Field Name

Description

Company#

Enter the company number to which all transactions in the batch will be posted.

Voucher#

Skip this field unless you are correcting, adding to, or viewing a transaction already entered in this batch. The A/P system automatically assigns voucher numbers. Voucher numbers are the system’s unique identifiers for each transaction you enter.

Line#

Each voucher number can have many line numbers, but usually only one line per voucher is necessary. Skip this field unless you are correcting, adding to, or viewing a transaction already entered in this batch. The system assigns line numbers consecutively starting with line 0001 for each voucher number.

Example: An invoice from your landlord containing billing for plumbing services and for rent might be posted on two line numbers. The first line 0001 would post the rent portion of the invoice to the expense account for rent. The second line 0002 would post the plumbing portion of the bill to another expense account.

Action Code

Valid action codes are:

• A – To enter add new transactions.

• U – To update correct, change transactions already entered in this batch.

• I – To view or inquire about transactions already entered in this batch.

Batch#

If you are controlling bills to be posted by grouping them into batches, enter the assigned batch number here (any number from 01 - 99). After a batch has been edited and posted, you can reuse the batch number.

Batch Date

Whether or not you intend to use the batch control system you must enter the batch date. The system inserts the current date as the default, but you can enter another date, if necessary. This date appears on the A/P ledger and reports as the voucher date, which is the date the transaction was entered into the system.

Batch Total

Enter the total dollar value for the batch number assuming two decimal places. The batch total is the gross total of all vendor payable transactions such as invoices and credit memos in this batch. The system shows and compares the batch total to the total amount entered while you are using the program.

Note: Do not include any payment or discount amounts in the batch total.

Location

Enter the one-character code assigned to your office location. You control these codes. For example, N = New York, D = Dallas, L = Los Angeles. These location codes can later be used for sorting transactions by the office that entered them. Leave blank if you only post A/P transactions in a single office.

Password

Enter the password required to use the program. You must enter a valid password to see screens 2 and 3.

Default GL Accounts for this Batch

These fields allows you to assign GL accounts for an accounts payable invoice batch. This enables you to change the regular defaults, assigned in the Company File, to better accommodate different payment methods (such as credit cards). Use of these “batch” defaults eliminates having to make changes to every individual invoice.

They display without values, until you enter the batch default account numbers.

These accounts remain as the defaults until the job is ended by pressing F7.

Note:  This feature has to be activated via the setting Activate batch-level GL Account Defaults on AP Entry on the System Wide Setting - Options for Accounts Payable.

Controls

These fields will only display after you have entered at least one transaction These three fields are display fields only, and no entry is necessary or allowed. They do not appear on the screen when the program is first requested.

The Gross control field is the total of all line amounts on the last invoice entered in the current batch. The Discount control field is the current total of discounts to take for the last invoice entered in this batch. The Batch control field is the current total of all invoices entered in this batch.

Field Name

Description

Vendor#

Enter the six-digit vendor number if the transaction references a vendor in the Vendor File. Enter the three-character supplier number if the transaction references a supplier in the Supplier File. Skip this field if the transaction references a vendor or supplier that is not in either file, and will be considered a miscellaneous vendor. After you enter this number, press Enter. The vendor/supplier name and address are automatically entered.

Code

The valid vendor codes are:

V - If the vendor number references the Vendor File.

S - If the vendor number references the Supplier File.

M - If the vendor number references neither file miscellaneous vendor. A temporary record will automatically be created by the program.

Note: Use code M if you want to post A/P invoices without entering a record in either the vendor or supplier files. Enter the vendor's name and address in the lines provided. The voucher number of the transaction is used as the Miscellaneous Vendor Number. You can access miscellaneous vendors the same way you do regular vendors and suppliers when viewing or processing the A/P ledger.

Name, Addr1, Addr2, Addr3

Use these four lines only when using vendor code M. Enter the name and address of a miscellaneous vendor. This information will appear on all reports, checks, and screens for this miscellaneous vendor. When using vendor codes V or S the system shows the name and address from the respective master file in these four lines.

Note: When using codes V or S you cannot change the information in these fields. To change a vendor’ or supplier’s name or address you must use the File Maintenance programs.

Voucher #

This is the system-generated voucher number for every A/P invoices entered. You cannot update this field.

Vendor Invoice#

This is a 10-character alphanumeric field. When entering vendor invoices or credit memos, enter the number that the vendor has assigned to it. This number will appear on the check that pays for the invoice or uses the credit memo. It is the vendor’s reference number. If you are entering adjustments, enter the invoice number that the adjustment relates most closely to or another meaningful reference. To prevent duplicate invoices from being entered, the system does not accept invoice numbers that have been previously entered.

Vendor Invoice Date

Enter the date printed on the vendor’s invoice or credit memo.

Note: If you are issuing checks based on the vendor’s invoice date, be careful to enter the correct date. You should also be aware of vendors who predate their invoices in order to receive early payment. Don’t confuse this date with the Voucher Date entered in the Batch Date field on screen 1. You assign the Voucher or Batch Date. The vendor assigns the Vendor Invoice Date.

Transaction Code

Enter the payables transaction code which best defines this transaction. Payables transaction codes always begin with a number, and cash disbursements transaction codes always begin with a letter. The two payables transaction codes you will use most often, if not exclusively, are 00 and 11 - credit memo from vendor.

Note: Use menu option AP 204, to generate a complete list of the transaction codes.

Vendor Terms

These are numeric fields. Always use two decimal places when entering percentages. For example, if a vendor or supplier’s terms are 1.5 percent discount if paid within 30 days, enter as 0150% Disc, 030 Days.

If you leave these fields blank, the terms, if any, in the Vendor or Supplier files will be used. They will appear after you press Enter.

Disc, Days. Net  Days

These fields allow the due date on an accounts payable invoice to be automatically changed when the due date for discounts has passed. For example, if a supplier's terms are “2% 15 Days, Net 30”, then the AP system initially sets the due date at 15 days from the invoice date. With this feature activated, via a system wide setting, if the invoice is not paid by the due date, then the due date will be changed to be 30 days from the invoice date. These types of terms are referred to as two tier terms, as they have 2 due dates - one to get the discount, and a final ‘net due” date.

Discount terms are pulled from the Supplier and/or the Vendor File, and used as the default terms in the Accounts Payable entry screen. Terms may be overridden on the Accounts Payable Entry screen.

For example:

• an invoice dated 1/1/2007 is entered into AP

• the terms are 2% 15, Net 30 (meaning that it must be paid in 15 days to get the 2% discount)

• the due date is initially set to 1/16/2007

• Let's assume that the invoice is not paid by 1/16/2007 during the first Night Jobs AFTER 1/16/2007, the new program (if switched on via a system wide setting) will automatically change the due date to 1/31/2007 based on the net due days of 30.

• All AP reports will show the due date as 1/31/2007

Note:  In order for the Net__Days part of the terms field to display, the System Wide Setting - Options For Accounts Payable has to be activated.

Due Date

If you leave this field blank, the program will calculate the due date by adding the terms to the vendor invoice date. For example, if the vendor invoice date is 111501 and the terms are 0200% Disc, 030 Days, then the program will assign 121501 as the due date. If you enter a due date, the program will not override what you entered.

Pay Date

If you leave this field blank, the program will enter the due date as the pay date. If you enter a pay date the program uses your entry. This field is important if you intend to issue checks by pay date. You can assign a scheduled pay date that can override the actual due date.

Invoice Amount Gross $

Enter the full amount of the vendor’s invoice or credit memo. Gross amount, in this case, is the amount before taking a discount. If you are entering a credit amount, press Field Minus after entering the dollar amount for negative values.

Note: Enter the total invoice amount even if the invoice contains many separate charges or line amounts. You can enter the separate line charges on Screen 3. Remember to use two decimal places.

Discount To Take $

The amount in this field is the discount available to be taken. Entering a value into this field does not commit you to actually deducting the discount amount from payment. It serves as a reminder on cash requirements reports and will be considered when bills are selected for automatic payment. If you leave this field blank, the program calculates the discount available to take by multiplying the terms and the invoice amount. For example, if the terms are 0200% Disc, 030 Days and the invoice amount is $10,000.00, then the discount to take is $200.00. You cam ignore this field for now, and calculate discounts at check writing time.

Net $

You cannot edit this field. It shows the result of subtracting the discount from the gross invoice amount.

If Prepaid...

This line consists of four fields: Check#, Check Amt, Disc Taken, Transaction Code. Use this line only if you are entering transactions that were previously paid. If you are reversing a check posted from a previous method, enter the check information here. You can also enter information about a check that does not relate to an invoice. For example, an advance deposit or an on-account payment to a vendor.

Note: The prepaid line consists of cash disbursements information. The amounts entered in the Check Amt field are not considered part of the batch total. The batch total consists only of the amounts entered in the Invoice Amt field.

Check#

This field is only applicable to prepaid expenses, manual checks, and check reversal. Enter the number of the check that paid the invoice.

Check Amount

This field is only applicable to prepaid expenses, manual checks, check reversal. Enter the amount of the check that applies to this voucher entry.

Example: If the check paid two invoices, only enter the amount that applies to the invoice currently being entered. When entering the second invoice you would enter the same check number and the amount that paid for the second invoice.

Disc Taken

This field is only applicable to prepaid expenses and manual checks. If the payment entered in the check amount field included a cash discount, enter the amount of the discount here.

Cash Disbursement

Transaction Code

This field is only applicable to prepaid expenses and manual checks. Only a few transaction codes are valid here. They include MC manual check, AD advance deposit to vendor, OA on-account payment to vendor, WN check reversal, NA, NC, ND, and WP. Enter the code that best describes this disbursements transaction.

Cash Acct#

The default G/L cash account number entered in the Company File appears here. You can override it by entering another account number. This is the cash account to use for payment when the check is issued. For a prepaid expense/manual check, it is the cash account already used for payment. All cash requirements and check writing reports are sorted by cash account number.

Note:  The account number pulled in from the Company File can be overridden by any defaults entered on the Enter Transactions Screen.

Discount Acct#

The default G/L cash discount account number entered in the Company File appears here. You can override it by entering another account number. This account number will be used for posting to the G/L if a cash discount is to be, or was taken.

Note:  The account number pulled in from the Company File can be overridden by any defaults entered on the Enter Transactions Screen.

AP Acct#

The default G/L accounts payable account number entered in the Company File appears here. You can override it by entering another account number.

Note:  The account number pulled in from the Company File can be overridden by any defaults entered on the Enter Transactions Screen.

When you enter a vendor’s invoice, you usually debit expense and credit Accounts Payable. When you issue checks, you debit Accounts Payable and credit Cash, and sometimes credit Purchase Discounts. The default account numbers are used to create the G/L entries.

Field Name

Description

Line Amount Gross $

Enter the amount to post to the expense account number, branch, cost center, and job on this line. This amount can be a portion of the gross invoice amount, or the entire gross invoice amount.

Note: Cost centers and job numbers are optional. Ignore these fields if you are not accounting by Cost Centers or Job numbers.

Discount To Take

Enter the amount of the discount you actually intend to take on the portion of the invoice to which this line relates. Entering an amount in this field does not commit you to deducting the amount from payment. Leaving it blank does not prevent you from deducting an amount from payment at check writing time. If you leave this field blank, the discount to take will be automatically calculated based on the terms from screen 2. You can override the amount in this field during cash disbursements.

Line#

You cannot edit this field. It displays the current line number of the current voucher. The line numbers for each voucher are assigned consecutively starting with line 0001.

Description

This is a 14-character alphanumeric field. You can enter any information that may be useful in identifying or describing this entry. It can print on your checks depending on your check format.

Expense Acct#

The default expense account number appears here if entered in the vendor’s or supplier’s file. You can override it by entering another account number. This field should contain the expense account number to which the Line Amount will be posted. After pressing Enter the name of the expense account appears beside the account number for verification.

Branch

You can allocate the expense to a specific three-character branch number or code, or to all branches by entering ALL. The branch specified in the vendor file is automatically entered.

Cost Center CCTR

You can allocate the expense to a specific three-character cost center number or code, or to no cost center by leaving the field blank. The cost center specified in the vendor file is automatically entered.

Job#/PO#

You can allocate the expenses to a specific job by entering the job number in this field or you can enter the last five digits of the purchase order number. You can use the PO number to link direct ship orders to A/P invoices for reconciliation.

Manifest #

You can allocate expenses to a specific manifest number by entering the manifest in this field.

1099 (Y/N)

This field appears when only when you enter A/P invoices for Miscellaneous vendors. Enter Y if you want to issue a 1099 for this miscellaneous vendor.

S/D

The default for this field—Suppressed Discount—is N. Enter Y if you want to suppress a discount for that line only. Then, you can enter a discount percentage that applies only to certain items on an invoice. Leave N on the lines you are applying the discount to, and on the lines you are not taking the discount, enter Y. For credit memos, you must use Y to prevent a negative discount. This field has no effect if neither a discount percentage nor a discount dollar amount is entered. This feature applies to suppliers who invoice for products and freight on a single invoice, but only let you take a discount on the product.

Controls

These three fields contain the running balances of entries made in the Line Amt and Discount To Take, fields of Screen 3. You cannot edit these fields. The Gross control field contains the sum of all entries in the Line Amt field for the current invoice. The Discount field contains the sum of all entries in the Discount To Take field for the current invoice. The Batch field contains the sum of all entries in the Line Amt field for all invoices in the current batch. These fields are updated every time you press Enter on screen 3, and are compared to the fields you have created on screens 1 and 2.

The Gross control field is compared to the Invoice Amt field on screen 2. The Discount control field is compared to the Discount To Take field on screen 2. The Batch control field is compared to the Batch Total field on screen 1. When the amount in a control field is equal to the amount in the field to that it is being compared, it appears brighter than the other fields. When it is greater it flashes (depending on your terminal), indicating an out-of-balance condition.

Field Name

Description

F1

To end processing of the current invoice and to return to the first screen to enter another invoice.

F2

Automatically posts the entire invoice amount or the remaining amount to an expense account. Any unvouchered invoice amount is posted to the designated expense account. Use this function when only one expense line is required.

F4

To delete the current line. Deleted lines are not processed. If you make an error, simply type the correct information over the error. Only use F4 to delete, not to correct. Deletions are useful if you have entered duplicate or extra lines.

F8

To return to the first detail screen.

F9

Allows changes to the current invoice. After pressing F9, the first detail screen appears in update mode. You can make changes and then press Enter. You must press Enter on Line 0001 to record the changes on Screen 2. Press Enter on each line of the invoice. Press Enter again to returned to the first screen.