particular type of output being generated If the template cannot be located an error message is displayed Previously if when generating the output the MS Word utility could not find the template the system displayed an evil looking message and would abort June 02 2009 Main Menu User Logon When a user fails to logon after 5 attempts of entering their User Code and Password the system exits Now as well an entry will be recorded in the User Access Log file April 04 2009 Encryption Decryption Function A new subroutine has been developed that provides the functionality to encrypt and decrypt data fields The algorithm used is based on a Vigenere Cipher This would be considered a strong encryption The subroutine is made available to any Series 5 application that requires encryption of any given data record field March 11 2009 2007 2014 by Sentinel Hill Software all rights reserved s Series 5 Accounts Payable User Help a Series 5 Grid Management Screens In any of the Maintenance or Transaction Inq
529. the Check or Tracking from the next document number that is determined from the Bank Code properties This number becomes the Document Number for the Open Items payment that is recorded For the given Bank Code it must be unique in the A P system Prepaid Check Date mmddyy Record the date of the payment transaction For Hand Checks it s the date written on the date For Wire Transfers is the date of the transfer Expense Distribution Entry Screens For each type of A P Transaction entered you will need to record amounts to specific G L Expense Distributions The sum of all distributions must equal the sum of the amounts associated to the transaction Expense Distributions must be manually recorded for the total amount of the Invoices except for any GST Tax amount that was recorded For Regular Vouchers and Voucher Cancel transactions the following distributions are automatically generated e Credit to the A P Control account For Prepaid Invoices Vouchers the following distributions are automatically generated e Debit to the A P Control account e Credits to the specified Cash account e Credits for any Discount to the Discount Account defined in the A P Control Preferences For all transactions the Debits to the assorted Expense accounts must be entered excluding GST amounts that are entered as such 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 227 If expenses fo
530. the General WIP Posted Ensure no other WIP is selected Select WIP for Billing Generate Invoices Print and Post Final Invoices Post the Invoices to Accounts Receivable Launch this Wizard Click on the Launch this Wizard push button to have it started As each step is executed it s status is displayed in the table 2007 2014 by Sentinel Hill Software all rights reserved m Series 5 Accounts Payable User Help Processing Wizard 1 2 Make sure you have the interface files in the correct directory and that both WIP and far a RECAP files are for the same set Also have the correct invoicing forms ready in the E c 4 designated printer when applicable i Good Luck on your journey General Interface WIP and Recap Generate Invoices and Posting to A R Load General WIP Recap from Spsheet Have the General WIP Posted Ensure no other WIP is selected Select WIP for Billing Generate Invoices Print and Post Final Invoices Post the Invoices to Accounts Receivable Pressed wih te Wen Step tac Completed Completed Completed lt NEXT Step As each step is finished you must click on the Proceed with the Next Step button or you can abandon the Wizard by clicking on the Cancel push button 5 8 Monitor System Usage TheSeries 5 keeps track of which users are currently logged into the system and what menu function they are executing This screen may be displaye
531. the Starting Date and the Time Interval The Month Of raai The Month Preceeding You may choose to select which date that the Invoice is to represent it s charges for 6 4 1 3 Transaction Data Entry Screen There are four different types of A P Transactions that can be entered e Regular Voucher A supplier s Invoice is entered for services or purchases made from a Vendor This will be the most frequent type of transaction to be entered Debit memos and Credit Memos are also recorded as a Regular Voucher Whatever Invoice number is entered for the Debit or Credit should be appended with either CM or DM so they can be easily identified later 2007 2014 by Sentinel Hill Software all rights reserved zie Series 5 Accounts Payable User Help Prepaid Invoice Voucher Cancel Distribution Adjustment The Credits should be entered with a negative sign and don t forget that the distributions should be entered as negative amounts too Is an Invoice that has already been paid such as a Debit or Credit card purchase one that was paid using a hand written check or for an Invoice that will be paid using a Wire Transfer It s basically a charge that is to be made against a cash account The Prepaid Invoice is also used to record an Invoice from a supplier that is not set up as a Vendor in the A P system You would select a Vendor that has a code starting with an character and fields will be present
532. the method employed to record Disbursements into P Now Disbursements may be recorded in the P I system directly prior to the supplier s invoices being received The A P Transaction Entry function has been enhanced to allow the operator to choose to match the expense distributions to already existing P I Disbursements On request a sub window is displayed listing the Disbursements on file for the given Vendor When a match is identified the particulars of the expense distribution are recorded into the Disbursement If no matches are found basically the Disbursement has not been entered yet entering a P I Project Code etc will cause a new Disbursement record in the P I system to be recorded when the A P Batch is eventually posted Jul 01 2011 2007 2014 by Sentinel Hill Software all rights reserved Introduction a New Feature to Attach Supporting Documents to Vendors and A P Transactions You may now attach a variety of different documents to Master Vendor records and to A P Invoice Transactions Up to 15 separate documents may be selected and attached and viewed from the Vendor Codes Maintenance the A P Transaction Entry and the Historic A P Transaction Inquiry functions These documents may also be viewed from the Vendor Open Item Inquiry and Historic Vendor Inquiry functions The different types of documents support are as follows e PDF e MS Word 2003 documents e Bitmap BMP files e MS Word 2007 documents e JPEG
533. this data A P Invoice History Purge Options Screen The following screen is displayed offering a variety of filters for the purge function 2007 2014 by Sentinel Hill Software all rights reserved 464 Series 5 Accounts Payable User Help 6 7 4 E Purge A P Invoice History ox Invoice History Purge Purge Options Vendor Select Filters Invoice and Check History records are used for the Vendor Inquiry functions They are also used for Check Yoiding and printing the Historic Check Register and Open Items reports Purge these records with caution Vendor Invoice Number s Invoices Dated All Not Considered Between O Selected O Inclusive Check Number s With Checks Dated All Not Considered O Selected O Inclusive Voucher Number s Include only the following Document Type s all Regular Vouchers Adjustments O Selected Prepaid Invoices Credit Cancels Manual Invoices Checks Partial Payments C Select Only Invoices that have been fully paid C Select Only UnPaid Invoices Purge A P Checks History As Vendor Checks are generated and posted the associated data records are kept in the Series 5 system in their respective history files This data is available for a variety of inquiry and reporting functions Over time these files may become quite large This function may be used to purge or delete these A P Check History records A variety of selection filters may
534. ties and features of a Wizard Wizards are user defined Define up to 20 Wizards for each application Each Wizard can be created with up to 10 menu functions Wizards can be launched from the applications menu As Wizards are executed each step is displayed on the screen and it can be aborted at any time Accessing the A P Wizard Functions From the A P menu click on Wizards to display the drop down menu Select Wizard Manager to maintain your Wizards or if any are defined click to launch Processing Tip Jaintenance Purging User Functions Control Options Window Rev 5 08 lrect DFS Test Ce Interface n Invoice DFS Interfacing 07 2008 10 06 AM ar End 8 Trans ice Processing verdue Functions 4 My Favorites If in a given application there are a series of menu items that are always performed a Wizard may be created that will automatically launch each of these steps 2 due for selection toda 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 137 5 7 1 Maintaining Your Wizards Wizard Manager Grid Screen Maintenance of the Wizards is done with a Series 5 grid screen amp Pl Wizard Codes Maintenance Manage Processing Wizards Select specific Menu functions that are to be performed in a particular order These Wizards can be invoked from the Wizard drop down menu Fast Buttons ap rite Tain hat invoked TT
535. time configuration file These variables can only be defined or updated by your Systems Manager or support staff from Sentinel Hill Software Inc Processing Tip If you need to maintain different sets of operating environments on your system you may do so by setting up different runtime configuration files In this case the different environments would execute totally independent of one another In particular the two variables that would provide total independence are 2007 2014 by Sentinel Hill Software all rights reserved SHSI_CTRL_PATH and CODE PRERX Control and File Management Variables The following variables are used to define the location of different sets of files used by the Series 5 applications Those in red are critical to proper execution Variable Default or Description Sample Argument wrun32 The name of the AcuGT runtime Used to build the command line for Background Job Execution d acctg comp_ The default directory used for import export for spiodir Series 5 Company System ccc This is also used as the directory where the form letters for A R Dunning Letters are stored d acctg comp_ The default directory used for importing O P txtorders Text Orders for Series 5 Company System ccc ccc_TRXTXT_PATH d acctg comp__ The default directory used for importing A R and trxinput A P transactions for Series 5 Company System CCC ccc_IMAUDIT_PATH d acctg comp The default directory used fo
536. tion in the A P Control preferences to have P I Disbursements generated from Expense distributions then fields will be presented in which a Project a Disbursement Code and an Employee may be entered P I Project Distribution Project 10002 aa MIDATLANTIC Disb ment 861 75 il MakUp 0 00 Employee mam t M A MORRISON C Record as a Chargeable Expense Distribution Amount 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 229 Revenue Distribution Screen Field Definitions G L Expense Account drop down list or 9 18 9 5 This is the G L Account to which the Expense is distributed to as a credit The Account number may be entered directly or you can use the drop down list and select one of the ten most recently entered numbers or click the G L Account Lookup icon Entering the G L Account There are a couple of different ways a G L Account may be entered For example if you wanted to enter G L Account 001 0500 040 you can type any of the following strings in the field provided e 001 0500 040 1 500 40 1500 40 001 0500 040 0010500040 Note that the system does remember the last 10 accounts that had been entered If by chance you need to repeat entry of one of those accounts just open the drop list box and double click on the desired account Sub Ledger Project X 6 X 8 X 4 X 4 or X 4 99 99 If the Series 5 General
537. tion key to have the Next Numeric Batch Code automatically assigned At that point this field will automatically be incremented Last Voucher Number Assigned 9 6 Voucher numbers are assigned to A P Transactions entered and used as a unique key to the given transaction throughout the Accounts Payable system They are automatically assigned to each new transaction entered This field holds the last Voucher number that was assigned Next Auto Assigned Vendor 9 6 Code Code When new Vendor profile records are added into the system the operator has the option of assigning a 6 character code or number to it If they choose to have the system assign a number this is the number that is used When Duplicate Vendor Invoices aqjo buttons are Identified The system keeps a history of all Invoices entered for each Vendor If the operator attempts to enter a transaction with an invoice that has already been entered the system can take one of two actions indicated Displaya Warning Click the appropriate button for the action the system Disallow Entry of should take when a PO is not entered with the Transaction Vendor s Invoice 2007 2014 by Sentinel Hill Software all rights reserved 474 Series 5 Accounts Payable User Help 6 8 1 2 Default G L Accounts Tab Screen Defines the defaults for the significant G L Accounts used in the A P processing Modify A P Control Preference Accounts Payable Control Modify the
538. tion using a variety of assorted filters e A function is provided that will export distributions to an Excel spreadsheet or a tab delimited text file e The AP Distribution report may be generated from the inquiry grid screen A P Distributions ONLY those distributions that have NOT been interfaced to the G L system are available for display Once interfaced to the G L they should be deleted so as to ensure that they will not be interfaced a 2nd time An option is provided with the interface function to have them automatically deleted The A P Distributions Inquiry function is launched from the A P Menu s Trx Inquiry drop down menu SHS Series V Accounts Payable UES iea Operations Reports Vendor Open Item Inquiry AJP Distributions Inquiry se 3 Historic Yendor Invoices Historic A P Checks Historic Youcher Archives Agan Snake Distributions Inquiry Grid Screen A P Distributions for a selected G L Account for selected Types are displayed to the screen managed using a Series 5 grid processing screen You can easily navigate through the items for a specific G L account number From the Fast Buttons frame push buttons are provided that can be used to display Distribution Type Totals Set Display Filters generated an A P Distribution Report have items Exported and have items Purged 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 187
539. tions for the Vendor These are referred to as the Vendor s Auto Distributions When and invoice for this vendor is entered the operator may choose to generated the expense distributions to the defined Auto Distributions or they may be entered manually A P Vendors Address Tab Screen The Vendor Address screen is used to define the name address and contact information You must also assign a Vendor Code which will be used to track all associated documents Some points to note when setting up your vendors e Enter all vendor Company Individual names as either all upper case or capitalized lower 2007 2014 by Sentinel Hill Software all rights reserved 304 Series 5 Accounts Payable User Help case Either way make it consistent Vendors may be selected in a variety of functions by keying their names e Attempt to capture phone numbers and email addresses e The Vendor Code is alphanumeric Should you decide to have the Vendor Codes as all numeric when selecting a vendor code the number that is entered will automatically be right justified with leading zeros inserted on the left The Address and Contact information associated to each Vendor are maintained by the following screen X r O Vendor Maintenance Vendo 000377 FINNEL CAROL Modify the Properties of Name amp Address Remit Address Notes A P Profile 1099 YTD Stats ACH Payments Contracts Auto Distributions En
540. to Distributions Entry Grid Screen Vendor Maintenance Vendor 000466 OLD CAPITAL FUNDING CORP Modify the Properties of Name and Address Remit Address Notes A P Profile 1099 YTD Stats Auto Distributions Fast Buttons ee po a new Auto Modify Modify the Auto highlighted in the Delete Delete the Auto highlighted in the Delete all the Au Distributions on Vendor The A P system provides for the capability to set up automatic proportional Expense Distributions for Invoices recorded for this Vendor The sum of all distributions entered MUST total 100 The distributions will be automatically generated when an Invoice is entered IV Set up to have Expense Distributions automatically generated for this Vendor New Modis Delete Purge 0000 00207 73 040 HIBBLER SHAWNDA 0000 02403 00 040 ACCRUED LEGAL amp ACCOUNTING SALARIES PROGRAMMING 0000 06431 50 040 __ ADVERTISING TRADE SHOWS 0000 07101 00 040 RENT Amount Remaining to Distribute 0 000 Tota 100 000 coe 2007 2014 by Sentinel Hill Software all rights reserved 412 Series 5 Accounts Payable User Help Vendor Auto Distributions Entry Screen This screen is used to record the amounts associated to each Auto Distribution that may be defined for the Vendor Some points to note about entering Vendor Auto Distributions e The sum of all Auto Expense Distributions some of wh
541. to Date YTD figures At that time the all the Year To Date amounts are shifted to the Last Year amounts Life To Date Since the Vendor was added to the system 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 333 In the event that the Clear Vendor Year To Date function is NOT executed on the last day of the year this function provides the means to have the totals re computed to the Year To Date and Last Year amounts are correct Recompute Vendor Y TD LTD Amounts Recompute Yendor Period To Date and Last Year Statistics For each Vendor the Total Purchase and Discount amounts that are recorded will be reset to ZERO and recalculated The 4 P Transaction Archive and the Historic Invoice files will be read and new amounts tallied You may choose to compute either the Year To Date amounts the Last Year amounts or the Life To Date amounts or all three Check or Uncheck the appropriate boxes as required You must correctly specify the Starting Date for which you wish to designate as the CURRENT YEAR Amounts for transactions dated within the 12 month period up to the date entered will be added to the LAST YEAR totals Amounts for transactions dated for the 12 month period after will be added to the YEAR TO DATE totals Start of the current Year To Date Period 1701708 m C Re Total Vendor Last Year s amounts Re Total Vendor Year T o Date amounts C
542. to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing v8 for full details o 6 3 1 2 1 View Transaction Details One feature of the Inquiry function is the ability to view the original A P Transaction that was entered that resulted in the Open Item or Historic Invoice Item that is listed in the grid screen Double click the row of interest and the associated Invoice will be displayed in a screen You can see all the fields used for entering the original transaction You may choose to display a list of the associated Expense Distributions or a list of the A P checks that have been used towards payment of the Invoice amp Historic A P Transaction Screen D Display A P Trx Transaction Detail Voucher 100905 for Vendor 019658 SENTINEL HILL SOFTWARE INC From A P Trs Batch 006503 Posted 7711702 Regular Invoice Voucher 100905 Invoice 175 Vendor Address PO SENTINEL HILL SOFTWARE INC 463 GORDON PLACE Document Date 7 01 02 Due Date 7 01 02 WEST VANCOUVER BC V T 1R7 Ledger Date 6 30 02 Disc Date 7 01 02 CANADA Reference Memo Show Payments Expense Distributions Sub Ledger PO Release PO Line Amount 6540 404 Consultants and Subcontracts 800 00 A P Control Account 2600 001 Accounts Payable US Invoice Amount Discount GST Taxable Non Discountable I Discount Amount h GST Paid Some of the special
543. ton in the Fast Button frame 3 The Wizard Properties sub screen is displayed with two tabbed sub screens Make the necessary changes to either sub screens and click the Update button to proceed Delete an existing Wizard 1 In the grid navigate to the row displaying the wizard that is to be modified 2 Double click the row or right click the row to have a drop down menu displayed then click Modify or click on the Modify button in the Fast Button frame 3 The Wizard Properties sub screen is displayed with two tabbed sub screens Make the necessary changes to either sub screens and click the Update button to proceed Wizard Properties tab Screen The Properties screen displays those fields used to identify it and displayed when used 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 139 GL Wizard Codes Maintenance Wizard ID 01 Modify the Properties of Properties Processing Steps Enter the properties associated to this Wizard The Description identifies it in the drop down The Title and any comments you enter will be displayed with the Wizard does it s magic Wizard H Menu Bar Description Daily AP Interface Tite Load from AP with Trial Balance Launch Time Instructions Verify the cutoff date when interfacing and ensure no illegal Accounts or Dates The Trial Balance needs only to be output as an Archived Report 7707708 11 58
544. tory records are used for the Yendor Inquiry functions They are also used for Check Yoiding and printing the Historic Check Register and Open Items reports Purge these records with caution Check Number s With Checks Dated A A 9 ae Basan ave ma 2729704 C Select Only Checks that Include only the following Check Type s WAvVENUMbanrzonaled Computer Checks Prepaid Quick Checks C Select Only Checks that HAVE been Voided Maniatis eee gee Unprinted Unposted Checks For Cash Account s All O Selected 6 3 2 A P Distributions Inquiry The A P Distribution Inquiry function provides easy access and display of the distributions that have been generated from the Series 5 Accounts Payable Purchase Order Processing and Inventory Management systems Detail distributions for each G L account may be viewed within a grid screen output to a report exported to spreadsheet and or purged It provides for a variety of different ways of selecting and displaying the each G L Account along with their respective distributions Some of the features of the Inquiry function are as follows e Specific Types of Distributions may be selected for display e G L Accounts may be selected to have their Distributions displayed 2007 2014 by Sentinel Hill Software all rights reserved 186 Series 5 Accounts Payable User Help 6 3 2 1 e A function is provided that will compute the total Debits and Credits for each type Distribu
545. tracts that may have been arranged with this Vendor EA Contract s Number ID Name Description Start and End Dates Renewable ANNUAL SERIES 5 SSS 770113 9 3013 Ta 12345678 Summer of 2010 6 01710 8 31710 a Vendor Contracts nfo Screen Field Definitions Number or ID Code X 8 This field may be used to identify the Contract Name or Description X 40 A brief description or formal name of the contract f applicable record the effective starting and ending dates of the contract Contract Value 99 999 999 This would be the total value of the contract 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 411 If the contract is deemed to be renewable select the applicable period 6 6 1 9 Vendor Auto Distributions A feature of the Series 5 Accounts Payable is the ability to predefine the G L Expense accounts that might typically be used for a particular Vendor If Invoices for that supplier are always distributed to the same G L Expense accounts at fixed percentages you can define the Auto Distributions When Invoices are entered for this invoice as an option the operator may choose to enter the expense distributions directly or use the Auto Distributions if defined The sum of all distributions must equal 100 For each individual distribution you select a G L account and as an option a G L Sub Ledger Project code Vendor Au
546. transactions include the following e Supplier Invoices e Prepaid Invoices e Voucher Cancels e Distribution Adjustments A group of transactions are entered together under the control of a New A P Transactions Batch Each Batch has a unique code or number assigned either automatically or by the user Control parameters may be assigned to each batch if desired Batches may be created using this menu function or directly from the New A P Transactions Entry operation Different operators can be working in different batches of New A P Transactions at the same time and any batch may be posted independent from the others Batches are created as either a normal batch or as a Re Occurring Batch Re Occurring batches are the same as a regular batch except for the following features e When invoked and posted all transactions and the batch itself remain on the system It s transactions are assumed to be re occurring and will be posted at 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 423 some time again in the future e The batch is defined with a frequency as Weekly Monthly Quarterly Yearly Every 2 or 4 Weeks of Discretionary e Each time the batch is posted the Invoice and Ledger Dates are automatically adjusted to reflect the defined frequency and next scheduled date A P Transaction Entry Batch Codes Maintenance Grid New A P Transaction Batches are maintained using a Series 5
547. ts are output to separate columns 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 381 6 5 10 5 Balancing A P to G L The A P Period Analysis functions reads through all A P Transactions and accumulates totals for the periods of dates that are selected When generated for Fiscal Years or Periods totals are accumulated for the periods that are defined in the G L for each expense and AP Control account As a special feature an analysis comparing the totals tallied from the A P system to those accumulated from the G L is offered Some of the features of this function are as follows e when the Period Analysis is executed any distributions that were made as debits or credits to what would be the A P Control accounts are identified and tallied for each period e to each A P Control account sub totals are broken down into the functions that would be generating the given distribution That is A P Transactions added A P Invoice paid and Checks being voided e an AP Control gt G L Comparison Export function is provided that outputs all relevant data to a spreadsheet This includes the totals accumulated from the A P and totals of journal entries made in the G L system A period to period comparison is output along with the differences encountered This A P to G L Compare function may be a useful tool for determining whether the A P control account distributions balance to the G L
548. ts are to be drawn from lf you cut checks for some suppliers and ACH Deposits for others you will have to process payment processing in two separate steps choosing the appropriate Bank Accounts 3 If there are checks listed in the grid these will be for Prepaid Invoices that have been entered Quick Checks that might have been entered Manual Checks recorded for invoices that were marked Manually Paid or ACH Direct Deposits Should you want to have a register generated for these checks that is separate from the register that would list your computer generated checks click the Print Manual Prepay Quick Register push button All these checks that are presented in the grid will be posted deleted and a register report generated and archived 4 If you have specific Invoices that are due to be paid but for whatever reason you do not wish to have them paid until some time in the future select those items to be temporarily or permanently deferred 5 Choose the Vendor invoices that are to be paid This may be done either one by one for each Vendor or as an automated process that selects all invoices that are eligible or due to be paid based on the Due Dates that were specified for the Invoice To selectively mark items to be paid or to partially pay some items under the Operations drop down menu click Select Vouchers for Payment This will transfer control to the Vendor Open Item Inquiry function where items may be selected or deferred
549. ts each Series 5 Company System for which data is to be loaded It also lists the of transactions and the number of Vendors and or G L accounts that have not been defined It also lists the Vendor Codes that are undefined It only will report up to 30 companies and will only list up to 20 undefined Vendors Print an Interface Journal Edit List When loading the A P transactions interface data if you wish to have an edit list ora journal report generated set this check box Interface Transactions to an AP Batch check box When loading the A P transactions interface data if you wish to build A P Transactions and have them written to an A P Batch set this check box Input From Columnar Import or Sequential File radio buttons Select whether to interface data from a flat sequential file or from a columnar text or spreadsheet file Columnar Import File Select if is a Tab Delimited or Comma Separated ASCIl text file or if is a MS Excel spreadsheet Sequential Flat File Select if the file is a pre define sequential file If loading from a Sequential file then the fields for selecting the folder and filename are enabled and you may click the Browse button to select the file to be interfaced If loading from Columnar Import file the Data Import Options tabl 96 is presented from which the desired import file may be selected This could be a Tab Delimited or Comma Separated ASCII file or it could be an Excel spreadsheet
550. ts is that the correct Bank Account must first be selected Since the Series 5 Payables system supports multiple Checking Accounts the correct Bank Account must always be chosen The default Bank Account is determined from the Cash Account that is specified in the A P Control 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 269 Preferencesl 7 Bank Code Selection Checks are generated and posted for the Bank Account that is selected If you have multiple Cash Accounts for which checks may be generated make sure the correct Bank Account has been selected The items that are listed in the grid table are for un posted checks These might consist of Computer Generated Checks Prepaid Checks Manual Checks and Voided Checks Once checks are posted they are moved to the check history file and are no longer visible in the Check Processing grid Payment Processing Grid Screen The following screen is presented when generating payments for a Bank Account that is used for generating printed checks r 7 E check Processing ee O U ee File Operations Reports View Help 3 z 7 7 A P Check Processing Manage the automatic generation of Checks or ACH Deposits for payment of Vendor Invoices QI Clear All Selections General Select for Payment Print Pre Check Writing Report Generate and Print Checks Post ALL Checks J Void ALL
551. tting checks you must be careful as to which Bank Account Code is being processed If you have a Canadian account for your Canadian suppliers you should set each of the Canadian Vendors designated Bank Code to that of the Canadian account Your US suppliers may or may not have their designated Bank Codes set to the US account When generating checks for the Canadian suppliers e Select the Canadian Bank code in the processing grid screen e Set the radio button to select Only Vendors with designated Bank Code e Un check the Include Vendor not Designated check box When generating checks for the US suppliers e Select the US Bank code in the processing grid screen e Set the radio button to select Only Vendors with designated Bank Code e Check the Include Vendor not Designated check box 6 4 13 4 Pre Check Writing Report As a function available from the Check Processing grid screen a Pre Check Writing Report may be generated This is a report listing the Vendor Invoices that have been selected to be paid Items are grouped by vendor sorted either by the Vendor Code or the Vendor Name From the Fast Button frame on the Check Processing screen click the General Select for Payment push button This report may also be launched as a function from the A P Menu s Reports drop down menu Some points to note when generating this report e All Vendor vouchers that have been selected to be paid are listed regardless whether they were selected
552. ture the Microsoft Calendar must be registered on all client computers executing Series 5 MSCAL OCX may be found in ms ocx on the AcuGT Extend 9 xx installation CD for Windows If you cannot locate it on the release CD a copy is included in the Series 5 release directory in SS UTIL June 25 2012 This is accomplished by executing the following command from the designated DOS Command Prompt REGSVR32 EXE S5 UTIL MSCAL OCX where For System From Directory Windows Server 2003 amp C Windows Right click on the Command 2008 64 bit SysWOW64 Prompt and select Run as Administrator Windows XP and 7 C Windows Right click on the Command System32 Prompt and select Run as Administrator PF Eeh C Windows System a Reports and Forms generated as MS Word Documents All reports and forms that are generated as MS Word Documents may now have an assorted formatting properties applied to the text that is generated The following formatting capabilities may be applied e Formatting Regions defined as ranges of lines for a page may be formatted with a particular font type and size and be set as Bold Italic Underlined Shaded or as Reverse Video Up to 5 different regions may be defined and activated under program control as the page is being populated with text e Tab Sets may be defined consisting of up to 10 tab settings per line The types of tabs include Left Tab Right Tab Center Tab and Decimal Aligned Tab Up to 20
553. u from the A P menu 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 361 AJP Open Items Report Print Un Reconciled Checks Report X Historic Open Items Report os Cash Requirement Report Print Reconciled Checks Report i AJP Distributions Report 38 Un Reconciled Checks Reconciliation Report di Historic Check Register AJP Youcher Archive Report Quick Check Invoice Journal Depending on the function selected a report will be generated to list all the checks already reconciled or all the checks that have not yet been reconciled In either case only those checks that satisfy the specified filters will be listed in the reports Un Reconciled Checks Report Report APUNRECCHK RPT Print the Un Reconcilled Check Report Report Options Print Options Specify selection options to determine the items that will be included on this report r For Bank Account PCA s JP Morgan Chase Checks Sorted by 189174971982 Check v Cash Account 1103 001 Northern Trust 2 Check Number s With Checks Dated All On Between 1 01 75 O Selected Inclusive 2729 04 im r Include only the following Check Typefs With Date Reconciled V Computer Checks Quick Checks Oall Pals a Manual Checks O Inclusive pal Prepaid Checks Voided Checks r Include onl
554. u may use the Search and Replace function identifying a particular field to be replaced in order to have its existing value displayed in the preview grid without actually having new values assigned JUST MAKE SURE YOU CHECK THE Preview Items Before Replacement BOX AND CLICK ON THE Cancel BUTTON AFTER BROWSING THE PREVIEW GRID 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Accounts Payable User Help Search and Replace Options Screen The Search and Replace Options and Preview widow screen is displayed as follows m GA Find and Replace E tas 3 Searching Chart of Account Master Records 1 Search and Replace Options Select the Field to search by the Search String and the Replacement String When Field Test Account 6 Select Account Main Equals v O All Accounts 4 Replacing Of Field With the Integer a The Contents Account Pft Ctr v 0 O Nothing 5 8 To have a search executed on the select record referencing this screen you need to perform the following steps In the Search frame make sure the Select radio button has been clicked From the drop down list select the field that is to be tested From the drop down list select the test operation to be performed Is Greater Than ls Less Than In the Test String field enter the string or code or value that the test field must ih match in order for the record to be
555. u need to click the Yes button again to proceed SHSI Series V Main Menu p The 4P Control File is not available Either you are positioned in the wrong directory or the AP system has not yet been initialized Execute the 4 P Control File Maintenance now The A P system preferences window will be displayed There are a number of different categories of options each grouped in a tabbed sub screen As you finish editing each screen click the Next gt button at the bottom Setup Tip As you may not have actually entered any Master Code records that may be referenced in these screens just enter any value Particularly in the Accounts fields You can also come back to edit the Control Preferences later Once your A P Control Preferences is established the system can then be used 6 8 1 1 General Tab Screen Defines the properties for basic Accounts Payable processing 2007 2014 by Sentinel Hill Software all rights reserved 470 Series 5 Accounts Payable User Help Accounts Payable Control Modify the Properties of E General Default GZL Accounts Canadian GST HST Options Check Printing and Processing Select options for the entry of Vendor Invoices assorted system assigned next sequential codes the G L Company Code distributions are interfaced to and other control settings PO Numbers for Entered Invoices Generate P I Disbursements from Expense Distributions Required For Am
556. uce a list of those items that have or have not been approved to be paid The Series 5 A P system provides the option to force all invoices entered into the system to be approved by up to three different Approval Managers before it may be selected to be paid A property defined in the A P Control Options General Tabl ss screen specifies whether the Manager Approval process is to be enforced or not Approval Managers are recorded with an invoice at the time they are entered into the system When entered an roval Manager Set zl is specified With each Manager Set up to three Approval Managers s l may be assigned On a daily basis the Email Approval Managers se operation may be invoked which will email each of the Managers for newly added invoices to advise them of the need to have the given invoiced approved A function invoked from the Open Payable s Inquiry grid screen is used to record the manager s approval for payment or not At any given time each A P Open Item will have an Approval Status as follows e Approval is not required for this item e The approval manager s have been notified and the item is waiting to be approved e The item has been approved for payment be all designated managers e At least one of the designated managers has indicated that the item needs to be reviewed before it can be paid e At least one of the designated managers has refused to approve payment This report accumulates totals for each of t
557. uiry routines that listed items in a grid whereby a given item such as a Customer Code or a G L Account could be selected lf there were no item on file to be listed sometimes transactions for the next item on file were being displayed but the entry field was not being updated This problem has been fixed Also now a message will be displayed indicating that no records were found for the item entered but the next highest item s items were being displayed Feb 03 2009 For 2008 Using AcuGT Rev 8 1 With the recent release of Rev 8 1 of AcuGT we have discovered that the INTEL native mode on certain occasions cause Memory Access errors The batch file used to compile programs S5 util s5_gcbl bat must be edited to have the variable NATIVE set to nothing Nov 15 2008 User Logon Passwords The Series 5 system now requires all passwords to be made up of at least 8 non space characters at lease one of which must be a numeric digit Also if a users password has expired they will be offered the opportunity to assign a new password after entering the old password The rules for password entry will apply Oct 7 2008 Import and Export and User Interface Applications An error occurred when exporting to an Excel spreadsheet if the 1st character the output string was a or character In this case Excel expected a valid formula If this was not the case a terminating error was displayed The problem has been fixed Now t
558. uled Transaction Maintenancel z2 operation These transaction remain on the system and can be automatically recorded at scheduled intervals Supplier Invoices that are always received and paid on a weekly or monthly basis should be set up in this fashion 2 As Quick Checks If you need to enter a supplier s Invoice and have a check printed right away select the Enter and Print a Quick Checkl z7 operation The invoice is entered in the normal way as a Prepaid Transaction with a Bank Code Check number and Check Date and the check is printed upon completion 3 As Interfaced Transactions If payments to suppliers or staff or refunds to customers are required where the amounts are generated from another software application you may invoke the Interface Expenses from External Systems 2 function Transactions are loaded from a binary flat file a soreadsheet a CSV file or a tab delimited text file These are written to an A P Batch ready to be posted Accessing the A P Transaction Entry Function From the A P Main menu select New A P Transaction Entry from the Operations drop down menu SEOBA O File Trx Inquiry Reports Codes Maintenance Purg Window _ Help New A P Transaction Entry N The folld User USER Scheduled Transaction Entry T Enter and Print a Quick Check eC Electronic Invoices Interface Acc Change Item Due Disc Dates 5 Dai Mark Items Manually Paid 15c Purge Zero Balance Payables Se
559. unctions Characteristics of the screen to note e Click on the next to each of the primary menu topics to expand the tree to display each of the associated drop down menu functions Only those items with the e3 icon can be scheduled e The right pane of the screen is used to edit the properties associated to the scheduled item e Note that you can set the check box to the menu item displayed in the My Favorites tab sub screen of the application menu e Expand or collapse the sub trees of all Users with access by clicking the E icons Defining a Scheduled Menu Item 1 When the screen is displayed click on the green Plus sign of the ae icons to expand the tree structure to show each menu item 2 Double click the clock icon next to the menu item to be scheduled The right pane of the window will be activated o If this menu item is to be shown in the User s Favorites sub screen set the check box o Select the desired Re Occurring frequency and set an initial scheduled date o Click the OK push button o Repeat for the next menu item 3 The menu item will appear on the applicable Accounts Payable tabbed sub screen when next refreshed displayed 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 135 E SHSI Series V Accounts Payable File Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions Control Options Window Help User US
560. unt that will be applied to the Invoice The Gross Amount should be the sum of the amount contributing to the check plus any Discount that is taken Discount Amount to Take 999 999 99 Enter the amount of the Discount that you will be reducing the amount to be paid 6 3 1 1 6 Zero Balance Items Purge This function is used to selectively remove or Purge any Vendor Invoices that are never to be paid or to remove those A P Open Payables who s sum add up to ZERO It may also be used as a means of removing items that were incorrectly entered In effect unwanted detail gets deleted from the A P Open Items file that might otherwise appear as detail on a check stub generated for any given vendor To accomplish the task of Purging items perform the following steps e From the A P Menu s menu bar select Vendor Open Item Inquiry from the Trx Inquiry drop down menu or select Purge ZERO Balance Payables from the Operations drop down menu e With the Open Items Payable tab sub screen displayed choose the Vendor e Identify those items that are to be purged Remember that the sum of these items MUST EQUAL ZERO so there has to be at least one Invoice on file that has a negative amount DZERO Balance Purge Rule 1 The sum of the items to be purged must equal ZERO If you need to remove an Invoice that is never to be paid and you don t want to have it show up on the Vendor checks you will have to enter an equivalent Invoice that has the d
561. unts Payable User Help Rarer eee enn JOBHISTF XXX When the option to use A P Jobs is chosen this file holds the historic expense distributions records that had been entered with a Job Code MISCVEND XXX When an AP Invoice is entered for a Miscellaneous Vendor a record is recorded holding the Name and address for the Item and the Check NAPDSTFT XXX Holds the A P Transaction Expense Distributions that have been entered These records remain on the system until purged These records are used for the A P Period Analysis once their associated A P Transactions are posted This file tends to become rather large if you have a great number of Invoices that are being entered NAPTRXFL XXX Holds the A P Transactions that have been entered These records remain on the system until purged These records are used for the A P Period Analysis This file tends to become rather large if you have a great number of Invoices that are being entered NEWAPBAT XXX Holds the A P Transaction Entry Batch control records PURPAYFL XXX The Vendor Inquiry function provides the ability to Purge Zero Balance open items This file is used to hold the keys of those items selected to be purged REOCCDST XXXxX Holds the Reoccurring A P Transaction Expense Distributions records REOCCTRXS XXX Holds the Reoccurring A P Transaction records VENAUTOF XXX Holds the Vendor Auto Distribution definition records VENDNOTE XXX Holds the Vendor Notes record that m
562. urging the A P Voucher Archive files If it all possible you should refrain from purging these records If you must try to at least keep the last 10 years worth of data This will ensure that the A P Period Analysis can be executed effectively The Historic A P Voucher Archive Transactions Inquiry function is launched from the A P Menu s Trx Inquiry drop down menu SHS Series V Accounts Payable ile BESTA Operations Reports Vendor Open Item Inquiry ri AJP Distributions Inquiry Historic vendor Invoices Historic A P Checks Historic Youcher Archives AJP Period Analysis voun PrO 6 3 5 1 Voucher Inquiry Grid Screen Historic A P Voucher Transactions are displayed to the screen managed using a Series 5 grid processing screen You can easily navigate through the items on file using the grid buttons or enter the respective key for the desired transaction From the Fast Buttons frame push buttons are provided that can be used to compute and display Totals Set Display Filters generated an Archived Transaction Report and have items Purged 2007 2014 by Sentinel Hill Software all rights reserved 200 Series 5 Accounts Payable User Help Archived Voucher Inquiry Grid AP Trx Archive Inquiry x File Edit Yiew Help AZP Trx Archive Inquiry These are all the A P Trs Transactions that have been entered and posted to the Accounts Payable system that have not yet been pur
563. ut as an MS Word or PDF file The default output has been changed to be just displayed to the screen to be Browsed Previously it was defaulted to be output to a printer 2007 2014 by Sentinel Hill Software all rights reserved z Series 5 Accounts Payable User Help Additionally should you desire to set the default output you may do so by inserting a variable in the runtime Configuration file The variable SHSI_RPT_DESTINATION with a single numeric argument will provide the default target for generated reports where you would set the argument as follows 1 To the Printer 17 To Disk as an MS Word 2003 document 2 Archived 26 To Disk as an MS Word 2007 document 3 Both the Printer 35 To Disk as a PDF document and Archived 4 To be just Browsed Note that if the applicable application already determined the target output these defaults will NOT be used Oct 13 2010 3 Data File Properties function In all Series 5 applications that maintain master codes records or provide for the entry or inquiry of transaction or history records under File on the menu bar the Properties function will display information about the related files This function has been enhanced to now display 12 numeric digits for both the files size and the number of records in the file Also now the version of the Vision file is displayed along with the number of volumes that are used to hold the data and the index keys for the asso
564. ve Apply To O Apply To Number Number This implies listing items chronologically or having them grouped so invoices and their payments are listed together Historic Payables Export Data Formats If the Report is generated with the option to have Spreadsheet Output the following fields are output to an Excel spreadsheet a tab delimited text file or a CSV text file The output file by default is named AP_Hist_Open_Items XLS For a Summary report the following fields are output 2 B CompanyName X4 o D Comat X20 o 6 G _ ofDueDas 9 9 H VendorBalanceDue 9 999 999 99 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 345 Valid Discounts to be 9 999 999 99 Earned Vendor Net Amount Due 9 999 999 99 K Total Payable 31 60 days 9 999 999 99 old L Total Payable 61 90 days 9 999 999 99 old Vt Total Payable Over 90 day 9 999 999 99 old For a Detailed and A P to G L Reconcile reports the following fields are output A F 8 company Nene xaoy gt voucher fa a a es 1 E X 12 7 G PO Number o i es mow 18 m DDiscomedAamomt 9 999 99099 15 Discount Balance Due 9 999 99099 Cw P mwe o a7 a enm 916 2007 2014 by Sentinel Hill Software all rights reserved 6 5 3 346 Series 5 Accounts Payable User Help Item Approval Status Report The Accounts Payable Item Approval Status report is used to prod
565. voices to be paid when the next computer generated check process is executed e Defer an invoice from being paid either temporarily or permanently e In the event there are two or more invoices on file whose sum equal ZERO they may be marked as ZERO Balance Items and purged From the Fast Buttons frame push buttons are provided that can be used to generate the A P Open Item report or to just print a list of the items presented in the grid that are associated to the selected Vendor Open Items Payable nquiry Grid E vercor account maviy TT a OS cee File Edit View Help Yendor Open Payables Inquiry Select to view Outstanding Payables Historic Invoices or Checks Paid for N specific Vendors In each case a number of tasks may be performed Exit 2 Print Grid Items Print Open Item Report Purge Selected ZERO Balance Items Post Items Marked Manual Paid Vendor 019658 h SENTINEL HILL SOFTWARE INC List by Vendor Code Voucher Refresh A esi WEST VANCOUVER BC 800 663 8354 Vendor Code Voucher th Mil Betesh TAKE ALL DISCOUNTS E Larry Carlsen NET 30 Open Items Payable Invoice History Check History 124254 R 187891798 9 14 05 9 14 05 9 14 05 8800 88 00 88 00 Not Emailed 3000 s aw 3000 NotEmsied s omno 10 30 12 11729 12 10 30 12 11 00 11 00 11 00 Waiting 13 09 16 124596 10 30 12 11 29 12 10 30 12 523 20 523 20 5
566. were ap Added Prepaid by CreditCard generated for a particular AP Added Prepaid Pre 11 01 05 function or application AP Added Quick Check Trxs AP Paid Computer Checks AP Paid Prepaid Checks gt This selection may assist AP Paid Manual Checks in identifying imbalances AP Paid Quick Checks between the G L and A P AP Paid Checks Pre 11701705 VYoided Checks system or be used to identify accounts that are not being correctly assigned When Showing Totals for Accounts for Selected Account Types or Accounts for Selected Distribution Types in the 1st column of the grid the G L account number is displayed along with a code These codes indicate how these distributions were generated The following table describes these codes Distribution Type Codes AP Add A new A P Transaction added A P Control Cash BEES An A P check has been generated Discount ChkVoid An AP check has been voided Discount _AP Exp Anew AP Transaction added AP Neg JA new negative A P Transaction A P Control added PPyChk A Prepaid A P Transaction as a hand A P Control Check PPyWTr JA Prepaid A P Transaction as a Wire A P Control Transfer 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 375 Card Credit Card 01 Nov 2005 Quick check Discount Discount Prepaids Discount Discount 2005 Discount Reversing Distributions for Voided A P Control Cash
567. which the associated Credit distribution is generated Default A P Control Account for Prepaid 9 18 9 5 Invoices The Series 5 system provides the ability to record Vendor Invoices that have either have already been paid or that will be paid when entered as opposed to waiting for the weekly Payables Check run In some cases these invoices may be for special events that you may wish to record the credit debit distributions to a different G L Accounts Payable account You can specify that G L account in this field to be associated to this Bank Code Bank Code Check Generation Tab Sub Screen This tabbed sub screen provides information about how often computer checks are generated I displays information regarding the options used and the check number range that was assigned and printed The Check Generation properties are displayed by the following screen 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 445 ee Check Generation Check Printing For Prepaid Fraud Interface Check Gen History Reconciled 2 Typically Generated Weekly v Last Generated and Posted 9726707 With Check s From 200036 to 200036 With Items Selected for Payment Based on Payment Date 17 12 07 Cutoff Date 17 12 07 Next Payment Date 17 19 07 Check Date 17 12 07 N Bank Code Check Generation Sub Screen Field Definitions Generation Frequency drop down list
568. xecuted on UNIX systems to have email sent UNIX_MAIL_PATH The directory path in which the temporary mail messages are created on the UNIX server when mail is sent using the UNIX_MAIL_CMD WEB_EDOCS DIRE d s5 WEB The directory path in which temporary files are 2007 2014 by Sentinel Hill Software all rights reserved 498 Series 5 Accounts Payable User Help CTORY created used to send attachments as emails on MS Windows platforms Printer Control Variables The following variables are used to define to define Forms that may be printed The argument strings are printer command strings that are unique to the given types of printers Variable Default or Description Sample Argument lt my queue name 1 gt lt my queue name 2 gt PRINTER Defines a Series 5 Print Queue named PRINTER1 that is designated as a Windows printer When the runtime opens a file assigned to P SPOOLER it automatically initiates a job with the Windows spooler and constructs print pages in accordance with the program The runtime uses the default printer and font If the user looks for the job in the spooler it is named with the current title of the AcuGT GT window Note that you must also set up a Printer Queue named PRINTER1 using the Printer Queue Maintenance function found on the Main Menu under System Maintenance on the menu bar LARRYPRINI Defines a Series 5 Print Queue named LARRYPRINTER2 You would define the queue with P SP
569. xecution Log Tab Screen A table is kept displaying the last ten jobs that have executed since the Job Processor has started 2007 2014 by Sentinel Hill Software all rights reserved 90 Series 5 Accounts Payable User Help B Queued Batch Job Service Handler Batch Queue ALL for Company ALL for System ALL Processing Status Execution Log Job Select Filters Status Waiting Here are the last 10 Batch jobs that were executed from this Execution Session Job Name Company Finished 00000075 USER A R Aging Report Job Processor Brief Window If you are not interested in view the progress of the batched jobs you can switch the window to a Brief display From which you can switch back to an Expanded display Queued Batch Job Service Handler Status Waiting Started 9 50 pm on Tuesday July 15 2008 Total Requests serviced 1 C Show the detail for requests being serviced Enable Night Time Hibernation 11 45 pm 5 30 am Switch to Expanded Display Job Select Filters Screen Field Definitions 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 91 Click the All button or the Selected button with a specific application from the drop down list Only those jobs generated from the selected system will be executed Company System radio buttons amp drop down list Click the All button or the Selected button with a specific Compan
570. xpected 1 100 070 00 having Documents dated between 9 02 11 and 9 30 11 and a Default Due Date of 9730711 Recently Accessed or Created Batches 8 05 05 13 40 PM SOFT ADG403 9 13 05 12 37 PM REOCR1 R USER 9 02 08 10 25 AM 007050 USER Create and Select a New A P Transaction Batch Set up a new AIP Transaction Batch Exit A P Trx Entry If the A P Batch has not yet been created you can do so by clicking on the Create and Select a New AP Transaction Batch push button A Processing Tip Before setting up a new Batch tally the number of transactions and the total dollar amounts These figures can be recorded with the Batch properties For further discussion and detailed description of the screen used for adding a new A P Batch refer to the topic titled A P Transaction Batch Entry Screens found later in this documentation Transaction Entry Grid A P supplier Invoices and Adjusting Transactions for a given Batch are maintained using a Series 5 grid processing screen 2007 2014 by Sentinel Hill Software all rights reserved 213 24 Series 5 Accounts Payable User Help A P Transaction Entry Grid Fie Edit Help A P Transaction Entry Select to add modify or delete an A P Transaction within this A P Batch Batch 006818 You may print an Edit List or when finish Post these Tres to your Payables Paean Pot d Page dah Fast Buttons
571. y Documents for Vendor aa Fields left blank are NOT considered in the selection process 2007 2014 by Sentinel Hill Software all rights reserved s2 Series 5 Accounts Payable User Help The Un Reconciled report generated if archived will be catalogued with a report name of APUNRECCHK RPT The Reconciled report generated if archived will be catalogued with a report name of APCHECKREC RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl s for full details Reconciled Check History Purge Screen Field Definition For Bank Account X 6 Select the Bank Account for which associated checks are listed Checks Sorted By drop down list Checks may be reported sorted by Check Number Check Date or Vendor Code Check Numbers radio buttons and 9 6 Select to have All checks or a range of checks reported If a range is selected enter the starting ending check numbers With Checks Dates radio buttons and mmddyy Select to have All checks regardless of Check Date or only those for a given date range reported If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented With Date Reconciled radio butto
572. y USER You may browse or re print any of the following reports Re Print delete Puse Fast Buttons Re Print Print the selected Viewing an Archived Report 1 Inthe grid navigate to the row listing the report that is to be viewed 2 Double click the row 3 The Report Browser 1 2 window will be displayed 2007 2014 by Sentinel Hill Software all rights reserved na Series 5 Accounts Payable User Help Process Warning The archive report files are stored in a sub directory under the folder specified to be used for the company s data files These files are notin any type of format that can be used other than directly from the Reports Manager utility Re Printing an Archived Report 1 In the grid Navigate to the row listing the report that is to be printed 2 Right click the row to have a drop down menu displayed then click Re Print or just click on the Re Print button in the Fast Button frame The Re Print options screen will be displayed Archived Reports Manager 6 page Archived AR Repot ARDIST RPT Created Thursday June 15 2006 Re Print Options Select where to have this report Re printed to You may choose any combination of the possible destinations You may also select a range of pages and have the Archived Report deleted afterwards Direct Generated Document s to Screen Browser Archive to Reports Manager Print a WPRINT3 v WinP
573. y arguments in support to having the applicable A P accounts ONLY defined within the AP To make it easier to support the system offers a function that will copy all posting accounts defined within the G L s Chart of Accounts to the A P account validation file Click the Load From G L push button found on the Fast Buttons frame The A P Account Codes Maintenance function is accessed from the A P Main menu by select A P Accounts from the Codes Maintenance drop down menu amp A P Account Codes Maintenance Grid A P Accounts are maintained using a Series 5 grid processing screen 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 435 T A P Accounts Maintenance File Edit Help Fast Buttons Add a new A P Account Modify Modify the A P highlighted in t Delete Delete the A P highlighted in t Generate a rex listing the A P Accounts alrez L s Chart of Ac Define A P Accounts used Select to modify or delete or add a new A P Accounts You may also generate a report listing the codes already defined Go To Account with Code i M ajaja 1050 002 Canadian Imperial Bank Northern Trust Northem Trust 2 Product Development Working Funds Petty Cash Working Funds CND Office 1130 001 i Supplemental Retirement Plan 1131 001 larry test expense 1140 001 Prof Liab Reserves on Dep 1200 001 Accounts Receivable US 1200 002 Accounts Receivable CND 1205 0
574. y for which job records are to be executed Batch Execute Queue radio buttons amp drop down list Click the All button or the Selected button with a specific Batch Queue Only those jobs submitted to the selected queue will be executed 5 2 Data Importing and Exporting In several Series 5 applications the ability to import or export data from to external sources has been implemented There are standard import export data screens that are displayed Anumber of different data formats are supported These include gt MS Excel Workbooks gt Tab Delimited Text gt Lotus Text Comma Delimited with quotation marks gt Slash Delimited Text gt CSV Text Comma Delimited 5 2 1 Data Export Functions Many of the Inquiry and assorted master Code Maintenance menu items offer the ability to export data When selected the following options screen is presented 2007 2014 by Sentinel Hill Software all rights reserved 2 Series 5 Accounts Payable User Help E oper tay a Customer 000224 JPMORGAN CHASE BANK LIEN Export Open Items to Spreadsheet Export Options About Exporting Select the Directory and Filename of the file that your data is is to be Output to You may also specify the format of the file and whether output is appended to an existing file or not oe Output To File Type EXCEL 2007 Workbook Folder C Users Larry D ocuments SHSI UCC Filename Cust_000224_Openltems XLSX
575. ystem to be approved by up to three different Approval Managers before it may be selected to be paid A property defined in the A P Control Options General Tabl screen specifies whether the Manager Approval process is to be enforced or not Approval Managers are recorded with an invoice at the time they are entered into the system When entered an Approval Manager Set Ais specified With each Manager Set up to three 2007 2014 by Sentinel Hill Software all rights reserved Accounts Payable Menu Functions 251 Approval Managers l may be assigned As required presumably on a weekly basis the Email roval Managers 2s operation may be invoked which will email each of the Managers for newly added invoices to advise them of the need to have the given invoiced approved The function to mark the invoice as Approved is provided in the pop up menu presented from the Open Payable s Inquiry grid screen When an item is approved the manager s approval password must be entered At this point the item may then be selected to be paid Some of the features of the Approval process are as follows e Select up to three Managers that are required for items to be approved to be payed e Managers are automatically emailed requesting approval of individual supplier invoices e Approval is password protected e Managers may inquire on view all invoices they have been designated to have to approve e If provided scanned images of origin

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