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H • A • R • D • G • O • O • D • S

Accounts PayableWorkbook

with reference information

Personalized By: for: (your name) (store name)

This manual contains reference information about Triad’s hardgoods line of software products.The software described in this manual, as well as the manual itself, are furnished under theterms and conditions of a license agreement. The software consists of software options which areseparately licensed. It is against the law to copy the software on any medium, or to enable anysoftware options, except as specifically permitted under the license agreement. In addition, nopart of this manual may be copied or transmitted in any form or by any means without the priorwritten permission of Triad.

From time to time, Triad makes changes to its software products. Therefore, information in thismanual is subject to change, and the illustrations and screens which appear in the manual maydiffer somewhat from the version of the software provided to you.

Created byLearning Products Developmentfor Triad Systems Corporation

Copyright© 1991, 1994 Triad Systems Corporation. All rights reserved.Printed in the United States of America.

Hardgoods Division3055 Triad DriveLivermore, CA 94550-9559

Proprietary Rights Notice: This material contains proprietary information created by MCBA,Glendale, California, USA, the possession, use and/or disclosure of which is subject to MCBA's

duly authorized license agreement and or written permission.

Copyright Notice: Copyright © 1986, 1988 MCBA, an unpublished work. All Rights Reserved.

Publication No. 1075170Revision No. 4711

iii

Contents

Using This Workbook 1

In This Section 1-1About Accounts Payable 1-1Who Should Use This Workbook 1-2About This Workbook 1-2

Tabbed Sections 1-2Conventions Used in This Workbook 1-3Where to Get Help 1-6

Introduction to Accounts Payable 2

What Should You Know About AccountsPayable 2-1Moving Through Screens 2-1Function Keys 2-1About Account Numbers 2-2Personalizing This Workbook 2-4

Before Class 2-4During Class 2-4After Class 2-4

The Goal 2-5What Does the System Need to Produce aCheck 2-5Introducing Accounts Payable 2-6

iv

Setting Up Accounts Payable Constants3

Big Picture 3-1ACON—Accounts Payable Control FileMaintenance 3-3

Step 1—Setting Up Accounts PayableConstants 3-3

ADMT—AP Valid G/L Account FileMaintenance 3-9

Step 2—Setting Up Valid G/L Accounts 3-9ABMU—Bank Code File Maintenance 3-11

Step 3—Setting Up Bank Codes for CashAccount(s) 3-11

ACMU—Terms Code File Maintenance 3-13Step 4—Setting Up Terms Codes 3-13

MVR—Vendor File Maintenance 3-15Step 5—Updating Vendor Files 3-15

AADM—Automatic A/P Account Distribution 3-17Step 6—Setting Up ExpenseDistribution(s) 3-17

ATMU—New AP Transaction Processing 3-19Step 7—Loading Existing Balances 3-19

Lab Exercise 3-21Step 1—Setting Up Valid G/L Accounts 3-21Step 2—Setting Up Bank Codes for CashAccount(s) 3-22Step 3—Setting Up Accounts PayableConstants 3-22Step 4—Setting Up Terms Codes 3-23Step 5—Updating Vendor Files 3-24Step 6—Setting Up ExpenseDistribution(s) 3-24Step 7—Loading Existing Balances 3-25

v

Processing Transactions 4

Big Picture for Processing Transactions 4-1Big Picture for Entering and PostingTransactions 4-3Big Picture for Entering Recurring Invoices 4-5Big Picture for Changing Due Dates andDiscounts 4-7ATMU—New AP Transaction Processing 4-9

Step 1—Entering and PostingTransactions 4-9

APRM—Recurring Voucher Processing 4-15Step 2—Entering Recurring Invoices 4-15

AAMU—A/P Invoice Adjustment 4-19Step 3—Changing Due Dates andDiscounts 4-19

Lab Exercise 4-23Step 1—Entering and PostingTransactions 4-23Step 2—Entering Recurring Invoices 4-28Step 3—Changing Due Dates andDiscounts 4-28

Checklist 4-29

Paying Bills 5

Big Picture 5-1RACR—Print Cash Requirements Report 5-3

Step 1—Planning Payment Strategies 5-3APMU—Payment Preparation 5-7

Step 2—Selecting Transactions forPayment 5-7

APCM—Check Processing 5-15Step 3—Printing and Posting Checks 5-15

ATMU—New A/P Transaction Processing orAPCM—Manual Payments Processing 5-19

Step 4—Entering Prepaid Transactionsor Manual Checks 5-19

vi

Lab Exercise 5-23Step 1—Planning Payment Strategies 5-23Step 2—Selecting Transactions forPayment 5-23Step 3—Printing and Posting Checks 5-23Step 4—Entering Prepaid Transactionsor Manual Checks 5-24

Checklist 5-25

Checking Entries for General Ledger 6

Big Picture 6-1RAGL—AP Distribution to G/L Report 6-3

Steps 1, 2, and 3—Checking Entries forGeneral Ledger 6-3

Lab Exercise 6-5Steps 1, 2, and 3—Checking Entries forGeneral Ledger 6-5

Voiding and Reconciling Checks 7

Big Picture 7-1APCM—Check Processing 7-3

Step 1—Voiding Unposted and PostedChecks 7-3

ACKR—Check Reconciliation 7-7Step 2—Reconciling Checks 7-7

Lab Exercise 7-11Step 1—Voiding Unposted and PostedChecks 7-11Step 2—Reconciling Checks 7-11

vii

Maintaining Files 8

Big Picture 8-1AVIQ—Vendor Account Inquiry 8-3

Step 1—Displaying the Open Item File 8-3RAOI—Print A/P Open Item Report 8-7

Step 2—Printing the Open Item File 8-7APGI and APVM—Purge A/P Invoice Files andPurge Temporary Vendors 8-9

Steps 3 and 4—Purging Paid InvoiceDetail File and Temporary Vendors 8-9

Lab Exercise 8-11Step 1—Displaying the Open Item File 8-11Step 2—Printing the Open Item File 8-11Steps 3 and 4—Purging Paid InvoiceDetail File and Temporary Vendors 8-11

End-of-Year 9

APCT—Clear Vendor YTD Accumulators 9-3Step 1—Clearing YTD Fields inFunction MVR 9-3

RA99—Print Federal 1099 Forms 9-5Step 2—Printing 1099 Forms 9-5

Lab Exercise 9-7Step 1—Clearing YTD Fields inFunction MVR 9-7Step 2—Printing 1099 Forms 9-7

viii

Questions You May Have 1 0

About Setting Up Accounts PayableConstants 10-1About Processing Transactions 10-3About Paying Bills 10-4About Checking Entries for General Ledger 10-6About Voiding and Reconciling 10-7About Maintaining Files 10-8About End-of-Year 10-9

Functions 1 1

What is This Section For? 11-1Codes in the Screen Samples 11-1

AADM—Vendor Auto DistributeMaintenance AADM-1AAMU—A/P Invoice Adjustment AAMU-1ABMU—Bank Code File Maintenance ABMU-1ACKR—Check Reconciliation ACKR-1ACMU—Terms Code File Maintenance ACMU-1ACON—A/P Control File Maintenance ACON-1ADMT—AP Valid G/L Account FileMaintenance ADMT-1AJMT—Job File Maintenance AJMT-1APCM—Check Processing APCM-1APCT—Clear Vendor YTD Accumulators APCT-1APGI—Purge A/P Invoice Files APGI-1APMU—Payment Preparation APMU-1APRI—Reset A/P Invoice File APRI-1APRM—Recurring Voucher Processing APRM-1APVM—Purge Temporary Vendors APVM-1ATMU—New A/P TransactionProcessing ATMU-1AVIQ—Vendor Account Inquiry AVIQ-1MVR—Vendor File Maintenance MVR-1

ix

Reports 1 2

What Is This Section For? 12-1Cross-Reference 12-1AAMU—A/P Invoice Adjustment, MenuOption 4 (Print Adjustment Edit List) AAMU-1AAMU—A/P Invoice Adjustment, MenuOption 5 (Post Invoice AdjustmentRegister) AAMU-1ABMU—Bank Code File Maintenance,Menu Option 4 (Bank Code Report) ABMU-1ACKR—Check Reconciliation, MenuOption 2 (Print A/P Check ReconciliationReport) ACKR-1ACMU—Terms Code File Maintenance,Menu Option 4 (Terms Code Report) ACMU-1ADMT—AP Valid G/L Account FileMaintenance, Menu Option 4 (PrintValid G/L Accounts List) ADMT-1AJMT—Job File Maintenance, MenuOption 4 (Print Job List) AJMT-1APCM—Check Processing, MenuOption 1 (Print Checks) APCM-1APCM—Check Processing, MenuOption 2 (Print A/P Unposted CheckList) APCM-1APCM,—Check Processing, MenuOption 4 (Post Checks and PrintCheck Register) APCM-1APCM—Check Processing, MenuOption 5, Submenu Option 4 (PrintVoid Posted Checks TransactionEdit List) APCM-1APCM—Check Processing, MenuOption 5, Submenu Option 5 (PostVoid Posted Check Transactions toA/P Files) APCM-1APCM—Check Processing, MenuOption 6, Submenu Option 4 (PrintManual Payments Edit List) APCM-1

x

Reports (Cont'd) 1 2

APCM—Check Processing, MenuOption 6, Submenu Option 5 (PostManual Payments to A/P Files) APCM-1APCM—Check Processing, MenuOption 7 (Print Manual and PrepaidCheck Register) APCM-1APMU—Payment Preparation, MenuOption 6 (Print Invoice DeferralReport) APMU-1APMU—Payment Preparation, MenuOption 7 (Print Pre-Check WritingReport) APMU-1APRM—Recurring VoucherProcessing, Menu Option 4 (PrintRecurring Vouchers List) APRM-1APRM—Recurring VoucherProcessing, Menu Option 5 (PostRecurring Vouchers) APRM-1ATMU—New A/P TransactionProcessing, Menu Option 4 (PrintNew A/P Transaction Edit List) ATMU-1ATMU—New A/P TransactionProcessing, Menu Option 5 (PostNew A/P Transaction Register) ATMU-1RA99—1099 Forms RA99-1RAAN—Print Vendor Analysis RAAN-1RACH—Print Check History Report RACH-1RACR—Print Cash RequirementsReport RACR-1RAGL—Print A/P Distribution to G/LReport RAGL-1RAJD—Print Job Distribution List RAJD-1RAOI—Print A/P Open Item Report RAOI-1RAVA—Vendor Report (Alphabetical) RAVA-1RAVH—Print Vendor History Report RAVH-1RAVM—Vendor Report (Numerical) RAVM-1RVE—Vendor Report RVE-1

xi

Converting Customers 1 3

Who is This Section For? 13-1How This Section is Organized 13-1How To Find a Function or Report 13-1

What's New In Accounts Payable? 13-2<Clear> 13-2Accounts Payable Check Forms 13-2Function AAMU 13-2Function APCM, Menu Option 6 13-2Function ABMU 13-3Function ACMU 13-3Function MVR 13-3Function ACON 13-3Function ADMT 13-3Function ACON 13-4Function APCM, Menu Option 2 13-4Function APCM, Menu Option 5 13-4Function APCM, Menu Option 3 13-4Function APCT 13-4Report RA99 13-4Function MVR 13-4Function APGI 13-5Function AVIQ 13-5Report RAOI 13-5Function APRM 13-5Function ATMU 13-5Function ATMU 13-5Function ATMU 13-6Function ATMU 13-6Function Key Prompts 13-6Function MSE 13-6Function MTR 13-6Function MSR 13-6Function MVR, Screen S 13-7Function MVR, Screen H 13-7Function MVR 13-7Function ATMU 13-7Function QUE 13-7Function MSP 13-7Function ABO 13-7Report RAAN 13-8

xii

Converting Customers (Cont’d) 1 3

Report RACH 13-8Report RAVH 13-8

List of Accounts Payable Programs 13-9

Purchasing Passoff

Introduction 5Questions You May Have 13Setting Up 19Using Method 1 23Using Method 2 31Using Method 3 39

Index

i

1Using This Workbook

In This Section 1 -1

About Accounts Payable 1 -1

Who Should Use This Workbook 1-2

About This Workbook 1-2

Tabbed Sections 1-2

Conventions Used in This Workbook 1-3

Where to Get Help 1 -6

Using This Workbook0/1090/H5293 In This Section 1-1

Using This Workbook

In This Section

This section introduces this Accounts Payable Workbook anddescribes, in general terms, what the Accounts Payableapplication can do for you. This section also describes:

• who should use this workbook

• how this workbook is structured

• what conventions are used throughout this workbook

• who to call for help

About Accounts Payable

The Accounts Payable application is designed to pay yourvendors' invoices and track accounts payable discounts andpurchases. Once transactions are entered into the system, youwill be able to take advantage of prompt payment discountsand manage your cash flow more effectively.

You will be able to print:

• accounts payable checks

• vendor lists

• open item report

• cash flow report

• general ledger distribution report

• 1099 forms

Using This Workbook1-2 In This Section 0/1090/H5293

The Accounts Payable application tracks all General Ledgertransactions. You can post the transactions manually to GeneralLedger, or you can tell the system to post those transactions toGeneral Ledger for you (this is called automatic pass-off).

NOTE: If you want to use the automatic pass-off feature, youmust have invested in Triad's General Ledgerapplication.

Who Should Use This Workbook

The store's bookkeeper or person in charge of paying billsshould use this workbook. Triad Systems Corporation stronglysuggests that you attend the Accounts Payable Class offered atyour Triad Education Center before using this application.

About This Workbook

The Accounts Payable Workbook illustrates basic proceduresthrough Big Pictures. For each task in the Big Picture, you willpractice on the system using Triad-supplied or your owninformation.

Tabbed Sections The tabbed sections included in this workbook are:

USING THIS WORKBOOK — describes the workbook, structure,and conventions which will help you find the information youneed.

INTRODUCTION TO ACCOUNTS PAYABLE — describes generalinformation about Accounts Payable and how to move throughthe screens.

SETTING UP ACCOUNTS PAYABLE CONSTANTS — covers allaspects of initial set up for Accounts Payable.

PROCESSING TRANSACTIONS — covers all procedures forentering all transaction types, recurring entries, andadjustments.

PAYING BILLS — covers basic procedures selecting transactionsfor payment.

Using This Workbook0/1090/H5293 In This Section 1-3

CHECKING ENTRIES FOR GENERAL LEDGER — covers allprocedures for checking accounts payable entries so that you canpost transactions to general ledger.

VOIDING AND RECONCILING CHECKS — covers basic proceduresfor voiding unposted and posted checks and reconciling cashedchecks.

MAINTAINING FILES — covers basic procedures for taking careof your Accounts Payable application.

END-OF-YEAR — covers basic procedures for ending the year.

QUESTIONS YOU MAY HAVE — includes common questions andanswers for each tabbed section.

FUNCTIONS — describes in detail every field used in theAccounts Payable application.

REPORTS — describes the purpose of each Accounts PayableReport. This section also includes report samples highlightingthe important parts of the reports.

CONVERTING CUSTOMERS — describes the new fields,functions, and reports in the Accounts Payable application.This section is specifically for existing Triad owners usingAccounts Payable.

INDEX — helps you find information based on a topic.

Conventions Used in This Workbook

You will notice several style conventions in this workbook thathave been designed to make the information more accessible.They are described below:

Convention Description

Tasks Tasks are illustrated in the Big Picture. Asyou work through the lab exercises, you willpractice these tasks.

Keys The keys you press to perform a function atthe terminal appear with initial caps,boldface, within delimiters (for example,<Enter>).

Using This Workbook1-4 Conventions Used in This Workbook 0/1090/H5293


Footers At the bottom of every page is a footer. Usethese as guides when looking for information.Look at the bottom of this page to see anillustration of a footer.

• On the top line is the name of this section— Using This Workbook

• Underneath the section name is the topicname — Conventions Used in This Workbook.

• Next to the topic name is the page number— 1-4

• On the opposite side of the page is thesoftware release level, date, andworkbook model number — 0/1090/H5293

Big Pictures Use the Big Pictures at the the beginning ofeach tabbed section to see the order of tasks tobe completed. Once you are familiar with theprocedures, you can use the Big Pictures asquick reference guides.

Mini-BigPictures

Use the Mini-Big Pictures at the beginning ofeach step to find what task you are on in theBig Picture.

For example, in the tabbed section Setting UpAccounts Payable Constants, the Mini-BigPicture on page 3-3 is for Function ADMTwhich is the first task in the Big Picture onpage 3-1.

Using This Workbook0/1090/H5293 Conventions Used in This Workbook 1-5


Codes inScreenSamples

On every screen, the information underlined isthe type and amount of characters allowed ineach field.

For example, the code 5 N with 2 D (-) means:

Five numeric characters including twodecimal positions and an optional minus sign;therefore, the highest amount allowed wouldbe 999.99.

Here are other codes used in the screensamples:

Code Definition

A/N Alphanumeric (letters ornumbers)

A Alpha (letters)

N Numeric (numbers)

D Decimal position

Y or N Yes or No

other codes Valid codes for the field

(-) Optional negative sign

Blank Lines In all Steps and Questions You May Havesections, you will see lots of blank lines. Youshould use these lines to:

• write questions about the AccountsPayable application before class

• write notes from class

• write answers discussed in class

Blank lines were included to help you:

• prepare for class

• remember class instructions anddiscussions

• enter specific information to use at yourstore

Using This Workbook1-6 Conventions Used in This Workbook 0/1090/H5293


Acronyms At the beginning of each Step, you will seethe software's acronym and description.

For example, in the tabbed section Setting UpAccounts Payable Constants, the first step istitled:

ADMTAP Valid G/L Account File Maintenance

For easy reference, this title looks the same inthe tabbed sections Functions and Reports.

Where to Get Help

You should rely on the information in this workbook and thenotes you took in class. The tabbed sections Functions andReports are good places to look for detailed information about aspecific function or report.

For procedural questions, you should refer to the appropriatetabbed section in this workbook.

i

2Introduction to Accounts Payable

What You Should Know About AccountsPayable 2 -1

Moving Through Screens 2-1Function Keys 2-1

<Clear> 2-1<End> 2-2<Enter> 2-2<Next Item> 2-2<Prev Item> 2-2<Print> 2-2<Query> 2-2<Run> 2-2

About Account Numbers 2 -2

Personalizing This Workbook 2-4Before Class 2-4During Class 2-4After Class 2-4

ii

The Goal 2 -5

What Does the System Need to Producea Check? 2-5

Introducing Accounts Payable 2 -6

Introduction to Accounts Payable0/1090/H5293 What You Should Know About Accounts Payable 2-1

Introduction to Accounts Payable

What You Should Know About Accounts Payable

This section explains how to:

• move through the menus and screens

• personalize this Workbook

This section also describes reasons why you must enter specificinformation into the system before you can produce an AccountsPayable check.

Look at the end of this section. You will see a Big Picture thatintroduces the Accounts Payable process.

Moving ThroughScreens

To move through the screens in the Accounts Payableapplication, you should keep in mind the following rules:

• use submenus instead of <Change> and <Delete> functionkeys

• correct mistakes using the ITEM NUMBER TO CHANGE?prompts or the submenus

• press <Enter> to skip fields or accept default values

• press <Run> to print reports

• print edit lists either from submenus or unique acronyms

• press <End> to return to the submenus and menus

Function Keys Below are the available function keys and how they work.

<Clear> Press <Clear> to leave a screen before entering all theinformation in the fields.

<End> Press <End> to leave programs and return to sub-menus andmenus. The <End> key only works in certain fields so that you

Introduction to Accounts Payable2-2 What You Should Know About Accounts Payable 0/1090/H5293

leave programs at logical points. If you want to leave aprogram before completing the fields, press <Clear>.

<Enter> Press <Enter> to skip fields and to accept default values, orafter typing information in a field.

<Next Item> Press <Next Item> to browse through the information in thefile. This function key moves you forward through the file.

<Prev Item> Press <Prev Item> to browse through the information in thefile. This function key moves you backward through the file.

<Print> Press <Print> to print copies of the screen.

<Query> Press <Query> to display a list of vendor names in FunctionATMU (New A/P Transaction Processing). From the list, youcan select a specific vendor.

<Run> Press <Run> to print or spool reports.

About Account Numbers

You will not need Triad's General Ledger application to run theAccounts Payable application, but you will need to use astandard account number to track accounts payable. The accountnumber contains the following parts:

1001-000 1001-100 1001-200

Account Number

Subaccount Number

The account number should remain the same for all subaccountnumbers. In the example above, account number 1001 is assignedto the cash account in stores 1 and 2 (subaccounts 100 and 200).

Introduction to Accounts Payable0/1090/H5293 Personalizing This Workbook 2-3

Personalizing This Workbook

Personalizing this workbook will:

• help you remember how to complete a procedure

• help you customize information to meet your store's needs

• help you write notes for future reference

Before Class Do the following:

• Organize your source documents (if you need help, talk toyour local CER).

• Think about how the Accounts Payable application canmeet your store's needs.

• Browse through the tabbed section Setting Up AccountsPayable Constants.

• Write down any questions you think of in the appropriateblanks.

During Class Do the following:

• Ask the questions you wrote down before class.

• Take notes during instructor's lectures and class discussions.

• Practice tasks using the system entering your store's orTriad-supplied information.

After Class Do the following:

• Refer to notes taken in class to customize your information.

• Use the Big Pictures and notes taken in class to rememberhow to complete a procedure.

• Use the reference section for detailed descriptions of fieldsand purposes of reports.

• Use the table of contents and index to find information.

• Use the Notepads for quick reference.

Introduction to Accounts Payable2-4 The Goal 0/1090/H5293

The Goal Producing an Accounts PayableCheck

Vendor:

Your Ref No. Your Inv No. Invoice Date Invoice Amt Discount Taken Net Check Amt

Check No:

Check Amount

PayTo TheOrder Of

Check No Check Date Vendor No

99999 99999 99/99/99 9999.99 99.99 9999.99

99999 999

Check No 999

999 99/99/99 99999

9,999.00Nine Thousand Nine Hundred Ninety-Nine and 00/100 Dollars

Vendor NameAddress 1Address 2Address 3City, State Zip Code

What Does the System Need to Produce a Check?

The system needs:

• general ledger account numbers to distribute debits andcredits

• bank codes to identify cash account(s)

• aging days and descriptions to track past due invoices

• terms codes to calculate prompt payment discounts

• vendor files to print information on the check and storeaccounts payable and purchasing history

• invoice information to print on the check

• specific information to identify which invoices to pay

Introduction to Accounts Payable0/1090/H5293 Introducing Accounts Payable 2-5

Introducing Accounts Payable

The diagram below illustrates the Accounts Payableapplication.

PayingBillsVoiding

andReconciling

Checks

ProcessingTransactions

Setting UpAccountsPayable

ConstantsYou have to do this only once!

MaintainingFiles

Endof

Year

You will need to do this routinely!

You will need to do this periodically (every month, quarter, or year)!

CheckingEntries

forGeneralLedger

i

3Setting Up Accounts Payable

Constants

Big Picture 3 -1

ACON—Accounts Payable Control FileMaintenance 3 -3

Step 1—Setting Up Accounts PayableConstants 3-3

ADMT—AP Valid G/L Account FileMaintenance 3 -9

Step 2—Setting Up Valid G/L Accounts 3-9

ABMU—Bank Code File Maintenance3-11

Step 3—Setting Up Bank Codes for CashAccount(s) 3-11

ACMU—Terms Code File Maintenance3-13

Step 4—Setting Up Terms Codes 3-13

ii

MVR—Vendor File Maintenance 3-15

Step 5—Updating Vendor Files 3-15

AADM—Automatic A/P AccountDistribution 3-17

Step 6—Setting Up Expense Distribution(s) 3-17

ATMU—New AP Transaction Processing3-19

Step 7—Loading Existing Balances 3-19

Lab Exercise 3-21

Step 1—Setting Up Accounts PayableConstants 3-21Step 2—Setting Up Valid G/L Accounts 3-21Step 3—Setting Up Bank Codes for CashAccount(s) 3-22Step 4—Setting Up Terms Codes 3-22Step 5—Updating Vendor Files 3-24Step 6—Setting Up Expense Distribution(s) 3-24Step 7—Loading Existing Balances 3-25

Setting Up Accounts Payable Constants0/1090/H5293 Big Picture 3-1

Setting Up Accounts PayableConstants

Big Picture

The following diagram shows the sequence of steps for settingup accounts payable constants. The Accounts Payableapplication will not work properly unless you enter specificinformation about general ledger account numbers, cashaccounts, terms codes, aging periods, vendors, or existing openitems.

Once the constants are entered, you can always add new bankcodes or terms codes during the year. You will maintain thevendor file as information changes and new vendors are added.

You can save time entering invoices by setting up automaticexpense distribution in Function AADM. After setting up theexpense distribution, the system will always post theaccounting entries to the account numbers in Function AADM.You can also enter an A/P Account Number in Function MVR toset up automatic distribution to the liability account.

You can also set up jobs in Function AJMT (optional), see thetabbed section Functions, page AJMT-1 for more information.

2. Set up Valid G/L Accounts

Function ADMT

3. Set up Bank Code File

Function ABMU

1. Set up Accounts Payable Control File

Function ACON4. Set up Terms Code File

Function ACMU

5. Update the Vendor FilesFunction MVR

6. Set up Expense Distributions

Function AADM

7. Load Existing BalancesFunction ATMU

ACON0/1090/H5293 Accounts Payable Control File Maintenance 3-3

ACONAccounts Payable Control File Maintenance

Step 1 — Setting Up Accounts Payable Constants

ACONYou will use Function ACON to customize the control file (twoscreens) to fit your store's accounting needs. You will need todecide whether or not you want to use the following features:

• check reconciliation

• tracking and reporting expenses by job number

• multiple accounts payable account numbers

• multiple bank codes

• vendor audit trail

• Accounts Payable Chart of Accounts

You will also use Function ACON to set up defaults for:

• bank code

• aging days and descriptions of four periods

• accounts payable account number

• discount account number

• miscellaneous account number

• sales tax account number

• freight account number

At any menu, type ACON and press <Enter>.

ACON3-4 Accounts Payable Control File Maintenance 0/1090/H5293

The first screen of the Accounts Payable Control File appears:

A/P Control File Maintenance

1.2.3.4.5.6.7.8.

9.10.

11.12.13.14.15.

# Age Days In Period 1# Age Days In Period 2# Age Days In Period 3# Age Days In Period 4Aging Period 1 DescriptionAging Period 2 DescriptionAging Period 3 DescriptionAging Period 4 Description

Federal ID NumberFederal ID Type

Reconcile Checks?Use Job Numbers?Last Voucher Number UsedKeep Vendor File Audit Trail?Last G/L Interface Date

Item Number To Change?

3 N3 N3 N3 N12 A/N12 A/N12 A/N12 A/N

9 NS or F

Y or NY or N6 NY or N6 N

Field Names Notes

1. # Age Days inPeriod 1




5. Aging Period 1Description





9. Federal IDNumber

10. Federal ID Type

11. ReconcileChecks?

12. Use JobNumbers?

13. Last VoucherNumber Used

14. Keep Vendor FileAudit Trial?

15. Last G/L InterfaceDate


ACON, Screen 2

After entering information on the first screen, with the cursor atITEM NUMBER TO CHANGE? press <Enter>. The second screenappears:

N

N

Field Names Notes

1. Multiple A/PAccounts?

2. Default A/PAccount No

3. Multiple BankCodes?

4. Default Bank Code

5. Discount AccountNo


6. Misc ChargesAccount No

7. Misc ChargesDiscountable?

8. Sales Tax AccountNo

9. Sales TaxDiscountable?

10. Freight ChargesAccount No

11. Freight ChargesDiscountable?

12. Accts Verified byA/P?

13. Accrue Temp A/PTrx’s?

14. Default AccruedA/P Account

15. Default AccruedPurch Account


16. Default PurchasesAccount

ADMT0/1090/H5293 AP Valid G/L Account File Maintenance 3-9


Step 2 — Setting Up Valid G/L Accounts

ADMT

If you are not using Triad's General Ledger application, youmust enter general ledger account numbers in this function totrack accounts payable accounting.

If you are using Triad's General Ledger application, make surethe account numbers are set up in General Ledger and skip thisstep. The Accounts Payable application will use the accountnumbers set up in Function GCMU (Chart of Accounts FileMaintenance).

NOTE: If you skip this step, enter N in the Accts Verified byA/P field in Function ACON, Screen 2 (AccountsPayable Control File).

At any menu, type ADMT and press <Enter>.

The A/P Valid G/L Account File Maintenance Submenuappears:

1. ADD G/L ACCOUNTS

2. CHANGE/INQUIRE G/L ACCOUNTS

3. DELETE G/L ACCOUNTS

4. PRINT G/L ACCOUNTS LIST

ADMT3-10 AP Valid G/L Account File Maintenance 0/1090/H5293

Here is a sample of the A/P Valid G/L Account FileMaintenance Screen.

A/P Valid G/L Account File Maintenance

1.

2.

Account No

Description

7 N

30 A/N

Item Number to Change?

Field Names Notes

1. Account Number

2. Description

ABMU0/1090/H5293 Bank Code File Maintenance 3-11

ABMUBank Code File Maintenance

Step 3 — Setting Up Bank Codes for CashAccount(s)

ABMU

For your checking account(s), you should assign bank code(s) sothat you can:

• run reports based on bank codes

• identify different checking accounts

• write checks on different checking accounts

At any menu, type ABMU and press <Enter>.

The Bank Code File Maintenance Submenu appears:

1. ADD BANK CODES

2. CHANGE/INQUIRE CODES

3. DELETE BANK CODES

4. PRINT BANK CODES LIST

Here is a sample of the Bank Code File Maintenance Screen.

Bank Code File Maintenance

1.

2.

3.

4.

5.

Bank Code

Bank Code Description

Cash Account No

Maximum Check Amount Allowed

Last Check No Used

3 A/N

30 A/N

7 N

9 N with 2 D

6 N

ABMU3-12 Bank Code File Maintenance 0/1090/H5293

Field Names Notes

1. Bank Code

2. Bank CodeDescription

3. Cash Account No.

4. Maximum CheckAmount Allowed

5. Last Check NoUsed

ACMU0/1090/H5293 Terms Code File Maintenance 3-13

ACMUTerms Code File Maintenance

Step 4 — Setting Up Terms Codes

ACMUThe terms codes is used by the system to calculate discounts duefor prompt payment. For example, you may have a vendor thatgives you a 5% discount when you pay your bill within 15 daysof the invoice date.

Normally, you use only a few different payment terms. Youshould set up a code for each different payment term you plan touse in the Accounts Payable application.

After setting up terms codes, you need to assign the appropriateterms code to your vendors (Function MVR). When you post aninvoice for a vendor, the system will automatically calculatethe prompt payment discount due based on the code entered inthe field Terms Code in Function MVR. You can override thesystem calculated discount.

At any menu, type ACMU and press <Enter>.

The Terms Code File Maintenance Submenu appears:

1. ADD TERMS CODES

2. CHANGE/INQUIRE TERMS CODES

3. DELETE TERMS CODES

4. PRINT TERMS CODES LIST

ACMU3-14 Terms Code File Maintenance 0/1090/H5293

Here is a sample of the Terms Codes File Maintenance Screen.

Terms Code File Maintenance

1.

2.

3.

4.

5.

6.

Terms Code

Terms Code Type

Description

Due Days

Discount Days

Discount Percent

3 A/N

N, P, or E

15 A/N

3 A/N

3 N

4 N with 2 D


Field Names Notes

1. Terms Code

2. Terms Code Type

3. Description

4. Due Days

5. Discount Days

6. Discount Percent

MVR0/1090/H5293 Vendor File Maintenance 3-15

MVRVendor File Maintenance

Step 5 — Updating Vendor Files

MVR

If you are using Triad's Purchasing and Receiving application,you would have vendor files set up. When you begin using theAccounts Payable application, you may want to update thosefiles with information specific to the Accounts Payableapplication. Here are the fields you may want to update oneach vendor file:

• Federal ID Number for printing 1099s

• Federal ID Type for printing 1099s

• 1099 Category for printing 1099s

• Terms Code for calculating discounts (codes are set up inFunction ACMU)

• Temporary or Permanent Vendor for tracking vendor history

• Accounts Payable Account Number for automaticallydistributing the credits (liabilities)

• FAX Phone Number for sending orders

If you are not using Triad's Purchasing and Receivingapplication, you will need to enter complete information foreach vendor so that you can post invoices and write checks.

At any menu, type MVR and press <Enter>.

MVR3-16 Vendor File Maintenance 0/1090/H5293

The Vendor File Maintenance Screen appears.

Screen: S Vendor File Maintenance Store: 1

Vendor Code: (__) Sort Name: (__) Pay To Vendor:

NameAddressAddressCityZip CodeType Temp/Perm:

State:Fed ID Type:

1099 Category:

Phone:Contact:Alt Ph#:Fax #:Fed ID#:Assigned Cust #:

Lead Time:Backorder:Ship Via:

FOB Point:Drop/Ship:Codes:

Auto Distribute:A/P Account:Show Booth:

Terms Code:Terms Desc:

Terms Type: Due Days:Disc Days:

Discount Pct:Vendor Status:

Minimum Dollars:Minimum Weight:Minimum PO Line Amt:

Minimum Units:Minimum Bill Amt $:Last Activity Date: Last Report:

::::::

5 A/N 10 A/N 5 A/N 1 N

32 A/N32 A/N32 A/N16 A/N9 NI, M, W, or Blank

2 AF or S0, 1, 2, 3, 4, 5, 6, 7

10 N24 A/N10 N10 N9 N12 A/NT or P

3 NY or N20 A/N

O or DY or N4 A/N

Display Only7 N5 A/N

3 A/NDisplay Only

Display Only Display OnlyDisplay Only

Display OnlyBlank, H, N,or A

Display Only

5 N5 N3 N with 2 D

3 N3 N

3 N3 NDisplay Only

3 N3 N

Field Names Notes

1099 Category

Alt Ph #

A/P Account

Fax #

Fed ID #

Fed ID Type

Temp/Perm

Terms Code

AADM0/1090/H5293 Automatic A/P Account Distribution 3-17

AADMAutomatic A/P Account Distribution

Step 6 — Setting Up Expense Distribution(s)

AADM

In Function MVR (Vendor File Maintenance), you enter theAccounts Payable account number to which the credits(liabilities) should be distributed. For the debits (expenses),use Function AADM to link the expense distribution(s) to thevendor. If you link account number(s) to a vendor number inFunction AADM, the system will enter Y in the Auto Distributefield in Function MVR.

When the field Auto Distribute is Y (in Function MVR), thesystem will display the prompt DO YOU WISH TO ACCEPT AUTODISTR? in Function ATMU. You can accept the automaticdistributions or override them. For automatic distributions, thesystem posts the debits to the expense account number(s) inFunction AADM to offset the liability account number inFunction MVR. If the A/P Account No in Function MVR isblank, the system will post the credit to the Default A/PAccount entered in Function ACON.

For example:

• In Function MVR for the telephone company, the A/PAccount is 2005-000.

• In Function AADM, 100% of the expense is distributed tothe Utilities account number 5040-000

The system will post in the following manner:

2005-000 5040-000

DR CR DR CR100 100

If you use multiple subaccount numbers, you could set up thesame thing for the different subaccount numbers (100 and 200),and the liability account number in Function MVR could be thecorporation subaccount number (000). For example:

2005-000 5040-100 5040-200

DR CR DR CR DR CR100 50 50

AADM3-18 Automatic A/P Account Distribution 0/1090/H5293

At any menu, type AADM and press <Enter>.

The Vendor Auto Distribute Maintenance Submenu appears:

1. ADD AUTO DISTRIBUTIONS

2. CHANGE/INQUIRE AUTO DISTRIBUTIONS

3. DELETE AUTO DISTRIBUTIONS

After selecting menu option 1, the system will promptVENDOR NO, enter the vendor number for which you want to setup the auto distribution feature.

The Automatic AP Account Distribution Screen appears.

Vendor Auto Distribute Maintenance

Next Item = Next Distribution

Vendor No:Name:

Display OnlyDisplay Only

--------------------------------------------------Percent(s) to be Distributed--------------------------------------------

Account Number -----------------Description------------------- Distrib-Pct

Percent Remaining to Distribute: Display Only

7 N Display Only 9 N with 2 D (-)

Use menu options 2 (Change) and 3 (Delete) to enter necessarycorrections to your automatic distributions.

Field Names Notes

Account Number

Distrib-Amt

Job

Vendor No

ATMU0/1090/H5293 New AP Transaction Processing 3-19

ATMUNew AP Transaction Processing

Step 7 — Loading Existing Balances

ATMU

The last thing you have to do to set up your Accounts Payableapplication is enter and post outstanding open items as of aspecific cutoff date.

The concept is the same as Accounts Receivable. When youstarted using the Triad system for Accounts Receivable, you hadto set a cutoff date and enter all outstanding customer balancesas of that date.

For Accounts Payable, select the cutoff date, enter alloutstanding open items, and post these transactions. Thesuggested way to enter outstanding open items is to:

• group the information (invoices) into small batches

• run a calculator tape on the batch

• enter the information

• print the edit list

• verify that totals are the same as the calculator tape

• enter corrections as needed

• post the transactions

After all outstanding open items are entered, all setupprocedures are completed and your Accounts Payableapplication is ready to help you manage your business.

Setting Up Accounts Payable Constants0/1090/H5293 Lab Exercise 3-21

Lab Exercise

Step 1 — Setting Up Accounts Payable Constants

For this lab, you review the fields in Function ACON. Ask theinstructor questions about any situations unique to your store.You should have taken notes when the instructor described eachfield earlier.

Step 2 — Setting Up Valid G/L Accounts

For this lab, add general ledger account numbers and print thelist of accounts to check your work. Add the following accountsor substitute your store's numbers for the accounts listed below:

• 1001-000 Cash #1

• 1002-000 Cash #2

• 1020-000 Inventory

• 2005-000 Accounts Payable

• 4010-000 Discounts Taken

• 5020-000 Purchases

• 5025-000 Advertising Expense

• 5030-000 Supplies Expense

• 5035-000 Computer Expense

• 5040-000 Utilities Expense

• 5045-000 Freight Expense

• 5050-000 Miscellaneous Expense

• 5055-000 Sales Tax Expense

After entering all account numbers, you should print the editlist to check your work. To print an edit list:

• select Option 4 from the submenu

• enter the account number range you want to print

or

Setting Up Accounts Payable Constants3-22 Lab Exercise 0/1090/H5293

• press <Next Item> to include all account numbers

• at ITEM NUMBER TO CHANGE, press <Enter>

• press <Run> to print the edit list

Step 3 — Setting Up Bank Codes for Cash Accounts

For this lab, add bank codes and print the list of codes to checkyour work. Add the following bank codes or your store'sinformation:

• 100 — Bank of America

• Cash Account No. 1001-000

• Max Check Amount Allowed $2,500.00

• Last Check No Used 376

and

• 200 — Central Bank

• Cash Account No. 1002-000

• Max Check Amount Allowed $25,000.00

• Last Check No Used 1001

After entering all bank codes, you should print the edit list tocheck your work. To print an edit list:


• enter the bank code range you want to print

or

• press <Next Item> to include all bank codes



Step 4 — Setting Up Terms Codes

For this lab:

• add three different terms codes

• print the edit list to check your work


The terms codes can be your store's information, or enter theinformation listed below:

• Terms Code 1

• Type N (Normal)

• Description 2/10/N/30

• Due Days 30

• Discount Days 10

• Discount Percent 2.00

and

• Term Code 2

• Type P (Proximo)

• Description Net 10 Prox

• Due Days 10

• Discount Days 0


and

• Terms Code 3

• Type E (End-of-Month)

• Description 2/10 EOM

• Due Days EOM

• Discount Days 10


After entering all terms codes, you should print the edit list tocheck your work. To print an edit list:


• enter the terms code range you want to print

or

• press <Next Item> to include all terms codes



Setting Up Accounts Payable Constants3-24 Lab Exercise 0/1090/H5293

Step 5 — Updating Vendor Files

For this lab, update a vendor with the following information:

• Federal ID Number

• Federal ID Type

• 1099 Category

• Terms Code (from Lab 4)

• Accounts Payable Account Number

• FAX Phone Number

After entering the above information, press <Change>. Thevendor file has been updated by the system.

To print a listing of vendors:

• At any menu, type RVE and press <Enter>.

• Enter the appropriate information.

• Press <Run> and the report prints.

Step 6 — Setting Up Expense Distribution(s)

If you plan to use the automatic distribution feature, here aretwo examples to help you set up distributions at your store:

• For a telephone company vendor for one subaccount number:

- In Function AADM, enter the account number fortelephone expense (debit) and distribute 100% to theaccount.

- In Function MVR, make sure the Accounts Payableaccount is entered in the A/P Account field. If FunctionAADM is set up, the system will display Y in the AutoDistribute field.

NOTE: If the Accounts Payable account number in FunctionMVR is left blank, the system will use the DefaultA/P Account No field from Function ACON. You donot have to update Function MVR for any vendorsthat the system will distribute to the Default A/PAccount No set up in Function ACON.


• For a telephone company vendor for which you want todistribut expenses to more than one account number:

- In Function AADM, enter the account numbers for store 1and store 2 telephone expense (debit) and distribute theappropriate percent to each account.

- In Function MVR, make sure the Accounts Payableaccount for the corporation is entered in the A/PAccount field (if it is different than the Default A/PAccount No field in Function ACON). The system willdisplay Y in the Auto Distribute field.

In class, you will not practice setting up automatic distributions.

Step 7 — Loading Existing Balances

This function is discussed in more detail in the next tabbedsection. It is important that you understand the importance ofthe cutoff date. You will practice entering transactions in thenext section.

i

4Processing Transactions

Big Picture for ProcessingTransactions 4 -1

Big Picture for Entering and PostingTransactions 4 -3

Big Picture for Entering RecurringInvoices 4 -5

Big Picture for Changing Due Datesand Discounts 4 -7

ATMU—New AP TransactionProcessing 4 -9

Step 1—Entering and Posting Transactions 4-9

APRM—Recurring VoucherProcessing 4-15

Step 2—Entering Recurring Invoices 4-15

ii

AAMU—A/P Invoice Adjustment 4-19

Step 3—Changing Due Dates andDiscounts 4-19

Lab Exercise 4-23

Step 1—Entering and Posting Transactions 4-23Step 2—Entering Recurring Invoices 4-28Step 3—Changing Due Dates andDiscounts 4-28

Checklist 4-29

Processing Transactions0/1090/H5293 Big Picture 4-1

Processing Transactions

Big Picture

The Triad system has three ways of processing invoices:

• posting vendor invoices to be paid by computer check

• setting up recurring invoices to be paid on a regular basis bycomputer check

• changing due dates and discounts on existing transactions tomanage your cash flow

When you receive an invoice from a vendor, you will enter theinvoice information into the system. The system makes a recordthat is called a transaction.

If you pay a vendor the same amount on a regular basis, you canset up recurring invoices so that you do not have to entertransactions every time you have to pay the vendor. However,you will have to post the recurring invoices 30 days before thedue dates so that the system knows when it is time to pay thosebills again.

Once transactions are recorded in the system, you may changespecific fields on that transaction to help you manage your cashflow.

Enter and Post TransactionsFunction ATMU

Enter Recurring InvoicesFunction APRM

Change Due Dates and DiscountsFunction AAMU

2

1

3

Entering and Posting Transactions0/1090/H5293 Big Picture 4-3

Entering and Posting Transactions

Big Picture

The following diagram shows the steps for entering and postingtransactions. See the chart on page 4-9 for more informationabout the different transaction types you can use to identifyinvoices, credit memos, debit memos, prepaids, cancellations, oradjustments.

3. Print Edit ListFunction ATMU

Option 4

4. Any Mistakes?

Yes

2. Enter Transactions by TypeFunction ATMU

Option 1

5. Make CorrectionsFunction ATMU

Option 2Option 3

1. Organize Source Documents(invoices, credit memos, debit memos,

prepaids, cancellations, or adjustments)

6. Post TransactionsFunction ATMU

Option 5

No

Entering Recurring Invoices0/1090/H5293 Big Picture 4-5

Entering Recurring Invoices

Big Picture

For bills that are the same amount and are due at the sametime, you should set up recurring invoices (for example, rent,loan payments, mortgages, etc.). If you set up recurring invoices,you have to enter transactions only once. However, you willhave to post these transactions before you want to pay thesebills!

3. Print Edit ListFunction APRM

Option 4

4. Any Mistakes?

Yes

2. Enter Recurring TransactionsFunction APRM

Option 1

5. Make CorrectionsFunction APRM

Option 2Option 3

1. Decide Which Transactions to Set Up as Recurring

6. Post Transactions 30 Days Before Due Date

Function APRMOption 5

No

(rent, loan payments, mortgages, etc.)

Entering and Posting Adjustments0/1090/H5293 Big Picture 4-7

Changing Due Dates andDiscounts

Big Picture

After posting transactions, you can change specific fields in thetransaction by posting adjustments. These changes are calledadjustments, because the system creates an audit trail. You canchange the following fields:

• remit-to vendor

• due date

• discount date

• discount amount

• reference

3. Print Edit ListFunction AAMU

Option 4

4. Any Mistakes?

Yes

2. Enter Transaction ChangesFunction AAMU

Option 1

5. Make CorrectionsFunction AAMU

Option 2Option 3

6. Post TransactionsFunction AAMU

Option 5No

1. Decide Which Fields to Change(remit-to vendor, due date, discountdate, discount amount, or reference)


ATMUNew AP Transaction Processing

Step 1 — Entering and Posting Transactions

ATMUWhen you enter transactions, the system assigns a vouchernumber that is used throughout the application to identify thattransaction. Normally, you will enter an invoice as a RegularVoucher (Transaction Type R). Once the Regular Voucher isposted, you can use the adjustment Transaction Types to changedebits and credits shown on Report RAGL (A/P Distribution toG/L Report).

For definitions of each transaction type, refer to the tabbedsection Functions, page ATMU-1.

Listed below are the transaction types and how the systemposts the debits and credits on Report RAGL:

Transaction Type Cash Accounts Payable Expense

R (Regular) Credit Debit

C (Credit Memo) Debit Credit

P (Prepaid) Credit Debit Credit Debit

X (Cancellation) Debit Credit

D (Debit Memo) Credit Debit

A (Adjustment) Changes Expense and Job Distribution Only

ATMU4-10 New AP Transaction Processing 0/1090/H5293

At any menu, type ATMU and press <Enter>.

The New AP Transaction Processing Submenu appears:

1. ADD TRANSACTIONS

2. CHANGE/INQUIRE TRANSACTIONS

3. DELETE TRANSACTIONS

4. PRINT TRANSACTION EDIT LIST

5. POST TRANSACTIONS TO A/P FILES

Here is a sample of the first New AP Transaction ProcessingScreen.

New A/P Transaction Processing

*2.3.4.5.6.

7.8.9.

10.

11.

12.

13.

14.

Voucher NoVendor NoRemit-To VendorTrx TypeP.O. NumberVendor Ref NoApplies toInvoice DateInvoice AmtNon-Disc AmtMisc ChargesDiscountable?Sales TaxDiscountable?FreightDiscountable?A/P Account

Voucher Ref

1.

15.

16.

17.

18.19.

Voucher Date

TermsDescriptionDue DaysDue DateDisc DaysDisc DateDisc PercentDisc Amount

Type

Display Only5 A/N5 A/NR, C, D, P, X, or A6 N with 2 D8 A/N8 A/N6 N9 N with 2 D (-)9 N with 2 D (-)9 N with 2 D (-)Y or N9 N with 2 D (-)Y or N9 N with 2 D (-)Y or N7 N

30 A/N

6 N

3 A/N Display Only3 N6 N3 N6 N4 N with 2 D9 N with 2 D (-)

Display Only


If the Auto Distribute field in Function MVR is N, you willhave to manually distribute expenses on the second New APTransaction Processing Screen.



Vendor No:Type:

Display OnlyDisplay Only Voucher No: Display Only Voucher Amount: Display Only

Invoice No: Display Only

--------------------------------------------------Amount(s) to be Distributed--------------------------------------------

Account Number -----------------Description------------------- Job Distrib-Amt

Amount Remaining to Distribute: Display Only

7 N Display Only 6 A/N 9 N with 2 D (-)


Field Names forScreen 1

Notes

* Voucher No

1. Voucher Date

2. Vendor No

3. Remit-To Vendor

4. Trx Type

5. P. O. Number

6. Vendor Ref No

Applies To

7. Invoice Date

8. Invoice Amt

9. Non-Disc Amt

10. Misc Charges

ATMU4-12 New AP Transaction Processing 0/1090/H5293

Discountable?

11. Sales Tax

Discountable?

12. Freight

Discountable?

13. A/P Account

14. Voucher Ref

15. Terms

16. Due Days

17. Disc Days

18. Disc Percent

19. Disc Amount


Field Names forScreen 2

Notes

Account Number

Description

Job

Distrib-Amt

APRM0/1090/H5293 Recurring Voucher Processing 4-15

APRMRecurring Voucher Processing

Step 2 — Entering Recurring Invoices

APRM

Recurring invoices can be set in one of the following ways,either:

• monthly

or

• by number of days between payments

For example:

• Rent payment is due on the 5th of every month:

- enter M in the Type of Recurrence field and enter 5 inthe Interval field.

or

• Loan payment is due every 20 days:

- enter N in the Type of Recurrence field and enter 20 inthe Interval field.

You should post the transactions 30 days before the due date sothat the transactions appear on the Cash Requirements Report(Report RACR).

At any menu, type APRM and press <Enter>.

The Recurring Voucher Processing Submenu appears:

1. ADD RECURRING VOUCHERS

2. CHANGE/INQUIRE RECURRING VOUCHERS

3. DELETE RECURRING VOUCHERS

4. PRINT RECURRING VOUCHERS LIST

5. POST RECURRING VOUCHERS TO NEW A/P TRX FILE

APRM4-16 Recurring Voucher Processing 0/1090/H5293

Here is a sample of the Recurring Voucher Processing Screen:

Recurring Voucher Processing

1.

2.

3.

4.5.6.7.

8.

9.10.

11.

Vendor No

Recurring ID

Description

Type of RecurrenceIntervalStarting DateEnding Date

Amount

Remit-To Vendor NoLast Voucher Date

A/P Account No

Due

5 A/N

4 A/N

30 A/N

M or N3 N6 N6 N

9 N with 2 D

6 A/N6 N

7 N

Display Only


Field Names Notes

1. Vendor No

2. Recurring ID

3. Description

4. Type ofRecurrence

5. Interval

6. Starting Date

7. Ending Date

APRM0/1090/H5293 Recurring Voucher Processing 4-17

8. Amount

9. Remit-To VendorNo

10. Last Voucher Date

11. A/P Account No

AAMU0/1090/H5293 A/P Invoice Adjustment 4-19

AAMUA/P Invoice Adjustment

Step 3 — Changing Due Dates and Discounts

AAMU

You can display transactions in two different ways dependingon what information you want to change. You can either:

• enter the Invoice Number to change Due Date or Remit-toVendor fields

or

• enter the Voucher Number to change the Discount Date,Discount Amount, or Reference fields

NOTE: You cannot change the Remit-to Vendor field afterselecting the transaction for payment in FunctionAPMU (Payment Preparation).

If you need to change the Remit-To Vendor field,clear previous selections in Function APMU, changethe Remit-To Vendor field, and reselect voucher forpayment.

At any menu, type AAMU and press <Enter>.

The A/P Invoice Adjustment Submenu appears:

1. ADD ADJUSTMENTS

2. CHANGE/INQUIRE ADJUSTMENTS

3. DELETE ADJUSTMENTS

4. PRINT ADJUSTMENTS EDIT LIST

5. POST ADJUSTMENTS TO A/P FILES

AAMU4-20 A/P Invoice Adjustment 0/1090/H5293

Here is a sample of the A/P Invoice Adjustment Screen.

A/P Invoice Adjustment


1.2.3.4.5.

New Remit-To VendorNew Due DateNew Disc DateNew DiscountNew Reference

Vendor NoInvoice NoVoucher No

Invoice DateInvoice BalInvoice Disc Bal

Old Remit-To VendorOld Due DateOld Disc Date

5 A/N8 A/N6 N

Display OnlyDisplay OnlyDisplay Only


5 A/N6 N6 N9 N with 3 D (-)30 A/N

Field Names Notes

Vendor No

Invoice No

Voucher No

Invoice Date

Invoice Bal

Invoice Disc Bal

Old Remit-ToVendor

AAMU0/1090/H5293 A/P Invoice Adjustment 4-21

Old Due Date

Old Disc Date

1. New Remit-ToVendor

2. New Due Date

3. New Disc Date

4. New Discount

5. New Reference

Processing Transactions0/1090/H5293 Lab Exercise 4-23

Lab Exercise

Step 1 — Entering and Posting Transactions

For the first part of this lab, do the following:

• Enter the invoices starting on the next page (TransactionType R).

IMPORTANT!

Field 8 (Invoice Amount) is not the total invoice amount. It isthe total without sales tax, freight or miscellaneous charges.The system automatically distributes these charges so that youneed only distribute the merchandise or service amounts!

• Distribute the merchandise to the utilities account numberfor Invoice 3 (you will correct this in the second part of thislab) .

• Print the edit list.

• Make corrections.

• Post transactions.

• Print and review Report RAGL.

You must post transactions to finalize the information in theOpen Item File. Once the information is in the Open Item File,enter changes using one of the following transaction types:

• C — Vendor Credit Memo

• D — Vendor Debit Memo

• X — Cancellation

• A — Adjustment

NOTE: Transaction Type P (Prepaid) will be discussed inSection 5.

Processing Transactions4-24 Lab Exercise 0/1090/H5293

For the second part of this lab, do the following:

• Enter the credit memo on page 4-27.

• Enter an adjustment to correctly distribute merchandiseamount for Invoice 3.



• Post transactions.

• Print Report RAGL (A/P Distribution to G/L Report).

• Compare the two RAGL Reports and notice the changes ofdebits and credits (look at the chart on page 4-9 tounderstand these changes).

Invoice 1

INVOICERemit To: Pacific Bell

Attention Judy1648 Pacific AvenuePacific Grove, CA 94587

Invoice No

Terms

Invoice Date: Today's Date

__53874

Pay This Amount: 55.43Net 10 Prox


Invoice 2

INVOICERemit To: Blue Water Company

Attention: Bob999 Flood AvenueHalf Moon Bay, CA 93492

Invoice No

Terms


__234783

Net 10 Prox

Pay This Amount

40.00

Invoice 3

INVOICERemit To: National Hardware

Attention: Terri5743 Treat StreetOklahoma City, OK 43984

Invoice No

Terms


__28222

2/10 EOMSales Tax:

Add Freight Charges:Invoice Total:

.004.45

297.77


Invoice 4

INVOICERemit To: Black and Decker

Attention: Terri68 State StreetSalem, OR 97306

Invoice No

Terms


__23452

2/10/N/30

Sales Tax:Freight:

Total:

36.0045.00

600.00

Invoice 5

INVOICERemit To: Black and Decker

Attention: Terri68 State StreetSalem, OR 97306

Invoice No

Terms


__23452

2/10/N/30

Sales Tax:Freight:

Total:

60.00100.00

1,160.00


Invoice 6

INVOICERemit To: National Hardware


Invoice No

Terms


__28222

2/10 EOMSales Tax:

Add Freight Charges:Invoice Total:

.0080.00

880.00

Credit Memo

Credit MemoRemit To: National Hardware


Invoice No

Date: Future Date

__243CM

Merchandise Defective (Reference Invoice #__27789)

Merchandise:Sales Tax:

Total:

100.00-10.00-

110.00-


Step 2 — Entering Recurring Invoices

You will not practice entering recurring invoices in class.

Step 3 — Changing Due Dates and Discounts

For this lab, do the following:

• Change a field for a transaction entered in Step 1.



• Post the adjustments.

• Review the report.

Processing Transactions0/1090/H5293 Checklist 4-29

Checklist

Entering and Posting Transactions

Organize Source Documents

Enter Transactions by TypeFunction ATMU, Option 1

Print Edit ListFunction ATMU, Option 4

Make CorrectionsFunction ATMU, Options 2 or 3

Post TransactionsFunction ATMU, Option 5

i

5Paying Bills

Big Picture 5 -1

RACR—Print Cash RequirementsReport 5 -3

Step 1—Planning Payment Strategies 5-3

APMU—Payment Preparation 5 -7

Step 2—Selecting Transactions for Payment 5-7

APCM—Check Processing 5-15

Step 3—Printing and Posting Checks 5-15

ATMU—New A/P TransactionProcessingor APCM—Manual PaymentsProcessing 5-19

Step 4—Entering Prepaid Transactionsor Manual Checks 5-19

ii

Lab Exercise 5-23

Step 1—Planning Payment Strategies 5-23Step 2—Selecting Transactions for Payment 5-23Step 3—Printing and Posting Checks 5-23Step 4—Entering Prepaid Transactionsor Manual Checks 5-24

Checklist 5-25

Paying Bills0/1090/H5293 Big Picture 5-1

Paying Bills

Big Picture

Paying bills has four steps — planning what to pay, selectingwhat to pay, printing then posting checks, and entering manualchecks or posting prepaid transactions.

If you use Report RACR (Cash Requirements Report), you willsave money by taking advantage of prompt payment discounts.

If you do not receive discounts on transactions, you will pay bydue date so that you are not late, and you still earn interest onyour checking account.

If you do not want to complete a check run for one check or youpaid a transaction before entering it into the system, you canenter a manual check or a prepaid transaction.

1. Plan Payment StrategiesReport RACR

2. Select Transactions for PaymentFunction APMU

3. Print and Post ChecksFunction APCM

Functions APCM or ATMU

4. Enter Manual Checks or Prepaid Transactions

(as needed)

APMU0/1090/H5293 Payment Preparation 5-7

APMUPayment Preparation

Step 2 — Selecting Transactions for Payment

APMU

On the Cash Requirements Report (Report RACR), mark thetransactions you want to pay. Use Function APMU, to selectthese transactions for payment. The steps for selectingtransactions are:

• Clear previous selections.

• Defer specific transactions from payment (optional).

- If you want to place a temporary or permanent hold on atransaction, use Menu Option 4.

• Select all remaining transactions for payment.

• Select any additional transactions for full or partialpayments (optional).

- If you want to partially pay a transaction or fully paya transaction not due yet, use Menu Option 3.

• Print the Pre-Check Writing Report to verify what youselected.

You will use the Payment Preparation Submenu to complete theabove steps.

At any menu, type APMU, press <Enter>.

The Payment Preparation Submenu appears:

1. CLEAR PREVIOUS SELECTIONS

2. GENERALIZED PAYMENT SELECTION

3. SELECT INVOICES FOR PAYMENT (FULL OR PARTIAL)

4. DEFER INVOICES FROM PAYMENT

5. PRINT UNMATCHED INVOICE DETAIL LIST

6. PRINT INVOICE DEFERRAL REPORT

7. PRINT PRE-CHECK WRITING REPORT

APMU5-8 Payment Preparation 0/1090/H5293

For more information about the menu options, see the tabbedsection Functions, page APMU-1.

Menu Option 1 1. CLEAR PREVIOUS SELECTIONS

Payment PreparationClear Previous Selections

Please Enter: ___

1.

2.

3.

4.

5.

Clear Temporary Deferrals?

Clear Partial Payments?

Clear Full Payments?

Starting Vendor No

Ending Vendor No

Y or N

Y or N

Y or N

5 A/N

5 A/N

Field Names Notes

1. Clear TemporaryDeferrals?

2. Clear PartialPayments?

3. Clear FullPayments?

4. Starting VendorNo

5. Ending Vendor No


Menu Option 2 2. GENERALIZED PAYMENT SELECTION

Payment PreparationGeneralized Payment Selection

Please Enter: ___

1.2.3.

4.

5.

6.

7.

8.

9.

Cut-Off DatePayment DateNext Pmt Date

Pay Past Due Invoices?

Pay Current Invoices?

Pay Optional Invoices?

Starting Vendor No

Ending Vendor No

A/P Account No

6 N6 N6 N

Y or N

Y or N

Y or N

5 A/N

5 A/N

7 N

Field Names Notes

1. Cut-Off Date

2. Payment Date

3. Next Pmt Date

4. Pay Past DueInvoices?

5. Pay CurrentInvoices?

6. Pay OptionalInvoices?



8. Ending Vendor No

9. A/P Account No

Menu Option 3 3. SELECT INVOICES FOR PAYMENT

Payment PreparationSelect Invoices For Payment

* Vendor No

* Invoice No

Invoice Date

Orig Invoice AmtDebit & Credit MemosCurrent Invoice BalNet Invoice Amount

Due Date Discount Date

Voucher No

Partial Paymts MadeOriginal DiscountDiscount TakenDiscount Balance

Pay Full Invoice Net?

5 A/N

8 A/N 6 N

Display Only Display Only Display Only

Display OnlyDisplay OnlyDisplay OnlyDisplay Only


Field Names Notes

* Vendor No

* Invoice No

Voucher No


Menu Option 4 4. DEFER INVOICES FROM PAYMENT

Payment PreparationDefer Invoices From Payment

* Vendor No

* Invoice No

Invoice Date



Voucher No


Temporary or Permanent Deferral?

5 A/N

8 A/N 6 N




T or P

Field Names Notes

* Vendor No

* Invoice No

Voucher No

Menu Option 5 5. PRINT UNMATCHED INVOICE DETAIL LIST

Not in use.


Menu Option 6 6. PRINT INVOICE DEFERRAL REPORT

Payment PreparationPrint Invoice Deferral Report


Please Enter: ___

1.

2.

Starting Vendor No

Ending Vendor No

5 A/N

5 A/N

Field Names Notes


2. Ending Vendor No


Menu Option 7 7. PRINT PRE-CHECK WRITING REPORT

Payment PreparationPrint Pre-Check Writing Report


Please Enter: ___

1.

2.

3.

4.

Payment Date

Minimum Check Amount on Report

Show Deferred Items On Report?

Bank Code

6 N

9 N with 2 D

Y or N

3 A/N

Field Names Notes

1. Payment Date

2. Minimum CheckAmount on Report

3. Show DeferredItems on Report?

4. Bank Code

RACR0/1090/H5293 Print Cash Requirements Report 5-3

RACRPrint Cash Requirements Report

Step 1 — Planning Payment Strategies

RACRReport RACR prints information based on the following dates:

• due date also known as cut-off date

• payment date

• next payment date

The information on Report RACR will help you make decisionsabout what to pay to take advantage of prompt paymentdiscounts. This report will also help you manage your cashflow, because you will see how much money is needed to payyour bills.

The date you enter tells the system how to group theinformation so that you can see what to pay for that timeperiod. Here are examples of how the dates help you makepayment decisions:

Cut-Off DatePayment DateNext Payment Date

03/14/9103/01/9103/15/91

Invoice #

1234

Due Date

01/30/9102/25/9103/10/9103/01/91

Discount Date

None02/15/9103/05/91None

Past Due

Lost Discount

Discount Available

Due Now

The Cut-Off Date includes all transactions with due dates on orbefore the date entered. In the example above, Report RACRprints all transactions with due dates on or before March 14,1991.

RACR5-4 Print Cash Requirements Report 0/1090/H5293

The Payment Date is when the checks will be printed andmailed. In the example above, Invoice #1 has a Due Date of1/30/91, which is 30 days before the payment date 3/1/91,meaning that the transaction is past due.

The Next Payment Date is the next time checks will be printedand mailed. In the example above, Invoice #3 has a DiscountDate of 3/5/91, which is before the next payment date, butafter the due date. Report RACR prints future transactions tohelp you take advantage of discounts.

At any menu, type RACR and press <Enter>.

The Print Cash Requirements Report Screen appears:

Print Cash Requirements Report

Please Enter:

1.

2.

3.

4.

5.

6.

7.

Cut-Off Date

Payment Date

Next Payment Date

Show Detail?

Starting Vendor No

Ending Vendor No

A/P Account No

6 N

6 N

6 N

Y or N

5 A/N

5 A/N

7 A/N

Field Names Notes

1. Cut-Off Date

2. Payment Date

3. Next PaymentDate

4. Show Detail?

RACR0/1090/H5293 Print Cash Requirements Report 5-5


6. Ending Vendor No

7. A/P Account No

APCM0/1090/H5293 Check Processing 5-15

APCMCheck Processing

Step 3 — Printing and Posting Checks

APCM

If the information on the Pre-Check Writing Report is correct,you are ready to print checks. You should use the same BankCode, Payment Date, and Vendor Number range to print checksthat you used on the Pre-Check Writing Report.

The system will print up to 15 lines of detail on the check stub.If all the invoices being paid to the vendor cannot be printed onone check stub, the system will:

• print the first 15 invoices and void the check attached

• print the next 15 invoices and void the check attached

The system will continue to print and void until all invoices areprinted and the amount prints on the last check.

At any menu, type APCM and press <Enter>.

The Check Processing Submenu appears:

1. PRINT CHECKS

2. PRINT A/P UNPOSTED CHECK LIST

3. VOID UNPOSTED CHECKS

4. POST CHECKS AND PRINT CHECK REGISTER

5. VOID POSTED CHECKS

6. MANUAL PAYMENTS PROCESSING

7. PRINT MANUAL AND PREPAID CHECK REGISTER

When you select Menu Option 1 (Print Checks), the system willdisplay the printer prompt. Press <Run> to continue, thesystem will display the following:

PLEASE MOUNT CHECK FORMS ON PRINTER

ENTER "DONE" WHEN READY

PRINT ALIGNMENT?

APCM5-16 Check Processing 0/1090/H5293

Once checks are on the printer and aligned, the following screenappears:

Check ProcessingPrint Checks

Please Enter:

1.

2.

3.

4.

5.

6.

Bank Code

Payment Date

Check Date

Starting Check No

Starting Vendor No

Starting Vendor No

3 A/N

6 N

6 N

6 N

5 A/N

5 A/N

The system guides you through check printing with thefollowing prompts:

ARE THE CHECKS JUST PRINTED OK?

DO YOU WISH TO PRINT MORE CHECKS?

DO YOU NEED TO SWITCH CHECK FORMS?

PLEASE MOUNT CHECK FORMS ON PRINTER


PLEASE MOUNT REGULAR PAPER ON PRINTER


After replacing checks with regular paper, select MenuOption 2 to print the A/P Unposted Check List. Review the listbefore posting checks.

After reviewing the A/P Unposted Check List, select MenuOption 4 to post checks, and the system will display thefollowing prompt:

CLEAR STATUS OF TEMPORARILY DEFERRED INVOICES DURINGPOSTING OF INVOICES?


Field Names Notes

1. Bank Code

2. Payment Date

3. Check Date

4. Starting Check No


6. Ending Vendor No

HELPFUL HINT!

On your first check run, mark the printer with a magic markeror dark fingernail polish in the following manner to save timewhen aligning checks:

• Mark a line on the left side of the check.

• Make a connecting line where the top of the check begins.

• Label the mark APCK to indicate Accounts PayableChecks.

APCK

Align with left side of check

Align with top of check

ATMU or APCM0/1090/H5293 New A/P Transaction Processing or Manual Payments Processing 5-19

ATMU or APCMNew A/P Transaction Processing or

Manual Payments Processing

Step 4 — Entering Prepaid Transactions or ManualChecks

APCMATMU

You can use two types of manual transactions in the AccountsPayable application. They are:

• Prepaid Vouchers used for transactions paid by manualcheck before being entered and posted in Function ATMU.

or

• Manual Payments used for transactions paid by manualcheck after being entered and posted in Function ATMU.

Both of these manual transactions update debits and credits inthe same manner on Report RAGL (Print AP Distribution to GLReport). For more information about how the system posts toGeneral Ledger, see the debit and credit table in Section 4.

Use the table below to decide when you should use FunctionsATMU or APCM:

When You Should Using

Transactions arenot in FunctionATMU

Write a manual checkand enter a prepaidvoucher

Function ATMU,Transaction TypeP (Prepaid)

Transactions arein Function ATMUand have beenposted (they canbe viewed inFunction AVIQ)

Write a manual checkand enter a manualpayment

Function APCM,Menu Option 6

ATMU or APCM5-20 New A/P Transaction Processing or Manual Payments Processing 0/1090/H5293

Using FunctionATMU (Prepaids)

At any menu, type ATMU and press <Enter>.

The New A/P Transaction Processing Submenu appears:

1. ADD TRANSACTIONS

2. CHANGE/INQUIRE TRANSACTIONS

3. DELETE TRANSACTIONS

4. PRINT TRANSACTION EDIT LIST

5. POST TRANSACTIONS TO A/P FILES

At the New A/P Transaction Processing Submenu, you will dothe following:

• Enter prepaid vouchers using Transaction Type P (menuoption 1).



• Post prepaid vouchers.

Here is a sample of the New A/P Transaction Processing Screen.


*2.3.4.5.6.

7.8.9.

10.

11.

12.

13.

14.


Voucher Ref

1.

15.

16.

17.

18.19.

Voucher Date


Type


30 A/N

6 N


Display Only


ATMU or APCM0/1090/H5293 New A/P Transaction Processing or Manual Payments Processing 5-21

Using FunctionAPCM (ManualChecks)



1. PRINT CHECKS







At the Check Processing Submenu, select 6, and the ManualPayments Processing Submenu appears:

1. ADD MANUAL PAYMENTS

2. CHANGE/INQUIRE MANUAL PAYMENTS

3. DELETE MANUAL PAYMENTS

4. PRINT MANUAL PAYMENTS EDIT LIST

5. POST MANUAL PAYMENTS TO A/P FILES

At the Manual Payments Processing Submenu, you will do thefollowing:

• Enter manual payments (menu option 1).



• Post manual payments.

ATMU or APCM5-22 New A/P Transaction Processing or Manual Payments Processing 0/1090/H5293

Here is a sample of the Manual Payments Processing Screen.

Check ProcessingManual Payments Processing

1.

2.

3.4.5.6.

7.

Vendor No

Invoice No

Invoice Balance

Check NoCheck DateGross A/P AmtDisc TakenNet Cash Amt

Bank Code

Invoice Date

Discount Balance

5 A/N

8 A/N

Display Only

6 N6 N9 N with 2 D (-)9 N with 2 D (-)Display Only

3 A/N

Display Only

Display Only

Printing ManualCheck and PrepaidRegister

After entering all manual payments and prepaid vouchers,select 7 from the Check Processing Submenu to print the Manualand Prepaid Check Register.

Field Names forAPCM, Option 6

Notes

1. Vendor No

2. Invoice No

3. Check No

4. Check Date

5. Gross A/P Amt

6. Disc Taken

7. Bank Code

Paying Bills0/1090/H5293 Lab Exercise 5-23

Lab Exercise

Step 1 — Planning Payment Strategies

For this lab, print Report RACR for the transactions entered inSection 4. After printing the report, review the information. Ifyou have any questions, you should discuss them with yourinstructor during class.

Step 2 — Selecting Transactions for Payment


• Clear previous selections (Menu Option 1).

• Defer a voucher from payment (Menu Option 4).

• Select all transactions for payment (Menu Option 2).

• Print the Pre-Check Writing Report (Menu Option 7).

• Verify that all transactions were selected for payment.

Step 3 — Printing and Posting Checks


• Print accounts payable checks.

• Print the A/P Unposted Check List.

• Review the A/P Unposted Check List to verify thetransactions.

• Post checks.

• Print Report RAGL (Print AP Distribution to GL Report).

• Compare this Report RAGL with Report RAGL printed inSection 4.

Paying Bills5-24 Lab Exercise 0/1090/H5293

Step 4 — Entering Prepaid Transactions or ManualChecks


• Enter a prepaid voucher.

• Print an edit list.

• Make corrections (if necessary).

• Post the prepaid voucher.

• Print Report RAGL and review how the system posted thedebits and credits.

In this lab, you will not practice entering manual checks inFunction APCM, but you should understand the differencesbetween the two types of manual transactions.

Paying Bills0/1090/H5293 Checklist 5-25

Checklist

Paying Bills

Plan Payment StrategiesReport RACR

Clear Previous SelectionsFunction APMU, Option 1

Select Transactions for PaymentFunction APMU, Options 2 or 3

Print Pre-Check Writing ReportFunction APMU, Option 7

Print and Post ChecksFunction APCM, Options 1 and 4

i

6Checking Entries for

General Ledger

Big Picture 6 -1

RAGL—AP Distribution to G/L Report6-3


Lab Exercise 6 -5


Checking Entries for General Ledger0/1090/H5293 Big Picture 6-1

Checking Entries forGeneral Ledger

Big PictureTriad Systems Corporation recommends that you check and postgeneral ledger transactions after posting transactions andrunning checks. During class, you will not practice usingFunction GLP (General Ledger Pass Off).

If you use Function GLP, refer to the Big Picture below to find outhow to post accounts payable transactions to General Ledger.

If you do not use Function GLP, you will need to:

• enter accounts payable transactions in General Ledger fromReport RAGL (AP Distribution to G/L Report)

• print and check the journal transaction edit list(Function GGMU, Menu Option 4)

• post accounts payable transactions (Function GGMU, MenuOption 5)

1. Print Debits and CreditsReport RAGL

2. Auto Pass Off?

Yes

No 3. Purge FileReport RAGL

3. Run Auto Pass OffFunction GLP

4. Print and Check Edit ListReport GGMU, Option 4

5. Post Transactions Report GGMU, Option 5

RAGL0/1090/H5293 AP Distribution to G/L Report 6-3

RAGLAP Distribution to G/L Report

Steps 1, 2, and 3 — Checking Entries for GeneralLedger

Print

PurgeNoGLP?

To get a listing of debits and credits, you will print ReportRAGL. Report RAGL is a list of all accounts payabletransactions and how they affect general ledger. You shouldalso make sure the transactions will be posted to the correctGeneral Ledger account numbers.

NOTE: If you are using Function GLP, you should never purgetransactions in Report RAGL until after runningFunction GLP. You can purge transactions with eitherFunction GLP or Report RAGL.

At any menu, type RAGL and press <Enter>.

The AP Distribution G/L Report Screen appears:

Print A/P Distribution to G/L Report

Please Enter:

1.

2.

3.

4.

5.

6.

Print Report?

Purge File?

Period Starting Date

Period Ending Date

Detail or Summary?

Distributions to Print

Y or N

Y or N

6 N

6 N

D or S

A, I, or N

RAGL6-4 AP Distribution to G/L Report 0/1090/H5293

Field Names Notes

1. Print Report

2. Purge File?

3. Period EndingDate

4. Detail orSummary?

5. Distributions toPrint

Checking Entries for General Ledger0/1090/H5293 Lab Exercise 6-5

Lab Exercise

Steps 1, 2, and 3 — Checking Entries for GeneralLedger

For this lab, you will print the Accounts Payable DistributionReport and purge the file. You will not practice using FunctionGLP, but you can see from the Big Picture what steps to follow.For more information about Function GLP, see the GeneralLedger Workbook.

If you have any questions about the debits and credits shown onthe report just printed, see the debits and credits table inSection 4.

i

7Voiding and Reconciling Checks

Big Picture 7 -1

APCM—Check Processing 7 -3

Step 1—Voiding Unposted and PostedChecks 7-3

ACKR—Check Reconciliation 7 -7

Step 2—Reconciling Checks 7-7

Lab Exercise 7-11

Step 1—Voiding Unposted and PostedChecks 7-11Step 2—Reconciling Checks 7-11

Voiding and Reconciling Checks0/1090/H5293 Big Picture 7-1

Voiding and Reconciling Checks

Big Picture

In the Accounts Payable application, you can void unposted andposted checks. Unposted checks have been printed but notposted. Posted checks have been printed and posted.

For example, unposted checks would be checks used to align theforms or checks printed with the wrong starting check number.Posted checks are ready to be or have been mailed to thevendor, but you find a mistake or they are lost in the mail.

Reconciling checks is an optional feature, but Triad SystemsCorporation suggests that you reconcile checks. Reconcilingcompletes the check cycle by tracking cashed and uncashedchecks.

2. Reconcile ChecksFunction ACKR

(as needed)

1. Void Unposted and Posted ChecksFunction APCM(as needed)



Step 1 — Voiding Unposted and Posted Checks

APCMWhen printing checks, the system displays the followingprompt:


If you answer N, the system will automatically display theVoid Unposted Check Submenu where you can void the checks.

If you have checks with additional check stubs due to morethan 15 transactions for a vendor, the system automaticallyvoids those checks.



1. PRINT CHECKS







APCM7-4 Check Processing 0/1090/H5293

Voiding UnpostedChecks(Menu Option 3)

At the Check Processing Submenu, select 3 (Void UnpostedChecks). The system displays the Void Unposted ChecksSubmenu:

1. VOID PRINTED CHECKS

2. VOID FORM ALIGNMENT CHECKS

Here is a sample of the Void Unposted Check Screen.

Check ProcessingVoid Unposted ChecksVoid Printed Checks

Please Enter:

1.

2.

3.

Bank Code

Starting Vendor For Voiding Checks

Ending Vendor For Voiding Checks

3 A/N

5 A/N

5 A/N

Field Names Notes

1. Bank Code

2. Starting VendorFor VoidingChecks

3. Ending VendorFor VoidingChecks


Voiding PostedChecks (MenuOption 5)

At the Check Processing Submenu, select 5 (Void PostedChecks). The system displays the Void Posted ChecksSubmenu:

1. ADD VOID CHECK TRANSACTIONS

2. CHANGE/INQUIRE VOID CHECK TRANSACTIONS

3. DELETE VOID CHECK TRANSACTIONS

4. PRINT VOID CHECK TRANSACTION EDIT LIST

5. POST VOID CHECK TRANSACTIONS TO A/P FILES

Here is a sample of the Void Posted Check Screen.

Check ProcessingVoid Posted Checks

1.

2.

3.

4.

Bank Code

Check No

Check Amount

Void Date

Remit-To Vendor

Invoice Total Paid Discount Taken

3 A/N

6 N

9 N with 2 D

6 N

Display Only

Display Only Display Only

Field Names Notes

1. Bank Code

2. Check No

3. Check Amount

4. Void Date

ACKR0/1090/H5293 Check Reconciliation 7-7

ACKRCheck Reconciliation

Step 2 — Reconciling Checks

ACKR

Using the check reconciliation feature is optional. If you wantto reconcile checks, in Function ACON (A/P Control FileMaintenance), enter Y in the Reconcile Checks field.

To reconcile checks, you will:

• enter cashed checks (Menu Option 1)

• print and review the reconciliation report (Menu Option 2)

• purge reconciled checks (Menu Option 2)

At any menu, type ACKR and press <Enter>.

The Check Reconciliation Submenu appears:

1. SELECT RECONCILED CHECKS

2. PRINT A/P CHECK RECONCILIATION REPORT

Menu Option 1 Here is a sample of the Select Reconciled Checks Screen.

Check ReconciliationSelect Reconciled Checks

Please Enter:

1.

2.

3.

Bank Code

Check No

Check Date

Vendor

Amount

DateReconciled

3 A/N

6 N

Display Only

Display Only

Display Only

6 N

ACKR7-8 Check Reconciliation 0/1090/H5293

Field Names Notes

1. Bank Code

2. Check No

3. Date Reconciled

Menu Option 2 Here is a sample of the Print A/P Check Reconciliation ReportScreen.

Check ReconciliationPrint A/P Check Reconciliation Report

Please Enter:

1.

2.

3.

4.

5.

6.

7.

Bank Code

Reconciliation Date

Starting Check Date

Ending Check Date

Print Reconciled Checks?

Print Unreconciled Checks?

Purge Reconciled Checks?

3 A/N

6 N

6 N

6 N

Y or N

Y or N

Y or N

Field Names Notes

1. Bank Code

2. ReconciliationDate

ACKR0/1090/H5293 Check Reconciliation 7-9

3. Starting CheckDate

4. Ending CheckDate

5. Print ReconciledChecks?

6. Print UnreconciledChecks?

7. Purge ReconciledChecks?

Voiding and Reconciling Checks0/1090/H5293 Lab Exercise 7-11

Lab Exercise

Step 1 — Voiding Unposted and Posted Checks


• Void a check printed in Section 5.


• Review the edit list.

• Make corrections (if necessary).

• Post the void check transaction.

Step 2 — Reconciling Checks

You will not practice reconciling checks in class.

i

8Maintaining Files

Big Picture 8 -1

AVIQ—Vendor Account Inquiry 8 -3

Step 1—Displaying the Open Item File 8-3

RAOI—Print A/P Open Item Report 8 -7

Step 2—Printing the Open Item File 8-7

APGI and APVM—Purge A/P InvoiceFilesand Purge Temporary Vendors 8 -9

Steps 3 and 4—Purging Paid Invoice DetailFile and Temporary Vendors 8-9

Lab Exercise 8-11

Step 1—Displaying the Open Item File 8-11Step 2—Printing the Open Item File 8-11Steps 3 and 4—Purging Paid Invoice DetailFile and Temporary Vendors 8-11

Maintaining Files0/1090/H5293 Big Picture 8-1

Maintaining Files

Big Picture

The Accounts Payable Open Item File can be displayed on yourterminal by vendor, or you can print a report for all or a range ofvendors.

If you just want a quick look at a vendor's open items, useFunction AVIQ (Vendor Inquiry).

To print the Open Item Report, use Report RAOI to show agedbalances and transaction detail for all or a range of vendors. InFunction ACON (A/P Control File Maintenance), you enteredaging days and descriptions which the system uses to agetransactions in the Open Item File.

After paying invoices, the system keeps the information in theOpen Item Detail and Summary Files. This information is nolonger needed after the transactions are paid; therefore, youshould purge paid invoices on a regular basis. Function APGI(Purge A/P Invoice Files) prints a report which you should keepas a permanent record of Accounts Payable activity.

You can also purge old temporary vendors using Function APVMto keep your files clean.

2. Print the Open Item FileReport RAOI(as needed)

3. Purge Paid Invoice Detail FileFunction APGI

(as needed)

1. Display the Open Item FileFunction AVIQ(as needed)

4. Purge Temporary VendorsFunction APVM

(as needed)

AVIQ0/1090/H5293 Vendor Account Inquiry 8-3

AVIQVendor Account Inquiry

Step 1 — Displaying the Open Item File

AVIQIf you need to see the open item file for a specific vendor orinvoice number, use Function AVIQ. The system will displaythe open item file for the time period entered, or you candisplay the entire file.

Using Function AVIQ will save you time and paper, because youcan see up-to-the-minute information without printing a report.

At any menu, type AVIQ and press <Enter>.

Screen 1 (OpenItem Details)

The first Vendor Account Inquiry Screen appears.

Vendor Account Inquiry

Vendor No: 5 A/N

Starting Date: 6 N Ending Date: 6 N Show Paid Invoices? Y or N

Terms: Display Only

Vendor-Invoice

Inv-DateChk-Date

Type Vch-NoChk-No

DiscDate

DueDate

Invc/ChkAmount

DiscountAmt/Taken

Net-A/PAmount

8 A/N Display Only

Display Only

Display Only

Display Only

Display Only

Display Only

Display Only

Display Only

Query = Lookup by Vendor Name

AVIQ8-4 Vendor Account Inquiry 0/1090/H5293

Field Names Notes

Vendor No

Terms

Starting Date

Ending Date

Show PaidInvoices?

Vendor-Invoice

Inv-DateChk-Date

Type

Vch-NoChk-No

DiscDate

AVIQ0/1090/H5293 Vendor Account Inquiry 8-5

DueDate

Invc/ChkAmount

DiscountAmt/Taken

Net-A/PAmount

Screen 2 (OpenItem DetailTotals)

After displaying the detail screen of Function AVIQ, press<Query> to display the totals screen.


Vendor No: Display Only

Starting Date: Display Only Ending Date: Display Only


Vouchers Total:Payments Made:Discounts Taken:Net Amount Due:Discount Available:Total Amount Due:With Discount:

Display OnlyDisplay OnlyDisplay OnlyDisplay OnlyDisplay OnlyDisplay OnlyDisplay Only

Field Names Notes

Vouchers Total

Payments Made

AVIQ8-6 Vendor Account Inquiry 0/1090/H5293

Discounts Taken

Net Amount Due

Discount Available

Total Amount Due

With Discount

i

9End-of-Year

Big Picture 9 -1

APCT—Clear Vendor YTD Accumulators9 -3

Step 1—Clearing YTD Fields inFunction MVR 9-3

RA99—Print Federal 1099 Forms 9-5

Step 2—Printing 1099 Forms 9-5

Lab Exercise 9 -7

Step 1—Clearing YTD Fields inFunction MVR 9-7Step 2—Printing 1099 Forms 9-7

End-of-Year0/1090/H5293 Big Picture 9-1

End-of-Year

Big Picture

In Function MVR, the following Accounts Payable history fieldsaccumulate calendar year information:

• Amount Paid

• Discounts Taken

• Discounts Lost

Function APCT clears the information from these fields so thatyou can begin accumulating information for the new calendaryear. This information is rolled into the Last Year fields.

NOTE: Purchases information may be cleared based oncalendar or fiscal year. You clear this informationusing Report RVU. See the Purchasing and ReceivingManual for more information.

After running Function APCT, you can run Federal 1099 Forms.

NOTE: You do not need to print 1099 forms if you use the Non-Employee feature in the Payroll application.

1. Clear YTD Amount Paid and Discount fields in Function MVR

Function APCT

2. Print 1099 Forms

Report RA99

APCT0/1090/H5293 Clear Vendor YTD Accumulators 9-3

APCTClear Vendor YTD Accumulators

Step 1 — Clearing YTD Fields in Function MVR

APCTWhen you use Function APCT, the system does the following:

• moves the YTD amounts to the Last Year amounts

• enters zeros in the YTD amounts

Function APCT is used at the end of the calendar year to clearthe amount paid and discounts information

Do not run Function APCT more than once, because the systemwill zero out the Last Year column the second time!

Using this function will help you track vendor activity on acalendar year basis.

At any menu, type APCT and press <Enter>.

The Clear Vendor YTD Accumulators Screen appears.

Clear Vendor YTD Accumulators

This application will move the following information from Year-to-Date toLast-Year (in Function MVR):

Amount Paid Discounts Taken Discounts Lost

The system will clear the YTD information to begin accumulating AccountsPayable history for the new calendar year.

Are you sure you want to do this?

If you are sure you want to end your year, type Y and press<Enter>.

RA990/1090/H5293 Print Federal 1099 Forms 9-5

RA99Print Federal 1099 Forms

Step 2 — Printing 1099 Forms

RA99

The system tracks what you have paid a vendor in the VendorAmount Paid field in Function MVR, Screen H. When you runFunction APCT, the Amount Paid This Year is cleared and theAmount Paid Last Year is updated with the closing year'samount. This is the reason, you must run Function APCT, beforeprinting 1099 Forms.

For more information about 1099 vendors, see the tabbed sectionFunctions, MVR.

At any menu, type RA99 and press <Enter>.

The Print Federal 1099 Forms Submenu appears:

1. PRINT 1099 FORMS

2. CREATE TAPE OF 1099 INFORMATION (Not in use at this time)

3. CREATE DISKETTE OF 1099 INFORMATION (Not in use at thist ime)

End-of-Year0/1090/H5293 Lab Exercise 9-7

Lab Exercise

Step 1 — Clearing YTD Fields in Function MVR


• Clear amount paid and discounts information in FunctionMVR.

• Display a vendor record to see the change.

Step 2 — Printing 1099 Forms

For this lab, you will not practice printing 1099 forms.

i

10Questions You May Have

About Setting Up Accounts PayableConstants 10-1

About Processing Transactions 10-3

About Paying Bills 10-4

About Checking Entries forGeneral Ledger 10-6

About Voiding and Reconciling Checks10-7

About Maintaining Files 10-8

About End-of-Year 10-9

Questions You May Have0/1090/H5293 About Setting Up Accounts Payable Constants 10-1

Questions You May Have

About Setting Up Accounts Payable Constants

Below are common questions and answers about setting upAccounts Payable constants. Use the blank lines to writequestions and answers discussed during class.

Do I have to assign terms codesto my vendors?

No, you don't have to. However, assigning terms codes to yourvendors can help you manage your cash flow, because you aretaking advantage of prompt payment discounts and paying billson time. With terms codes, you can use the Cash RequirementsReport to select invoices to pay, taking advantage of discountswhich directly increase your "bottom line."

Can I have two differentaddresses for a vendor?

Yes. The primary vendor address is where the vendor islocated. The other address is called the Remit-To address,which is the location where you send payments.

NOTE: The vendor codes must be different when you have aprimary vendor and remit-to vendor.

How do I change a vendor code? In Function MVR, do the following:

• Review Report RAOI to make sure the original vendor doesnot have any open items on file.

• Display the vendor.

• Print Screens S and H.

• Press <Delete> twice.

• Add the vendor with a new vendor code using informationfrom the screen printouts.

RULES ABOUT DELETING VENDORS

Do not delete vendors, if the vendor code has been:

• used to add transactions to the Open Item File• used to create purchase orders• used in Function IMU• used as a Remit-To Vendor in Function MVR

Questions You May Have10-2 About Setting Up Accounts Payable Constants 0/1090/H5293

Can I have more than onediscount account?

No. In Function ACON, you will enter the account number forwhich to track discounts. If you are multistore user, you canhave one discount account for each store.

Questions You May Have0/1090/H5293 About Processing Transactions 10-3

About Processing Transactions

Below are common questions and answers about processingtransactions. Use the blank lines to write questions and answersdiscussed during class.

What happens if Iaccidentally post transactionstwice?

In Function ATMU:

• enter X (Cancellation) in the Transaction Type field for theduplicated transactions.

• post the cancelled transactions.

What should I do if I enter theincorrect invoice date and postthe transaction?

In Function ATMU:

• enter X (Cancellation) in the Transaction Type field for theincorrect transaction.

• enter the transaction again using the correct invoice date.

• post the transactions.

I entered a prepaid voucherthat should have been aregular voucher, posted, andpurged Report RAGL. Whatshould I do?

When you entered the prepaid voucher, you had to enter acheck number. You should void this check number in FunctionAPCM, Menu Option 5. After you void the check, you have aregular voucher in the Open Item File to be paid when it is due.

You must also run either Report RAGL or Function GLP (if youuse automatic passoff) to move the distributions to GeneralLedger.

NOTE: The prepaid voucher has the same effect as enteringa regular voucher and then immediately paying thevoucher in full.

Questions You May Have10-4 About Paying Bills 0/1090/H5293

About Paying Bills

Below are common questions and answers about paying bills(invoices). Use the blank lines to write questions and answersdiscussed during class.

Can I print two checks for onevendor during a check run?

No. You must:

• select the transactions you want to pay on the first check.

• complete the normal check run.

• post transactions.

Then, you must:

• select the other transactions you want to pay on the secondcheck.

• complete the normal check run.

• post transactions.

What if I selected a transactionto pay in Function APMU, but itdoes not appear on the Pre-Check Writing Report?

You should check to see if the transaction has been permanentlydeferred.

• If the transaction has been deferred, use Function APMU,Menu Option 4 to clear the deferral or use Menu Option 3 toselect it.

• If the transaction has not been deferred, use FunctionAPMU, Menu Option 3 to re-select the transaction forpayment.

I ran out of checks before allchecks were printed in a checkrun. What should I do?

The system will display a printer error. You must:

• verify which checks were actually processed by runningFunction APCM, Menu Option 2.

- If a check was processed and did not print, you mustvoid it with Function APCM, Menu Option 3.

- If a check was not processed, you will have to print itafter reloading the printer.

• load checks into the printer.

• run the checks again beginning where the system stoppedprocessing.

Questions You May Have0/1090/H5293 About Paying Bills 10-5

How can I pay optionaltransactions (not due this checkrun)?

In Function APMU:

• select Menu Option 2 (Generalized Payment Selection).

• enter Y in the Pay Optional Invoices field.

Questions You May Have10-6 About Checking Entries for General Ledger 0/1090/H5293

About Checking Entries for General Ledger

Below are common questions and answers about checking entriesfor General Ledger. Use the blank lines to write questions andanswers discussed during class.

When should I post entries toGeneral Ledger?

Triad Systems Corporation suggests you verify and postAccounts Payable transactions to General Ledger every time youprocess transactions and run checks.

When should I purge theDistribution Report (RAGL)?

If you use Function GLP, the system will purge the AccountsPayable transactions after posting to General Ledger.

If you don't use Function GLP, purge after printing Report RAGLand manually posting entries to General Ledger.

If you never purge, the Distribution File will get too big andcause serious file problems. Purging the Distribution Fileshould be completed regularly.

Why should I use FunctionGLP?

If you use Triad's General Ledger application, Function GLPwill save time when posting transactions to General Ledger.You will not have to manually enter every transaction, whichreduces data entry errors.

What should I do if ReportRAGL doesn't balance?

You should run Report RAGL with a future date so that you canfind any vouchers that may have been entered with an incorrectdate.

Questions You May Have0/1090/H5293 About Voiding and Reconciling 10-7

About Voiding and Reconciling Checks

Below are common questions and answers about voiding andreconciling checks. Use the blank lines to write questions andanswers discussed during class.

How do I reconcile voidedchecks?

In Function ACKR, select the voided check and enter areconciliation date.

Questions You May Have10-8 About Maintaining Files 0/1090/H5293

About Maintaining Files

Below are common questions and answers about maintainingfiles. Use the blank lines to write questions and answersdiscussed during class.

Can I display a voucher numberwithout a vendor number inFunction AVIQ?

No. You must have the vendor number, before entering avoucher number. If you do not know the vendor number, inFunction AVIQ, press <Query> to list vendors by name.

I entered a voucher in FunctionATMU, but it doesn't appear inFunction AVIQ. What's wrong?

You must post transaction in Function ATMU before the vouchercan appear in Function AVIQ.

Questions You May Have0/1090/H5293 About End-of-Year 10-9

About End-of-Year

Below are common questions and answers about end-of-year.Use the blank lines to write questions and answers discussedduring class.

What if I forget to run FunctionAPCT at the end of my calendaryear?

The Vendor YTD Amount Paid and Discounts fields in FunctionMVR will not be cleared.

Are there any other requiredprocedures for the end-of-year?

No. You can run Report RAOI or other vendor history reports.

i

11Functions

What is This Section For? 11-1

Codes in the Screen Samples 11-1

AADM — Vendor Auto DistributeMaintenance AADM-1

AAMU — A/P Invoice AdjustmentAAMU-1

ABMU — Bank Code FileMaintenance ABMU-1

ACKR — Check Reconciliation ACKR-1

ACMU — Terms Code FileMaintenance ACMU-1

ACON — A/P Control FileMaintenance ACON-1

ii

ADMT — AP Valid G/L Account FileMaintenance ADMT-1

AJMT — Job File Maintenance AJMT-1

APCM — Check Processing APCM-1

APCT — Clear Vendor YTDAccumulators APCT-1

APGI — Purge A/P Invoice Files APGI-1

APMU — Payment Preparation APMU-1

APP—Purchasing To AP Passoff APP-1

APRI — Reset A/P Invoice File APRI-1

APRM — Recurring VoucherProcessing APRM-1

APVM — Purge Temporary VendorsAPVM-1

ATMU — New A/P TransactionProcessing ATMU-1

AVIQ — Vendor Account Inquiry AVIQ-1

MVR — Vendor File Maintenance MVR-1

Functions0/1090/H5293 What is This Section For? 11-1

Functions

What is This Section For?

Use the Functions section to find the purposes of functions anddefinitions of fields used in the Accounts Payable application.The functions are in alphabetical order, and the fielddefinitions are in the order that they appear on the screen.

Codes in theScreen Samples

Each function includes screen samples with codes to indicate thetype and amount of characters allowed in the field.

For example, the code 5 N with 2 D (-) means:

Five numeric including two decimal positions and an optionalminus sign; therefore, the highest amount allowed would be999.99.

Here are other codes used in the screen samples:

Code Definition

A/N Alphanumeric (both letters and numbers)

A Alpha (letters only)

N Numeric (numbers only)

D Decimal Position (how many numbers afterthe decimal)

Y or N Yes or No

other codes Valid codes for the field (a specific letter ornumber code)

(-) Optional negative sign

AADM0/1090/H5293 Vendor Auto Distribute Maintenance AADM-1

AADMVendor Auto Distribute Maintenance

Purpose

If you always distribute expenses to the same account numbersfor a vendor, use Function AADM to link the expense accountnumber(s) to the vendor. When you post transactions for thevendor in Function ATMU, the system will prompt DO YOU WISHTO ACCEPT AUTO DISTR?. You can:

• accept the automatic distributions set up in Function AADM

or

• change the distributions on the second screen of FunctionATMU

Vendor Auto Distribute Maintenance


Vendor No:Name:

Display OnlyDisplay Only

--------------------------------------------------Percent(s) to be Distributed--------------------------------------------

Account Number -----------------Description------------------- Distrib-Pct

Percent Remaining to Distribute: Display Only

7 N Display Only 9 N with 2 D (-)

AADMAADM-2 Vendor Auto Distribute Maintenance 0/1090/H5293

Field Definitions

Listed below are definitions in the order that they appear onthe screen.

Vendor No andName

After selecting a menu option, the system prompts VENDOR NO,enter the number of the vendor for which you want to set upautomatic distributions. The Vendor Number and Name will bedisplayed on the Auto Distribution Screen.

AccountNumber

The expense account number you want to use to offset theliability account number in Function MVR.

Description Self-explanatory.

Distrib-Pct The percentage you want to distribute to the account numberentered. The distributions must equal 100%—you cannot leavethis screen until all distributions equal 100%.

AAMU0/1090/H5293 A/P Invoice Adjustment AAMU-1


Purpose

Use Function AAMU to change the information on transactionsthat have been posted in Function ATMU (New A/PTransaction Processing). Once a transaction has been posted,you can change:

• Remit-To Vendor

• Due Date

• Discount Date

• Discount Amount

• Reference

If you need to change any other fields, you will have to cancelthe transaction in Function ATMU and re-enter the invoiceinformation.

RULES TO REMEMBER!

Remit-To Vendor cannot be changed

• on transactions selected for payment (Function APMU —Payment Preparation)

or

• on transactions with partial payments

and

The Reference and Discount Amount fields can only be changedby entering the transaction's voucher number.

AAMUAAMU-2 A/P Invoice Adjustment 0/1090/H5293

A/P Invoice Adjustment


1.2.3.4.5.

New Remit-To VendorNew Due DateNew Disc DateNew DiscountNew Reference

Vendor NoInvoice NoVoucher No

Invoice DateInvoice BalInvoice Disc BalVoucher Disc Bal

Old Remit-To VendorOld Due DateOld Disc DateOld Reference

5 A/N8 A/N6 N



5 A/N6 N6 N9 N with 2 D (-)30 A/N

Field Definitions

Listed below are definitions for fields in the order that theyappear on the screen.

Vendor No The vendor number or code which was set up in Function MVR(Vendor File Maintenance). After you enter the vendor number,the system will display the vendor name.

If you don't know the vendor number, press <Query> to look upthe vendor by name.

Invoice No The number of the original invoice you wish to adjust. If youonly enter an Invoice Number, then you will be able to changethe following fields:

• Remit-To Vendor

• Due Date

• Disc Date


If you don't know the invoice number, press <Enter> to move thecursor to the Voucher No field.

If you want to change the Reference or Discount Amount fields,press <Enter> to skip this field. You must enter a VoucherNumber to change these fields!

Voucher No If you didn't enter an Invoice Number, you must enter thevoucher number for the transaction you wish to adjust. Thesystem assigns the Voucher Number to the transaction inFunction ATMU.

If you want to change the Reference or Discount Amount fields,enter the voucher number.

If you enter both an Invoice and Voucher Number, you canchange information in all fields.

Invoice Date The system displays the Invoice Date from the originaltransaction. You should always verify that this is thetransaction you wish to adjust.

Invoice Bal The system displays the Invoice Balance. The systemcalculates the Invoice Balance in the following manner:

invoice amount $500.00

- partial payment (if any) $250.00

- discounts taken (if any) $25.00

invoice balance $225.00

Invoice Disc Bal The system displays the Invoice Discount Balance from theoriginal transaction. The amount in this field is the promptpayment discount available based on the transaction's termscode. Check the Discount Date to make sure the discount is stillavailable.

Voucher DiscBal

When you enter a Voucher Number instead of an InvoiceNumber, the system displays the Voucher Discount Balancefrom the original transaction. The amount in this field is theprompt payment discount available based on the transaction'sterms code. Check the Discount Date to make sure this discountis still available.

AAMUAAMU-4 A/P Invoice Adjustment 0/1090/H5293

Old Remit-ToVendor

The system displays the Remit-To Vendor from the originaltransaction.

Old Due Date The system displays the Due Date from the originaltransaction.

Old Disc Date The system displays the Discount Date from the originaltransaction.

Old Reference When you enter a Voucher Number instead of an InvoiceNumber, the system displays the Reference from the originaltransaction.

1. New Remit-ToVendor

If you want to change the Remit-To Vendor, enter the correctvendor number. Remember, you cannot change this field whenyou have selected the transaction for payment or made apartial payment.


or

If you don't want to change the Remit-To Vendor field, press<Enter> to keep the original Remit-To Vendor.

2. New Due Date If you want to change the Due Date, enter the correct date.

or

If you don't want to change the Due Date field, press <Enter> tokeep the original Due Date.

3. New Disc Date If you want to change the Discount Date, enter the correct date.

or

If you don't want to change the Discount Date field, press<Enter> to keep the original Discount Date.


4. New Discount If you entered the voucher number instead of the invoicenumber, you may change the Voucher Discount Balancedisplayed for this transaction.

or

If you don't want to change the Discount Amount field, press<Enter> to keep the original Voucher Discount Balance.

5. New Reference If you entered the voucher number instead of the invoicenumber, you may change the Reference displayed for thistransaction. The Reference field is a description of the voucherand can be used to track invoices.

or

If you don't want to change the Reference field, press <Enter>to keep the original Reference.

ABMU0/1090/H5293 Bank Code File Maintenance ABMU-1

ABMUBank Code File Maintenance

Purpose

You must set up bank codes for each checking account you use forpaying bills. You will use bank codes throughout the AccountsPayable application to differentiate between cash accounts.

Bank Code File Maintenance

1.

2.

3.

4.

5.

Bank Code

Bank Code Description

Cash Account No

Maximum Check Amount Allowed

Last Check No Used

3 A/N

30 A/N

7 N

9 N with 2 D

6 N

ABMUABMU-2 Bank Code File Maintenance 0/1090/H5293

Field Definitions

You will use this screen to assign every cash account a bankcode. Listed below are definitions for fields in the order thatthey appear on the screen.

1. Bank Code You must assign a code to each of your checking accounts.

2. Bank CodeDescription

The description you want the system to display or print whenyou use that bank code. You can use the same description thatyou used for the cash account in Function ADMT (AP Valid G/LAccount File Maintenance) or Function GCMU (Chart ofAccounts File Maintenance). For example, Checking AccountCentral Bank.

3. Cash AccountNo

The cash account number identifying this bank code.

4. MaximumCheck AmountAllowed

Function APCM (Check Processing) will never print a checkgreater than the amount entered in this field. If you do notwant to use this feature, enter all 9s.

5. Last Check NoUsed

You do not need to enter any information. The system willupdate this field when you print checks.

ACKR0/1090/H5293 Check Reconciliation ACKR-1


Purpose

If you entered Y in the Reconcile Checks field in FunctionACON (A/P Control File Maintenance), you will use FunctionACKR to compare your information to the bank's records. Thesystem keeps track of manual and computer-generated checks.

When you receive your bank statement, do the following:

• Organize the checks by check number.

• Enter the cashed checks with the appropriatereconciliation date into the system (Menu Option 1).

• Print the A/P Check Reconciliation Report (Menu Option 2)in the following manner:

- At the Print Reconciled Checks field, enter Y.

- At the Print unreconciled Checks field, enter Y.

- At the Purge Reconciled Checks field, enter N.

Balancing the BankStatement to theReport

You should balance the A/P Check Reconciliation Report to thebank statement in the following manner:

find the balance in your checkbook record for the statementending date

+ total outstanding checks printed on the report within daterange of statement

- bank charges listed on the statement

the ending balance on the statement

ACKRACKR-2 Check Reconciliation 0/1090/H5293

Check ReconciliationSelect Reconciled Checks

Please Enter:

1.

2.

3.

Bank Code

Check No

Check Date

Vendor

Amount

DateReconciled

3 A/N

6 N

Display Only

Display Only

Display Only

6 N

Field Definitions (Menu Option 1—Select ReconciledChecks)

Use this screen to enter cashed checks into the system. Here aredefinitions for fields in the order that they appear on thescreen.

1. Bank Code If you entered a Default Bank Code in Function ACON, thesystem displays that code. Press <Enter> to accept the default;otherwise, type a different bank code and press <Clear Field>.The bank code identifies which checking account you arereconciling.


2. Check No If you organized your checks by check number,

• enter the first check number

or

• press <Next Item> to display the first check in the file

• verify the information and at the prompt RIGHT CHECK?,enter Y

• accept the system date

or

• enter a different reconciliation date

• continue this process until all your checks are reconciled

Check Date The system displays the check date on which the check waswritten or printed.

Vendor The system displays the vendor number and name to which thecheck was written or printed.

If the vendor name displayed on the screen does not match thevendor name on the check, the check was probably manuallywritten to the wrong vendor.

If the check was written to the wrong vendor,

• reconcile the check

• call the incorrect vendor and ask for a credit memo

or

• ask the incorrect vendor to send you a check for the amountdue

• write and post a new manual payment to the correct vendor

Amount The system displays the amount for which the check waswritten or printed.

If the amount displayed on the screen does not match theamount on the check, the check was probably manually writtenfor the wrong amount.


If the check was written for the wrong amount,

• do not reconcile the check

• void the check in Function APCM (Check Processing), MenuOption 5 (Void Posted Checks)

• post a new manual payment for the correct amount using thesame check number (Function APCM)

• reconcile the check with the correct amount when the bankreturns it to you

If you overpaid the vendor,

• ask the vendor for a credit memo or check for the amountoverpaid

If you underpaid the vendor,

• post another manual check for the difference

• mail the check for the difference to the vendor

3. DateReconciled

Enter the ending date from your bank statement.

Check ReconciliationPrint A/P Check Reconciliation Report

Please Enter:

1.

2.

3.

4.

5.

6.

7.

Bank Code

Reconciliation Date

Starting Check Date

Ending Check Date

Print Reconciled Checks?

Print Unreconciled Checks?

Purge Reconciled Checks?

3 A/N

6 N

6 N

6 N

Y or N

Y or N

Y or N


Field Definitions (Menu Option 2—Print A/P CheckReconciliation Report)

Use this screen to print a record of cashed and uncashed checks.Here are definitions for fields in the order that they appear onthe screen.

1. Bank Code If you entered a Default Bank Code in Function ACON, thesystem displays that code. Press <Enter> to accept the default;otherwise, type a different bank code and press <Clear Field>.The bank code identifies which checking account you arereconciling.

2. ReconciliationDate

If you want to print only unreconciled checks in the file for thebank code, skip this field.

If you want to print reconciled checks, you must enter the exactdate you used when entering cashed checks. This date shouldbe the bank statement's ending date.

If you accept the default ALL, all reconciled checks will printunless the check dates do not match the range entered in theStarting and Ending Check Date fields.

3. Starting CheckDate

The first check date you wish to see on the report. Press<Enter> to run the report for all dates.

4. Ending CheckDate

The last check date you wish to see on the report.

5. PrintReconciledChecks?

If you want to print checks paid by the bank and reconciled byyou, enter Y. (Checks that have not been purged yet.)

If you want to print all voided checks within the check daterange, enter Y.

If you want to print only outstanding checks, enter N. (Voidedchecks will not appear.)


6. PrintUnreconciledChecks?

If you want to print only outstanding checks, enter Y.

If you want to print only reconciled checks, enter N.

7. PurgeReconciledChecks?

If you have balanced your bank statement to your check records,enter Y to purge the records. You should do this on a regularbasis so that your disk drive does not get overloaded with oldinformation.

If you do not want to purge information from the CheckReconciliation File, enter N.

ACMU0/1090/H5293 Terms Code File Maintenance ACMU-1

ACMUTerms Code File Maintenance

Purpose

The system uses terms codes to calculate prompt paymentdiscounts and due dates for each vendor. Use Function ACMU toset up all the terms codes you will be using with all yourvendors.

In Function MVR (Vendor File Maintenance), you will assignthe appropriate terms code to the vendor. When you processtransactions for that vendor, the system will decide the amountof your discount for paying within a specific time period andwhen full payment is due.

Here is an example of how the system uses each Terms CodeType for Invoice Date of 6/1 with Invoice Amount $1,000:

If Code Type is And Terms Are Then

N 5% 15 Net 30 Disc Date = 6/16

Due Date = 7/1

Disc Amt = $50 (if paidby 6/16)

P Net 25th No Discount

Due Date = 7/25

E 2% 10th Net EOM Disc Date = 7/10

Due Date = 7/31

Disc Amt = $20 (if paidby 7/10)

Using terms codes to take advantage of prompt paymentdiscounts and due date control will:

• save money on purchases

• improve cash flow

• increase the "bottom line" (profits)

• save time

ACMUACMU-2 Terms Code File Maintenance 0/1090/H5293

Terms Code File Maintenance

1.

2.

3.

4.

5.

6.

Terms Code

Terms Code Type

Description

Due Days

Discount Days

Discount Percent

3 A/N

N, P, or E

15 A/N

3 A/N

3 N

4 N with 2 D


Field Definitions

Use this screen to enter all the terms codes you will be assigningto vendors. Here are definitions for fields in the order thatthey appear on the screen.

1. Terms Code You must decide what coding scheme you want to use for yourterms codes. It can be alphabetic or numeric or both.


2. Terms CodeType

Here are available codes:

Code Type Definition

N NormalA discount percent is available if the invoice ispaid within a specific number of days from thepurchase date. Normal payments are due within aspecific number of days from the invoice date.

P ProximoNo discount is available. Normal payments aredue on a specific day of the month.

E End-of-MonthDiscount is available if the invoice is paid by aspecific date in the following month. Normalpayments are due on the last day in the followingmonth.

3. Description Describes the terms code and displays next to the code on thescreen. For example:

• Description is: 5/15 Net 30

• This description means that you will get a 5% discount bypaying within 15 days and net payment is due within 30days.

4. Due Days The system uses the Due Days to calculate the due date whenprocessing transactions in Function ATMU.

If Terms Code Type is Then

N enter the number of days afterthe invoice date on whichpayment is due

P enter the day in the followingmonth on which payment is due

ACMUACMU-4 Terms Code File Maintenance 0/1090/H5293

E accept the default EOM and thepayment will be due on the lastday of the following month

5. Discount Days The system uses the Discount Days to calculate the promptpayment discount when processing transactions in FunctionATMU.

If Terms Code Type is Then

N enter the number of days fromthe purchase date on whichdiscounted payment is due

P discount is not available

E enter the day in the followingmonth on which discountedpayment is due

6. DiscountPercent

If you entered Code Types N or E in the Discount Days field,enter the appropriate percentage that the system should usewhen calculating prompt payment discounts.

A/P Control File Maintenance ACON-1

ACONA/P Control File Maintenance

Purpose

Customizes information to meet your store’s accounts payableneeds. The information entered on two screens will affect howyou use the application. You can decide whether or not to usethe following features:

• check reconciliation

• job expense tracking

• multiple Accounts Payable account numbers

• multiple bank codes

A/P Control File Maintenance

1.2.3.4.5.6.7.8.

9.10.

11.12.13.14.15.

# Age Days In Period 1# Age Days In Period 2# Age Days In Period 3# Age Days In Period 4Aging Period 1 DescriptionAging Period 2 DescriptionAging Period 3 DescriptionAging Period 4 Description

Federal ID NumberFederal ID Type

Reconcile Checks?Use Job Numbers?Last Voucher Number UsedKeep Vendor File Audit Trail?Last G/L Interface Date

Item Number To Change?

3 N3 N3 N3 N12 A/N12 A/N12 A/N12 A/N

9 NS or F

Y or NY or N6 NY or N6 N

ACON-2 A/P Control File Maintenance

Field Definitions for Screen 1

Use this screen to customize aging days, descriptions, andfederal tax reporting information. Here are definitions forfields in the order that they appear on the screen.

1. # Age Days InPeriod 1

The highest number of days in the first period which is thecurrent or “net due” period. For example, if you enter 30 thesystem will age the invoice 30 days from the invoice date.


The highest number of days in the second period which must behigher than the first period. For example, if you enter 60 thesystem will age the invoice 60 days from the invoice date.


The highest number of days in the third period which must behigher than the second period. For example, if you enter 90 thesystem will age the invoice 90 days from the invoice date.


The highest number of days in the fourth period which must behigher than the third period. For example, if you enter 120 thesystem will age the invoice 120 days from the invoice date.


Describes period 1 and will be printed on Report RAOI (A/POpen Item Report).


Describes period 2 and will be printed on Report RAOI.


Describes period 3 and will be printed on Report RAOI.


Describes period 4 and will be printed on Report RAOI .

9. Federal ID The federal identification number that prints on 1099 forms. Do


Number not enter dashes. The system will format the number based onwhat you enter in the next field.

10. Federal ID Type Enter F (Federal ID Number), and the system will redisplaythe number in the following format: 99-9999999.

11. ReconcileChecks?

If you want to use the check reconciliation feature, enter Y.

12. Use JobNumbers

If you want to track expenses by job number, enter Y.

13. Last VoucherNumber Used

You can decide the starting number the system will use to assignvoucher numbers. The system begins numbering in the followingmanner:

• If you want to begin at 1, enter 0.

• If you want to begin at 1000, enter 999.

If you ever need to change this field, press <Change>. Type 13and press <Enter>. Then type the voucher number and press<Enter>.

14. Keep VendorFile Audit Trail?

You must enter N, because this feature is not available.

15. Last G/LInterface Date

The last cut-off date used to interface to General Ledger. Thesystem automatically updates this field when you run FunctionGLP (General Ledger Pass-Off).


N

N


Use this screen to customize how the expenses and liabilitiesare posted, and how you handle temporary transactions. Hereare definitions for fields in the order that they appear on thescreen.

1. Multiple A/PAccounts?

If you want to use more than one Accounts Payable accountnumber to post liabilities, enter Y. When you enter transactions,the system will always ask you which account number you wantto use.

If you have only one Accounts Payable account number to postliabilities, enter N. When you enter transactions, the systemwill automatically use the default Accounts Payable accountnumber.


2. Default A/PAccount No

If you use multiple Accounts Payable account numbers, enter theliability account number that will be used most often.

If you do not use multiple Accounts Payable account numbers,enter the liability account number that you will always use.

3. Multiple BankCodes?

If you will be using more than one cash account, enter Y. Whenprinting accounts payable checks or entering manual checks, thesystem will require a bank code to identify which checkingaccount you are using to pay your vendors.

4. Default BankCode

If you use more than one cash account, enter the bank code youwant to use as your default.

NOTE: You must have bank codes set up in Function ABMU(Bank Code File Maintenance).

5. DiscountAccount No

The discounts account number (revenue taken) from FunctionADMT (A/P Valid G/L Account File Maintenance) or FunctionGCMU (G/L Chart of Accounts File Maintenance) should beentered in this field.

6. Misc ChargesAccount No

If you always want the system to distribute miscellaneousexpenses to one account number, enter the expense accountnumber.

If you do not want the system to distribute miscellaneousexpenses to one account number, press <Next Item> to leave thisfield blank.

If you enter an account number, you will not be able to distributemiscellaneous charges to job numbers.


7. Misc ChargesDiscountable?

If miscellaneous charges are discountable, you can take aprompt payment discount based on the miscellaneous chargesplus the amount due for goods or services. The following codesare available:

Code Definition

A Always DiscountableIn Function ATMU (New A/P TransactionProcessing), the system will always includemiscellaneous charges when calculating discounts.

X Never DiscountableIn Function ATMU, the system will never includemiscellaneous charges when calculating discounts.

Y Usually DiscountableIn Function ATMU, the system will ask youwhether or not the miscellaneous charges should beincluded when calculating discounts. The defaultwill be Y.

N Not Usually DiscountableIn Function ATMU, the system will ask youwhether or not the miscellaneous charges should beincluded when calculating discounts. The defaultwill be N.

Blank Sometimes Discountable and Sometimes NotIn Function ATMU, the system will ask youwhether or not the miscellaneous charges should beincluded when calculating discounts. The systemwill not display a default.

8. Sales TaxAccount No

If you always want the system to distribute sales tax to oneaccount number, enter the expense account number.

If you do not want the system to distribute sales tax to oneaccount number, press <Next Item> to leave this field blank.

If you enter an account number, you will not be able to distributesales tax to job numbers.


9. Sales TaxDiscountable?

If sales taxes are discountable, you can take a prompt paymentdiscount based on the sales tax plus the amount due for goods orservices. The following codes are available:

Code Definition

A Always DiscountableIn Function ATMU (New A/P TransactionProcessing), the system will always include salestax when calculating discounts.

X Never DiscountableIn Function ATMU, the system will never includesales tax when calculating discounts.

Y Usually DiscountableIn Function ATMU, the system will ask youwhether or not the sales tax should be includedwhen calculating discounts. The default will be Y.

N Not Usually DiscountableIn Function ATMU, the system will ask youwhether or not the sales tax should be includedwhen calculating discounts. The default will be N.

Blank Sometimes Discountable and Sometimes NotIn Function ATMU, the system will ask youwhether or not the sales tax should be includedwhen calculating discounts. The system will notdisplay a default.

10. Freight ChargesAccount No

If you always want the system to distribute freight charges toone account number, enter the expense account number.

If you do not want the system to distribute freight charges toone account number, press <Next Item> to leave this fieldblank.

If you enter an account number, you will not be able to distributefreight charges to job numbers.


11. Freight ChargesDiscountable?

If freight charges are discountable, you can take a promptpayment discount based on the freight charge plus the amountdue for goods. The following codes are available:

Code Definition

A Always DiscountableIn Function ATMU (New A/P TransactionProcessing), the system will always include freightcharges when calculating discounts.

X Never DiscountableIn Function ATMU, the system will never includefreight charges when calculating discounts.

Y Usually DiscountableIn Function ATMU, the system will ask youwhether or not the freight charges should beincluded when calculating discounts. The defaultwill be Y.

N Not Usually DiscountableIn Function ATMU, the system will ask youwhether or not the freight charges should beincluded when calculating discounts. The defaultwill be N.

Blank Sometimes Discountable and Sometimes NotIn Function ATMU, the system will ask youwhether or not the freight charges should beincluded when calculating discounts. The systemwill not display a default.

12. Accts Verifiedby A/P?

If you enter Y, all account number validation will use theaccount numbers set up in Function ADMT (A/P Valid G/LAccount File Maintenance).

If you enter N, all account number validation will use theaccount numbers set up in Function GCMU (Chart of AccountsFile Maintenance).

If you do not have the General Ledger application, you mustenter Y.

NOTE: If you enter N, you do not need to set up accountnumbers in Function ADMT.


13. Accrue TempA/P Trx's?

If you type Y, the system posts offsetting entries to the DefaultAccrued A/P Account (field #14) and the Default AccruedPurchases Account (field #15) when you finalize the regularvoucher.

If you type N, the system will not create temporary accountspayable vouchers. (You are telling the system that you do notaccrue accounts payable.)

14. Default AccruedA/P Account

Enter the accounts payable account to which you want accruedaccounts payable amounts distributed.

If you run Function GLP (Automatic Passoff To General Ledger)after you post the vouchers, the system creates general ledgerentries. It debits the Default Accrued Purchases Account (field# 15) and credits the Default Accrued A/P Account. This allowsyou to print accurate financial statements before you reconcileyour purchases to the invoice.

15. Default AccruedPurch Account

Enter the purchases account to which you want accruedpurchase amounts distributed.

You can use the same account number for the Default AccruedPurch Account and the Default Purchases Account (field #16).However, the A/P Open Item Report (Report RAOI) will notbalance with the A/P account balance in general ledger untilyou:

• Change the temporary voucher to a regular voucher.

• Post the transaction in Function ATMU #5.

16. DefaultPurchasesAccount

Enter the purchases account to which you want the finalpurchase amounts distributed.

If you enter asterisks in the sub-account section (for example,4000-***), the system distributes the purchases to yourdepartments based on the sub-accounts you enter in FunctionMDE (Modify Department File). If no department is available(for example, if an item isn’t in your Inventory file) or if thedepartment doesn’t have a sub-account number, the systemdebits the Default Purchases Account with a sub-account of 000(for example, 4000-000).


If you set up your Accounts Payable system to automaticallydistribute purchases to other accounts (for example, youdistribute a certain percentage of purchases to eachdepartment), the system debits the purchases distributionaccounts you set up in Function AADM (Vendor AutoDistribution Maintenance). It ignores what you enter in theDefault Purchases Account field.

If you do not automatically distribute purchases to otheraccounts, the system debits the Default Purchases Account.

ADMT0/1090/H5293 AP Valid G/L Account File Maintenance ADMT-1


Purpose

If you entered N in the Accts Verified by A/P field in FunctionACON (Accounts Payable Control File Maintenance), do not usethis function.

If you are using Function ADMT, the following accounts must beentered:

• cash

• discount

• Accounts Payable liability

• sales tax expense

• freight expense

• all other expense accounts you want to use

If the account number is not entered here, and you try to use it,the system will display the message ACCOUNT NUMBER NOTFOUND.

ADMTADMT-2 AP Valid G/L Account File Maintenance 0/1090/H5293

A/P Valid G/L Account File Maintenance

1.

2.

Account No

Description

7 N

30 A/N


Field Definitions

You will use this screen to enter all General Ledger accountnumbers you plan to use in the Accounts Payable application.Here are definitions for fields in the order that they appear onthe screen.

1. Account No The General Ledger account number. The first four digits is theaccount number which is constant. The last three digits is thesubaccount number (profit center) which is variable.

2. Description The description of the account number. In other functions, thedescription will display on the screen after entering the accountnumber.

AJMT0/1090/H5293 Job File Maintenance AJMT-1

AJMTJob File Maintenance

Purpose

If you want to track expenses for a particular project or activity,you can use this function to assign job numbers. Make sure thefield Use Job Numbers is Y in Function ACON, Screen 1. Whenyou process transactions, you can distribute expenses to theappropriate job number. You can print the Job DistributionReport (RAJD) for a listing of expenses by job number. You canalso print Report RAJB (Print Job List) for a list of jobs.

Job File Maintenance

1.

2.

Job

Description


6 A/N

30 A/N

AJMTAJMT-2 Job File Maintenance 0/1090/H5293

Field Definitions

Use this screen to assign job numbers to specific projects oractivities to track supply expenses. Here are definitions forfields in the order that they appear on the screen.

1. Job The job number you want to assign to the project or activity. Youshould design a numbering scheme that is meaningful to you andyour business.

2. Description The description of the job number. In other functions, thedescription displays on the terminal when the job number isentered.

APCM0/1090/H5293 Check Processing APCM-1


Purpose

Use Function APCM to do the following:

• Print checks.

• Post checks.

• Print check registers.

• Void posted checks.

• Void unposted checks.

• Print unposted check lists.

• Enter and post manual checks.

• Print manual and prepaid check registers.

Updating Files When you post checks, the system automatically updatesinformation in the following files:

Open Item Detail File In Function MVR, the Amount Paid and Discount Taken fieldsare updated. Also, new detail records are created to provide:

• history of all checks which is printed on Report RACH(Check History Report)

• history of accounts payable which is displayed in FunctionAVIQ (Vendor Account Inquiry) and printed on ReportRAOI (A/P Open Item Report)

Open Item Summary File In Function MVR, the Amount Paid, Discount Taken and VendorBalance Due fields are updated.

APCMAPCM-2 Check Processing 0/1090/H5293

Vendor File For the billing vendor in Function MVR, the following fieldsare updated:

• Amount Paid

• Discount Taken

• Last Activity Date (with the payment date)

For the remit-to vendor in Function MVR, the following fieldsare updated:

• Amount Paid (with net amount of the invoice)

• Discount Taken (updates billing vendor)

• Last Activity Date (with the payment date)

Distribution File The debits and credits for each check are listed on Report RAGL(Print A/P Distribution to G/L Report).

If you manually post to General Ledger, you can easily find onthis report the information you will need.

If you use Function GLP, you will need to check the edit listbefore posting transactions in General Ledger. For moreinformation about Function GLP, see the tabbed sectionChecking Entries for General Ledger in this workbook.

Each menu option displays a different screen requiring specificinformation. Here is the Check Processing Submenu:

1. PRINT CHECKS







Following are the screens and field definitions for each menuoption.


Check ProcessingPrint Checks

Please Enter:

1.

2.

3.

4.

5.

6.

Bank Code

Payment Date

Check Date

Starting Check No

Starting Vendor No

Ending Vendor No

3 A/N

6 N

6 N

6 N

5 A/N

5 A/N

Field Definitions for Menu Option 1 (Print Checks)

Use Menu Option 1 to print accounts payable checks. After youfollow the prompts to align the checks, the system will displaythe screen shown above. Here are definitions for fields in theorder that they appear on the screen.

1. Bank Code You can accept the default bank code set up in Function ACON(A/P Control File Maintenance).

or

You can enter the bank code that corresponds to the checkingaccount.

2. Payment Date The system uses this date to calculate discounts.

The system displays a default date which was entered whenReport RACR (Cash Requirements Report) was printed orAPMU (Payment Preparation) was run.


By using the same date from Report RACR and Function APMU,the Pre-Check Writing Report will match the Check Register.Triad Systems Corporation suggests you use the same paymentdate in all functions and reports during a check run.

3. Check Date The system uses this date to print on the checks and post toGeneral Ledger.

4. Starting CheckNo

Enter the next blank check number, so that the system knowswhere to start numbering checks.


If you want to print checks for a specific range of vendors, enterthe first vendor number. If you want to print checks for allvendors, leave this field blank, and press <Enter>.

6. Ending VendorNo

If you want to print checks for a specific range of vendors, enterthe last vendor number.

Menu Option 2 (Print A/P Unposted Check List)

Use Menu Option 2 to print a preliminary list of checks toverify before posting checks. You need only enter the printernumber to print this list of unposted checks.

NOTE: This list can help you spot any mistakes beforeposting the checks.


Check ProcessingVoid Unposted ChecksVoid Printed Checks

Please Enter:

1.

2.

3.

Bank Code

Starting Vendor For Voiding Checks

Ending Vendor For Voiding Checks

3 A/N

5 A/N

5 A/N

Menu Option 3, Submenu 1 (Void Printed Checks)

Use Menu Option 3 to void checks before posting or to voidchecks used for form alignment. After selecting menu option 3,you will see the following submenu:



Also, in Menu Option 1, after printing checks, the system willdisplay the following prompt:


If you answer N, the system will automatically display theVOID UNPOSTED CHECKS, VOID PRINTED CHECKS Screen, so youcan void the checks just printed.

Here are definitions for fields in the order that they appear onthe Void Printed Checks Screen (Menu Option 3, Submenu 1).

1. Bank Code You can accept the default bank code set up in Function ACON


(A/P Control File Maintenance).

or


NOTE: If you are voiding checks just printed, the defaultwill be the bank code used in the last check run.

2. Starting VendorFor VoidingChecks

If you want to void checks for a specific range of vendors, enterthe first vendor number.

NOTE: If you are voiding checks just printed, the defaultwill be the starting vendor used in the last check run.

3. Ending VendorFor VoidingChecks

If you want to void checks for a specific range of vendors, enterthe last vendor number.

NOTE: If you are voiding checks just printed, the defaultwill be the ending vendor used in the last check run.

Check ProcessingVoid Unposted ChecksVoid Form Alignment Checks

Please Enter:

1.

2.

3.

Bank Code

Starting Form Alignment Check to Void

Ending Form Alignment Check to Void

3 A/N

5 A/N

5 A/N


Menu Option 3, Submenu 2 (Void Form AlignmentChecks)

Use Menu Option 3 to void checks before posting or to voidchecks used for form alignment. After selecting menu option 3,you will see the following submenu:



Here are definitions for fields in the order that they appear onthe Void Form Alignment Screen (Menu Option 3, Submenu 2).


or


2. Starting FormAlignmentCheck to Void

The first check number you used to align check forms.

3. Ending EndingForm AlignmentCheck to Void

The last check number you used to align check forms.

Menu Option 4 (Post Checks and Print CheckRegister)

Use Menu Option 4 to post checks and print the register. Beforeposting, make sure you are satisfied with the A/P UnpostedCheck List. You need only enter the printer number to post andprint the check register.

Before printing the register, the system will prompt:

CLEAR TEMPORARILY DEFERRED INVOICES DURING POSTING OFINVOICES?


You will have to answer yes or no depending on the check run.

Check ProcessingVoid Posted Checks

1.

2.

3.

4.

Bank Code

Check No

Check Amount

Void Date

Remit-To Vendor

Invoice Total Paid Discount Taken

3 A/N

6 N

9 N with 2 D

6 N

Display Only

Display Only Display Only

Menu Option 5 (Void Posted Checks)

Use Menu Option 5 to void checks after posting. After selectingmenu option 5, you will see the following submenu:

1. ADD VOID CHECK TRANSACTIONS

2. CHANGE/INQUIRE VOID CHECK TRANSACTIONS

3. DELETE VOID CHECK TRANSACTIONS

4. PRINT VOID CHECK TRANSACTION EDIT LIST

5. POST VOID CHECK TRANSACTIONS TO A/P FILES

From the submenu, you will add, change, delete, print and postvoid posted checks. The screen shown above is used in menuoptions 1 through 3.

After you enter voided check transactions, you should:

• print the edit list (Menu Option 4)

• check your work

• post the voided transactions (Menu Option 5)


When you post voided checks, the system will reverse theentire transaction from the files updated during the checkposting. The voided check transactions will be printed on theManual and Prepaid Check Register in Function APCM,Option 7.

Here are definitions for fields in the order that they appear onthe screen when you add, change, or delete void posted checks.


or


2. Check No The check number you wish to void.

If the system finds more than one check with the bank code andcheck number entered, you will be prompted to enter the checkdate.

To view checks on file, press <Enter>, and the system willdisplay checks in the file.

3. Check Amount If you are using the check reconciliation feature, the systemwill automatically display the check amount.

If you are not using the check reconciliation feature, enter thecheck amount.

4. Void Date The date you are voiding the check.

Remit-ToVendor

The system automatically displays the Remit-to Vendor fromthe check.

Invoice TotalPaid

The system automatically displays the Invoice Total from thecheck.


Discount Taken The system automatically displays the Discount Taken Totalfrom the check.

Check ProcessingManual Payments Processing

1.

2.

3.4.5.6.

7.

Vendor No

Invoice No

Invoice Balance

Check NoCheck DateGross A/P AmtDisc TakenNet Cash Amt

Bank Code

Invoice Date

Discount Balance

5 A/N

8 A/N

Display Only

6 N6 N9 N with 2 D (-)9 N with 2 D (-)Display Only

3 A/N

Display Only

Display Only

Menu Option 6 (Manual Payments Processing)

Use Menu Option 6 to enter and post manual checks. Afterselecting menu option 6, you will see the following submenu:

1. ADD MANUAL PAYMENTS

2. CHANGE/INQUIRE MANUAL PAYMENTS

3. DELETE MANUAL PAYMENTS

4. PRINT MANUAL PAYMENTS EDIT LIST

5. POST MANUAL PAYMENTS TO A/P FILES

From the submenu, you will add, change, delete, print and postmanual checks. The screen shown above is used in menu options1 through 3. You only need to enter manual payments fortransactions that have been entered in Function ATMU.


After you enter manual payments, you should:

• print the edit list (Menu Option 4)

• check your work

• post the manual payments (Menu Option 5)

When you post manual payments, the system update theappropriate files. The manual payments will be printed on theManual and Prepaid Check Register in Function APCM,Option 7.

Here are definitions for fields in the order that they appear onthe screen when you add, change, or delete manual payments.

1. Vendor No The number of the vendor you are paying by manual check.

Press <Query> to look up the vendor by name.

If you are entering several invoices for one check, the checkmust have the same Remit-To Vendor.

2. Invoice No The invoice number you are paying by manual check.

When changing or deleting (Menu Option 2 or 3),

after entering Vendor No and Invoice No, the system willdisplay:

- Invoice Date

- Invoice Balance

- Discount Balance

3. Check No The check number from the manual check.

4. Check Date The date of the manual check.


5. Gross A/P Amt The invoice balance not including any discount taken.

For example:

If you are paying $100 invoice with a $5 discount, you wouldenter $100 in the Gross A/P Amt field, because you are reducingthe Accounts Payable liability account by $100.

If the invoice balance is negative, the full invoice balance mustbe credited and the system will display this field.

6. Disc Taken The discount taken from the Discount Balance displayed on thescreen.

For example:

If you are paying $100 invoice with a $5 discount, you wouldenter $5 in the Disc Taken field.

After you enter the Gross A/P Amt and Disc Taken fields, thesystem automatically displays the Net Cash Amount which iscalculated in the following manner:

Gross A/P Amount- Discount Taken

If the invoice balance is negative, the full discount balancemust be credited and the system will display this field.


or



Menu Option 7 (Print Manual and Prepaid CheckRegister)

Use Menu Option 7 to print a check register of all manual checksand prepaid transactions. The system will display thefollowing prompt:

PRINT REGISTER FOR WHICH BANK CODE

Enter the bank code that corresponds to the checking account.

If the same Bank Code is used for computer checks and manualchecks, manual checks will print on the Computer CheckRegister unless the Manual Check Register is printed first.

APCT0/1090/H5293 Clear Vendor YTD Accumulators APCT-1

APCTClear Vendor YTD Accumulators

Purpose

Use Function APCT at the end of the calendar year to do thefollowing:

• Move YTD Vendor Amount Paid, Discounts Taken, andDiscounts Lost information to last year in Function MVR(Vendor File Maintenance).

• Clear YTD Vendor Amount Paid, Discounts Taken, andDiscounts Lost fields.

The Vendor Amount Paid field tracks what you have paid to avendor for services. The government requires you to report thisincome; therefore, you must track it by calendar year.Purchasing information can be tracked by fiscal year. For moreinformation about Accounts Payable purchasing information,see your Purchasing and Receiving Manual.

Always print your 1099 forms after running Function APCT!

NOTE: Function APCT will not clear purchasing information,you must use Report RVU—Vendor Update Report.

APCTAPCT-2 Clear Vendor YTD Accumulators 0/1090/H5293

Clear Vendor YTD Accumulators

This application will move the following information from Year-to-Date toLast-Year (in Function MVR):

Amount Paid Discounts Taken Discounts Lost

The system will clear the YTD information to begin accumulating AccountsPayable history for the new calendar year.

Are you sure you want to do this?

Field Definitions

Use this screen to clear calendar year-to-date information inFunction MVR.

Are You Sure YouWant to Do This?

If you are ready to run your end-of-year procedure, enter Y atthis prompt, then print your 1099 forms.

If you are not ready to run your end-of-year procedure, enter Nat this prompt. The system will return to the Main Menu.

APGI0/1090/H5293 Purge A/P Invoice Files APGI-1

APGIPurge A/P Invoice Files

Purpose

Use Function APGI to purge fully paid invoices. The systemwill print a report showing all paid invoices purged. Youshould save this report as a record of paid invoices purged fromthe system.

When an invoice has been fully paid, the information remainsin the A/P Open Item Files. If you never purge using FunctionAPGI, the disk will eventually get full, and the system speedwill slow down. Once Function APGI is run, this informationwill no longer appear on Report RAOI (Open Item Report) orReport RACH (Check History Report).

THINGS TO REMEMBER

Do not purge frequently, because the journals will be too hard touse to find information.

Run Report RACH before running Function APGI.

APGIAPGI-2 Purge A/P Invoice Files 0/1090/H5293

Purge A/P Invoice Files

Please Enter:

Purge Cut-off Date 6N

Field Definitions

Below is the definition of the field Purge Cut-Off Date.

Purge Cut-Off Date The date entered here tells the system to purge all paidinvoices on or before that date.

For example: Today is 3/1/91, and you purge on a quarterlybasis; therefore, you would enter the Purge Cut-Off Date as12/1/90. All fully paid invoices as of 12/1/90 will be purged.

Report Sample

On the next page is a sample of the A/P Invoice Files PurgeJournal.

APGI0/1090/H5293 Purge A/P Invoice Files APGI-3

APMU0/1090/H5293 Payment Preparation APMU-1


Purpose

Before printing checks, you must tell the system what you wantto pay. Based on the information printed on Report RACR(Cash Requirements Report), select the invoices you want topay using Function APMU.

Each menu option displays a different screen requiring specificinformation. Here is the Payment Preparation Submenu:









APMUAPMU-2 Payment Preparation 0/1090/H5293


Please Enter: ___

1.

2.

3.

4.

5.




Starting Vendor No

Ending Vendor No

Y or N

Y or N

Y or N

5 A/N

5 A/N

Field Definitions for Menu Option 1 (Clear PreviousSelections)

Use this screen to clear previous selections and temporarydeferrals. Menu Option 1 should be your first step whenpreparing for a check run.

If you made a mistake when selecting generalized payments,you should use this screen to clear those selections and beginagain. You can also clear temporary deferrals or partialpayments for one vendor, a range of vendors, or all vendors.

Here are the definitions for fields in the order that theyappear on the screen.

1. ClearTemporaryDeferrals?

If you previously selected transactions for temporary deferralsand want to release the hold, enter Y. You will usually cleartemporary deferrals after each check run. You may want toenter Y, in case deferrals were not cleared after the check run.



If you previously selected transactions for partial payment anddo not want to partially pay, enter Y.


If you previously selected transactions for full payment and donot want to pay, enter Y.


The first vendor number for which you want to clear previousselections. If you want to select all vendors, press <Enter>.

5. Ending VendorNo

The last vendor number for which you want to clear previousselections.



Please Enter: ___

1.2.3.

4.

5.

6.

7.

8.

9.





Starting Vendor No

Ending Vendor No

A/P Account No

6 N6 N6 N

Y or N

Y or N

Y or N

5 A/N

5 A/N

7 N

Field Definitions for Menu Option 2 (GeneralizedPayment Selection)

Use this screen to select transactions to pay based on:

• range of vendors

• due date

• payment date


The selection information should be the same as you used whenprinting Report RACR (Cash Requirements Report). For moreinformation about how the dates work, see the tabbed sectionPaying Bills, "Lab 11 — Planning Payment Strategies." MenuOption 2 should be run after deferring transactions you do notwant to pay.



1. Cut-Off Date The Cut-Off Date includes all transactions with due dates on orbefore the date entered.

2. Payment Date The Payment Date is when the checks will be printed andmailed.

3. Next Pmt Date The Next Payment Date is the next time checks will be printedand mailed.


If any invoices have due dates before the cut-off date and willbe past due on the payment date, enter Y to pay those invoices.

If you don't want to pay those invoices, enter N.


If any invoices have due dates before the cut-off date and willnot be past due on the payment date, enter Y to pay thoseinvoices.



If any invoices have due dates after the cut-off date but willlose the discount if not paid before the next payment date, enterY to pay those invoices.



The first vendor number for which invoices should be paid. Ifyou want to print all vendors, press <Enter>.

8. Ending VendorNo

The last vendor number for which invoices should be paid.

9. A/P Account No You can accept the default Accounts Payable account number setup in Function ACON (A/P Control File Maintenance).

or


If you use multiple Accounts Payable account numbers, enter theappropriate account number.


* Vendor No

* Invoice No

Invoice Date



Voucher No



5 A/N

8 A/N 6 N




Field Definitions for Menu Option 3 (Select InvoicesFor Payment — Full or Partial)


• vendor number

• invoice number

or

• voucher number


You will use Menu Option 3 to select specific invoices that youwant to pay partially or fully. This menu option is useful for:

• pre-paying

or

• paying before the due date

or

• making partial payments

Menu Option 3 should be run after using Menu Option 2 to selectmost of the invoices for payment.


Payment Date After selecting Menu Option 3, the system will ask for thepayment date. This date is when the checks will be printedand mailed.

After you enter the date, the system will display anotherscreen with the following fields:

* Vendor No The vendor number for the invoice you want to pay.

If you do not know the vendor number, press <Query> to look upthe vendor by name.

* Invoice No The invoice number you want to pay.

If this invoice has been deferred, the system will display amessage on the next line telling you that the invoice waspermanently or temporarily deferred. A prompt appears at thebottom of the screen asking whether or not you want to selectthis invoice for payment.

If you want to see the next invoice, press <Next Item>. Whenyou see the invoice you want, at the prompt RIGHT INVOICE?,enter Y.

If you want to enter the voucher number instead of the invoicenumber, press <Enter> to skip this field.


Voucher No If you did not enter an invoice number, you must enter thesystem-assigned voucher number.

RemainingFields

The system will display the existing information for all otherfields on the screen. You cannot change any of the remainingfields.

Prompts at theBottom of theScreen

The following prompts appear at the bottom of the screen.

PAY FULL INVOICE NET After an invoice is displayed, the following prompt appears:

PAY FULL INVOICE NET

If you want to pay the invoice fully, enter Y. The system willcalculate the discount based on the terms code.

If you want to pay the invoice partially or take a discountregardless of the terms, enter N.

GROSS AMOUNT TO PAY ONINVOICEDISCOUNT TO TAKE

If you enter N at the PAY FULL INVOICE NET prompt, the systemwill prompt:

GROSS AMOUNT TO PAY ON INVOICE

DISCOUNT TAKEN

At the GROSS AMOUNT TO PAY ON INVOICE prompt, enter thetotal amount of full or partial payment. For example, if you aresending a check for $50 and taking a $2 discount, enter $52.

At the DISCOUNT TAKEN prompt, enter the total amount of thediscount taken.

After entering the discount taken, the system will display thenet check amount which is:

gross amount

- discount taken


APPLY THIS CREDITBALANCE?

If the transaction total is negative or a credit memo, thefollowing prompt displays:

APPLY THIS CREDIT BALANCE?

Enter Y to select the transaction so that when you run FunctionAPCM (Check Processing) the system will reduce the balanceyou owe the vendor.


* Vendor No

* Invoice No

Invoice Date



Voucher No



5 A/N

8 A/N 6 N




T or P

Field Definitions for Menu Option 4 (Defer InvoicesFrom Payment)

Use this screen to defer invoices from payment based on:

• vendor number

• invoice number

or

• voucher number


You will use Menu Option 3 to select specific invoices that youwant to place on permanent or temporary hold. This menuoption is useful for stopping payments for disputed invoices.


* Vendor No The vendor number for the invoice you want to defer.


* Invoice No The invoice number you want to defer.




Voucher No If you did not enter an invoice number, enter the system-assigned voucher number.

RemainingFields


Prompt at theBottom of theScreen

The following prompt appears at the bottom of the screen.


TEMPORARY ORPERMANENT DEFERRAL?

After an invoice is displayed, the following prompt appears:

TEMPORARY OR PERMANENT DEFERRAL?T=TEMPORARY P=PERMANENT

If you want to defer the payment until the next payment date,enter T (Temporary).

If you want to defer the payment indefinitely, enter P(Permanent).

CAUTION

The system will never automatically selectpermanently deferred invoices (Menu Option 2). Youshould try to use primarily temporary deferrals toavoid placing permanent holds and forgetting aboutthem.

If you have invoices permanently or temporarily deferred, youcan use Menu Option 3 to select that invoice for payment. MenuOption 2 (Generalized Payment Selection) will not selectdeferred invoices for payment.

After printing checks, you can clear temporary deferrals so thatall Temporary deferrals are released. You will be able to paythese invoices the next time you run checks.

Field Definitions for Menu Option 5 (Print UnmatchedInvoice Detail List)

Menu Option 5 is not in use at this time.




Please Enter: ___

1.

2.

Starting Vendor No

Ending Vendor No

5 A/N

5 A/N

Field Definitions for Menu Option 6 (Print InvoiceDeferral Report)

Use this screen to print a listing of deferred invoices. Afterdeferring invoices in Menu Option 4, print this list to keep as arecord of permanent and temporary deferrals.



The first vendor number you want to include on the deferralslist.

2. Ending VendorNo

The last vendor number you want to include on the deferralslist.




Please Enter: ___

1.

2.

3.

4.

Payment Date



Bank Code

6 N

9 N with 2 D

Y or N

3 A/N

Field Definitions for Menu Option 7 (Print Pre-CheckWriting Report)

Use this screen to print what invoices will be paid and whatdiscounts will be taken for each vendor. You should print thisafter you finish selecting everything for payment.

You should consider this report a preliminary check register.Review the report and make any necessary corrections beforeprinting checks (in Function APMU).


1. Payment Date Enter the same date that you enter for Report RACR and MenuOption 2 (Generalized Payment Selection).


2. Minimum CheckAmount onReport

The lowest check amount to be included on the report. Anyinvoices selected with Menu Options 2 and 3 with total checkamounts less than the amount entered will not be included.

3. Show DeferredItems onReport?

If you want to see all deferred invoices on this report, enter Y.


or


Purchasing To AP Passoff APP-1

APPPurchasing To AP Passoff

Purpose

Use Function APP to pass purchasing information to AccountsPayable. When you use this function, the system creates regularvouchers (transaction type R) or temporary vouchers(transaction type T) in Function ATMU.

APP-2 Purchasing To AP Passoff

Field Definitions


Print and SpoolRequest Types

In the parentheses, enter your option for printing and spoolingthe report.

Option Description

P Print the report and do not spool it

S Spool the report and do not print it

B Spool and print the report at the same time

ASpool the report, then print the report after it spools

D Spool the report, print the report after it spools, then deletethe spooled copy of the report after it prints

NOTE: Option B ties up the printer while it searches, sorts,or calculates information. Use Option A or D instead.

This field is required.

Printer Enter the printer number or spooler channel number where you

want the report to print or spool.

The value in this field defaults from the Default Printer fieldin Function MTR (Modify Terminal Record).

If you enter this is the parentheses Then

P, B, A, or D Enter a printer number

S Enter a channel number

A or D Enter a spooler channel number after you press

<Run>

This field is required. The number you enter must exist inFunction MPS (Modify Printer Status).

Copies Enter the number of copies you want to print.


Report Sample

Here is a sample of the Purchasing To AP Passoff Report.



Purpose

Before printing checks, you must tell the system what you wantto pay. Based on the information printed on Report RACR(Cash Requirements Report), select the invoices you want topay using Function APMU.

Each menu option displays a different screen requiring specificinformation. Here is the Payment Preparation Submenu:











Please Enter: ___

1.

2.

3.

4.

5.




Starting Vendor No

Ending Vendor No

Y or N

Y or N

Y or N

5 A/N

5 A/N

Field Definitions for Menu Option 1 (Clear PreviousSelections)

Use this screen to clear previous selections and temporarydeferrals. Menu Option 1 should be your first step whenpreparing for a check run.

If you made a mistake when selecting generalized payments,you should use this screen to clear those selections and beginagain. You can also clear temporary deferrals or partialpayments for one vendor, a range of vendors, or all vendors.


1. ClearTemporaryDeferrals?

If you previously selected transactions for temporary deferralsand want to release the hold, enter Y. You will usually cleartemporary deferrals after each check run. You may want toenter Y, in case deferrals were not cleared after the check run.



If you previously selected transactions for partial payment anddo not want to partially pay, enter Y.


If you previously selected transactions for full payment and donot want to pay, enter Y.


The first vendor number for which you want to clear previousselections. If you want to select all vendors, press <Enter>.

5. Ending VendorNo

The last vendor number for which you want to clear previousselections.



Please Enter: ___

1.2.3.

4.

5.

6.

7.

8.

9.





Starting Vendor No

Ending Vendor No

A/P Account No

6 N6 N6 N

Y or N

Y or N

Y or N

5 A/N

5 A/N

7 N

Field Definitions for Menu Option 2 (GeneralizedPayment Selection)


• range of vendors

• due date

• payment date


The selection information should be the same as you used whenprinting Report RACR (Cash Requirements Report). For moreinformation about how the dates work, see the tabbed sectionPaying Bills, "Lab 11 — Planning Payment Strategies." MenuOption 2 should be run after deferring transactions you do notwant to pay.



1. Cut-Off Date The Cut-Off Date includes all transactions with due dates on orbefore the date entered.

2. Payment Date The Payment Date is when the checks will be printed andmailed.

3. Next Pmt Date The Next Payment Date is the next time checks will be printedand mailed.


If any invoices have due dates before the cut-off date and willbe past due on the payment date, enter Y to pay those invoices.



If any invoices have due dates before the cut-off date and willnot be past due on the payment date, enter Y to pay thoseinvoices.



If any invoices have due dates after the cut-off date but willlose the discount if not paid before the next payment date, enterY to pay those invoices.



The first vendor number for which invoices should be paid. Ifyou want to print all vendors, press <Enter>.

8. Ending VendorNo

The last vendor number for which invoices should be paid.


or




* Vendor No

* Invoice No

Invoice Date



Voucher No



5 A/N

8 A/N 6 N




Field Definitions for Menu Option 3 (Select InvoicesFor Payment — Full or Partial)


• vendor number

• invoice number

or

• voucher number


You will use Menu Option 3 to select specific invoices that youwant to pay partially or fully. This menu option is useful for:

• pre-paying

or

• paying before the due date

or

• making partial payments

Menu Option 3 should be run after using Menu Option 2 to selectmost of the invoices for payment.


Payment Date After selecting Menu Option 3, the system will ask for thepayment date. This date is when the checks will be printedand mailed.

After you enter the date, the system will display anotherscreen with the following fields:

* Vendor No The vendor number for the invoice you want to pay.


* Invoice No The invoice number you want to pay.





Voucher No If you did not enter an invoice number, you must enter thesystem-assigned voucher number.

RemainingFields


Prompts at theBottom of theScreen

The following prompts appear at the bottom of the screen.

PAY FULL INVOICE NET After an invoice is displayed, the following prompt appears:

PAY FULL INVOICE NET

If you want to pay the invoice fully, enter Y. The system willcalculate the discount based on the terms code.

If you want to pay the invoice partially or take a discountregardless of the terms, enter N.

GROSS AMOUNT TO PAY ONINVOICEDISCOUNT TO TAKE

If you enter N at the PAY FULL INVOICE NET prompt, the systemwill prompt:

GROSS AMOUNT TO PAY ON INVOICE

DISCOUNT TAKEN

At the GROSS AMOUNT TO PAY ON INVOICE prompt, enter thetotal amount of full or partial payment. For example, if you aresending a check for $50 and taking a $2 discount, enter $52.

At the DISCOUNT TAKEN prompt, enter the total amount of thediscount taken.

After entering the discount taken, the system will display thenet check amount which is:

gross amount

- discount taken


APPLY THIS CREDITBALANCE?

If the transaction total is negative or a credit memo, thefollowing prompt displays:

APPLY THIS CREDIT BALANCE?

Enter Y to select the transaction so that when you run FunctionAPCM (Check Processing) the system will reduce the balanceyou owe the vendor.


* Vendor No

* Invoice No

Invoice Date



Voucher No



5 A/N

8 A/N 6 N




T or P

Field Definitions for Menu Option 4 (Defer InvoicesFrom Payment)

Use this screen to defer invoices from payment based on:

• vendor number

• invoice number

or

• voucher number


You will use Menu Option 3 to select specific invoices that youwant to place on permanent or temporary hold. This menuoption is useful for stopping payments for disputed invoices.


* Vendor No The vendor number for the invoice you want to defer.


* Invoice No The invoice number you want to defer.




Voucher No If you did not enter an invoice number, enter the system-assigned voucher number.

RemainingFields


Prompt at theBottom of theScreen

The following prompt appears at the bottom of the screen.


TEMPORARY ORPERMANENT DEFERRAL?

After an invoice is displayed, the following prompt appears:

TEMPORARY OR PERMANENT DEFERRAL?T=TEMPORARY P=PERMANENT

If you want to defer the payment until the next payment date,enter T (Temporary).

If you want to defer the payment indefinitely, enter P(Permanent).

CAUTION

The system will never automatically selectpermanently deferred invoices (Menu Option 2). Youshould try to use primarily temporary deferrals toavoid placing permanent holds and forgetting aboutthem.

If you have invoices permanently or temporarily deferred, youcan use Menu Option 3 to select that invoice for payment. MenuOption 2 (Generalized Payment Selection) will not selectdeferred invoices for payment.

After printing checks, you can clear temporary deferrals so thatall Temporary deferrals are released. You will be able to paythese invoices the next time you run checks.

Field Definitions for Menu Option 5 (Print UnmatchedInvoice Detail List)

Menu Option 5 is not in use at this time.




Please Enter: ___

1.

2.

Starting Vendor No

Ending Vendor No

5 A/N

5 A/N

Field Definitions for Menu Option 6 (Print InvoiceDeferral Report)

Use this screen to print a listing of deferred invoices. Afterdeferring invoices in Menu Option 4, print this list to keep as arecord of permanent and temporary deferrals.



The first vendor number you want to include on the deferralslist.

2. Ending VendorNo

The last vendor number you want to include on the deferralslist.




Please Enter: ___

1.

2.

3.

4.

Payment Date



Bank Code

6 N

9 N with 2 D

Y or N

3 A/N

Field Definitions for Menu Option 7 (Print Pre-CheckWriting Report)

Use this screen to print what invoices will be paid and whatdiscounts will be taken for each vendor. You should print thisafter you finish selecting everything for payment.

You should consider this report a preliminary check register.Review the report and make any necessary corrections beforeprinting checks (in Function APMU).


1. Payment Date Enter the same date that you enter for Report RACR and MenuOption 2 (Generalized Payment Selection).


2. Minimum CheckAmount onReport

The lowest check amount to be included on the report. Anyinvoices selected with Menu Options 2 and 3 with total checkamounts less than the amount entered will not be included.

3. Show DeferredItems onReport?

If you want to see all deferred invoices on this report, enter Y.


or



APPPurchasing To AP Passoff

Purpose

Use Function APP to pass purchasing information to AccountsPayable. When you use this function, the system creates regularvouchers (transaction type R) or temporary vouchers(transaction type T) in Function ATMU.

APP-2 Purchasing To AP Passoff

Field Definitions


Print and SpoolRequest Types

In the parentheses, enter your option for printing and spoolingthe report.

Option Description

P Print the report and do not spool it

S Spool the report and do not print it

B Spool and print the report at the same time

ASpool the report, then print the report after it spools

D Spool the report, print the report after it spools, then deletethe spooled copy of the report after it prints

NOTE: Option B ties up the printer while it searches, sorts,or calculates information. Use Option A or D instead.

This field is required.

Printer Enter the printer number or spooler channel number where you

want the report to print or spool.

The value in this field defaults from the Default Printer fieldin Function MTR (Modify Terminal Record).

If you enter this is the parentheses Then

P, B, A, or D Enter a printer number

S Enter a channel number

A or D Enter a spooler channel number after you press

<Run>

This field is required. The number you enter must exist inFunction MPS (Modify Printer Status).

Copies Enter the number of copies you want to print.


Report Sample

Here is a sample of the Purchasing To AP Passoff Report.

APRI0/1090/H5293 Reset A/P Invoice File APRI-1

APRIReset A/P Invoice File

Purpose

Use Function APRI to recalculate the amounts in the Open ItemSummary File and the Vendor Balance Due field in FunctionMVR. This file and field must match the information in theA/P Open Item Detail File. Following are reasons for whichyou may need to run Function APRI:

• after initial entry of Accounts Payable information

• hardware failure while processing invoices

• blackout or power failure

• abnormal exit from program

During normal system operation, Function APRI should neverhave to be used.

You can run this function to recalculate the information in theOpen Item Summary File and the Vendor Balance Due field inFunction MVR.

APRIAPRI-2 Reset A/P Invoice File 0/1090/H5293

Reset A/P Invoice Files

Please Enter:

1.

2.

Starting Vendor No

Starting Vendor No

5 A/N

5 A/N

Field Definitions

Here are the definitons of the fields shown on this screen.


The first vendor number you want to include in therecalculation.

2. Ending VendorNo

The last vendor number you want to include in the recalculation.

APRM0/1090/H5293 Recurring Voucher Processing APRM-1


Purpose

Use Function APRM to enter invoices on which you pay thesame amount on a regular basis. Once you enter the informationabout the transaction, you need only post the transactions 30days before they are due. You will not have to enter the sameinformation every time the bill is due!

You will be able to set up recurring invoices for a specific periodof time. If you have a loan payment and the amount duechanges every quarter, you can set up different recurringvouchers for each quarter.


1.

2.

3.

4.5.6.7.

8.

9.10.

11.

Vendor No

Recurring ID

Description

Type of RecurrenceIntervalStarting DateEnding Date

Amount

Remit-To Vendor NoLast Voucher Date

A/P Account No

Due

5 A/N

4 A/N

30 A/N

M or N3 N6 N6 N

9 N with 2 D

6 A/N6 N

7 N

Display Only


APRMAPRM-2 Recurring Voucher Processing 0/1090/H5293


Use Screen 1 to enter recurring invoices into the system. Hereare the definitions for fields in the order that they appear onthe screen.

1. Vendor No The vendor number that you want to pay.

If you do not know the vendor number, press <Query> to look upby vendor name.

2. Recurring ID You must decide a meaningful identification of this invoice.

3. Description Describes the recurring invoice. For example, Rent forWarehouse.

4. Type ofRecurrence

Determines how often the invoice will be paid. Here areavailable codes:

Code Definition

M MonthlyWhen payment is due on a specific day in themonth regardless of how many months are betweenpayments. For example, payment is due the 5th ofevery other month.

N Number of Days Between PaymentsWhen payment is due every specific number ofdays. For example, payment is due every 30 days.


5. Interval Determines how long between each payment.

• If you entered M, enter the number of months between eachpayment.

- If payment is due every month, enter 1.

- If payment is due every other month, enter 2.

• If you entered N, enter the number of days between eachpayment.

- If payment is due every week, enter 7.

- If payment is due every other week, enter 14.

6. Starting Date The first date the payment is due.

If you entered M in the Recurrence Type field, payments will bedue on this day each month.

After entering this date, the system will display a descriptionof when the payment is due in the Due field. You should checkthis date and make sure this is what you want.

7. Ending Date The last date the payment is due.

8. Amount The amount you want to pay the vendor.

9. Remit-ToVendor No

If you need to remit payment to a different vendor, enter thevendor number.

If you don't know the vendor number, press <Query> to look upby vendor name.

10. Last VoucherDate

If you are entering a new recurring voucher, skip this field.

The system updates the voucher date as you create newrecurring vouchers.

APRMAPRM-4 Recurring Voucher Processing 0/1090/H5293


or




Vendor No:Type:








Use Screen 2 to enter expense distributions for each recurringvoucher. Here are the definitions for fields in the order thatthey appear on the screen.

AccountNumber

The expense account number to which you want to distribute allor a portion of the expense. After entering the account number,the system will display the description.


Job If you are distributing by job number, enter the job number.

Distrib-Amt The amount you want to distribute to the account numberentered. You must completely distribute the total amount of therecurring voucher.

APVM0/1090/H5293 Purge Temporary Vendors APVM-1

APVMPurge Temporary Vendors

Purpose

Use Function APGI to purge fully paid temporary vendors.Depending on how many temporary vendors you create, youshould set up a schedule to run Function APVM on a regularbasis.

Purge Temporary Vendors

Cut-off Date 6N

APVMAPVM-2 Purge Temporary Vendors 0/1090/H5293

Field Definitions

Below is the definition of the field Cut-Off Date.

Cut-Off Date The date entered here tells the system to purge all paidtemporary vendors on or before that date.

For example: Today is 3/1/91, and you purge on a quarterlybasis; therefore, you would enter the Cut-Off Date as 12/1/90.All fully paid temporary vendors as of 12/1/90 will be purged.

ATMU0/1090/H5293 New A/P Transaction Processing ATMU-1

ATMUNew A/P Transaction Processing

Purpose

Function ATMU is the "workhorse" of the Accounts Payableapplication. Every transaction except recurring invoices andadjustment transactions must be entered through this function.When you enter a transaction, the system assigns a vouchernumber to identify that transaction.

As you enter transactions, the system holds the information in atemporary file until you post. You can easily changetransactions until you post. After posting transactions, you mustenter debit memos, credit memos, adjustments, or cancellationsto change the transaction.

The system posts transactions to the following files:

• Open Item Detail File

• Open Item Summary File

If you plan on using a vendor only one time, you can entertransactions for temporary vendors. A temporary vendorinformation screen appears that you fill in with basicinformation.

If you are using the automatic distribution feature for vendors,you will not need to enter general ledger expense distributionsfor every transaction. The system will display the distributionscreen; you can accept automatic distributions or manuallychange them. (Use Function AADM to set up automaticdistributions.)

ATMUATMU-2 New A/P Transaction Processing 0/1090/H5293


*2.3.4.5.6.

7.8.9.

10.

11.

12.

13.

14.


Voucher Ref

1.

15.

16.

17.

18.19.

Voucher Date


Type


30 A/N

6 N


Display Only



Use Screen 1 to enter specific information about the transaction.Here are the definitions for fields in the order that theyappear on the screen.

* Voucher No The system assigns a unique number to every transaction. Thestarting voucher number was entered in Function ACON (A/PControl File Maintenance).

If you are changing a transaction (Menu Option 2), press<Next Item> to see the transactions in voucher number order.

You should write the voucher number on the invoice for futurereference!


1. Voucher Date The voucher date is used for general ledger distributions. If youenter a voucher date earlier than the General Ledger InterfaceDate in Function ACON, the system will display a warningmessage telling you that you are posting in an accounting periodthat has already been closed.

You should not enter transactions before the General LedgerInterface Date.

2. Vendor No For quicker data entry, write the vendor number on the invoiceso that all the information you need to enter into the system ison the invoice.

If you want to add a transaction for a temporary vendor, press<Next Item>. The system will display the Temporary VendorData Screen. For more information about this screen, see pageATMU-11.

If you enter a temporary vendor, and decide later that you wantto keep that vendor on file, you can change the status from T(Temporary) to P (Permanent) in Function MVR.


3. Remit-ToVendor

If you are paying the invoice to a different vendor, enter thatvendor number.


All vouchers applying to the same invoice number must havethe same Remit-To Vendor.

4. Trx Type Identifies the type of transactions. For information about howthe accounting entries work for each transaction type, see thetabbed section Processing Transactions, "Lab 8 — Entering andPosting Transactions." Here are available transaction types:


Type Definition

R Regular VoucherFor normal invoices you receive from the vendor.

C Vendor Credit MemoFor credit memos you receive from the vendor, anddebit memos you send to the vendor. A credit memousually applies to a specific invoice, but you canenter credit memos that do not apply to any existingtransaction. If you enter a credit memo that appliesto an existing transaction, the terms codes must bethe same.

D Vendor Debit MemoFor debit memos received from the vendor foradditional charges due which were not included inthe original invoice. A debit memo usually appliesto a specific invoice, but you can enter debit memosthat do not apply to any existing transaction. If youenter a debit memo that applies to an existingtransaction, the terms codes must be the same.

P PrepaidFor manual checks written before the transactionhas been entered into the accounts payableapplication. This is used when merchandise ispaid for in advance.

X CancellationFor regular vouchers, vendor credit memos, andvendor debit memos that you want to delete fromthe Open Item Detail and Summary Files.


Type Definition

X Cancellation (Cont'd)

CANCELLATION RULES

• Unposted transactions cannot exist for thevoucher.

• The following fields must match the originaltransaction exactly:

- Reference Number

- Invoice Date

- Total Invoice Amount

• Credit Memo cancellations must be negative.

• Transactions selected for payment cannot becancelled.

• Transactions partially paid cannot becancelled.

• Expense distributions must match the originaltransaction exactly.

A Adjustment VouchersFor incorrect general ledger distributions on regularvouchers, vendor credit memos, and vendor debitmemos that you need to correct after postingtransactions. Here's an example of usingAdjustment Vouchers:

If $100 was distributed to account number 5005-000,but the distribution should have been to accountnumber 5050-000; enter an adjustment voucher in thefollowing manner:

• 5005-000 -$100

• 5050-000 $100

The total equals zero. Adjustment vouchers moveexpenses around to change general ledgerinformation.

5. P. O. Number Your purchase order number shown on the invoice.


6. Vendor Ref No The Vendor Reference Number is usually the invoice number. Ifthere is not an invoice number, you can:

• press <Next Item> to enter the voucher date inyear/month/day format.

• press <Prev Item> to enter the voucher number.

The system does not allow duplicate reference numbers for thesame vendor. You will have to have unique reference numbersfor every voucher.

Applies To You will see this field for the following transaction types:

• vendor credit memo

• vendor debit memo

• adjustment voucher

• cancellation voucher

You must enter the Reference Number from the originaltransaction.

7. Invoice Date The date printed on the invoice. All vouchers using the sameinvoice number must have the same invoice date.

• If there is no invoice, enter the statement date.

• If there is no statement, enter the due date.

8. Invoice Amt The amount of the invoice not including miscellaneous charges,sales tax, and freight. This amount is the merchandise totalonly! The system automatically signs the amount as negativeor positive based on the transaction type. The amount shouldalways be positive except when cancelling a credit memo.

9. Non-Disc Amt The portion of the invoice amount that the system cannot usewhen calculating the prompt payment discount. This amountdoes not include miscellaneous charges, sales tax, or freightcharges.

For example, if you cannot take a prompt payment discount onpencils included on an invoice, you would enter the cost of thepencils in the Non-Disc Amt field.


10. Misc Charges The miscellaneous charges printed on the invoice. The systemadds miscellaneous charges to the total invoice amount andautomatically distributes to the appropriate general ledgeraccount number in Function ACON.

Discountable? In Function ACON (A/P Control File Maintenance), you decidedwhen miscellaneous charges can be included in the promptpayment discounts. Depending on what you entered in FunctionACON, the Discountable field may or may not appear on thescreen.

If you want the system to include miscellaneous charges whencalculating prompt payment discounts, enter Y.

11. Sales Tax The sales tax printed on the invoice. The system adds sales taxto the total invoice amount and automatically distributes tothe appropriate general ledger account number in FunctionACON.

Discountable? In Function ACON (A/P Control File Maintenance), you decidedwhen sales tax can be included in the prompt paymentdiscounts. Depending on what you entered in Function ACON,the Discountable field may or may not appear on the screen.

If you want the system to include sales tax when calculatingprompt payment discounts, enter Y.

12. Freight The freight charges printed on the invoice. The system addsfreight charges to the total invoice amount and automaticallydistributes to the appropriate general ledger account number inFunction ACON.

Discountable? In Function ACON (A/P Control File Maintenance), you decidedwhen freight charges can be included in the prompt paymentdiscounts. Depending on what you entered in Function ACON,the Discountable field may or may not appear on the screen.

If you want the system to include freight charges whencalculating prompt payment discounts, enter Y.


13. A/P Account You can accept the default Accounts Payable account numberentered in Function MVR.

or


All vouchers for the same invoice number and date must havethe same Accounts Payable account number.

14. Voucher Ref Describes the voucher. You should enter information to helpyou identify this transaction. The information will print on theNew A/P Transaction Edit List and Register, and the A/P OpenItem Report. The Voucher Reference also appears in FunctionAVIQ (Vendor Account Inquiry). Use of this field is optional.

15. Terms The terms code that you negotiated with the vendor. The termscode must be set up in Function ACMU (Terms Code FileMaintenance).

If you do not know the terms code, press <Next Item> to displayeach terms code in Function ACMU.

If the vendor has a terms code in Function MVR, the system willdisplay that code as the default.

Description After entering the terms code, the terms type and descriptionfields are displayed.

Also, fields 16 through 19 are displayed. If you want to acceptthe default values in each of the fields, press <Next Item>.Otherwise, press <Enter> until you reach the field or fields youwant to change.

16. Due Days The number of days after the invoice date that the invoice isdue. If you enter the Due Date, the system automaticallycalculates the Due Days.

All vouchers with the same invoice number and invoice datemust have the same due days.


The terms code automatically calculates the due days. Formore information about terms codes, see ACMU in this tabbedsection.

Due Date The date payment is due. The system will automaticallycalculate this date based on the terms code. If you enter theDue Days, the system will automatically calculate the DueDate.

17. Disc Days The number of days after the invoice date that the discountwill be available.

All vouchers with the same invoice number and invoice datemust have the same discount days.

Disc Date The last date the discount can be taken. The system willautomatically calculate this date based on the terms code.

18. Disc Percent The percent of discount available. The system willautomatically calculate this percent based on the terms code.You can also manually enter a percentage in this field.

19. Disc Amount The total amount of the discount that can be taken. The systemwill automatically calculate this amount based on the termscode or the percentage entered in the Disc Percent field.

20. Bank Code If you entered a Prepaid Transaction Type, the Bank Code fieldappears.

You can accept the default bank code set up in Function ACON.

or

You can enter the bank code that corresponds to the checkingaccount on which you wrote the manual check.

21. Check No If you entered a Prepaid Transaction Type, the Check No fieldappears.

You should enter the number of the manual check.


22. Check Date If you entered a Prepaid Transaction Type, the Check Datefield appears.

The date on which you wrote the manual check.



Vendor No:Type:








Use Screen 2 to enter general ledger and/or job distributions foreach transaction. If you are using the automatic expensedistribution feature (Function AADM), the system will displaythe distribution screen and you can accept the distributions orenter changes. For more information about automaticdistributions, see AADM, Vendor Auto Distribute Maintenancein this tabbed section.

If you want to distribute expenses to specific job numbers, youmust manually enter the distributions.



AccountNumber

The expense account number to which you want to distribute allor a portion of the expense. After you enter the account number,the system will display the account number description.

Job If you are tracking expenses by job number, enter theappropriate job number.

Distrib-Amt The amount you want to distribute to the account numberentered. You must completely distribute the total amount of thetransaction before leaving this screen.



*** Add Temporary Vendor Data ****

1.2.3.4.5.6.7.8.9.

10.

11.

12.

13.

Vendor NoVendor NameAddress-1Address-2CityStateZip CodeCountryPhone NoContact

Remit-To Vendor

Default A/P Acct No

Terms

6 A/N30 A/N30 A/N30 A/N15 A/N2 A/N10 A/N15 A/N12 A/N20 A/N

6 A/N

7 N

3 A/N

Field Definitions for Add Temporary Vendor DataScreen

Use the Temporary Vendor Data Screen to enter basicinformation about the vendor so that you can mail the check.



1. Vendor No At a later time, you can change this vendor's status fromTemporary to Permanent in Function MVR.

2. Vendor Name Self-explanatory.

3. Address-1 Self-explanatory.

4. Address-2 Self-explanatory.

5. City Self-explanatory.

6. State Self-explanatory.

7. Zip Code Self-explanatory.

8. Country Self-explanatory.

9. Phone No Self-explanatory.

10. Contact The name of the person you should contact about any billingquestions. Use of this field is optional.

11. Remit-ToVendor

The number or code of the vendor that should receive payments.


12. Default A/P AcctNo

You can accept the default Accounts Payable account number setup in Function ACON.

or


13. Terms The terms code you want to assign this vendor. The terms codemust be set up in Function ACMU.

AVIQ0/1090/H5293 Vendor Account Inquiry AVIQ-1

AVIQVendor Account Inquiry

Purpose

When you need information about a vendor's account or aspecific invoice, use Function AVIQ to see this information onthe screen. The system displays two screens—Screen 1 is invoicedetails and Screen 2 is vendor totals

You can search the accounts payable files based on thefollowing information:

• Starting Invoice Date

• Ending Invoice Date

• Paid and/or Unpaid Invoices

• Invoice Number

You can enter information in all the fields listed above orselectively search based on an invoice number or a particularinvoice date. The system displays the invoices in the orderthey were entered in Function ATMU.

After reviewing the invoice details, press <Query> to displaythe second screen containing totals for the vendor. These totalsinclude all invoices on file, not just the invoices within the daterange entered.

AVIQAVIQ-2 Vendor Account Inquiry 0/1090/H5293


Vendor No: 5 A/N

Starting Date: 6 N Ending Date: 6 N Show Paid Invoices? Y or N

Terms: Display Only

Vendor-Invoice

Inv-DateChk-Date

Type Vch-NoChk-No

DiscDate

DueDate

Invc/ChkAmount

DiscountAmt/Taken

Net-A/PAmount

8 A/N Display Only

Display Only

Display Only

Display Only

Display Only

Display Only

Display Only

Display Only



Use this screen to see invoice details by vendor, invoice date, orinvoice number. Here are the definitions for fields in the orderthat they appear on the screen.

Vendor No If you don't know the vendor number, press <Query> to look upthe vendor by name.

Terms The system displays the vendor's terms code from FunctionMVR (Vendor File Maintenance).

Starting Date The first invoice date that you want invoice details to bedisplayed.

Ending Date The last invoice date that you want invoice details to bedisplayed.


Show PaidInvoices?

If you want to see fully paid invoices, enter Y.

Function APGI (Purge A/P Invoice Files) deletes fully paidinvoices so that any invoices purged by this function will not bedisplayed on the screen.

If you need information on paid invoices that have been purged,check the report printed when Function APGI is run.

Vendor-Invoice If you want information for a specific invoice number, enter thatinvoice number. The system will display all details accordingto the dates entered, the invoice you selected will be indicatedby an asterisk (*).

If you want to see all invoices for the time period entered, press<Enter>.

If there is more than one screen of information, press <Enter> topage through the screens.

If you want to see a previous screen, press <Prev Item>.

If you want to see the totals screen, press <Query>.

Inv-Date/Chk-Date

The system displays the following information:

• For vouchers, vendor credit memos, and vendor debit memos,the invoice date displays.

• For checks or voided checks, the check date displays.

Type The system displays the following transaction types:

Type Definition

VCHR Regular Voucher

CR-M Vendor Credit Memo

DR-M Vendor Debit Memo

CCHK Computer Printed Check

MCHK Manually Written Check

VOID Voided Check


Vch-No/Chk-No The system displays the following information:

• For vouchers, vendor credit memos, and vendor debit memos,the voucher number displays.

• For checks or voided checks, the check number displays.

Disc Date The system displays the date on which prompt paymentdiscount expires.

Due Date The system displays the due date.

Invc/ChkAmount

The system displays the invoice and/or check amount. Thisamount either increases or decreases the Accounts Payableliability account. Here is how the system increases anddecreases the Accounts Payable account:

• Regular vouchers and vendor debit memos increase theAccounts Payable liability account. These totals arepositive numbers.

• Vendor credit memos and checks decrease the AccountsPayable liability account. These totals are negativenumbers.

NOTE: Some transactions will have both invoice and checknumber. For example, fully paid or partially paidinvoices.

DiscountAmt/Taken

The system displays the discount amount taken for checks andvoided checks. For regular vouchers, the system displays theoriginal discount available.

Net-A/P Amount The system displays the net amount of the check aftersubtracting discounts taken, vendor credit memos, and partialpayments. Only one net amount is displayed for each invoicenumber. The system posts the net amount to the accountspayable liability account number.

Ref The system displays the Reference field entered in FunctionATMU, if any.


Remit The system displays the Remit-To Vendor from FunctionATMU, if any.


Vendor No: Display Only

Starting Date: Display Only Ending Date: Display Only


Vouchers Total:Payments Made:Discounts Taken:Net Amount Due:Discount Available:Total Amount Due:With Discount:

Display OnlyDisplay OnlyDisplay OnlyDisplay OnlyDisplay OnlyDisplay OnlyDisplay Only

Field Definitions for Screen 2 (Totals)

Use this screen to see totals for all invoices on file. Here arethe definitions for fields in the order that they appear on thescreen.

Vouchers Total The system calculates this total in the following manner:

invoices+ debit memos- credit memos

Payments Made The total of all payments made to the vendor, not includingdiscounts taken.


DiscountsTaken

The total of all discounts taken from the vendor.

Net Amount Due The system calculates this total in the following manner:

vendor balance- payments made- discounts taken

DiscountAvailable

The system calculates this total in the following manner:

discounts available- discounts taken

Total AmountDue WithDiscount

The total amount due to a vendor if you take advantage of allavailable discounts.

MVR0/1090/H5293 Vendor File Maintenance MVR-1

MVRVendor File Maintenance

Purpose

Function MVR contains all the information you will need on avendor. You can customize the vendor file to meet the vendor'spayment requirements and your store's accounting needs. On thestandard screen, you can:

• assign a terms code to automatically calculate due datesand prompt payment discounts

• use the automatic distribution feature

• identify the type of 1099 vendor

• change temporary vendors to permanent

• place a vendor on hold so that no payments are made

The history screen in function MVR contains historyinformation for:

• amount paid YTD and last year

• discounts taken YTD and last year

• discounts lost YTD and last year (system does not maintain)

• vendor balance due

MVRMVR-2 Vendor File Maintenance 0/1090/H5293

Screen: S Vendor File Maintenance Store: 1


NameAddressAddressCityZip CodeType Temp/Perm:

State:Fed ID Type:

1099 Category:

Phone:Contact:Alt Ph#:Fax #:Fed ID#:Assigned Cust #:

Lead Time:Backorder:Ship Via:

FOB Point:Drop/Ship:Codes:

Auto Distribute:A/P Account:Show Booth:

Terms Code:Terms Desc:

Terms Type: Due Days:Disc Days:

Discount Pct:Vendor Status:

Minimum Dollars:Minimum Weight:Minimum PO Line Amt:

Minimum Units:Minimum Bill Amt $:Last Activity Date: Last Report:

::::::

5 A/N 10 A/N 5 A/N 1 N

32 A/N32 A/N32 A/N16 A/N9 NI, M, W, or Blank

2 AF or S0, 1, 2, 3, 4, 5, 6, 7

10 N24 A/N10 N10 N9 N12 A/NT or P

3 NY or N20 A/N

O or DY or N4 A/N

Display Only7 N5 A/N

3 A/NDisplay Only

Display Only Display OnlyDisplay Only

Display OnlyBlank, H, N,or A

Display Only

5 N5 N3 N with 2 D

3 N3 N

3 N3 NDisplay Only

3 N3 N

Field Definitions for the Standard Screen

Use the first screen in Function MVR to customize the vendorfile for the accounts payable application. Here are thedefinitions for fields in the order that they appear on thescreen.

Vendor Code A code you assign to identify the supplier.

Sort Name An abbreviation of the vendor name. You can use this name tofind the vendor when you don't know the vendor code. Thesystem enters the default of the first 10 characters of thevendor name.

Pay To Vendor The number/code of the vendor that should receive payment forpurchases. The Pay To Vendor is also known as the Remit-ToVendor. If the vendor is in a different store, enter the storenumber in the one-digit field on the right of the Pay To Vendornumber.


Name The name of the vendor that prints on checks, unless you areusing a Remit-To Vendor (Pay To Vendor).

Address The address of the vendor that prints on checks.

Address The address of the vendor that prints on checks.

City The city of the vendor that prints on checks.

Zip Code The zip code of the vendor that prints on checks.

Type Used in the Purchasing and Receiving application—for moreinformation, see the Purchasing and Receiving Manual.

Temp/Perm If you entered vendor information in Function ATMU, thesystem will display T (Temporary) in this field. You will beable to exclude temporary vendors on certain accounts payablereports.

If you want to make this a permanent vendor, enter P.

When you enter new vendor in Function MVR, this field willdefault to P.

State Self-explanatory.


Fed ID Type If the vendor uses a federal ID number for tax identification,enter F.

If the vendor uses a social security number for taxidentification, enter S.

1099 Category Identifies the type of compensation the vendor receives fromyou. The following codes are available:

Category Definition

0 No 1099 form is printed for this vendor

1 Rent

2 Royalties

3 Prizes and awards

5 Fishing boat proceeds

6 Medical and health care payments

7 Non-employee compensation

If a vendor needs more than one 1099 category, create a newvendor record for each category.

NOTE: Category 4 is not included in this field. Category 4 isfor Federal Income Tax Withheld which is nottracked in the Accounts Payable application. If youwant 1099 forms for Category 4, you must track andenter the information manually.

Phone Self-explanatory.

Contact The person whom you should call about billing questions.

Alt Ph# Self-explanatory.

Fax # The phone number to dial when faxing orders to the vendor.


Fed ID # If you entered F in the Federal ID Type field, enter the federalID number assigned to the vendor by the government.

If you entered S in the Federal ID Type field, enter the socialsecurity number of the individual.

Assigned Cust # The number this vendor uses to identify you as a customer fortheir Accounts Receivable.

Lead Time Used in the Purchasing and Receiving application—for moreinformation, see the Purchasing and Receiving Manual.

Backorder Used in the Purchasing and Receiving application—for moreinformation, see the Purchasing and Receiving Manual.

Ship Via Used in the Purchasing and Receiving application—for moreinformation, see the Purchasing and Receiving Manual.

FOB Point Used in the Purchasing and Receiving application—for moreinformation, see the Purchasing and Receiving Manual.

Drop/Ship Used in the Purchasing and Receiving application—for moreinformation, see the Purchasing and Receiving Manual.

Codes You decide what you want to use these code for. There are fourcodes, and each position is independent of the other positions;therefore, A___ is not the same as _A__. You could use a codeto restrict the range of vendors for whom you print labels inReport RVL (Vendor Mailing Labels Report).

Auto Distribute If you want to automatically distribute expenses, use FunctionAADM (Vendor Auto Distribute Maintenance) to link expensedistributions to this vendor.

If you set up distributions in Function AADM, the system willdisplay Y in this field. The system will always distributeexpenses to the account numbers you specify, unless you changethe distributions when entering transactions in Function ATMU.


Show Booth The location of the vendor's booth at a trade show.(Informational Only)

Terms Code The appropriate terms code that calculates due dates, discountdates, and discount amounts. The terms code must be set up inFunction ACMU (Terms Code File Maintenance).

Terms Desc The system displays the terms code description from ACMU.

Terms Type The system displays the terms type from ACMU.

Due Days The system displays the due days from ACMU.

Disc Days The system displays the discount days from ACMU.

Discount Pct The system displays the discount percent from ACMU.

Vendor Status Identifies any special payment situation. Here are availablecodes:

Code Definition

A Always take the discount regardless of due dates.

H Hold payments so that computer checks will not beproduced for this vendor. You will still be able toenter manual payments for this vendor.

N No purchases orders can be created in thePurchasing and Receiving application.

Blank Normal status.

MinimumDollars

Used in the Purchasing and Receiving application—for moreinformation, see the Purchasing and Receiving Manual.


MinimumWeight


Minimum POLine Amt


Minimum Units Used in the Purchasing and Receiving application—for moreinformation, see the Purchasing and Receiving Manual.

Minimum BillAmt $


Last ActivityDate

The last date the vendor was used in the Accounts Payableapplication.

Last Report The last time Report RVU (Vendor Update Report) was runwith the update option. (It should be run every quarter.)


Screen: H Vendor File Maintenance Store: 1


NamePhoneContact

Codes:Type:Terms:

:::

From Screen S

Accounts Payable History

Vendor Balance Due:

Purchase Type Current Qtr Last Qtr Year To Date Last Year

Warehouse ($/Buys)Drop/ShipSpecial

:::

From Screen SFrom Screen SFrom Screen S

From Screen SFrom Screen SFrom Screen S

From Screen S

Year To Date Last year

Amount PaidDiscounts TakenDiscounts Lost

:::

Display OnlyDisplay OnlyUser Maintained

Display OnlyDisplay OnlyUser Maintained

Display OnlyPurchasing History

Units Ordered: Received: Fill Pct: Last Rec:





Display Only Display Only Display Only Display Only

From Screen S

Field Definitions for the History Screen

Use the second screen in Function MVR to view historyinformation about accounts payable.

You can change all fields except Terms, Vendor Balance Due,and Fill Percent. You should not change information on thisscreen unless absolutely necessary! You may want to set a highsecurity level on this screen so that information can bedisplayed but not changed.



Amount Paid The system tracks and displays the amount paid to the vendorfor the calendar year. You will see year-to-date and last yeartotals.

When you run Report RA99 (1099 Forms), the system uses thetotal amount paid from the last year column.

DiscountsTaken

The system tracks and displays the amount of discounts takenfor the fiscal year. You will see year-to-date and last yeartotals.

Discounts Lost You can enter the amount of discounts lost for the fiscal year.The system does not track this amount.

Vendor BalanceDue

The system tracks and displays the total amount you owe thevendor regardless of discounts taken.

Warehouse($/Buys)


Drop/Ship Used in the Purchasing and Receiving application—for moreinformation, see the Purchasing and Receiving Manual.

Special Used in the Purchasing and Receiving application—for moreinformation, see the Purchasing and Receiving Manual.

Units Ordered Used in the Purchasing and Receiving application—for moreinformation, see the Purchasing and Receiving Manual.

Received Used in the Purchasing and Receiving application—for moreinformation, see the Purchasing and Receiving Manual.

Fill Pct Used in the Purchasing and Receiving application—for moreinformation, see the Purchasing and Receiving Manual.


Last Rec Used in the Purchasing and Receiving application—for moreinformation, see the Purchasing and Receiving Manual.

i

12Reports

What Is This Section For? 12-1

Cross-Reference 12-1

AAMU—A/P Invoice Adjustment,Menu Option 4 (Print AdjustmentEdit List) AAMU-1

AAMU—A/P Invoice Adjustment,Menu Option 5 (Post InvoiceAdjustment Register) AAMU-1

ABMU—Bank Code FileMaintenance, Menu Option 4 (BankCode Report) ABMU-1

ACKR—Check Reconciliation, MenuOption 2 (Print A/P CheckReconciliation Report) ACKR-1

ii

ACMU—Terms Code FileMaintenance, Menu Option 4 (TermsCode Report) ACMU-1

ADMT—AP Valid G/L Account FileMaintenance, Menu Option 4 (PrintValid G/L Accounts List) ADMT-1

AJMT—Job File Maintenance, MenuOption 4 (Print Job List) AJMT-1

APCM—Check Processing, MenuOption 1 (Print Checks) APCM-1

APCM—Check Processing, MenuOption 2 (Print A/P Unposted CheckList) APCM-1

APCM,—Check Processing, MenuOption 4 (Post Checks and PrintCheck Register) APCM-1

APCM—Check Processing, MenuOption 5, Submenu Option 4 (PrintVoid Posted Checks TransactionEdit List) APCM-1

APCM—Check Processing, MenuOption 5, Submenu Option 5 (PostVoid Posted Check Transactions toA/P Files) APCM-1

iii

APCM—Check Processing, MenuOption 6, Submenu Option 4 (PrintManual Payments Edit List) APCM-1

APCM—Check Processing, MenuOption 6, Submenu Option 5 (PostManual Payments to A/P Files) APCM-1

APCM—Check Processing, MenuOption 7 (Print Manual and PrepaidCheck Register) APCM-1

APMU—Payment Preparation, MenuOption 6 (Print Invoice DeferralReport) APMU-1

APMU—Payment Preparation, MenuOption 7 (Print Pre-Check WritingReport) APMU-1

APRM—Recurring VoucherProcessing, Menu Option 4 (PrintRecurring Vouchers List) APRM-1

ATMU—New A/P TransactionProcessing, Menu Option 4 (PrintNew A/P Transaction Edit List) ATMU-1

ATMU—New A/P TransactionProcessing, Menu Option 5 (PostNew A/P Transaction Register) ATMU-1

iv

RA99—1099 Forms RA99-1

RAAN—Print Vendor Analysis RAAN-1

RACH—Print Check History ReportRACH-1

RACR—Print Cash RequirementsReport RACR-1

RAGL—Print A/P Distribution to G/LReport RAGL-1

RAJD—Print Job Distribution ListRAJD-1

RAOI—Print A/P Open Item ReportRAOI-1

RAVA—Vendor Report (Alphabetical)RAVA-1

RAVH—Print Vendor History ReportRAVH-1

RAVM—Vendor Report (Numerical)RAVM-1

RVE—Vendor Report RVE-1

Reports0/1090/H5295 What is This Section For? 12-1

Reports

What is This Section For?

Use the Reports section to find the purposes and samples ofreports used in the Accounts Payable application. The reportsare in alphabetical order.

NOTE: If you need more information about a specific field ona report, see the tabbed section Functions, under theappropriate program abbreviation.

Cross-Reference

Below is a cross-reference listing of reports that can be printedby two different methods (the same report prints), either:

• at a submenu

or

• by program abbreviation

Reports Printed at Submenus Reports Printed by ProgramAbbreviation

AAMU—A/P Invoice Adjustment (Option 4—Print Adjustment Edit List)

Direct program abbreviation is not available.

AAMU—A/P Invoice Adjustment (Option 5—PostInvoice Adjustment Register)

RAAJ—Post Invoice Adjustment Register

ABMU—Bank Code File Maintenance(Option 4—Bank Code Report)

RABC—Bank Code Report

ACKR—Check Reconciliation (Option 2—PrintA/P Check Reconciliation Report)

RAPU—Print A/P Check Reconciliation Report

ACMU—Terms Code File Maintenance(Option 4—Terms Code Report)

RATC—Terms Code Report

ADMT—AP Valid G/L Account File Maintenance(Option 4—Print Valid G/L Accounts List)

RADS—Print Valid G/L Accounts List

Reports12-2 What is This Section For? 0/1090/H5295

Reports Printed at Submenus Reports Printed by ProgramAbbreviation

AJMT—Job File Maintenance (Option 4—Print JobList)

RAJB—Print Job List

APCM—Check Processing (Option 1—PrintChecks)

RACK—Print Checks and Check Register

APCM—Check Processing (Option 2—Print A/PUnposted Check List)

RAUC—Print A/P Unposted Check List

APCM—Check Processing (Option 3—VoidUnposted Checks) *

APUM—Void Unposted Checks

APCM—Check Processing (Option 4—Post Checksand Print Check Register)

APPC—Post Checks and Print Check Register

APCM—Check Processing (Void Posted Checks) * APPM—Void Posted Checks

APCM—Check Processing (Menu Option 5,Submenu Option 4—Print Void Posted ChecksTransaction Edit List)

RAVC—Print Void Posted Checks TransactionEdit List

APCM—Check Processing (Menu Option 5,Submenu Option 5—Post Void Posted CheckTransactions to A/P Files)

APPV—Post Void Posted Check Transactions toA/P Files

APCM—Check Processing (Option 6—ManualPayments Processing Sub-Menu)*

APMM—Manual Payments Processing

APCM—Check Processing (Menu Option 6,Submenu Option 5—Print/Post Manual PaymentsRegister)

RAMP—Print/Post Manual Payments Register

APCM—Check Processing (Option 7—PrintManual and Prepaid Check Register)

RAAC—Print Manual and Prepaid CheckRegister

APMU—Payment Preparation (Option 6—PrintInvoice Deferral Report)

RAID—Print Invoice Deferral Report

APMU—Payment Preparation (Option 7—PrintPre-Check Writing Report)

RAPC—Print Pre-Check Writing Report

APRM—Recurring Voucher Processing (Option 4—Print Recurring Vouchers List)

RARV—Print Recurring Vouchers List

ATMU—New A/P Transaction Processing(Option 4—Print New A/P Transaction Edit List)

Direct program abbreviation is not available.

ATMU—New A/P Transaction Processing(Option 5—Post New A/P Transaction Register)

RATJ—Post New A/P Transaction Register

* These programs do not print reports, but you can use either the sub-menu or program abbreviation todisplay them.

AAMU, Option 40/1090/H5293 A/P Invoice Adjustment AAMU-1


Menu Option 4 (Print Adjustment Edit List)

Purpose

Use Menu Option 4 to print an edit list of adjustmenttransactions entered in Function AAMU. You should alwaysreview the edit list before posting adjustments with MenuOption 5. If you need to make corrections, use Menu Option 2 or3.

For more information, see the tabbed section Functions, pageAAMU-1.

Report Sample

On the next page is a sample of the A/P Invoice AdjustmentReport.

AAMU, Option 4AAMU-2 A/P Invoice Adjustment 0/1090/H5293

AAMU, Option 50/1090/H5293 A/P Invoice Adjustment AAMU-1


Menu Option 5 (Post Invoice Adjustment Register)

Purpose

Use Menu Option 5 to post adjustment transactions entered inFunction AAMU. You should always check the edit list beforeposting transactions.

For more information, see the tabbed section Functions, pageAAMU-1.

Report Sample

On the next page is a sample of the A/P Invoice AdjustmentRegister.

AAMU, Option 5AAMU-2 A/P Invoice Adjustment 0/1090/H5293

ABMU, Option 40/1090/H5293 Bank Code File Maintenance ABMU-1

ABMUBank Code File MaintenanceMenu Option 4 (Bank Code Report)

Purpose

Use Menu Option 4 to print an edit list of bank codes entered inFunction ABMU. You can use this list as a reference of whatbank codes are assigned to your cash accounts.

For more information, see the tabbed section Functions, pageABMU-1.

Report Sample

On the next page is a sample of the Bank Code List.

ABMU, Option 4ABMU-2 Bank Code File Maintenance 0/1090/H5293

ACKR, Option 20/1090/H5293 Check Reconciliation ACKR-1


Menu Option 2 (Print A/P Check Reconciliation Report)

Purpose

Use Menu Option 2 to print a list of all cashed and uncashedchecks. The check reconciliation feature is set up in FunctionACON (A/P Control File Maintenance). For more informationabout how to use check reconciliation, see the tabbed sections:

• Functions, page ACKR-1

• Voiding and Reconciling Checks, ACKR—CheckReconciliation, "Step 2—Reconciling Checks."

Report Sample

On the next page is a sample of the Accounts Payable CheckReconciliation Report.

ACKR, Option 2ACKR-2 Check Reconciliation 0/1090/H5293


ACMUTerms Code File MaintenanceMenu Option 4 (Terms Code Report)

Purpose

Use Menu Option 4 to print the edit list of terms codes entered inFunction ACMU. You may want to keep this list on file as arecord of all the terms codes set up on your system.

For more information, see the tabbed section Functions, pageACMU-1.

Report Sample

On the next page is a sample of the Terms Code List.

ACMU, Option 4ACMU-2 Terms Code File Maintenance 0/1090/H5293

ADMT, Option 40/1090/H5293 AP Valid G/L Account File Maintenance ADMT-1


Menu Option 4 (Print Valid G/L Accounts List)

Purpose

Use Menu Option 4 to print an edit list of general ledger accountnumbers set up in Function ADMT. You should keep this listhandy when processing transactions so that you can distributeamounts to the appropriate account numbers.

If the field Accounts Verified by A/P is Y, then use this listwhen you are creating financial statement layouts in GeneralLedger.

If the field Accounts Verified by A/P is N, then use the chart ofaccounts edit list from Function GCMU, Option 4 when you arecreating financial statement layouts in General Ledger.

For more information, see the tabbed section Functions, pageADMT-1.

Report Sample

On the next page is a sample of the A/P Valid G/L AccountsList.

ADMT, Option 4ADMT-2 AP Valid G/L Account File Maintenance 0/1090/H5293

AJMT, Option 40/1090/H5293 Job File Maintenance AJMT-1

AJMTJob File Maintenance

Menu Option 4 (Print Job List)

Purpose

Use Menu Option 4 to print an edit list of job numbers set up inFunction AJMT. You can keep this list as a reference of projectsor activities for which you want to track expenses.

For more information, see the tabbed section Functions, pageAJMT-1.

Report Sample

On the next page is a sample of the Job File List.

AJMT, Option 4AJMT-2 Job File Maintenance 0/1090/H5293

APCM, Option 10/1090/H5293 Check Processing APCM-1


Menu Option 1 (Print Checks)

Purpose

Use Menu Option 1 to print Accounts Payable Checks. First, youshould print the Pre-Check Writing List (Function APMU,Menu Option 7) to verify the check transactions.

For more information, see the tabbed section Functions, pageAPCM-1.

Report Sample

On the next page is a sample of the Accounts Payable Check.

APCM, Option 1APCM-2 Check Processing 0/1090/H5293



Menu Option 2 (Print A/P Unposted Check List)

Purpose

Use Menu Option to print a list of unposted checks. This reportshould be run immediately after printing checks to verify thatthe transactions are what you want to post in Menu Option 4. Itis important that you review this report, because it is your lastchance to make changes before posting checks.


Report Sample

On the next page is a sample of the Accounts Payable UnpostedCheck List.



Menu Option 4 (Post Checks and Print Check Register)

Purpose

Use Menu Option 4 to post and print a check register of thecomputer checks just printed. You should print the UnpostedCheck List in Menu Option 2 before posting just to make sure thecheck run is correct.


Report Sample

On the next page is a sample of the Accounts Payable CheckRegister.

APCM, Menu Option 5, Submenu Option 40/1090/H5293 Check Processing APCM-1


Menu Option 5, Submenu Option 4(Print Void Posted Checks Transaction Edit List)

Purpose

Use Menu Option 5 to display the Void Posted Checks Submenu.Use Submenu Option 4 to print an edit list of voided postedchecks. You should make sure this edit list is correct beforeposting checks with Submenu Option 5. If you need to makecorrections, use Submenu Options 2 or 3.


Report Sample

On the next page is a sample of the Void Check TransactionEdit List.

APCM, Menu Option 5, Submenu Option 4APCM-2 Check Processing 0/1090/H5293



Menu Option 5, Submenu Option 5(Post Void Posted Check Transactions to A/P Files)

Purpose

Use Menu Option 5 to display the Void Posted Checks Submenu.Use Submenu Option 5 to post voided posted checks. If youdecide to use the check reconciliation feature, you should keepthis report until you have reconciled all your voided checks.


Report Sample

On the next page is a sample of the Void Check TransactionRegister.



Menu Option 6, Submenu Option 4 (Print Manual Payments EditList)

Purpose

Use Menu Option 6, Submenu Option 4 to print the edit list ofmanual transactions entered in Function APCM. You shouldalways check your work with the edit list before postingmanual checks. If you need to make corrections, use SubmenuOptions 2 or 3.


Report Sample

On the next page is a sample of the Manual Payments Edit List.



Menu Option 6, Submenu Option 5 (Post Manual Payments to A/P Files)

Purpose

Use Menu Option 6, Submenu Option 5 to post manualtransactions entered in Function APCM. Remember to check theedit list before posting transactions.


Report Sample

On the next page is a sample of the Manual Payments Register.



Menu Option 7 (Print Manual and Prepaid Check Register)

Purpose

Use Menu Option 7 to print a check register of all manual checksand prepaid transactions entered in Function APCM. If you usethe same bank code for computer and manual checks, the systemwill print these transactions on the check register from MenuOption 4 unless you run Menu Option 7 first.


Report Sample

On the next page is a sample of the Manual and Prepaid CheckRegister.

APMU, Option 60/1090/H5293 Payment Preparation APMU-1


Menu Option 6 (Print Invoice Deferral Report)

Purpose

Use Menu Option 6 to print a listing of deferred invoicesselected in Function APMU. You should print this report beforeevery check run to make sure you don't have transactionsdeferred that should be paid.

For more information, see the tabbed section Functions, pageAPMU-1.

Report Sample

On the next page is a sample of the Invoice Deferral Report.

APMU, Option 6APMU-2 Payment Preparation 0/1090/H5293

APMU, Option 70/1090/H5293 Payment Preparation APMU-1


Menu Option 7 (Print Pre-Check Writing Report)

Purpose

Use Menu Option 7 to print a preliminary check register. Youshould print this register:

• after you select transactions for payments

and

• before you run checks

Review the checks on this report to make sure you haveincluded the correct transactions in the check run. Using thisreport will help you reduce the number of checks you have tovoid, because you selected the wrong transacations.

This is your last opportunity to change transactions beforeprinting checks.

For more information, see the tabbed section Functions, pageAPMU-1.

Report Sample

On the next page is a sample of the Pre-Check Writing Report.

APMU, Option 7APMU-2 Payment Preparation 0/1090/H5293

APRM, Option 40/1090/H5293 Recurring Voucher Processing APRM-1


Menu Option 4 (Print Recurring Vouchers List)

Purpose

Use Menu Option 4 to print an edit list of permanent andvariable recurring transactions entered in Function APRM. Youshould use this list as a reminder of when you should post thesetransactions so that they can be paid on time.

For more information, see the tabbed section Functions, pageAPRM-1.

Report Sample

On the next page is a sample of the Recurring Vouchers List.

APRM, Option 4APRM-2 Recurring Voucher Processing 0/1090/H5293

ATMU, Option 40/1090/H5293 New A/P Transaction Processing ATMU-1


Menu Option 4 (Print New A/P Transaction Edit List)

Purpose

Use Menu Option 4 to print an edit list of all transactionsentered in Function ATMU. You should always check the editlist and make necessary corrections, before posting transactionswith Menu Option 5.

For more information, see the tabbed section Functions, pageATMU-1.

Report Sample

On the next page is a sample of the New A/P Transaction EditList.

ATMU, Option 4ATMU-2 New A/P Transaction Processing 0/1090/H5293

ATMU, Option 50/1090/H5293 New A/P Transaction Processing ATMU-1


Menu Option 5 (Post New A/P Transaction Register)

Purpose

Use Menu Option 5 to post all transactions entered in FunctionATMU. You should always check the edit list and makenecessary corrections using Menu Options 2 or 3 before postingtransactions.

For more information, see the tabbed section Functions, pageATMU-1.

Report Sample

On the next page is a sample of the New A/P TransactionRegister.

ATMU, Option 5ATMU-2 New A/P Transaction Processing 0/1090/H5293

RA990/1090/H5293 1099 Forms RA99-1

RA99Print 1099 Forms

Purpose

Use Report RA99 to print 1099 forms for vendors providing over$600 in services during the calendar year. You must run FunctionAPCT before printing 1099 forms. For more information aboutend-of-year procedures, see the tabbed section End-of-Year inthis workbook.

Report Sample

On the next page is a sample of the 1099 Form.

RA99RA99-2 1099 Forms 0/1090/H5293

RAAN0/1090/H5293 Print Vendor Analysis RAAN-1

RAANPrint Vendor Analysis

Purpose

Use Report RAAN to print YTD and Last Year purchases anddiscounts information from the History Screen in Function MVR.You can compare history from last year to this year to makebuying and discount decisions about your vendors.

Report Sample

On the next page is a sample of the Vendor Analysis Report.

RAANRAAN-2 Print Vendor Analysis 0/1090/H5293

RACH0/1090/H5293 Print Check History Report RACH-1

RACHPrint Check History Report

Purpose

Use Report RACH to print information about checks that havebeen written since the last purge date. This report is almost thesame as the Accounts Payable Check Register. You could use itas a monthly check register, or for check history for a specificvendor. If you run this report for your entire store, you will see:

¥ all computer checks printed

¥ all manual checks entered

¥ voided checks for all transaction types except TransactionType X (Cancellations)

¥ system voided checks (form alignment checks, stubs)

You can also run this report for:

¥ a range of vendors

¥ a range of check numbers

¥ a range of dates

¥ a specific bank code or all bank codes

Remember, print Report RACH before running Function APGI.

Report Sample

On the next page is a sample of the Accounts Payable CheckHistory Report.

RACHRACH-2 Print Check History Report 0/1090/H5293

RACR0/1090/H5293 Print Cash Requirements Report RACR-1

RACRPrint Cash Requirements Report

Purpose

Use Report RACR to decide which invoice can be paid with theavailable cash or how much cash you need to bring youraccounts payable up to a certain status

Report RACR prints transactions due based on the followingdates:

¥ due date also know as cut-off date

¥ payment date

¥ next payment date

For more information about these dates and how they work, seethe tabbed section Paying Bills, "RACRÑPrint CashRequirements Report."

Report Sample

On the next page is a sample of the Cash Requirements Report.

RACRRACR-2 Print Cash Requirements Report 0/1090/H5293

RAGL0/1090/H5293 Print A/P Distribution to G/L Report RAGL-1

RAGLPrint A/P Distribution to G/L Report

Purpose

Use Report RAGL to print a list of all distributions to GeneralLedger from Functions APRM, ATMU, and APCM. You may runthis report at any time. Do not enter Y in the field Purge Fileuntil you have posted all transactions with Function GLP ormanually into your General Ledger.

You can use this report to post amounts to the appropriateaccount numbers in General Ledger. If you use Function GLP, theamounts printed on this report will be automatically passed offto General Ledger.

This report is divided into the following five sections:

ExpenseDistributions

This section includes all transactions that will be posted to theexpense accounts in General Ledger to distribute purchases ofassets, inventory, and services.

New A/P Added This section includes all transactions that will be posted to theAccounts Payable accounts in General Ledger to offset theexpense and asset distributions.

Check AmountsPaid

This section includes all transactions that will be posted to thecash acounts in General Ledger for checks generated to payinvoices.

Discounts Taken This section includes all transactions that will be posted thediscount accounts in General Ledger for checks generated to payinvoices with discounts.

RAGLRAGL-2 Print A/P Distribution to G/L Report 0/1090/H5293

A/P Paid This section include all transactions that will be posted to theAccounts Payable accounts in General Ledger for checksgenerated to pay invoices.

Report Sample

On the next page is a sample of the Accounts PayableDistribution to General Ledger Report.

RAGL0/1090/H5293 Print A/P Distribution to G/L Report RAGL-3

RAJD0/1090/H5293 Print Job Distribution List RAJD-1

RAJDPrint Job Distribution List

Purpose

Use Report RAJD to print a list of job numbers and the amountsdistributed. If you are tracking expenses by job number, you canuse this report to find out how much you have spent on aparticular project.

Report Sample

On the next page is a sample of the Job Distribution Report.

RAJDRAJD-2 Print Job Distribution List 0/1090/H5293

RAOI0/1090/H5293 Print A/P Open Item Report RAOI-1

RAOIPrint A/P Open Item Report

Purpose

Use Report RAOI to print a list of all transactions on the A/POpen Item File. You can print the following information on thisreport:

¥ A range of vendors.

¥ What you owe a vendor.

¥ Aging based on invoice or due date.

¥ A specific Accounts Payable account number (if you are usingmultiple payable account numbers).

¥ What you owe as of any date.

¥ Paid transactions.

Report Sample

On the next page is a sample of the A/P Open Item Report.

RAOIRAOI-2 Print A/P Open Item Report 0/1090/H5293

RAVA0/1090/H5293 Vendor Report (Alphabetical) RAVA-1

RAVAVendor Report (Alphabetical)

Purpose

Use Report RAVA to print a list of vendors in alphabeticalorder by Vendor Name entered in Function MVR.

Report Sample

On the next page is a sample of the Alphabetical Vendor List.

RAVARAVA-2 Vendor Report (Alphabetical) 0/1090/H5293

RAVH0/1090/H5293 Print Vendor History Report RAVH-1

RAVHPrint Vendor History Report

Purpose

Use Report RAVH to print vendor invoices paid after the lastcut-off date used to purge transactions in Function APGI (PurgeA/P Invoice Files). All paid invoices already purged will notprint on this report. If you are trying to find a paid invoice thathas been purged, you should look through the purge journalsprinted when you run Function APGI.

Report Sample

On the next page is a sample of the Vendor History Report.

RAVHRAVH-2 Print Vendor History Report 0/1090/H5293

RAVM0/1090/H5293 Vendor Report (Numerical) RAVM-1

RAVMVendor Report (Numerical)

Purpose

Use Report RAVM to print a list of vendors in numerical orderby Vendor Code entered in Function MVR.

Report Sample

On the next page is a sample of the Numeric Vendor List.

RAVMRAVM-2 Vendor Report (Numerical) 0/1090/H5293

RVE0/1090/H5293 Vendor Report RVE-1

RVEVendor Report

Purpose

Use Report RVE to print information from Function MVR. Youcan use this report as an edit list to make sure you have enteredvendor information correctly.

Report Sample

On the next page is a sample of the Vendor Report.

RVERVE-2 Vendor Report 0/1090/H5293

i

13Converting Customers

Who is This Section For? 13-1

How This Section is Organized 13-1How To Find a Function or Report 13-1

What's New In Accounts Payable? 13-2

<Clear> 13-2Accounts Payable Check Forms 13-2Function AAMU 13-2Function APCM, Menu Option 6 13-2Function ABMU 13-3Function ACMU 13-3Function MVR 13-3Function ACON 13-3Function ADMT 13-3Function ACON 13-4Function APCM, Menu Option 2 13-4Function APCM, Menu Option 5 13-4Function APCM, Menu Option 3 13-4Function APCT 13-4Report RA99 13-4Function MVR 13-4Function APGI 13-5Function AVIQ 13-5Report RAOI 13-5Function APRM 13-5Function ATMU 13-5

ii

Function ATMU 13-5Function ATMU 13-6Function ATMU 13-6Function Key Prompts 13-6Function MSE 13-6Function MTR 13-6Function MSR 13-6Function MVR, Screen S 13-7Function MVR, Screen H 13-7Function MVR 13-7Function ATMU 13-7Function QUE 13-7Function MSP 13-7Functon ABO 13-7Report RAAN 13-8Report RACH 13-8Report RAVH 13-8

List of Accounts Payable Programs 13-9

Converting Customers0/1090/H5293 Who is This Section For? 13-1

Converting Customers

Who is This Section For?

If you are converting from another Triad system and you wereusing Accounts Payable, you should read this section. Thissection summarizes the new features in the Accounts Payableapplication. With each summary, you are directed to tabbedsections where you can find more detailed information.

If you are a new Triad customer, you can disregard this section,because it contains only summary information about the newfeatures. You should concentrate on the other parts of theAccounts Payable Workbook to learn about the AccountsPayable application.

How This Section isOrganized

This section is organized alphabetically by new function,report, or field. For each of these categories, you will find awhat's new summary of the feature and a reference where youcan find more detailed information.

Converting Customers13-2 What's New In Accounts Payable? 0/1090/H5293

What's NewIn Accounts Payable?

What's New? Description/Benefits For More Information

<Clear> You can use <Clear> in all functions and reports.Instead of pressing <Shift>-<Charge> to clear ascreen, press <Clear>.


The tabbed section:

Introduction

• Function Keys

Accounts Payable CheckForms

Triad Business Productions stocks the newAccounts Payable Check forms and windowenvelopes.


The tabbed section:

Reports

• APCM, Menu Option 1

Function AAMU

Function APCM, MenuOption 6

You will use Function AAMU to enter adjustmentsto the A/P Open Item File. In Function AAMU,you can change:

• Remit-To Vendor

• Due Date

• Discount Date

• Discount Amount

• Vendor Reference

You will enter manual payments in FunctionAPCM, Menu Option 6 instead of FunctionAAMU.


The tabbed sections:


• Big Picture forChanging Due Datesand Discounts

• AAMU—A/P InvoiceAdjustment

Paying Bills

• ATMU—New A/PTransaction Processingor APCM—ManualPayments Processing

Functions

• AAMU

• APCM

• ATMU

Converting Customers0/1090/H5293 What's New In Accounts Payable? 13-3


Function ABMU You will use Function ABMU to assign bank codesto each cash account. You will be able to runchecks and reports for multiple cash accounts.



Setting Up AccountsPayable Constants

• ABMU—Bank CodeFile Maintenance

Functions

• ABMU

Function ACMU

Function MVR

You will set up terms codes in Function ACMU,then assign the appropriate code to the vendorin Function MVR. The following types of termscodes are available:

• 2 % 10 Days

• Net 30 Days

• Net 25th

• 2 % 10th

• Net EOM




• ACMU—Terms CodeFile Maintenance

Functions

• ACMU

Function ACON:

• Accts Verified by A/Pfield

Function ADMT

If you are using the General Ledger application,you can use the G/L Chart of Accounts instead ofentering account numbers in Function ADMT.

You will not have to enter account numbers inGeneral Ledger and Accounts Payable.

You will be able to set up default expenseaccounts for freight, miscellaneous charges, andsales tax. When you enter transactions, you willnot have to manually distribute these charges.




• ADMT—AP Valid G/LAccount FileMaintenance

• ACON—AccountsPayable Control FileMaintenance

Functions

• ACON

• ADMT



Function ACON:

• # Age Days In Periodfield

• Aging PeriodDescription field

You can define how long your aging periods areand assign appropriate descriptions in FunctionACON.




• ACON—AccountsPayable Control FileMaintenance

Functions

• ACON


To find mistakes in your check run before posting,you can print the Unposted Check Register tomake sure this is what you want to post.



Paying Bills

• APCM—CheckProcessing

Reports

• APCM



You can quickly and easily void posted andunposted checks, for example, checks used toalign the forms.



Paying Bills

• APCM—CheckProcessing

Functions

• APCM

Function APCT

Report RA99

Function MVR:

• Amount Paid LastYear field

After running Function APCT, you can print 1099forms for vendors that provided you servicesduring the year.



End-of-Year

Functions

• APCT

• MVR

Reports

• RA99



Function APGI

Function AVIQ

Report RAOI

You can display or print paid invoice historyfrom the Open Item File, because the system willnot purge an invoice as soon as you pay it.

You will use Function APGI to purge paidinvoices on a regular basis instead of FunctionAZBL and Report RAZB.

Triad Systems Corporation recommends you keeponly two to three months of paid invoice history.



Maintaining Files

• APGI—Purge A/PInvoice Files

Functions

• APGI

• AVIQ

Reports

• RAOI

Function APRM You can set up recurring transactions so that youdo not have to enter the same transactions eachtime they are due.

For example:

You can set up a transaction to pay your rentevery month. After you add the transaction, youneed to post it before it is due and include it onyour check run.




• Big Picture for EnteringRecurring Transactions

• APRM—RecurringVoucher Processing

Functions

• APRM

Function ATMU:

• Temporary VendorScreen

Function APVM

You can use the Temporary Vendor Screen to addvendors in Function ATMU instead of returning toFunction MVR.

You can change temporary vendors to permanentvendors in Function MVR.

Some reports will include or exclude temporaryvendors.

You can also purge old temporary vendors usingFunction APVM.


The tabbed section:

Functions

• ATMU

Function ATMU:

• Voucher Date field

The voucher date is different from the invoicedate. The voucher date defaults to the date youenter in the Triad system. The invoice date iswhen the vendor dated the invoice.

You will pass-off transactions in Function GLP byvoucher date instead of invoice date. Using thevoucher date provides flexibility with the dateyou with to post transactions in your GeneralLedger.


The tabbed section:

Functions

• ATMU



Function ATMU:

• Transaction Typefield

New transaction types were added and some ofthe existing types were changed.

The following transaction types are available:

R = Regular Vouchers

C = Vendor Credit Memo Vouchers (new)

D = Vendor Debit Memo Vouchers (new)

P = Prepaid Vouchers

X = Cancellation Vouchers (was Type C)

A = Adjustment Vouchers

You can separate freight, miscellaneous charges,and sales tax on transactions. You can tell thesystem whether or not these charges arediscountable. The system automaticallydistributes them to the default expense accountnumbers set up in Function ACON.




• Big Picture for Enteringand PostingTransactions

• ATMU—New APTransaction Processing

Functions

• ATMU

Function ATMU:

Vendor Name field

You don't have to remember vendor codes or havea vendor list handy, because you can press<Query> to look up vendors by name.


The tabbed section:

Functions

• ATMU

Function Key Prompts When the cursor is in a field, the systemdisplays a prompt telling you which functionkey you can use and what it does. The promptsappear in every field and application.


The tabbed section:

Introduction

• Function Keys

Function MSE You must assign security bits to all accountingfunctions and reports.

Security Guide

Function MTR:

• Lockin Store field

Function MSR:

• Which A/P? field

• Which P/R? field

• Which G/L? field

Multistore accounting decisions are set up inFunction MSR.

You can set up how you want to pass-offinformation to General Ledger using the newfields in Function MSR.

To enter information for different stores, you willchange the Lockin Store field in Function MTR towork in each store.

General Ledger Workbook

The tabbed section:

Functions

• MSR



Function MVR, Screen S:

• Alt Ph# field

• Fax # field

• Fed ID Type field

• Fed ID # field

• Temp/Perm field

• A/P Account field

• Auto Distribute field

• Terms Code field

• Terms Desc field

• Due Days field

• Disc Days field

• Discount Pct

Function MVR, Screen H:

• Amount Paid (YTD)

• Amount Paid (LastYear)

• Vendor Balance Due

New fields were added and some of the existingfields were changed in Function MVR.




• MVR—Vendor FileMaintenance

Functions

• MVR

Function MVR:

• Pay-To Vendor field

Function ATMU:

• Remit-To Vendorfield

You can bill one vendor and pay a differentvendor with one transaction.

The system uses the Pay-To Vendor field fromFunction MVR as the Remit-To Vendor inFunction ATMU. Or, you can manually enter theRemit-To Vendor in Function ATMU.




• ATMU—New APTransaction Processing

Functions

• ATMU

• MVR



Function QUE

Function MSP

Function ABO

Most General Ledger reports have beenintegrated with Triad's Reporting system. Thiswill prevent reports from processing while thescreen is displayed. The system will also allowyour terminal to be used for other applicationswhile reports are processing. You can:

• display printing status with Function QUE

• display spooled reports with Function MSP

• abort reports with Function ABO

The system will prevent any other reports fromprinting when you are printing special forms, forexample, checks, W-2s.

Reports Reference Manual

Guide to Your TriadSystem

Report RAAN You can print a vendor history summary fromthis year or last year. The information printedis accumulated in Function MVR, Screen H.



Functions

• MVR

Reports

• RAAN

Report RACH You can print check history on Report RACH(this report prints in the same format as the A/PCheck Register). Triad recommends that youkeep two to three months of check history on thesystem.

The paid invoices are purged when you runFunction APGI.



Maintaining Files


Reports

• RACH

Report RAVH You can print paid invoice history for vendorswith Report RAVH. The system keeps paidinvoice history for vendors as of the cut-off dateentered in Function APGI to purge the A/P OpenItem File.

Triad recommends that you keep two to threemonths of paid invoice history for your vendorson the system.



Maintaining Files


Reports

• RAVH


List of Accounts Payable Programs

Program Description

AADM Vendor Auto Distribute Maintenance

AAMU A/P Invoice Adjustment

ABMU Bank Code File Maintenance

ACKR Check Reconciliation

ACMU Terms Code File Maintenance

ACON A/P Control File Maintenance

ADMT A/P Valid G/L Account File Maintenance

AJMT Job File Maintenance

APCM Check Processing

APCT Clear Vendor YTD Accumulators

APMM Manual Payments Processing

APMU Payment Preparation

APPC Post Checks and Print Check Register

APPM Void Posted Checks

APPV Post Void Posted Check Transactions to A/P Files

APRM Recurring Voucher Processing

APUM Void Unposted Checks

ATMU New A/P Transaction Processing

AVIQ Vendor Account Inquiry

MVR Vendor File Maintenance

RAAC Print Manual and Prepaid Check Register

RAAJ Print/Post Invoice Adjustment Register

RABC Bank Code Report

RACK Print Checks and Check Register

RADS Print Valid G/L Accounts List

RAID Print Invoice Deferral Report

RAJB Print Job List

RAMP Print/Post Manual Payments Register

RAPC Print Pre-Check Writing Report

RAPU Print A/P Check Reconciliation Report

RARV Print Recurring Vouchers List


Program Description

RATC Terms Code Report

RATJ Print/Post New A/P Transaction Register

RAUC Print A/P Unposted Check List

RAVC Print Void Posted Checks Transaction Edit List

Index I-1

Index

* This information is in the tabbed section Reports.

A

Account inquirySee vendor account inquiry

Account numbersfield definitions ADMT-2general information about 2-2 to 2-3purpose of ADMT-1purpose of list (Menu Option 4) ADMT-1*

report sample ADMT-2*setting up (ADMT) 3-9 to 3-10

lab exercise 3-21 to 3-22

Accounts Payablegeneral information about 1-1 to 1-2, 2-1introducing 2-6

Accounts Payable checksSee checks

Accounts Payable constantsSee constants

Accounts Payable Distribution to GeneralLedger Report

purpose of RAGL-1 to RAGL-2*report sample RAGL-3*

using 6-1, 6-3 to 6-4when to purge 10-6

Accrual defaults 19-20

Accrual Method 10-12, 39-48

Adjustmentsfield definitions AAMU-2 to AAMU-5purpose of AAMU-1purpose of list (Menu Option 4) AAMU-1*

report sample AAMU-2*purpose of register (Menu Option 5)AAMU-1*

report sample AAMU-2*rules about AAMU-1

Alphabetical Vendor Listpurpose of RAVA-1*

report sample RAVA-2*

B

Balancesloading existing (ATMU) 3-19

lab exercise 3-25

Bank codesfield definitions ABMU-2purpose of ABMU-1purpose of list (Menu Option 4) ABMU-1*

report sample ABMU-2*setting up (ABMU) 3-11 to 3-12

lab exercise 3-22

Bil lspaying 5-1 to 5-22

checklist 5-25lab exercise 5-23 to 5-24

questions about 10-4 to 10-5

C

Cancellationsrules about ATMU-5

Cash accountsSee bank codes

I-2 Index

C (Cont’d)

Cash Requirements Reportpurpose of RACR-1*

report sample RACR-2*using 5-3 to 5-5

Check History Reportpurpose of RACH-1*

report sample RACH-2*

Checklistspaying bills 5-25processing transactions 4-29

Checksposting (APCM) 5-1, 5-15 to 5-17, APCM-8

lab exercise 5-23purpose of register (Menu Option 4)APCM-1*

report sample APCM-2*printing (APCM) 5-1, 5-15 to 5-17

field definitions (Menu Option 1)APCM-3 to APCM-4lab exercise 5-23report sample APCM-2*

printing register APCM-8purpose of register (Menu Option 4)APCM-1*

report sample APCM-2*printing two checks in one run 10-4printing unposted APCM-4

purpose of list (Menu Option 2)APCM-1*

report sample APCM-2*processing APCM-1reconciling (ACKR) 7-1, 7-7 to 7-9

field definitions (Menu Option 1)ACKR-2 to ACKR-4field definitions (Menu Option 2)ACKR-4 to ACKR-6lab exercise 7-11purpose of ACKR-1purpose of list (Menu Option 2)ACKR-1*

report sample ACKR-2*questions about 10-7

reconciling voided 10-7running out of checks 10-4voiding form alignment (Menu Option 3,Submenu 2) APCM-7 to APCM-8

voiding posted (APCM) 7-1, 7-3 to 7-5field definitions APCM-9 to APCM-11

lab exercise 7-11purpose of list (Menu Option 5, SubmenuOption 4) APCM-1*

report sample APCM-2*purpose of register (Menu Option 5,Submenu Option 5) APCM-1*

report sample APCM-2*voiding printed (Menu Option 3, Submenu 1)APCM-5 to APCM-6voiding unposted (APCM) 7-1, 7-3 to 7-5

lab exercise 7-11what’s needed to produce 2-5See manual checks

Constantsfield definitions for screen 1 ACON-2 toACON-3field definitions for screen 2 ACON-4 toACON-8purpose of ACON-1questions about 10-1 to 10-2setting up (ACON) 3-1, 3-3 to 3-7

lab exercise 3-21

Control filefield definitions for screen 1 ACON-2 toACON-3field definitions for screen 2 ACON-4 toACON-8purpose of ACON-1questions about 10-1 to 10-2setting up (ACON) 3-1, 3-3 to 3-7

lab exercise 3-21

D

Discountschanging (AAMU) 4-1, 4-7, 4-19 to 4-21

lab exercise 4-28rules about changing AAMU-1using more than one account 10-2

Discounts taken fieldwhen to clear APCT-1

Distribution Fileupdating by the system APCM-2

DistributionsSee expense distributions

Index I-3

Due dateschanging (AAMU) 4-1, 4-7, 4-19 to 4-21

lab exercise 4-28rules about changing AAMU-1what are 5-3

E

Edit listprinting 24, 32, 40, 45

End-of-yearclearing YTD fields in Function MVR(APCT) 9-1, 9-3 to 9-4

field definitions APCT-2 to APCT-3lab exercise 9-7purpose of APCT-1

closing 9-1, 9-3 to 9-5lab exercise 9-7

questions about 10-9

Expense distributionsfield definitions AADM-2purpose of AADM-1setting up (AADM) 3-17 to 3-18

lab exercise 3-24

F

Filesmaintaining 8-1 to 8-10

lab exercise 8-11questions about 10-8

Form 1099printing (RA99) 9-1, 9-5

lab exercise 9-7purpose of RA99-1*

report sample RA99-2*

Function keysusing 2-1 to 2-2

G

General Ledgerchecking entries for (RAGL) 6-1, 6-3 to 6-4

lab exercise 6-5printing distributions 26, 35, 41-42, 46-47when to post 10-6

General Ledger pass offSee pass off

H

Helpwhere to get 1-6

I

Invoice dateentering incorrectly and posting 10-3

Invoice Filepurpose of resetting APRI-1

field definitions APRI-2

Invoicespurging paid (APGI) 8-1, 8-9 to 8-10

field definitions APGI-2lab exercise 8-11purpose of APGI-1report sample APGI-3rules about APGI-1

See billsSee transactions

J

Job Distribution Listpurpose of RAJD-1*

report sample RAJD-2*

Job filesfield definitions AJMT-2purpose of AJMT-1purpose of list (Menu Option 4) AJMT-1*

report sample AJMT-2*

K, L

I-4 Index

M

Manual and Prepaid Check Registerpurpose of (Menu Option 7) APCM-1*

report sample APCM-2*

Manual checksentering (APCM) 5-1, 5-19 to 5-22

lab exercise 5-24field definitions APCM-12 to APCM-13printing register APCM-14

purpose of (Menu Option 6, SubmenuOption 5) APCM-1*

report sample APCM-2*purpose of APCM-11purpose of list (Menu Option 6, SubmenuOption 4) APCM-1*

report sample APCM-2*when to use 5-19

N

Next payment dateswhat are 5-3

Non-accrual methodregular vouchers 6-7, 23-30temporary vouchers 8-9, 31-38

Numeric Vendor Listpurpose of RAVM-1*

report sample RAVM-2*

O

Online help 12

Open Item Detail Filedisplaying (AVIQ) 8-1, 8-3 to 8-6

lab exercise 8-11printing (RAOI) 8-1, 8-7 to 8-8

lab exercise 8-11updating by the system APCM-1See vendor account inquiry

Open Item Reportpurpose of RAOI-1*

report sample RAOI-2*

Open Item Summary Fileupdating by the system APCM-1

P

Pass offwhen not to use 6-1when to use 6-1why use 10-6

Payment dateswhat are 5-3

Payment preparationfield definitions (Menu Option 1) APMU-2to APMU-3field definitions (Menu Option 2) APMU-4to APMU-6field definitions (Menu Option 3) APMU-6to APMU-9field definitions (Menu Option 4) APMU-9to APMU-11field definitions (Menu Option 6) APMU-12field definitions (Menu Option 7) APMU-13 to APMU-14purpose of APMU-1

Payment strategiesplanning (RACR) 5-1, 5-3 to 5-5

lab exercise 5-23Payments

deferring APMU-9 to APMU-11printing invoice deferrals APMU-12purpose of report (Menu Option 6)APMU-1*

report sample APMU-2*selecting transactions for (APMU) 5-1, 5-7to 5-13

generalized APMU-4 to APMU-6lab exercise 5-23

See payment preparation

Index I-5

P (Cont’d)

Pre-Check Writing Reportprinting APMU-13 to APMU-14purpose of (Menu Option 7) APMU-1*

report sample APMU-2*

Prepaid transactionsentering (ATMU) 5-1, 5-19 to 5-22

lab exercise 5-24printing register APCM-14when to use 5-19

Purchase distributions 21-22

Purchasing Passoff 5benefits 5setting up 19-22passing off information 24, 32, 40purpose of APP-1

Q

Questionsabout Purchasing Passoff 13-18

R

Receiptsfinalizing 23, 31, 39

Recurring invoicesentering (APRM) 4-1, 4-5, 4-15 to 4-17

lab exercise 4-28field definitions for screen 1 APRM-2 toAPRM-4field definitions for screen 2 APRM-4 toAPRM-5purpose of APRM-1purpose of list (Menu Option 4) APRM-1*

report sample APRM-2*

Remit-to vendorrules about changing AAMU-1

Reversing entry 11, 46

S

Screensdefining codes in samples 11-1moving through 2-1

T

Temporary vendorsfield definitions ATMU-11 to ATMU-13purging 8-1, 8-9 to 8-10, 8-11, APVM-1 toAPVM-2

Terms codesassigning requirements 10-1field definitions ACMU-2 to ACMU-4purpose of ACMU-1purpose of list (Menu Option 4) ACMU-1*

report sample ACMU-2*setting up (ACMU) 3-13 to 3-14

lab exercise 3-22 to 3-23

Transactionschanging 25, 44deferring from payment APMU-9 toAPMU-11

printing deferrals APMU-12purpose of report (Menu Option 6)APMU-1*

sample report APMU-2*entering (ATMU) 4-1, 4-3, 4-9 to 4-13

lab exercise 4-23 to 4-27passing off to general ledger 28, 33, 36, 42,47paying optional 10-5posting (ATMU) 4-1, 4-3, 4-9 to 4-13, 26, 34,41, 45

lab exercise 4-23 to 4-27posting twice 10-3

I-6 Index

T (Cont’d)

Transactions (Cont’d)processing 4-1 to 4-21

checklist 4-29field definitions for screen 1 ATMU-2to ATMU-10field definitions for screen 2 ATMU-10to ATMU-11field definitions for temporary vendorscreen ATMU-11 to ATMU-13lab exercises 4-23 to 4-28purpose of ATMU-1purpose of list (Menu Option 4)ATMU-1*

report sample ATMU-2*purpose of register (Menu Option 5)ATMU-1*

report sample ATMU-2*questions about 10-3selecting for payment (APMU) 5-1, 5-7 to5-13

clearing previous selections APMU-2 toAPMU-3for full or partial APMU-6 to APMU-9lab exercise 5-23

See prepaid transactions

U

V

Vendor account inquiryfield definitions for screen 1 AVIQ-2 toAVIQ-5field definitions for screen 2 AVIQ-5 toAVIQ-6purpose of AVIQ-1

Vendor amount paid fieldwhen to clear APCT-1

Vendor Analysis Reportpurpose of RAAN-1*

report sample RAAN-2*Vendor code

changing 10-1

Vendor filesfield definitions for standard screen MVR-2 to MVR-7

field definitions for history screen MVR-8to MVR-10purging temporary (APVM) 8-1, 8-9 to 8-10,8-11, APVM-1 to APVM-2purpose of MVR-1updating (MVR) 3-15 to 3-16

lab exercise 3-24updating by the system APCM-2

Vendor History Reportpurpose of RAVH-1*

report sample RAVH-2*

Vendor listsSee alphabetic vendor listSee numeric vendor list

Vendor Reportpurpose of RVE-1*

report sample RVE-2*

Voucherdefaults 21regular 6-7, 23temporary 8-12, 31, 39

changing 33, 44-45

W

Workbookconventions used 1-3 to 1-6descriptions of tabbed sections 1-2 to 1-3how to use 1-2personalizing 2-4who should use 1-2

X

Y

YearSee end-of-year

YTD fieldsclearing in Function MVR (APCT) 9-1, 9-3to 9-4

lab exercise 9-7purpose of APCT-1when to clear APCT-1

Z

Document Change Request Form

YOUR NAME CUSTOMER#

BUSINESS NAME

BUSINESS ADDRESS

ZIP

BUSINESS TELEPHONE ( ) ___________________________ DATE____________

* * *

SOFTWARE LEVEL

FULL NAME OF MANUAL SECTION

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DESCRIPTION OF PROBLEM

SUGGESTIONS FOR IMPROVEMENTS

GENERAL COMMENT ON THE MANUAL

Triad’s intention in acquiring the suggestions set forth in this Change Request Form (“Suggestions”) is forevaluation. Triad assumes no obligation with respect to the suggestions and retains all right, title, andinterest to any ideas, concepts, expressions, know-how and/or techniques related to the suggestions.

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POSTAGE WILL BE PAID BY ADDRESSEE

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Attn: Learning Products Development