Accounts Payable User Manual

Accounts Payable
User Manual
Copyright© 2014 by Samco Software Inc.
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Table of Contents
Understanding Accounts Payable
Double Entry Accounting
Data Organization
Product Description: Accounts Payable
Getting Started
The Accounts Payable Data Files
Setting Up A/P
If you are not using General Ledger
If you are using G/L
4
Regular Use
Samco Support
Using Accounts Payable
Starting Up Accounts Payable
Guide to Daily Operations
Daily Operations Checklist
A/P Accounts
Entering A/P Accounts
Deleting A/P Accounts
Printing a List of A/P Accounts
Cash Accounts
Entering Cash Accounts
Deleting Cash Accounts
Printing a List of Cash Accounts
Control Information
Shared numbering with Payroll for checks by cash account
User Defined Fields
Forms
Definitions
Entering Forms
Printing a Field Under More Than One Condition
Printer features
Alphanumeric, Numeric, Date or Time, and Literal Fields
Accounts Payable
Samco Power Accounting
1.1
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4.1
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Table of Contents
TOC.2
Alphanumeric Fields
12
Numeric Fields
12
Date Fields
14
Literal Fields
14
Calculations
Displaying a Form
Testing a Form
Copying a Form
Printing a Forms List
Loading Standard Forms
Printing a Field Location Grid
Purchasing Addresses
Entering Purchasing Addresses
Deleting Purchasing Addresses
Vendors
Entering Vendors
Temporary vendors
14
17
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10.1
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4
11.1
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2
Copy a vendor
2
Entering a Person's Name
3
Terms fields
6
User Defined Fields
Using Notes
Contacts
Deleting Vendors
Printing Vendor Labels
Print Vendor Contacts
Printing a Change Log
Changing an A/P Account for a Vendor
Payables
Regular Voucher
Credit Memo
Non-A/P Check Voucher
Quick Check Voucher
Pre-payment Voucher
Adjustment to Distribution Voucher
Cancellation Voucher
Transfer A/P voucher
Partially paid vouchers
Printing an Edit List
Posting Vouchers
Posting Non-A/P Check Voucher
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12.1
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Recurring Payables
Entering Recurring Payables
Printing an Edit List
Selecting Recurring Payables for Use
13.1
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Accounts Payable
Samco Power Accounting
Table of Contents
TOC.3
Automatic selection
Manual selection
For a fixed recurring payable
13
13
14
For a variable recurring payable
16
Printing a Selection List
17
Using Selected Recurring Payables
18
View Open Items
Using Notes
Menu
14.1
4
4
Finding a Note
Text entry
Open Items
Modifying Open Items
New and Existing Modifications
5
6
15.1
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2
Mark voucher as paid
4
Applying a pre-payment
6
Printing an Edit List
Posting Modifications
Aged Open Items
Aging Method
Showing projected payables for future periods
Aging periods by days
Notes on the Aged Open Items Report
6
6
16.1
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2
5
7
Aging periods by specific dates
Using the Aged Open Items Report for Projections
Cash Disbursements Projection
Cash Requirements
Notes on the Cash Requirements Report
Distributions to G/L
Important note - if G/L is not used
Important note - if using G/L
Purchases Discounts
HST/GST Paid
Payables to G/L Comparison Report
Prepare Payments and Print Checks
Selecting vouchers
Clearing Selections and/or Deferrals
Select a Group of Vouchers
Select Individual Vouchers
Defer Vouchers from Payment
Pre-Check Writing Report
Print Checks and Post
Shared numbering with Payroll for checks by cash account
Recording On-Line Payments
Printing the A/P Check Register
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Accounts Payable
Samco Power Accounting
Table of Contents
TOC.4
Voiding Computer Paid Checks
Print Register Only
Void AP Checks
Conditions Under Which Checks Can Be Voided
Restrictions on Running Void checks
What Void checks Does
23
24
24.1
1
2
2
How to Run Void checks
Entering Checks to be Voided
3
4
Printing an Edit List
5
Posting Voided Checks
5
Vendor History
Open Payables by Date
Printing a Check Register
Vendor History Report
Viewing Vendor Invoices
Purging Vendor History
View by Vendor
View by Date
View by Check Number
View by invoice #
Edit Vendor History
Funds Transfer
Pay vendors via Electronic Funds Transfer (EFT)
Shared file numbering with Payroll for EFT files
Shared numbering with Payroll for checks by cash account
Go to Accounts Payable  Funds transfer
Go to Accounts Payable  Void checks  Enter
Reports
Purge Open Items
Purge Temporary Vendors
Year End
Data Integrity Check
Initialize Data Files
File Utilities
Corrupted data files
Export a file
Restore an exported file
Rebuilding Data Files
Change Vendor Number
Set vendor GL account numbers
Load Open Items Function
X. EXPORT PRINTER REPORTS
Available reports
Printing reports to an export file
Accounts Payable
Samco Power Accounting
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Table of Contents
TOC.5
Chapter 1
Understanding Accounts Payable
Accounting
"Accounting" is the collection, categorization, and presentation of financial records.
Accounts Payable
"Accounts payable" is the area of accounting dealing with the purchases and
disbursements of a company and with the money it owes.
As used here, "account" means "a record of financial activity". "Payable" means "that
should be paid" or "due another". Accounts Payable is often abbreviated "A/P" (or
"AP").
Vendor
A "vendor" is a person or company from whom you purchase the goods and services
you use in your business. For example, the telephone company is one of your
vendors. You purchase a service from them.
Accrual
"Accrual" is a term which describes one of the two methods of accounting for revenues
and expenses which are in common use and are approved by the Revenue Canada.
The other method is called the "cash" method.
Under the accrual method:
Accounts Payable
Samco Power Accounting
Understanding Accounts Payable
1.1
1.
You count a sale as revenue when you make the sale, not when you actually get
paid for it (which can be weeks or months later).
2.
You count a purchase as an expense when you make the purchase, not when
you actually pay for it (which can be weeks or months later).
Under the cash method:
1.
You count a sale as revenue only when you get paid for it.
2.
You count a purchase as an expense only when you pay for it.
Transactions
As used in accounting, "transaction" means a business event involving money and
goods or services. For example, a transaction occurs each time you gas up your car:
you pay money in exchange for gasoline (goods).
Because computer software deals primarily with business events which have already
taken place, in Samco applications software, "transaction" means the record of a
completed business event involving money and goods or services.
The records of sales made and payments received are examples of transactions from
the area of accounting called "accounts receivable". The records of your purchases
and the payments you make for such purchases are transactions from the accounting
area called "accounts payable". The records of quantities of goods received or sold
are transactions from the area of accounting called "inventory control".
Payables
In Samco Power Accounting Accounts Payable, a "payable" is an A/P transaction.
When a vendor sends you an invoice, you will enter this invoice into your computer
system as a "payable" using the Payables function.
Open Item
In Accounts Payable, after a payable has been entered and verified as correct, it is
posted and becomes an "open item" (in the A/P Open Item File). It remains an open
item until it is fully paid. (Also, any unused credit or debit memo from a vendor is an
open item.)
Prepaid
In Accounts Payable, "prepaid" means a bill that has been paid before it is entered
into the computer system. In this case it is not necessary for the computer to print a
check paying this bill. In Samco Power Accounting A/P, a prepaid entry is called a
"non-A/P" entry because it does not affect the A/P account (although it still affects
other accounts).
Accounts Payable
Samco Power Accounting
Understanding Accounts Payable
1.2
Manual Payment
A manual payment is a payment made using a handwritten check instead of a
computer-printed check.
A manual payment differs from a non-A/P (prepaid) transaction in that the non-A/P
transaction was paid prior to entering into the computer system.
A manual payment can be made for an unpaid open item already entered into the
system.
Aging
To "age" means to determine how old a payables document is. You may select to age
either by "Due date" or by "Invoice date".
Four aging periods are available in A/P, normally structured as:
"Current"
"31-60 days"
"61-90 days"
"Over 90 days"
The software allows you to use the above aging periods, or to define your own.
When aging is done by invoice date, a document becomes 1 day old on the first day
after the vendor's invoice is posted. An invoice posted on January 1 would be 30 days
old on January 31, regardless of the due date.
When aging is done by due date, a document becomes 1 day old on the first day after
the due date. A vendor's invoice due for payment on January 1 would be 30 days old
on January 31, regardless of the invoice date.
General Ledger
When your company receives payables and makes payments, this activity affects not
only accounts payable, but also the area of accounting called "general ledger".
General Ledger is the area of accounting where all accounting records are brought
together to be classified and summarized. Financial statements are printed based on
this data.
As used here, "general" means "pertaining to many areas". "Ledger" means a book
where accounting records are kept. (This term evolved from pre-computer times
when accounting records were kept exclusively by hand in large books called
"ledgers".) General Ledger is often abbreviated "G/L" (or "GL").
General Ledger Account
Accounts Payable
Samco Power Accounting
Understanding Accounts Payable
1.3
A "general ledger account" is a specific category under which all financial activity of a
certain kind is classified. For example, you might have a general ledger account
called "telephone expenses" for telephone bills.
Accountants are experts at defining the various G/L accounts (financial activity
categories) needed by a business. Part of this definition process involves assigning an
"account number" to each G/L account.
Independent businesses usually use a 3- or 4-digit account number. For example, you
may have a G/L account called "100 - Cash in the Bank", and one called "400 - Sales of
Product A", and one called "410 - Sales of Product Line B".
Typically, an independent business will have a hundred or more G/L accounts. In
Samco Power Accounting packages, each time any financial activity occurs in any area
of accounting, the dollar amount of the activity is recorded under the appropriate
G/L account numbers.
Profit Centre
A "profit centre" is a part of your company (for instance, a department or a regional
office) for which sales and/or expenses (and sometimes profits) can be calculated
separately from the total sales and expenses of the whole company.
In Samco Power Accounting software, the G/L account number can be up to 16
characters in length, and divided into 5 different sections, with any of the sections
available as your profit centre.
For example, your "office supplies" G/L account is number 5200. If you want to track
office supply expenses independently for each of your three major departments
(dept. A, dept. B and dept. C.), you could append "-001", "-002", and "-003" to the
"5200" main account number, rather than use different main account numbers (such
as "5201", "5202", and "5203") for each department, as follows:
5200-001
5200-002
5200-003
Office supplies, dept. A
Office supplies, dept. B
Office supplies, dept. C
Then whenever you're distributing (allocating) office supply expenses to G/L accounts,
you use the above 7-digit numbers. Later, when you're printing reports, you can
specify that you only want to see the data for dept. A, dept. B, or dept. C.
Profit centres also apply to sales. A typical use for tracking sales by profit centre is
for a company which has several sales offices. By making each sales office a profit
centre, you can separately track the sales performance of each office.
Distribution
Accounts Payable
Samco Power Accounting
Understanding Accounts Payable
1.4
As used in Accounts Payable, "distribution" means either:
1.
The act of allocating amounts (such as purchase or disbursement
amounts) to G/L accounts; or
2.
An amount allocated to a G/L account.
For example, when you purchase office supplies on credit, you enter information into
the computer about how much you owe, who you owe it to, and when it is due.
In addition, you "distribute" (allocate) the amount of the purchase to your G/L "owe
others" account (usually called the "Accounts Payable" account) and to your G/L
"office supply expenses" account.
The A/P package collects all distributions to G/L accounts and will print a report
summarizing these distributions. These distributions can be automatically transferred
into General Ledger (if you use it).
Debit and Credits
In addition to handling a particular area of accounting, as described above (such as
accounts receivable or accounts payable), each Samco Power Accounting package also
keeps track of the effect of those transactions on G/L. For example, when you make
sales to, or receive payment from your customers, this activity affects not only A/R,
but also G/L.
These transactions must be recorded both in the proper A/R customer accounts and in
G/L under the proper G/L account numbers.
The terms "debit" and "credit" refer to the types of transactions which must be
recorded in G/L accounts to accurately reflect the activity occurring in all accounting
areas. (See the Glossary of Terms in the System Functions manual for exact
definitions of these terms.)
In A/P, a debit memo issued by a vendor to you increases what you owe that vendor,
and a credit memo decreases what you owe.
Unfortunately, debit doesn't always mean "an increase in an account" and credit
doesn't always mean "a decrease in an account". In some accounting areas, a debit
increases a G/L account and a credit decreases a G/L account. In other areas, a debit
decreases, and a credit increases, a G/L account.
This occurs because of the system called "double entry accounting" (also called
"double entry bookkeeping") which is the standard method of accounting used today.
Double Entry Accounting
Accounts Payable
Samco Power Accounting
Understanding Accounts Payable
1.5
The concept behind double entry accounting is that every entry (transaction) results
in balancing debit and credit entries into the General Ledger.
Let's look at the debits and credits involved when a typical independent business pays
for goods or services bought earlier on credit:
The debit: The disbursement (payment you make) results in a debit transaction which
decreases your "money owed others" account (usually called the "accounts payable"
account). This is a "debit to accounts payable".
The credit: The payment also causes a credit transaction which decreases one of your
"cash on hand" accounts. This is a "credit to cash".
So two entries are made into G/L which balance each other. These balancing entries
form the basis of double entry accounting. If you or your accountant ever find your
G/L accounts "out of balance", it means that the proper balancing entries were not
made.
No attempt is going to be made in this manual to teach you all about accounting,
especially about what types of transactions cause what accounts to be debited or
credited. Unless you're an accountant or fully responsible for maintaining your
company's general ledger, don't worry if you don't remember whether a debit
increases or decreases a particular type of G/L account.
When using Samco Power Accounting software, you will occasionally be asked to enter
the G/L account to be debited or credited. Just refer to the appropriate chapter in
this User Manual, where you'll find exact instructions about what to enter.
Within General Ledger, Accounts Receivable, Accounts Payable, Canadian Payroll,
Order Entry Plus, Point of Sale, Purchasing Plus, Job Cost, Inventory Control Plus,
Purchase Order, Bank Reconciliation, and Professional Invoicing, the software
automatically takes care of all double entry accounting as you enter the required
information on the screen.
Function
As used here, "function" means one or more programs that accomplish a specific task.
Each selection on the main menu for a Samco Power Accounting package is a function.
When you select a function from the menu, one or more programs automatically
execute, thereby allowing you to accomplish the task you selected.
Integrated
When a set of accounting packages is "integrated", any information generated in one
area and which is needed in another area is automatically supplied to that other area.
You don't have to enter the information twice.
Accounts Payable
Samco Power Accounting
Understanding Accounts Payable
1.6
Samco Power Accounting packages fully integrate with one another. When Accounts
Payable is used with General Ledger, any information recorded in A/P which should
be known to G/L can automatically be transferred into G/L.
Data Organization
Most of the information you enter into your computer is stored on your disk. In order
for computer programs to be able to locate specific pieces of data (within large
masses of data) and to be able to process data logically, data must be organized in
some predictable way. Samco Power Accounting software organizes your data for you
automatically as it stores it on your disk.
There are five terms you should understand about the way the data is organized:
Character: A "character" is any letter, number, or other symbol you can type on your
computer keyboard.
Field: A "field" is one or more characters representing a single piece of data. For
example, a name, a date, and a dollar amount are all fields.
Record: A "record" is a group of one or more related fields. For example, the fields
representing a customer's name, address, and account balance might be grouped
together into a record called the "customer record".
Entry: A record in a data file is often referred to as an "entry".
Data file: A "data file" is a group of one or more related records. A data file is often
referred to simply as a "file" (without the word "data").
The Customer File in Accounts Receivable is an example of a data file. Such a file is
made up of several records, each of which contains the name, address, etc. for one
customer.
Each file is kept separate from other files on the disk.
(There are other types of files in addition to data files. For example, programs are
stored on the disk as "program files". However, references to "file" in this User Manual
mean "data file" unless specifically stated otherwise.)
Post
To "post" means to take payables transactions from a temporary file and move them
to a permanent file (where other transactions probably already exist). For example,
in A/P, purchases from vendors are initially entered into a temporary transaction file.
After payables transactions have been entered and verified as correct, they are
posted to the permanent A/P Open Item File.
Accounts Payable
Samco Power Accounting
Understanding Accounts Payable
1.7
Often, during transaction posting, information in other data files is also updated. For
example, in A/P, when payables are posted, the account balance and historical
figures in the Vendor File are also updated.
Alphanumeric
When the manual refers to "alphanumeric", it means letters of the alphabet, numerals
(numbers), special symbols (*,&,$,etc.) or any combination of all three kinds. In
contrast, "numeric" (or "digits"), means only numbers.
Multi-Company
"Multi-Company" refers to the capability to do accounting functions for multiple
companies with the same set of software. A user wanting to do accounting functions
for more than one company can select Multiple companies (see this chapter in the
System Functions manual).
SAM (Samco's Automated Manuals) provides access to all your Samco user manuals at
the touch of a button. Simply press [F10] ([F11] for the Windows version) and begin
browsing through the comprehensive library of information.
Spool
SPOOL is a computer word meaning "Save Printer Output Off-Line". Spooling is a
technique that allows a report to be printed at a later time. Instead of reports going
directly to a printer, they are saved as a disk file (which is usually a lot faster). When
a printer is available, all or some saved reports can be printed in one long run (for
example, overnight).
Bank Reconciliation
"Reconciliation" means "bringing into agreement". When reconciliation is applied to
checkbooks, it means "bringing into agreement the balance of your checkbook and the
balance shown on your bank statement".
Product Description: Accounts Payable
Samco’s Power Accounting Accounts Payable includes those features most asked for
by thousands of users whose experiences over the past eleven years with earlier
versions have helped refine it to its current level.
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Provides maintenance and lists of the vendors.
Allows entering, editing, and posting of new payables, prepaids, adjustments,
and cancellations with edit list and journal.
Allows recurring payables to be entered, edited, and selected to turn into
Accounts Payable
Samco Power Accounting
Understanding Accounts Payable
1.8
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vendor invoices.
Recurring payables can be selected by cut-off date and group, allowing
automatic selection.
Prints an A/P open item report.
Allows on-line vendor account inquiry.
Prints a cash requirements report.
Prints a cash disbursements projection report.
Allows flexible payment selection, including partial payments, with a check
selection edit list.
Prints A/P checks and a check register.
User customizable check formats.
Automatic check voiding is provided.
Prints a report showing A/P distributions to the general ledger.
Keeps a full vendor history showing the details of all entry and payment
activity for as long as you want to keep it.
Prints a vendor analysis report.
An unlimited number of A/P accounts and cash accounts may be used.
Allows vendor terms to be based on days or on day of month.
Allows aging of accounts to be based on days or on day of month.
May be interfaced to General Ledger, Job Cost, Purchasing Plus or Purchase
Order, or used stand-alone.
May be interfaced to Bank Reconciliation to reconcile the checkbook from
which payments to vendors are made.
Vendor "purchasing" addresses are maintained for use with Purchase Order or
Purchasing Plus.
Allows reports to be stored on disk to save computer time, and printed later at
your convenience.
Allows use of multiple printers.
Includes password protection and extensive data file integrity checks and
backup/restore facilities.
Provides on-line user manuals (SAM) which are available to the user at the
touch of a key.
Auxiliary Files
An easily maintainable control file allows you to define various parameters which
control many of the characteristics of the package.
Vendor File
A/P contains programs to maintain the Vendor File, including entering, changing, and
deleting information. In addition to the usual name and address information, the
vendor record contains information about the normal terms offered by the vendor and
year-to-date and last year purchases and discounts.
The Vendors by Vendor # Report and Vendors by Vendor Name Report can be printed
on request.
Accounts Payable
Samco Power Accounting
Understanding Accounts Payable
1.9
Payables (A/P Transactions)
With the Payables function, you can enter, edit, and post payables (A/P transactions).
A "voucher number" is automatically assigned to each new payable entered. This
number is used as an internal reference for each invoice and requires no extra work
by the user.
As each payable is entered, A/P automatically calculates the due date, discount
amount, and discount date, based on the terms stored in the vendor record, and
presents them as default values which can be used while entering information.
Payables can be entered for "temporary" vendors, so that one-time vendors can be
used without having to maintain Vendor File records for them.
Payable distributions can be made to an unlimited number of G/L accounts.
Credit vouchers, adjustments, and prepaids can also be entered through this function.
The Payables Edit List is available on request as an aid in the editing process.
On request, new payables are posted to the A/P Open Item File and a Payables
Register is printed.
Recurring Payables
You can also enter and edit recurring payables. A recurring payable is one that you
know will occur at some regular time interval.
You only have to enter the recurring payable once. Then you simply select the
recurring payables that are currently due. Regular A/P transactions are created for
them automatically.
Aged Open Items Report
The Aged Open Items Report can be printed on request for all or selected vendors.
Two formats are available. The detailed format shows all open items, with aged
totals for each vendor. The summary format shows only the aged totals for each
vendor.
Four user-defined aging periods are provided, and aging can be done by either the
invoice date or the due date.
View Open items
You can view all open items for a selected vendor.
Cash Requirements Report
Accounts Payable
Samco Power Accounting
Understanding Accounts Payable
1.10
You can print the Cash Requirements Report on request for all or selected vendors.
This report is useful in determining which vendors' items are to be paid. It shows past
and currently due items with any valid discounts. It also shows items not yet due, but
on which the discount would be lost if they were not paid before the next anticipated
payment date.
Manual Payments and Modifications
A/P handles manual payment of open items already entered as regular vouchers.
A manual payment is a payment made using a handwritten check instead of a
computer-printed check.
You can also modify due dates, discount dates, and discount amounts for existing
open items.
Payment Preparation
A very flexible payment preparation procedure is provided.
In the "group" selection mode, all current and/or past due items can be selected for
payment at once. You can also choose to pay items whose discount would be lost if
not paid prior to the next payment date.
You can select for payment individual invoices, or all invoices for a specified vendor,
or you can defer them from payment.
Partial payments can be made on any open item.
A Pre-Check Writing Report can be printed, showing all selected vouchers and what
the payment amounts plus discounts will be, so that any needed adjustments can be
made prior to actually printing checks.
Check Printing
At any time after payment preparation has been done, A/P checks can be printed.
With user customizable check formats, you can mold the A/P system to fit your
specific needs.
Provisions are included for restarting check printing from any specified point if
necessary to recover from a printer jam.
After printing checks, the A/P Check Register is automatically printed, showing all
computer-written checks, as well as all manual checks and prepaids entered since the
last Check Register was printed. The vouchers paid by each check are also shown.
Accounts Payable
Samco Power Accounting
Understanding Accounts Payable
1.11
Automatic Check Voiding
A simple check voiding procedure is provided. Distributions for checks are reversed
and vouchers are reinstated to the Open Item File automatically. (This requires that
Vendor History be used.)
Vendor History
A complete history of all transactions and payments for all vendors is kept on file for
as long as desired. At any time, you can print various reports showing this vendor
history information. These reports include the Open Payables by Date Report and the
full Check Register, showing all checks printed for any date range. The history of any
particular invoice can be inquired into on request.
Unneeded history detail can be purged from the file on request.
Purchases/Discounts
The Purchases/Discounts Report shows the total purchases and discounts (year-todate and last year) for each vendor shown.
Interface to General Ledger
G/L account distributions are created each time payables or checks are posted. The
Payables Distributions to G/L Report can be printed on request. This is normally done
at the end of each accounting period.
Accounts Payable can also be automatically interfaced to General Ledger.
Interfaces to Job Cost, and Purchasing or
Purchase Order
If you use Job Cost, Purchasing Plus/or Purchase Order, Accounts Payable will
automatically interface to one or both.
Password Protection
You have the option to specify that passwords are required. A password is a unique
code you assign to each individual using the Samco Power Accounting software.
When passwords are required, each potential user must first enter a valid password
before being allowed to use a protected function.
Data Integrity Checks
A data integrity check compares the actual numbers in the system to the calculated
or projected numbers. If these numbers do not match, you are warned that the
information may have been lost due to a machine or power failure.
Accounts Payable
Samco Power Accounting
Understanding Accounts Payable
1.12
By running this check at the beginning or end of the day, you can detect several
possible types of data file corruption (sometimes due to hardware or operating system
errors).
The Data Integrity Report is automatically printed when this function is run. If errors
are detected, warning messages are printed on the report.
Proper use of this data integrity check greatly reduces the problem of backing up
already corrupted data files.
___________________
Accounts Payable
Samco Power Accounting
Understanding Accounts Payable
1.13
Chapter 2
Getting Started
We assume at this point that you have installed Accounts Payable on your computer
according to the Installation Guide and System Functions manual. If you have not
done so, refer to that manual and install the A/P package before proceeding.
We also assume that you have familiarized yourself with the main features of this
package by reading the chapter titled Understanding Accounts Payable. If you have
not done so, read that chapter now, then return to this chapter.
Your Accountant
We advise that you consult with your accountant before using your Samco Power
Accounting packages. Your accountant should be familiar with your accounting
software in order to serve you well, and may have good advice on converting from
your existing A/P system.
The Accounts Payable Data Files
In order to use this package, you first must enter certain information describing your
accounts payable system and how you want your transactions handled.
There are several different data files which you must "build" (enter) before the
package will be ready for daily use. Here is a brief explanation of those five files:
Valid G/L Accounts File
This file contains all of your general ledger accounts used in A/P. Any time you use a
G/L account number, A/P will verify that it is in this file.
Accounts Payable
Samco Power Accounting
Getting Started
2.1
A/P Accounts File
This file contains all of your accounts payable accounts. These accounts must also
exist in the Valid G/L Accounts File.
Cash Accounts File
This file contains all of your cash accounts, including those used by Accounts
Receivable, Accounts Payable, and Bank Reconciliation. These accounts must also
exist in the Valid G/L Accounts File.
Company File
This file is used to record information about your company, such as your company
name, address, etc.
A/P Control File
This file contains basic information which defines the way you do your accounts
payable and, as a result, controls some of the features of the A/P package.
For example, part of this control information determines how you age your vendor
accounts. Since this information may affect other packages, it is important that you
enter it correctly.
A/P Forms File
Use this file to store your check format(s). Pre-defined formats are provided and can
be retrieved for modification or to use as is.
Vendor File
This file contains a record for each of your vendors. Each record contains such
information as the vendor's name, address, usual terms, and year-to-date and lastyear statistics.
A/P Open Item File
In A/P, an open item is any bill that has not been fully paid or any unused credit or
debit memo on file for any vendor. The A/P Open Item File is simply the collection of
all open items (called "payables") for all vendors.
Setting Up A/P
Perform these steps to start using Accounts Payable:
Accounts Payable
Samco Power Accounting
Getting Started
2.2
1.
Study the chapter titled General Rules in the System Functions manual. Since
most of the setting up of the system is described in the System Functions manual you
should become fully familiar with that guide before continuing with A/P.
2.
Start A/P according to the instructions in the chapter titled Using Accounts
Payable.
3.
The Company File is set up for you as part of the installation procedure. Use
Company information to modify the Company File to be appropriate for your
company. See the chapter titled Company Information in the System Functions
manual.
4.
Enter your valid G/L accounts, using Valid G/L accounts (System Functions). (If
you are also using General Ledger, you can enter your Chart of Accounts first, then
use Setup valid G/L accounts within G/L to transfer accounts to the Valid G/L
Accounts File.)
The Valid G/L Accounts File is used by A/P to ensure that every G/L account entered
into the system is a valid account. (See the chapter titled Valid G/L Accounts in the
System Functions manual.)
5.
Enter your cash accounts using Cash accounts. You can use an unlimited
number of cash accounts in A/P. You may cut checks in A/P against any of these
accounts. The accounts entered here must have been entered previously in the Valid
G/L Accounts File. (See the chapter titled Cash Accounts.)
6.
Enter your A/P accounts, using A/P accounts. You can use an unlimited
number of A/P accounts. The accounts entered here must have been entered
previously in the Valid G/L Accounts File. (See the chapter titled A/P Accounts.)
7.
Enter A/P control information, using Control information. The information in
the A/P Control File controls how A/P is used by your company. (See the chapter
titled Control Information.)
8.
Retrieve the pre-defined check formats and make any modifications necessary
to suit your needs. (See the chapter titled Forms.)
9.
Enter your vendors, using Vendors. (See the chapter titled Vendors.)
10.
Before using A/P on a regular basis, you must ensure that all outstanding
payables are entered into A/P and that the total of these payables corresponds to the
A/P account balance in your General Ledger. Use the Load Open Items feature in A/P
File Utilities (see Appendix B).
If you are not using General Ledger:
Gather together the documents which correspond to the outstanding account balance
in your General Ledger as of the day you plan to start using A/P on a regular basis.
Accounts Payable
Samco Power Accounting
Getting Started
2.3
Enter (print an edit list) and post regular payable transactions for all of these
outstanding payables.
You may enter each individual payable for each vendor, or one summary payable for
each vendor. Your choice here depends upon your business situation and should be
done with the advice of your accountant.
Note that if you enter one summary payable for each vendor, you will not be able to
track early payment discounts for the individual vouchers summarized, nor will you be
able to age these individual vouchers using the Aged open items report.
Next, print the Payables Distribution to G/L Report, specifying that the distributions
are to be purged. Print this report "Earliest/Latest" and for all G/L accounts.
This step must be done in order to purge all distributions created by posting the
outstanding payables. Since these distributions have already been entered into your
General Ledger, the outstanding balance for your A/P account, as shown on the Aged
Open Items Report (when run by invoice date), should tie out to the A/P account in
your General Ledger.
At this point, the open items in A/P correspond to your A/P account balance in
General Ledger and there are no outstanding un-purged distributions in A/P. You are
now ready to start using A/P on a regular basis.
Payables which are posted from this point forward will create G/L distributions.
These distributions can then be printed and purged. The Payables Distribution to G/L
Report is then used to transfer the debits and credits from A/P to your manual
General Ledger.
If you are using G/L:
Gather together the documents which correspond to the outstanding account balance
in your General Ledger as of the day you plan to start using Samco Power Accounting
A/P on a regular basis.
Enter (print an edit list) and post regular payable transactions for all of these
outstanding payables.
You may enter each individual payable for each vendor, or one summary payable for
each vendor. Your choice here depends upon your business situation and should be
done with the advice of your accountant.
Note that if you enter one summary payable for each vendor, you will not be able to
track early payment discounts for the individual vouchers summarized, nor will you be
able to age these individual vouchers using Aged open items report.
Next, print the Payables Distribution to G/L Report, specifying that the distributions
Accounts Payable
Samco Power Accounting
Getting Started
2.4
are to be purged. Print this report "Earliest/Latest" and for all G/L accounts. Specify
that the distributions are to be purged and that all distributions are to be purged, not
just distributions already interfaced to G/L. You want all distributions to be purged in
this case because your A/P account balance already includes all of these distributions
and you do not want any of these distributions transferred to General Ledger.
The outstanding balance for your A/P account, as shown on the Aged Open Items
Report (when run by invoice date), should tie out to the A/P account in your General
Ledger.
At this point, the open items in A/P correspond to your A/P account balance in
General Ledger and there are no outstanding un-purged distributions in A/P. You are
now ready to start using A/P on a regular basis.
Payables which are posted from this point forward will create G/L distributions.
These distributions are transferred to General Ledger using the selection Get
Distributions in G/L. See the G/L User Manual chapter titled Get Distributions for
more information on this selection.
11.
Run Data integrity check to ensure that the "actual" and "calculated" amounts
of information in the data files are equal. If there is a difference between the actual
and calculated amounts, set these equal at this point. (Later, you will be running
data integrity checks periodically to verify the accuracy of the information in your
data files. Here, you are setting them equal so that you can detect and resolve
variances later.)
See the chapter titled Data Integrity Check.
12.
Begin using the A/P package on a regular basis, making all entries through this
package, unless you are using Purchase Order or Purchasing Plus. (See the chapter
titled Guide to Daily Operations.)
Regular Use
When you have finished building your data files as above, you will be ready to use A/P
on a regular basis. The remaining chapters in this manual show you how to:
-
Enter payables
Enter recurring payables
Print the Aged Open Items Report
View a vendor's invoices
Modify A/P open items
Print the Cash Disbursements Projection Report
Print the Cash Requirements Report
Prepare payments and print checks
Void checks
Print the various vendor history reports
Accounts Payable
Samco Power Accounting
Getting Started
2.5
-
Print the GST Paid Report
Purge fully paid open items
Purge temporary vendors
Print the Payables Distributions to G/L Report
Print the Purchases/Discounts Report
Perform year-end functions (See the year-ending checklist in the chapter titled
Guide to Daily Operations.)
Perform a data integrity check
Appendix 1 explains how to initialize (create from scratch) your A/P data files. You
may never need this function, but it is included just in case. If you use multiple
companies, you may have to create data files for additional companies with this
function.
Appendix 2 explains various file utilities for exporting, importing, and recovering your
data.
Samco Support
The user manuals are designed to allow you to use Samco's Power Accounting
application software without any additional help. However, if you encounter problems
you cannot resolve by referring to these manuals, you may want to get additional
assistance. Your supplier should be able to provide such assistance, or he may be
able to recommend an independent source.
If all else fails, contact:
Samco Help Desk
Unit 61, 7789 - 134th Street
Surrey, B.C. Canada V3W 9E9
Phone:(604) 597-4211
Fax: (604) 597-7320
E-mail: support@samco.com
Web: http://www.samco.com
Samco provides support on a fee-for-service basis. Please ensure that you have the
software release, serial number(s), media type, payment information (Visa or
MasterCard) and other related information available when you call.
For a detailed description of Samco's support and customer services, please check out
our web site at http://www.samco.com.
Training
You may go to your own dealer for training; however, if your dealer does not offer
training, call Samco at (800) 663-2080.
____________________
Accounts Payable
Samco Power Accounting
Getting Started
2.6
Chapter 3
Using Accounts Payable
About This Manual
This manual provides the information needed to learn and use Accounts Payable.
In order to begin employing Accounts Payable you must first do some preliminary data
preparation. Refer to the Getting Started chapter in the System Functions manual for
instructions on setting up the common data files used by all Samco Power Accounting
applications. This is includes setting up multiple companies, printers, users,
passwords, etc.
Organization
The next chapter is a guide to daily operations. It explains how you use Accounts
Payable to perform various daily, weekly, and periodic tasks.
After the guide, the next few chapters give instructions on how to enter the basic
information which will set up your package according to your needs and prepare you
for daily operation.
Following those come chapters which you will use most frequently. They describe
how to use Accounts Payable on a daily basis.
The last few chapters describe selections which are used periodically, including such
selections as purging temporary vendors.
Accounts Payable
Samco Power Accounting
Using Accounts Payable
3.1
Additional information can be obtained from the System Functions manual, which
contains chapters that describe features common to all Samco Power Accounting
packages.
Topics covered in the System Functions manual include:
•
•
•
•
•
•
•
•
•
•
Defining multiple companies
General rules
Help
Setting up Printers
Maintaining Users
Setting up Valid G/L Accounts
Switching companies
Defining menu selections
Passwords
Glossary of terms
How to Use This Manual
When beginning, you will want to keep this manual handy so you can refer to it as
often as you need. Later, you may only need to refer to it occasionally.
Each chapter of this manual provides instructions on how to use a particular selection
of your software.
Throughout the manual many data entry fields will be preceded by a [?] character.
This means that by entering a [?] you can look up information from a list. (See the
chapter titled Find in the System Functions manual for details.)
SAM (Samco's Automated Manuals)
While using your software, press the [F10] key ([F11] for the Windows version) at any
time to access an on-line version of your user manuals.
Starting Up Accounts Payable
In order to access the Accounts Payable package for each company ID, you must have
first done the necessary set up as described in the Getting Started chapter of the
System Functions manual.
Assuming you have done this, select Accounts Payable from the main menu. The
following menu will be displayed:
Accounts Payable
Samco Power Accounting
Using Accounts Payable
3.2
The Accounts Payable package main menu is made up of two screens (or pages).
Above is the primary screen where you will do most of the day-to-day activities.
The second screen, accessed by pressing [F2] contains those functions used for initial
set up of the system and periodic maintenance. Below is a sample of the second page
of the A/P main menu:
Accounts Payable
Samco Power Accounting
Using Accounts Payable
3.3
To Exit the A/P Package
To exit the A/P package, press [Tab] from page 1 of the A/P menu. To exit
completely out of the system, either press [F3] and then type in EX, or press [Tab]
until you are prompted "Do you wish to exit ?" (answer Y to exit or N to return to the
main menu).
____________________
Accounts Payable
Samco Power Accounting
Using Accounts Payable
3.4
Chapter 4
Guide to Daily Operations
Introduction
The following checklists are provided as examples of how you might use Accounts
Payable to perform various daily and periodic tasks.
While we attempt to present the tasks in a logical order, you should adjust the
checklist as necessary to meet your own needs. You may wish to consult with your
accountant for advice on organizing your own checklists to ensure the efficiency and
security of your business operations.
Daily Operations Checklist:
EACH DAY
EACH DAY, AS NEEDED
____ Enter new vendors using Vendors.
____ Enter payables using Payables.
Accounts Payable
Samco Power Accounting
____
Inquire into current payables activity, using View
open items.
____
Inquire into partially or fully paid open items using
View vendor invoices. This selection is only
available if you are using vendor history.
Guide to Daily Operations
4.1
EACH DAY
EACH DAY, AS NEEDED
____ Enter new recurring payables transactions using
Recurring payables.
____ Select recurring payables for use using Select for
use.
____ Copy selected recurring payables to the Payables
Transaction File using Use selected.
____ Post payable transactions
____ Print the Non-AP/Manual Check
Register to obtain a register of
all manual and non-A/P checks.
(If this register is not printed
prior to posting computer checks,
all manual and non-AP checks
will appear on the computer
check register the next time you
print and post checks.)
____ Print the Cash Requirements Report
to determine which vouchers are
due to be paid.
____ Select vouchers for payment using
Prepare payments.
____ Print checks and post using Print
checks and post.
___
Void checks (after posting) using
Void checks. This selection may
only be used if you are using
vendor history.
____ Change the due dates of vouchers using Modify.
____ Mark vouchers as manually paid using Modify.
Accounts Payable
Samco Power Accounting
Guide to Daily Operations
4.2
____ Post Modify transactions.
____ Print an Aging Report using Aged open items.
EACH DAY
EACH DAY, AS NEEDED
____ Print a Cash Disbursements Report using Cash
disbursements. This report can assist you to
estimate your cash needs based upon payables that
are coming due in future weeks.
____ Print vendor labels.
____ Enter vendor purchasing addresses using Purchasing
addresses.
____ Print the Open Payables by Date
Report. Print this report as of
your period ending date. This
report will show all payables
outstanding as of the period
ending date (even if they have
been paid since the end of the
accounting period.) This report
should tie out to your A/P
account balance in General
Ledger. (This report may only
be printed if you are using
vendor history.)
____ Print a monthly check
register using Check register.
(This report may only be printed
if you are using vendor history.)
____ Print the GST Paid Report for remittance purposes.
Accounts Payable
Samco Power Accounting
Guide to Daily Operations
4.3
EACH DAY
EACH DAY, AS NEEDED
____ Print the Payables Distribution
to G/L Report (from "Earliest"
to the last date of the
accounting period) to get a list
of the distributions to G/L.
If you are not using G/L, you
may back up your data files
and then purge the distributions
when you print the report. If
you are using G/L, then do not
purge the distributions at this time.
____ If you are using G/L, back up
your data files and then run
Get distributions in the G/L
package to pull the distributions
from A/P into G/L. Follow the
procedures described in the G/L
User Manual. You may purge
the distributions when running
this selection in G/L. If you
encounter any system difficulty
(e.g. power failure) while running
Get distributions, then restore your
backup and repeat this procedure.
____ Print the Purchases/Discounts Report to obtain a
comparison for each vendor of purchases year-todate as compared with last year.
____ Purge fully paid open items using
Purge open items. Once a fully
paid open item has been purged
from the system, it can no longer
be voided using Void checks.
Thus, you should only purge a
Accounts Payable
Samco Power Accounting
Guide to Daily Operations
4.4
fully paid open item when you
no longer expect that the check
which paid the open item will
have to be voided.
EACH DAY
EACH DAY, AS NEEDED
____ Purge temporary vendors using
Purge temporary vendors.
Temporary vendors who are
no longer referenced in the system
will be purged from the Vendor file.
____ Purge vendor history. Once
vendor history is purged, it is no
longer accessible to you. Thus,
you should retain history as long
as needed for normal operations.
____ Print a vendor list using Vendors
by name or Vendors by vendor number.
(This report contains the final
year-to-date figures for each vendor.)
____ Print the Purchases/Discounts Report.
This report contains the final
year-to-date figures for each vendor
as compared with the prior year.
____ Close the fiscal year for A/P,
using Close a year.
____________________
Accounts Payable
Samco Power Accounting
Guide to Daily Operations
4.5
Chapter 5
A/P Accounts
An accounts payable account is a current liability account in your General Ledger
summarizing the amount of money owed to your vendors for goods or services you
have received. A/P accounts should also be set up for provincial and federal tax
collection agencies for the remittance of taxes collected such as PST and GST.
A/P provides for an unlimited number of accounts payable accounts. You may define
as many as your business needs. You can set up multiple A/P accounts and then
assign each vendor to one of those accounts. All postings (payables and checks) for a
vendor will debit or credit the A/P account associated with that vendor.
To Begin
Select A/P accounts from page 2 of the A/P menu and then choose Enter.
Entering A/P Accounts
From the screen which appears, you can work with both new and existing A/P
accounts.
Accounts Payable
Samco Power Accounting
A/P Accounts
5.1
Enter the following information:
[?] *1. A/P account #
Enter the A/P account number. If the account you enter does not already exist in the
Valid G/L Accounts File, you may add it here.
Option:
[F1]
For the next A/P account on file
If this account already exists in the Valid G/L Accounts File, its description displays.
If not, enter the description.
2. Comments
Enter any comments about the A/P account.
Enter text in much the same way as most word processing programs, using the [Enter]
key, [Up][Down] keys, [Delete] key, [Tab] or [Esc] when done, etc. When you are
finished entering text, press [Tab] and follow the screen instructions.
When you press [Esc] or [Tab] while entering comments, you have these choices:
File
Accounts Payable
Samco Power Accounting
Save what I have just entered/changed. (Like pressing [Enter] at
"Field number to change ?" in other selections.)
A/P Accounts
5.2
Save & continue
Save what I have just entered/changed, but leave the information
on the screen because I want to continue to work with it.
Abandon changes Throw away what I have just entered/ changed. (Like pressing
[Esc] at "Field number to change ?" in other selections.)
Delete
Delete this entire comment from the screen. (Like Delete in
other selections.) The software will ask you to confirm the
deletion with an "OK to delete ?" message.
Deleting A/P Accounts
The [F3] key is used to delete an A/P account. An A/P account cannot be deleted if
it has been entered in the A/P Control File as a default A/P account, or if it has been
entered as the A/P account for a vendor. There are also other checks made. If you
cannot delete an A/P account for some reason, the software will inform you with a
message as to why.
Printing a List of A/P Accounts
From the A/P accounts menu, select Print.
From the screen which appears, enter the following information:
[?] 1. Starting account #
[?] 2. Ending account #
Enter the starting and ending account numbers. Follow the screen instructions.
3. Print comments ?
Your answer here determines whether comments will be printed.
_____________________
Accounts Payable
Samco Power Accounting
A/P Accounts
5.3
Chapter 6
Cash Accounts
The system allows for an unlimited number of cash accounts. Cash accounts are used
by Accounts Payable, Accounts Receivable, and Bank Reconciliation.
You enter your cash accounts here so that the cash account number can be verified
later when you post cash receipts in Accounts Receivable, cut computer checks in
Accounts Payable, or make checkbook entries in Bank Reconciliation.
Each cash account must first be entered in the Valid G/L Accounts File (see Valid G/L
accounts in the System Functions manual)..
To Begin
From page 2 of the A/P menu, select Cash accounts. Then from the Cash accounts
menu, select Enter.
Entering Cash Accounts
Accounts Payable
Samco Power Accounting
Cash Accounts
6.1
Enter the following information:
[?] *1. Cash account #
Enter the cash account number. If the account you enter does not already exist in the
Valid G/L Accounts File, you may add it here.
Option:
[F1]
To scan through the accounts on file
Description
Enter a description of the cash account if the account is not already on file.
2. Last check #
The last check number is used by Accounts Payable and Payroll to determine the next
check number to be used when A/P checks are cut. It is not used by Accounts
Receivable or Bank Reconciliation.
If you are using only A/R or B/R (or both):
This field displays "(Not applicable)" and entry is not allowed.
Accounts Payable
Samco Power Accounting
Cash Accounts
6.2
If you are using A/P:
If you only cut A/P checks from this cash account, enter the last A/P check number
used.
NOTE: If you have been using A/R or B/R, and are now installing A/P, be sure to
enter a last check number for any cash accounts already entered for A/R or B/R, for
which you plan to cut computer checks.
3. Comments
Enter text in much the same way as most word processing programs, using the [Enter]
key, [Up][Down] keys, [Delete] key, [Tab] or [Esc] when done, etc. When you are
finished entering text, press [Tab] and follow the screen instructions.
When you press [Esc] or [Tab] while entering comments, you have these choices:
File
Save what I have just entered/changed. (Like pressing [Enter] at
"Field number to change ?" in other selections.)
Save & continue
Save what I have just entered/changed, but leave the information
on the screen because I want to continue to work with it.
Abandon changes Throw away what I have just entered/ changed. (Like pressing
[Esc] at "Field number to change ?" in other selections.)
Delete
Delete this entire comment from the screen. (Like Delete in
other selections.) The software will ask you to confirm the
deletion with an "OK to delete ?" message.
Deleting Cash Accounts
The [F3] key is used to delete a cash account. A cash account cannot be deleted if it
has been entered in the A/P Control File as a default A/P cash account or if it is
currently in use by A/R or B/R. There are also other checks made. If you cannot
delete a cash account for some reason, the software will inform you with a message
as to why.
Printing a List of Cash Accounts
From the Cash accounts menu, select Print.
From the screen which appears, enter the following information:
[?] 1. Starting account #
Accounts Payable
Samco Power Accounting
Cash Accounts
6.3
[?] 2. Ending account #
Enter the starting and ending account numbers. Follow the screen instructions.
3. Print comments ?
Your answer here determines whether comments will be printed.
__________________
Accounts Payable
Samco Power Accounting
Cash Accounts
6.4
Chapter 7
Control Information
The A/P Control information selection contains basic information about the
accounting set-up of your company. The information contained in the A/P Control
File "controls" various functions in the Accounts Payable package and supplies default
values for other functions.
To Begin
Select Control information from A/P menu, [F2], Setup
You then see:
Accounts Payable
Samco Power Accounting
Control Information
7.1
Enter the following:
[?] 1. Default A/P acct #
When entering a vendor, you will assign the vendor a specific A/P account. The
account you enter here will appear as a default when entering the A/P account for a
vendor in Vendors. This account would be the one most frequently assigned to
vendors. It must have been previously entered in the A/P Account File.
[?] 2. Default cash acct #
When entering non-A/P checks, making a manual payment on an open item, and
printing checks, you will specify the cash account to which the checks are to be
posted. The account you enter here will appear as a default when entering the cash
account in Payables, Open items (Modify, manual payment), and Print checks and
post. This account would be the one most frequently used for your checks. It must
have been previously entered in the Cash Accounts File.
3. Default discount acct #
Enter the number of the account you most often use to record purchase discounts.
Accounts Payable
Samco Power Accounting
Control Information
7.2
When you enter vendors, this account is the default for the vendor's discount account.
You can either default to this account or enter a different account.
If the account you enter does not already exist in the Valid G/L Accounts File, you can
add it to that file now.
4. Distribute to A/R customers ?
(This question appears "N/A" if you do not have A/R installed and set up for this
company ID.)
Answer Y if you have A/R customers who can make purchases from suppliers who then
invoice you directly. You could then distribute the vendor's vouchers to the A/R
customer as a receivable transaction, and pay the supplier on their behalf.
This function is most widely used by co-op style operations where members can make
purchases from authorized vendors to gain better volume pricing. All billing for
member purchases from the vendor would then go back to the co-op for payment.
The co-op would enter the voucher in A/P, apply an A/R transaction to the members
account for payment from the member, and pay the vendor on behalf of the member.
[?] 5. A/R clearing acct
Enter the valid G/L account number which will be used as the default when you make
distributions of vendor invoices back to A/R customer accounts.
Fields 6 through 14 are used as defaults when you print the Aged Open Items Report.
6. Last vendor number
To use sequential vendor numbers enter Y.
7. Age by inv or due date
Enter I to age by "Invoice date" as the default or D to "Due date" as the default.
8. Number age days period 1
Enter the upper limit of the first aging period (current accounts) or use the option:
[F1]
For an upper limit of 30 days
9. Number age days period 2
Enter the upper limit of the second aging period (first past-due period) or use the
option:
[F1]
For an upper limit of 60 days
Accounts Payable
Samco Power Accounting
Control Information
7.3
10. Number age days period 3
Enter the upper limit of the third aging period (second past-due period) or use the
option:
[F1]
For an upper limit of 90 days
11. Number age days period 4
Enter the upper limit of the fourth aging period (third and last past-due period) or use
the option:
Option:
[F1]
For 999
999 means that the upper range is unlimited. Documents aged up to and over 999
days are included in period 4.
Entering any number other than 999 causes documents older than the number entered
to be ignored and not shown on the aging report. For instance, if you entered 150, a
document 170 days old would be ignored.
12. Aging period 1 descrip
Enter a brief description of this aging period or use the option:
[F1]
For "Current"
Whenever you use these aging periods on the Aged Open Items Report, the
descriptions for this field and the next three fields will be printed.
13. Aging period 2 descrip
Enter a brief description of this aging period or use the option:
[F1]
For "Over 30 days"
14. Aging period 3 descrip
Enter a brief description of this aging period or use the option:
[F1]
For "Over 60 days"
15. Aging period 4 descrip
Enter a brief description of this aging period or use the option:
[F1]
For "Over 90 days"
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Samco Power Accounting
Control Information
7.4
[?] 16. Check format to use
Enter the default A/P check format to use when printing checks (see the chapter
titled Forms later on in this manual).
Samples of a few of the pre-defined formats supplied by Samco are available at the
end of the chapter titled Forms later on in this manual.
Check printer
Enter the check printer default
Keep vend history file ?
Answer Y if you want to keep a vendor history file.
We recommend that you answer Y here. The only reason not to keep this history file
is if your hard disk has very limited space. (See the chapter titled Vendor History for
a full explanation.)
Your answer determines if vouchers and payments will be kept on file after being paid
off. You can store these for as long a time period as you wish, or you can selectively
delete parts of this file.
When you are using the Bank Reconciliation package, the Vendor History File is used
to store information until it is transferred to that package. Therefore, if you are
using (or intend to use) Bank Reconciliation, be sure to answer Y.
Last voucher number
The number entered here sets the starting number for vouchers. The first voucher
number assigned in Payables will be this number plus 1. When additional vouchers
are being entered in Payables, the voucher number is automatically increased by 1 for
each new voucher. (See the definition of Voucher Number in the Glossary in the
System Functions manual.)
Posting date to use ?
Enter the default date to offer when posting vouchers or checks or use the option:
[F1]
To default to your computer system's date
When posting vouchers and checks you can have the system attach a posting date
which is different from the document date. This date is attached to each G/L
distribution and GST transaction. When reporting on G/L distributions or printing the
GST paid report, you can select to print for a posting date range rather than the
actual document date. The posting date is also available in other areas for viewing
Accounts Payable
Samco Power Accounting
Control Information
7.5
and reporting.
Use user defined fields
Customize your vendor database with user defined fields. AP allows you to set 30
unique fields using the User defined fields function on page 2 of the AP main menu.
A control file flag USE USER DEFINED FIELDS? has been added and needs to be set in
AP  F2  SETUP  CONTROL INFORMATION (second page). When the field is set
to [Y], the following functions are either added or affected:





User defined fields (New)
Forms (more fields)
Vendors  Enter
Print vendors
Find vendors
Track vouchers by branch ?
(This field appears as "N/A" if you are not using multiple G/L account sections.)
Answer Y if you want the ability to distribute vouchers received from suppliers by the
branch they were billed to and subsequently be able to sort the vouchers on the
check by branch.
This functionality is useful for companies that have branch locations which receive
billings for purchases directly from the supplier but where payment is made by head
office. When the voucher is received into head office, the branch ID (profit centre) is
entered for the distribution. A check stub can then be designed (using Forms) to sort
the vendor's vouchers by the branch (profit centre) they were billed to when the
check is printed.
U.S. Companies Only
If you have set the "Company Canadian or U.S. ?" in the Company data to U (U.S.) for
this company ID, the following fields will appear in replace of the GST information:
Print 1099 forms ?
If you wish to produce 1099-MISC IRS reports for selected vendors, answer Y; if not,
type N.
The next three fields appear only if you specify to print 1099-MISC forms.
Taxpayer id number
Enter your taxpayer ID number.
Id type
Accounts Payable
Samco Power Accounting
Control Information
7.6
Enter the type of taxpayer ID number:
1 for "Business" (employer ID number)
2 for "Individual" (Social Security number)
The taxpayer ID number you enter changes to the appropriate format: 99-9999999 for
"business" or 999-99-9999 for "individual".
Year ending date
Enter the date on which the current calendar year ends.
This will be automatically updated when you perform the 1099 year-end procedures.
NOTE: This date is used by various functions to update the right 1099 amount fields
in the Vendor File. If this date is set incorrectly, then incorrect 1099-MISC amounts
will be accumulated.
Canadian Companies Only
If you have set the "Company Canadian or U.S. ?" in the Company data to C (Canadian)
for this company ID, the following fields will appear in replace of the 1099
information:
GST percent
Enter the default GST percentage charged on purchases. When entering vouchers,
the system will offer you the option of either automatically pulling the GST portion
out of the invoice total (using this percentage) or manually entering the GST charged.
[?] GST account
Enter the default valid G/L account to report GST recoverable/paid.
Track transactions by user ?
Answer Y if you want vouchers and disbursements tracked by the user who entered
them. When printing an edit list or posting you can tell the system to print or post
those transactions entered by one or "all" users.
Make any changes as usual.
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Samco Power Accounting
Control Information
7.7
Automatically post distributions to the G/L
Within Setup  Control information there are three fields that apply to automatic
posting to G/L
Interface to GL dist. Method: Your options are:
[P]
[D]
[N]
[G]
[F1]
to
to
to
to
to
distribute by compressing by period
distribute and compress by date
distribute but with no compression
compress using the G/L accounts compression setting
not use the auto-post functionality
Purge GL distribution
[Y]
[N]
if you want the distributions to G/L file purged along with the posting
you can still run the Distributions to G/L report and purge, but you will
not be able to distribute these transactions since they have already been
posted to the G/L.
Post GL journal immediately
This option allows you to not only distribute the transactions but also have them
posted. Existing journal entries are not affected by this.
Reference to use in G/L
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Samco Power Accounting
Control Information
7.8
The reference field from the voucher is available for distribution to the General
Ledger.
To set this up the compression code for the accounts payable control account in the
G/L must be set to [N] in G/L  Chart of Accounts.
Set this field to [R] for reference or [V] for Vendor name.
If the distributions are manually sent to the General Ledger with GL  Get
Distribution, enter [R] at the time to indicate that the reference is desired.
Voucher Selection Screen
You can cursor up and down selecting and deferring individual vouchers, plus we’ve
added the ability to select all vouchers, select only current, select past-due only, and
even pay up to a certain value.
To setup this new functionality go to Setup  Control information. The two new
fields used to set up the behavior of this new feature are:

Dflt vcher selection method defaults to B for batch mode (the new entry
method), while setting it to S for single mode reverts back to the original
selection method.

Default voucher table order allows you to select how you want the vouchers to
sort by default (PO number, invoice number, invoice net amount, discount
date, due date, or invoice date) – this is only a default and can be changed at
any time during voucher selection.
Show Vendor Address
When this field is set to [Y], AP  PAYABLES  ENTER displays the vendor address
and phone number of the entered vendor in a pop-up window. Press [ENTER] to
continue with the entry of the voucher or [TAB] if the wrong vendor was entered. If
the field in CONTROL INFORMATION is set to [N], there is no change to the existing
behaviour.
Shared file numbering with Payroll for EFT files
Only use this feature if you are creating EFT files in both Accounts Payable and
Payroll. As each internal file label in an EFT file must be unique, this feature allows
you to use the 6. Next file creation number in the Payroll control file as the “master
number” that is accessed and updated each time an EFT file is created in Accounts
Payable or in Payroll so you do not have to keep track of the next file number
yourself.
Setup
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Samco Power Accounting
Control Information
7.9
 Go to ACCOUNTS PAYABLE  F2  SETUP CONTROL INFORMATION
At Field number to change ?, select Next file creation number. Enter a new value or
F2=Use Payroll Fund Transfer – simply type in a new value or press [F2]. With [F2],
the system reads the Next file creation number field in the payroll control file and
copies it here.
Usage
Each time an EFT file is created, the payroll control file is updated and the EFT file
number from the payroll control file is displayed here as well.
Shared numbering with Payroll for checks by cash account
Use this feature if you want to share a series of check numbers between Accounts
Payable and Payroll. This feature allows you to set a cash account and its Last check #
in the Payroll control file as the “master number” that is accessed and updated each
time a check is created in Accounts Payable or in Payroll.
Setup
 Go to PAYROLL  F2  SETUP CONTROL INFORMATION
At Field number to change ?, select Permanent check number. If the system displays
the message Change not allowed press [F2] to allow a protected change. You now
have two options:
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Samco Power Accounting
Control Information
7.10

Enter a check number, [ENTER]

[F1] to use a Cash Account – simply type in the number of the cash account
to use or [?] to select from the Find Cash Account pop up window. Once you
have selected the cash account, the number of the cash account and the
Last check # from the cash account record are displayed.
OR
____________________
Accounts Payable
Samco Power Accounting
Control Information
7.11
Chapter 8
User Defined Fields
(If you answered N to Use user defined fields ? in Control information, skip this
chapter.)
Use this selection to define a maximum of 30 vendor user defined fields - these fields
will be available for data entry in the A/P Vendors function (see the chapter titled
Vendors later on in this manual). User defined fields allow you to customize your
vendor database to fit your specific needs. These fields can be viewed using the Find
Vendors function, printed on checks, or printed on purchase orders in Purchase Order
or Purchasing Plus.
A/P supports 3 different types of user defined fields - literal, date, and code:
Literal fields are used to enter in free form text (up to 50 characters). They
can be used for such things as your Vendor’s e-mail addresses, other contacts,
etc.
Date fields are used for entering dates.
Code fields allow you to set up a table of valid codes with a corresponding
description. For example, you may want to have a user defined field for
identifying the product category this vendor supplies you with. You could then
set up a table of category codes to select from when entering data for your
Vendors.
To Begin
From the second page of the A/P menu select Setup / User defined fields / Enter.
You then see:
Accounts Payable
Samco Power Accounting
User Defined Fields
8.1
On the screen displayed you will be able to define up to 30 different fields. These
fields will be available in the Vendors function for data entry. Enter information for
each field as follows:
Field title
Provide a description for this field or press [Enter] if you are finished.
Key ?
Answer Y if you want to be able to search for Vendors in the Find Vendors function
using this field (only literal and code type fields can be key fields).
Type
Enter one of the following options to identify the type of field this is:
C
Code field; used where a table of valid entries will be needed.
D
Date field (cannot be a key field)
L
Literal field; for the entry of free form text
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Samco Power Accounting
User Defined Fields
8.2
Length
(This will default to 6 for date fields and 3 for code fields, and cannot be changed.)
For literal fields enter the maximum number of characters to allow when entering
data.
If you are setting up a code type field a window (similar to the one below) will appear
for you to set up your table of valid codes.
In the window displayed enter the following:
Value
Enter a unique 3 character code ID or use one of the following options:
Options:
[Tab]
Exit from this window
[Enter]
Change the selected code
[F2]
Begin adding new codes
[F3]
Delete the selected code
Description
Enter a description for the code.
Format: 25 characters
Important Note: This is the only place where codes
can be maintained. If you want to add a new code
for a user defined field, select the field and press
[Enter] until the table window is displayed.
Deleting Fields
To delete an entire user defined field, select the field you no longer want available,
delete the title, and press [Enter]. You will be asked if it’s OK to delete the field.
Printing a List
From the second page of the A/P menu select Setup / User defined fields / Print.
____________________
Accounts Payable
Samco Power Accounting
User Defined Fields
8.3
Chapter 9
Forms
This selection allows you to tailor Accounts Payable to work with your A/P check
forms.
A/P comes with a number of standard pre-defined check forms, as listed below.
These pre-defined forms are in the A/P Form file (APFRMFxx). When you install A/P,
the Form file is also automatically installed. If any of the pre-defined forms supplied
with A/P are sufficient for your needs, refer to the section titled Load Pre-defined
Forms later on in this chapter for instructions on loading them for use.
Before you print A/P checks you must have already specified a form ID to be used in
the A/P Control File (see the chapter titled Control information). The form must
exist in the A/P Form file.
Some of the pre-defined forms supplied with A/P are:
Form ID
AP1
AP2
Description
Form #30-01
Form #30-09
Due to differences in printers, some adjustments may be needed to the system
printers or the printer types being used in order to use these pre-defined forms.
Adjustments to the form may also be required due to minor differences in the image
masters used for printing the cheque forms at the printers. If this is the case, then
the standard form should be copied and the adjustments made to the copy.
If you choose to create your own form, you should make a copy of an existing form
that is similar to the form you wish to use and modify the copy. You may also design
your form "from scratch", but this is not recommended.
Accounts Payable
Samco Power Accounting
Forms
9.1
An unlimited number of forms can be defined with this selection. ‘Forms’ allows you
to print almost any information field in the A/P Open Item file and many fields from
the Vendor file.
We suggest that you first become familiar with the pre-defined forms provided with
this package. Then use this chapter to modify the pre-defined forms as required or to
design your own forms.
Definitions
Described below are definitions for certain terms used in this selection and in this
chapter.
Header, Line Item, and Totals Groups
Each form consists of three information groups:
The Header is the top part of the form and typically includes information that
relates to the vendor in general (for example, the vendor's number and name).
Header information always prints before Line Item and Totals information.
The Line Items group is the stub portion of the form, and typically includes the
information for each voucher (such as the document number and PO, amounts,
apply-to etc). Line Item information always prints after Header information
and before Totals information.
The Totals is the body of the check itself, and typically includes the check
date, the vendor's name and address, the check amount etc. Totals
information always prints after Header and Line Item information.
Paginated
A form is either paginated or not paginated.
A paginated form is one that may have multiple pages, where each page is the same
length. Pre-printed forms and forms that are separated from one another by
perforations are examples of paginated forms.
A form that is not paginated has no specific length. Continuous paper on a roll, such
as that used on a calculator, is an example of a non-paginated form.
Typically, "checks" are always paginated.
Lines and columns
The length of a paginated form is defined by the number of lines on the form, from
the top of the form to the bottom. If printing is done at 6 lines per inch, an 11-inch
Accounts Payable
Samco Power Accounting
Forms
9.2
form has 66 lines.
When defining a paginated form, you specify the starting line number of the Header
information, the starting and ending line numbers of the Line Item information, and
the starting line number of the Totals information.
When defining each data field to be printed on a paginated form, you specify the
group of the field (Header, Line Item, or Totals), its line number within the group,
and the starting column number where it is to print.
The line number of a field is its print line number starting at the first line of that
group. For example, if you specified that the Line Item information starts on line 10
of your form and ends on line 40, you are allowing for 31 lines of Line Item
information. The line number of a Line Item field must be between 1 and 31.
The column number of a field is simply the number of spaces to the right of the left
margin of the form, beginning at 1.
To Begin
From the second page of the A/P menu, select Forms. From the Forms menu, select
Enter.
Entering Forms
This is the screen you see:
Accounts Payable
Samco Power Accounting
Forms
9.3
On this screen, you identify the form with an ID, and description, and define its
general appearance.
From this screen, you can work with both new and existing forms. If a form exists for
the form ID you specify, that form appears and is available for changes or deletion.
Enter the following information:
[?] *1. Form ID
Enter the ID for this form, or use the option:
[F1]
To scan through the existing forms on file
If the form ID you specify already exists, the information for that form displays and
may be changed or deleted as usual. You also may use one of these options:
[F2]
To display the form as it currently exists (see the section titled
"Displaying the Form" later in this chapter)
[F3]
To delete the form.
[F5]
To print a test form, substituting "X's" or "9's" for each field that you have
selected to print (see the section titled "Testing the Form" later in this
Accounts Payable
Samco Power Accounting
Forms
9.4
chapter)
[F6]
To copy an existing form to a new form (see the section titled "Copying a
Form" later in this chapter)
2. Description
Enter the description of this form type.
3. Force column positions
4. Check with last stub ?
Answer Y if the actual check is to be printed on the last stub should more than one
stub be required to print all line items.
5. Width
Enter the number of columns that may be printed on a form. Your entry here is
determined by the width of your form, as well as the setting on your printer for
characters per inch (or "pitch").
6. Paginated ?
Answer Y if the form has a specific length that does not change, regardless of the
information to be printed on it.
Answer N if the length of the form varies, depending upon the amount of information
printed.
If you answer Y to "Paginated ?", the following fields appear:
7. Length
Enter the number of lines on each form. Your entry here should represent the entire
length of one form, including any area at the top and bottom of the form that you
wish to leave blank.
Besides the length of the form, the number of lines you enter here is determined by
the setting on your printer for the number of lines per inch.
8. First line for headers
Enter the first line number on which header information is to print.
9. Headers 1st page only ?
Answer Y to print header information on only the first page of the form. Answer N to
Accounts Payable
Samco Power Accounting
Forms
9.5
print it at the top of every page of the form.
10. First line for vouchers
Enter the line number on which the first voucher is to print. Your entry must be
higher than the line number specified for "First line for headers" (field number 7).
11. Last line for vouchers
Enter the line number on which the last voucher is to print. Your entry must be
higher than the line number specified for "First line for line items" (field number 9).
12. Use 2nd Stub
13. Repeat the first Vouchers
14. First line for 2nd stub
Enter the first line number for the 2nd stub
15. First line for totals
Enter the first line number on which totals information is to print. Your entry must
be higher than the line number specified for "Last line for vouchers" (field number
10), and less than the number of lines specified for "Length" (field number 6).
Make changes as usual. For an existing form, you are then asked "View/change form
layout ?". Answer Y if you wish to review or work with any of the fields to be printed
on the form.
When defining a new form, or if you specified to view the layout of an existing form,
the screen appears as follows:
16. Printer
Use the Printer field to identify the default printer for cheques. Follow the system
prompts.
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Samco Power Accounting
Forms
9.6
On this screen, you describe each field to be printed on the form. Up to 200 fields
may be selected to print on each form.
For each field, enter the information as follows:
1. Field group
Enter H if the field is part of the Header group (top portion of the check stub), L for
the Line Item group (vouchers on the check stub), or T for the Totals group (the check
body itself). You may also use one of the options:
[F1]
To scan through the fields on file for this form
[F2]
To display the form as it appears so far (see the section titled "Displaying
the Form" later in this chapter)
2. Line number
Enter the line number on which this field is to print, or use the option:
[F1]
To display the next field on file within this group
[F2]
To enter a calculation for later use by the "Calculation register" field
(see the section titled Calculations for instructions on using this
function).
Accounts Payable
Samco Power Accounting
Forms
9.7
For a paginated form, enter the line number within the group on which this field is to
print. For example, if you specified that the first line for headers is 4 and the first
line for line items is 10, there are 6 lines available for the header group. This means
that line numbers 1 through 6 would be valid entries here.
For a non-paginated form, any line number from 1 to 999 is valid.
If you pressed [F2] to do a calculation, refer to the section titled Calculations for
further instructions on using this function.
3. Column
Enter the starting column in which to print this field, or use one of the options:
[F1]
To display the next field on file within this group that is on or above the
specified line number
[F2]
To insert a new line within this group
[F3]
To delete the current line within this group
Your entry may not be greater than the width of the form. At "Field number", the
screen displays as follows:
The window which displays at the bottom of this screen shows the first fields
available for printing in the selected area of your form. (Your screen may appear
slightly different depending on whether you are entering a Header, Lint Item, or
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Samco Power Accounting
Forms
9.8
Totals field.) There are several more windows showing additional fields which you
may select to print.
To see the additional windows, press [PgDn]. To return to a previous window, press
[PgUp].
If you had previously selected any of these fields to print on this form, an asterisk
appears next to the field number.
Refer to the section titled "Form Fields" later on in this chapter, for a description of
each field displayed in the windows for Headers, Totals and Line Items.
Continue entering the information as follows:
4. Field number
Enter the number of the field that you wish to select, or use one of the options:
[F1]
To display the next field on file that is on or after this line
number
and column number
[Enter]
To enter a literal (text) instead of a field number (see the section
titled Literal Fields later in this chapter)
If you are entering a printer function, skip to the subsection titled "Printer Features"
immediately following the "5. Conditional print ?" field explanation.
5. Conditional print ?
Answer Y if this field is to print only when some field (to be specified next) meets a
specific condition. Answer N if this field should always print.
If you answer Y, these additional fields appear:
When Field-#
When the field selection window appears, enter the number of the field upon which
printing is dependent. Use the [PgUp] and [PgDn] keys to see additional windows.
(value)
Enter the conditions that this field must meet in order for the field being defined to
print.
First, enter one of the following abbreviations:
EQ
NE
=
=
Accounts Payable
Samco Power Accounting
equal to
not equal to
Forms
9.9
GT
LT
GE
LE
=
=
=
=
greater than
less than
greater than or equal to
less than or equal to
Then enter the value that the dependent field must contain to complete the
condition. Press [Enter] to indicate a value of zero (for a numeric or date field) or
spaces (for an alphanumeric field).
Printing a Field Under More Than One Condition
If you need to print a field when either one condition or another is met, define
the field specifying the first condition as described above. Then define the
field again, using the same line number, column number, and field number.
After entering the field number, a message informs you that the field is already
defined and you are asked if you wish to define a duplicate. Answer Y and
complete the definition, specifying the other condition under which the field is
to print.
This allows printing under one condition or the other. There is no way to
request printing when both conditions are true.
Printer features
Printer features are used to advise the printer to do something special; such as
change type size, turn bold on, turn bold off, etc. (For further details on setting up
printer features refer to the chapter titled Printers in the System Functions manual.)
To turn a printer feature on select 3 (Printer feature) at the 4. Field number prompt.
The screen appears as follows:
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Samco Power Accounting
Forms
9.10
Enter the following information:
5. Repeat
Enter the number of times the printer feature you enter below will be repeated.
The most common purpose for entering a value greater than 1 is if you want to
physically print a special character (such as graphics) more than once.
[?] 6. Feature code
Enter a valid printer feature code or use the option:
[F1]
To display the next printer feature code on file.
If you are turning a printer feature on such as bold, condensed print, or italics, you
will want to start the next printed field on top of the printer feature code since the
printer feature code doesn't actually print anything, nor does it take up space on the
form.
One thing you might want to try is setting up a printer feature for condensed print,
and a printer feature that returns you to a normal print mode. When setting up a
field that is longer than the space on your form allows, you can enter the printer
feature code to switch to condensed print, print the field, and then enter the printer
feature code to return to normal print mode.
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Samco Power Accounting
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9.11
Alternatively, you may even want to set up a printer that prints in condensed print
only, and then set up your A/P check form so that it is spaced accordingly.
Alphanumeric, Numeric, Date or Time, and Literal Fields
The remaining fields control the appearance of data on the form. The fields
requested depend on the type of field you selected in "Field number" (field number
4). There are four different types:
Alphanumeric fields may contain any combination of letters, digits, and
special symbols.
Numeric fields only contain digits, along with any decimal points, minus signs
or parentheses (for negative numbers), and commas.
Date fields only contain dates.
Literal fields contain text that you type. Most literal fields are defined by
pressing [Enter] at "Field number", rather than specifying a field number.
Alphanumeric Fields
The following two fields display for each alphanumeric field:
6. Length
Enter the number of characters you want to print in this field, up to the maximum
number shown, or press [Enter] for the maximum length of the field.
7. Justify
Enter R to "right-justify" the characters, or use the option:
[Enter]
For no justification, to print the characters as entered
If you specify "right-justify", the characters will be aligned with the right-hand margin
of the space for this field.
Numeric Fields
The following five fields display for each numeric field:
6. Integer digits
Enter the number of integers (digits to the left of the decimal point) you want to print
Accounts Payable
Samco Power Accounting
Forms
9.12
in this field, up to the maximum shown, or press [Enter] for the maximum shown.
7. Decimal digits
(If the field has no decimal places, "Not applicable" displays here.)
Enter the number of decimal places you want to print, up to the maximum shown, or
press [Enter] for the maximum shown.
8. Commas ?
(If the field has fewer than 4 integer digits, "Not applicable" displays here.)
Answer Y to use commas when printing this field.
9. Leading zeros ?
Press [Enter] if you want to have the field displayed with leading blank spaces, or use
on of the options:
0
To have 0's filling the space in front of the number (i.e. 123.00 is printed
000000123.00)
*
To have *'s filling the space in front of the number (i.e. 123.00 is printed
******123.00).
10. Negatives ?
(If the field cannot be negative, "Not applicable" displays here.)
Enter the letter which designates how negative numbers are printed, as follows:
R
minus sign to the right of the number [99.99-]
L
minus sign to the left of the number, in a fixed position [- 99.99]
F
minus sign to the left of the number, in a floating position [99.99]
C
"CR" to the right of the number [99.99CR]
P
enclose number in parentheses [(99.99)]
When you complete entry of a numeric field, the print format of the field as you have
defined it is displayed on the screen.
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Samco Power Accounting
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9.13
Date Fields
The following field displays for each date or time field:
6. Format
For a date field, select the format to use when printing this field, as follows:
1
2
3
4
5
MM/DD/YY (03/31/01)
MMM DD YY (Mar 31 01)
MMM DD (Mar 31)
DD-MMM-YY (31-Mar-01)
Month DD, YYYY (March 31, 2001)
When you complete entry, the print format of the date or time as you have defined it
is displayed on the screen.
Literal Fields
The following three fields display for each literal field:
6. Length
Enter the number of characters to be used when printing this field, up to the
maximum shown, or press [Enter] for the maximum shown.
A total of 1000 characters is available for printing all literal fields on a form, with a
maximum of 80 characters for each. (A message displays when less than 150
characters are available.)
7. Text
Enter the exact text to be printed, up to the length specified in field number 6.
Calculations
The calculations functionality built into forms, allows you to compute and store up to
20 figures for later printing on your check forms using the "Calculation register" field.
Calculations are rarely needed for normal check printing. If you are using a standard
check format or find no need to make any special calculations, please skip this
section.
There are basically two steps to doing a calculation:
1.
Enter one or more calculations to gain a desired figure(s).
Accounts Payable
Samco Power Accounting
Forms
9.14
2.
Enter the calculation register(s) to print in your form layout.
To make a calculation, press [F2] at the Line ? prompt. The screen appears as
follows:
Enter the following data:
2. Sequence #
Enter the sequence in which this calculation is to occur. This is the logical order in
which the calculations are made.
The purpose of this field is to allow you to re-use a calculation register once you are
finished with it.
3. Register #
Enter the calculation register (from 1 to 20) to store the amount computed from the
equation entered below.
This register can then later be used to print using the Calculation register field entry.
4. Operand 1
Accounts Payable
Samco Power Accounting
Forms
9.15
Enter the first operand field to use in the calculation from the window displayed, or
press [Enter] to enter a constant.
5. Operator
Enter one of the following equation operators:
+
*
/
DIV
MOD
INT
FRC
RND
Add to Operand 1 to 2
Subtract Operand 2 from 1
Multiply Operand 1 by 2
Divide Operand 1 by 2
Divide Operand 1 by 2, but store only the integer portion of the resulting
figure; i.e. 8 divided by 5 equals 1.6 but only 1 is stored in the
calculation register (the .6 is stripped off).
Modulus division of operand 1 by 2, storing the remainder in the
calculation register; i.e. 10 divided by 3 is 3 with 1 left over -- the 1 is
stored in the calculation register.
Store the integer portion of Operand 1 in the calculation register
(Operand 2 is skipped); i.e. 123.54 is stored as 123 in the calculation
register.
Store the fraction portion of Operand 1 in the calculation register
(Operand 2 is skipped); i.e. 123.54 is stores as .54 in the calculation
register.
Round off Operand 1 and store the resulting figure in the calculation
register. When selected you will be asked for a second operand which is
the digit to round off to; valid responses to the second operand are "1"
for the 1st decimal, "2" for the 2nd decimal, "-1" to tens, "-2" to
hundreds etc..
6. Operand 2
Enter the second operand field used in the calculation from the window displayed, or
press [Enter] to enter a constant.
The following are a few key things to keep in mind about using calculations:
1.
When printing A/P checks, the calculation registers are reset for each
check section.
2.
The sequence number is used to determine the order in which the
calculations occur.
3.
Calculations from headers, lines, and totals cannot be used
interactively.
4.
Calculation registers are not actually printed until you enter them in the
header, line, or totals sections using the Calculation register field.
Accounts Payable
Samco Power Accounting
Forms
9.16
Displaying a Form
While entering a form, you can press [F2] to see what the form looks like so far.
Follow the screen instructions.
If one field overlaps another field, either question marks or asterisks appear in the
area of overlap.
Question marks display if none of the overlapping fields are conditionally printed, in
which case you probably need to change the position of a field.
Asterisks display if at least one of the overlapping fields is conditionally printed. In
this case, you may wish to review the definitions of the overlapping fields to ensure
that they do not print under the same conditions.
Testing a Form
A test form can be printed which substitutes "X's" or "9's" for each field that you have
selected to print. You can print the test on the actual form you intend to use, or on
plain paper. (When using Prepare payment/print checks, you can also print a test
alignment form.)
To test your form, at the first Forms screen, display the form you wish to test and
press [F5].
Copying a Form
You can rapidly produce a new form by copying an existing form which is similar to
the new one. After copying the form, tailor the new form by changing the form and
field information as necessary.
To copy a form, at the first Forms screen, display the existing form that you wish to
copy and press [F6].
A window displays for you to enter the following information:
Copy to form ID
Enter the ID of the new form. The form ID will be automatically created during the
copy process if it does not already exist.
After the copy process is complete, you may change the new form as needed.
Printing a Forms List
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Samco Power Accounting
Forms
9.17
This selection prints a report that lists the forms you have defined. You may select to
print a specific form, a range of forms, or all forms.
For each form on the list, you are shown general information (description, form
width, if form is paginated, etc.). The field definitions for each form type may also
be optionally printed.
From the Forms menu, select Print.
On the screen which appears, enter the following:
[?] 1. Starting form id
[?] 2. Ending form id
Enter the range of form ID's for which to print the list. Follow the screen instructions.
3. Print fields ?
Answer Y to print the information defined for each field on a form. If you answer N,
only the general information about a form is printed.
NOTE: Many fields are defined for each form type of the pre-defined forms supplied
with A/P. Selecting to print fields for several types may require a significant amount
of time and paper.
Loading Standard Forms
Samco provides a number of standard A/P check forms which you can use. To make
these forms available for use you must first run the Load function from the Forms
menu.
The screen displays as follows:
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Samco Power Accounting
Forms
9.18
Answer Y to continue with the import, or N to cancel.
A sample listing of some of the pre-defined A/P check formats is provided at the end
of the chapter.
Printing a Field Location Grid
The field location grid is a tool to help you lay out your form properly. When you
print this grid right on your check form, you will see the exact rows and columns of
every piece of check information. You will then be able to specify the exact row and
column for each piece of information when you’re requested to do so later.
To begin, select Grid from the Forms menu. The following screen is displayed:
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Samco Power Accounting
Forms
9.19
Enter the following information:
1. # of rows on the form (top to bottom)
Enter the number of rows to appear on the grid. The number you enter here
corresponds to the number of rows on your invoice form.
You can also use the option:
[F1]
per
To use 66 rows, which corresponds to regular 8 1/2" x 11" paper, 6 rows
inch, with no top or bottom margins.
2. # of print columns (left or right)
Enter the number of print columns to appear across the page on the grid, or use the
option:
[F1]
To use 80 columns, which corresponds to regular 8 1/2" x 11" paper, 10
character per inch, with 1/4" left and right margins.
You then see the following screen:
Accounts Payable
Samco Power Accounting
Forms
9.20
The printer should always be ready to print in location 1,1 (that is row 1, column 1).
Type DONE and the grid prints.
After the grid is printed, you are asked whether you want to print it again. If you
answer Y, another grid prints; if N, you are asked to mount regular paper.
Form Fields
The following is a description (with pointers on usage) of the various fields available
when designing forms.
Header/Totals
Field Name
Description / Notes
Blank line
When this field is selected, no other data is printed on the
line, even if it is defined.
Calculation register Used to access register values stored during calculation routines.
Printer feature
Turns a printer feature on or off
Suppress line
Used to suppress the printing of an entire line when a
specified criteria(s) is met.
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Samco Power Accounting
Forms
9.21
Check number
Check number
Check date
Check date
Check amount
Prints the check amount in numbers
Check amt in words
Prints the total of the check in words rather than numbers
Comment
Comment line from the voucher
Company name
Company report name from Company data
Company address
Company address lines 1 - 3 from Company data
Company phone number
Company phone number from Company data
Company GST reg #
Company GST registration number from Company data
Last page flag
If you selected that the totals for the check print on the
last stub, this flag checks to see if it is the last page of the
check.
If it is, the totals will be printed.
Page number
If the form is paginated, prints the physical page number of
the check.
Vendor number
Vendor number
Vendor name
Vendor name from either Vendor File or, if a one-time
vendor, from the voucher transaction.
Vendor address 1 - 3
Vendor's address(es) from the Vendor File or, if a one-time
vendor, from the voucher transaction
Vendor contact
Contact-1 from the Vendor File
Vendor fax number
Fax number from the Vendor File
Vendor GST reg #
Vendor's GST registration number
Vendor phone number
Vendor's phone number for contact-1 in the Vendor File
Vendor payment group
Vendor's payment group
Vendor terms desc
Description of the vendor's terms from the Vendor File
Vendor type
Vendor type code from the Vendor File
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Samco Power Accounting
Forms
9.22
Vendor due days
Default "Due days" from the vendor's record
Vendor discount days
Default "Discount days" from the vendor's record
Vendor cutoff days
Cutoff day from the vendor's record
Vendor's ref #
the
Your reference or account number with the vendor from
vendor's record
Line Item Fields
Field Name
Description / Notes
Blank line
When this field is selected, no other data is printed on the
line, even if it is defined.
Calculation register
Used to access register values stored during calculation
routines.
Printer feature
Turns a printer feature on or off
Suppress line
Used to suppress the printing of an entire line when a
specified criteria(s) is met.
Amount to pay
Total amount being paid for the voucher line item (less
discount).
Branch change flag
If branch processing is used and the check stubs are printed
in branch number order, checks to see if the next voucher
for a new branch.
is
Branch name
Prints branch name for next group of vouchers if new
branch
only.
Branch number
Prints branch number for next group of voucher if new
branch only.
Discount taken
Discount taken for voucher.
Discount date
Date discount can be taken for the voucher.
Due date
Date the voucher becomes due.
Invoice number
Vendor's invoice number from voucher transaction.
Invoice date
Vendor's invoice date from voucher transaction.
Net cash amount
This is the amount of the voucher being paid less the
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Samco Power Accounting
Forms
9.23
discount taken. The sum of all net cash amounts should
equal the check amount.
Orig invoice amt
Original amount of vendor's invoice before discounts or
partial payments.
Orig discount amt
Original discount offered by vendor for early payment.
Orig retainage amt
If using Job Cost, original amount of retainage for the
voucher.
Purchase order no
You purchase order number from the voucher transaction.
Reference
Reference field from voucher transaction.
User ID
User ID who entered/posted the voucher transaction(s).
Voucher number
Your voucher number from voucher transaction.
Notes on Check Forms
Branch Processing
A/P allows you to sort the vouchers printed on the check stub by the branch that they
were billed to. To organize this on the check stub, both sample check forms have
incorporated a small routine for determining first of all whether you are using branch
processing, and secondly, if you are using branch processing, to organize the vouchers
printed on the stub.
Since this is done for you, don't bother changing the check formats if you plan on
using branch processing.
CPA Compliant Cheques
As at June 30, 2007, all cheques across the country must be in exactly the same
format. This is to assist the banking institutions with the digitizing of information.
Consequently, you must replace your Accounts Payable cheque forms with new
complaint ones sometime before that deadline.
If you purchased or intend to purchase your new compliant cheque forms from
SAMCO, any micro adjusting required will be done free of charge. If you choose to
purchase your new compliant cheques from your own supplier, any assistance with
micro-adjusting will be done on a fee-for-service basis. If you did not receive
samples, or wish to speak with someone regarding cheque forms, please call our
office.
There are cheque formats available for laser and dot matrix printers. All laser
cheques have been tested on an HP LaserJet, set up in the software with a printer
Accounts Payable
Samco Power Accounting
Forms
9.24
type of 518. All dot matrix cheques have been tested on an Okidata Microline, setup
up in the software with a printer type of 2 (Epson).
Until you are ready to start printing with the new forms, there is nothing to be done.
When ready to test the new forms, go to ACCOUNTS PAYABLE  F2  SETUP 
CONTROL INFORMATION and change the field called CHEQUE FORMAT TO USE to
the ID from the chart below that best illustrates the form you will be using.
PLEASE NOTE THAT ONLY SOME OF THESE CHEQUE FORMATS ARE AVAILABLE WITH
THIS RELEASE. MORE WILL BE INCLUDED WITH THE AEP RELEASE IN DECEMBER OF
2006. PLEASE CHECK OUR WEBSITE WWW.SAMCO.COM FOR UPDATES.
Optional
Printing
Cheque & Stub Configuration
Yes
7CSS1
7SCS1
7SSC1
7LCS1
7LSC1
Yes
7CSS9
7SCS9
7SSC9
7LCS9
7LSC9
Yes
X
X
X
X
X
X
X
11
11
11
11
11
7
7
8.5
8.5
8.5
8.5
8.5
8.5
8.5
X
X
X
X
X
X
X
11
11
11
11
11
7
7
Yes
8.5
8.5
8.5
8.5
8.5
X
X
X
X
X
11
11
11
11
11
Yes
8.5
8.5
8.5
8.5
8.5
X
X
X
X
X
11
11
11
11
11
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Accounts Payable
Samco Power Accounting
Yes
Yes
Dot matrix
6CSS9
6SCS9
6SSC9
6LCS9
6LSC9
6DCS9
6DSC9
8.5
8.5
8.5
8.5
8.5
8.5
8.5
Yes
Laser top feed
bottom
Laser
feed
Yes
Vertical lines
6CSS1
6SCS1
6SSC1
6LCS1
6LSC1
6DCS1
6DSC1
Column headings
Form
Dimensions
Chq
Stub
Stub
Number
Chq Stub in inches
Stub Chq Stub
Stub Chq
Stub Stub Chq
Printer Type
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Forms
9.25
Chapter 10
Purchasing Addresses
Sometimes a vendor may supply you with goods from one or more locations which are
different from that vendor's remittance address. This would be the case when you
purchase from a vendor's branch locations but make payments to his home office or
corporate headquarters.
Use this selection to enter vendors' purchasing addresses for later reference. These
addresses may also be used when entering purchase orders in the Purchase Order or
Purchasing Plus packages.
To Begin
From page 2 of the A/P menu, select Purchasing addresses. Then from the Purchasing
addresses menu, select Enter.
Entering Purchasing Addresses
From the screen which appears, you can work with both new and existing purchasing
addresses.
Accounts Payable
Samco Power Accounting
Purchasing Addresses
10.1
Enter the following information:
[?] * 1. Vendor #
Enter the vendor number or use one of the options:
[F1]
To find the next purchase address. If one exists, you are allowed to
change the information in the usual way.
[F2]
To scan through the vendors on file
* 2. Location #
Enter a number to identify this purchase location.
3. Loc-name
Enter the name of the company at this purchasing address, or use [F1] to use the
vendor name
4. Address-1
Enter the first line of the address.
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Samco Power Accounting
Purchasing Addresses
10.2
When using Purchase Order or Purchasing:
The three lines of the vendor's address (fields 3, 4, and 5) and the vendor's
name can be printed on the purchase order exactly as you enter it, for use in
window envelopes.
5. Address-2
Enter the second line of the address.
6. Address-3
Enter the third line of the address.
7. Contact
Enter a contact person for this purchase address.
8. Phone
Enter the phone number of the contact person.
The contact and phone number are printed on various reports.
9. Comments
Enter any comments about this purchase address.
Enter text in much the same way as most word processing programs, using the [Enter]
key, [Up][Down] keys, [Delete] key, [Tab] or [Esc] when done, etc. When you are
finished entering text, press [Tab] and follow the screen instructions.
When you press [Esc] or [Tab] while entering comments, you have these choices:
File
Save what I have just entered/changed. (Like pressing [Enter] at
"Field number to change ?" in other selections.)
Save & continue
Save what I have just entered/changed, but leave the information
on the screen because I want to continue to work with it.
Abandon changes Throw away what I have just entered/ changed. (Like pressing
[Esc] at "Field number to change ?" in other selections.)
Delete
Accounts Payable
Samco Power Accounting
Delete this entire comment from the screen. (Like Delete in
other selections.) The software will ask you to confirm the
deletion with an "OK to delete ?" message.
Purchasing Addresses
10.3
Deleting Purchasing Addresses
Bring up the purchasing address you wish to delete and press the [F3] key.
Printing a List of Purchasing Addresses
From the Purchasing addresses menu, select Print.
From the screen which appears, enter the following information:
[?] 1. Starting vendor #
[?] 2. Ending vendor #
Enter the starting and ending vendors. Follow the screen instructions.
3. Print comments ?
Your answer here determines whether comments will be printed.
____________________
Accounts Payable
Samco Power Accounting
Purchasing Addresses
10.4
Chapter 11
Vendors
Use this selection to enter information about your vendors.
You can print a vendor list or labels in order by either vendor number, or vendor
name.
Each vendor is identified by a 6-character vendor number. This "number" can be
numerals, letters, or a combination of both, depending on your preference.
You can also print a log of changes made to vendor information if you specified in
Company information that change logs were to be used.
To Begin
NOTE: Vendor change log appears only if you specified to use change logs in Company
data.
Select Vendors from the A/P menu,  Enter.
Entering Vendors
From this screen you can work with both new and existing vendors. Enter the
following information:
[?] * 1. Vendor #
For a new vendor
This is the number which identifies this vendor. You will be asked to enter this
Accounts Payable
Samco Power Accounting
Vendors
11.1
number in other selections. Enter the vendor number.
Sequential Vendor numbers
To enable this feature go to Accounts payable → [F2] → Set up → Control
information and enter in the last vendor number used. When adding a new vendor in
Accounts Payable → Vendors → Enter you can press [F2] to automatically assign the
next vendor number.
For an existing vendor
Enter the vendor number or use one of the options:
[F1]
To scan forward through the vendors on file
[Shift] [F1] To backwards forward through the vendors on file
[ENTER]
Leave the vendor number blank to look up the vendor by name
Temporary vendors
To designate a vendor as "temporary", enter an asterisk (*)as the first character of the
vendor number. This provides a means to mark those vendors from whom you
purchase only once or twice, or with whom you do business for only a short period of
time.
One advantage of distinguishing temporary vendors from longer standing ones is that
temporary vendors can be purged as a group from the Vendor File.
Copy a vendor
For a new vendor, you can paste the data from an existing vendor to create a new
vendor. The purpose of this feature is to reduce data entry time for setting up new
vendors where most of the data such as terms type, terms, due days, discount days,
discount percent, cut off day and distribution accounts are the same.
At Vendors  enter, press [F4]. You will be prompted to enter the vendor number to
copy from. Type the vendor number [enter]. You will be prompted to enter the
vendor number to copy to. Type the vendor number [enter]. The system will create
the vendor for the new vendor and you can proceed to enter the data that is unique
to the new vendor such as name, address etc.
Accounts Payable
Samco Power Accounting
Vendors
11.2
2. Name
This is the vendor's name which will appear on the vendor reports and on
computer-prepared checks. The length of the Vendor name is 50 characters.
Enter the vendor's name or [F2] to enter a person's name instead of a company's
name. Pressing [F2] again returns to entering a company's name.
If the vendor name to be entered starts with "The" (e.g., "The Ace Company"), then
you might want to enter the vendor name here as "Ace Company, The". This allows
the Vendors by Vendor Name Report to print this vendor in order with other
companies whose names start with the letter "A" (e.g., after "Abbot Enterprises" but
before "Advanced Associates").
Entering a Person's Name
First name
Last name
If you use this option, enter the first name (and middle initial if you wish), then the
last name of the vendor.
Accounts Payable
Samco Power Accounting
Vendors
11.3
When printing the Vendors by Vendor Name Report, the last name will be used for
alphabetical placement. For example, if you enter John Smith, after pressing [F2],
then print the Vendors by Vendor Name Report, this vendor would print after "Sara
Samuels" and before "Barry Spencer".
When a vendor's name is entered in this format, you may search for the vendor using
the last name. For example, in the Payables selection, when entering a voucher you
can search on the vendor's last name if you do not have the vendor's number to hand.
Because you may only search on the last name, it might not be advisable to use this
format if you have a very large number of vendors who have the same last name.
NOTE: If you change an existing vendor's name, it will also be automatically changed
on any recurring payables for the vendor. If you have several recurring payables set
up for this vendor, this may take some time.
Gets 1099 ?
(Applies to U.S. companies only.)
This determines if a 1099-MISC form will print for this vendor at the end of the year.
This field displays only if the A/P Control File specifies to print 1099-MISC forms.
3-4. Address 1/2
Enter up to two address lines for this vendor
5. City
Enter the city for this vendor.
[?] 6. Country
Enter the country code or enter [?] to access the pop up menu of country codes.
[?] 7. Province
Enter the two letter abbreviation for Province or State, or enter [?] to access the popup menu of Provinces and States.
8. Postal Code
Enter the Postal code. It must be entered in X9X 9X9 format or you will receive an
error message.
9. Phone
Accounts Payable
Samco Power Accounting
Vendors
11.4
Enter a phone number for this vendor.
10 Phone
Enter the phone number
11. E-mail
Enter the e-mail address
12. Web site
Enter the web site address for this vendor.
13. Fax
Enter the vendor's fax number. If you are interfacing with a fax application such as
VSI*Fax be sure to enter in a proper fax number (no letters).
14. Vendor type
Enter the vendor type.
This is a code of your own choosing, used mainly for your reference. The
Purchases/Discount Report can be printed by vendor type, allowing better analysis of
vendor activity. It is also used by the Purchasing Advice Report in the Purchase Order
module.
15. Vendor status
"Vendor status" refers to how this vendor is treated in respect to payments and
discounts. Enter one of the following status codes:
[ENTER]
Normal activity is allowed, and discounts are taken according to
the vendor's terms.
[A]
Normal activity is allowed, but you always take any discount. The
discount is always taken regardless of payment or discount dates.
[H]
Hold payment. Payments to this vendor are not allowed. A
computer check will not be printed for this vendor.
[N]
No purchases. No purchases are to be made from this vendor. If
a voucher is entered for such a vendor, a warning message will be
displayed.
16. Vendor's ref #
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Samco Power Accounting
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11.5
This is the number that this vendor uses to refer to your company. For example, you
could enter the customer number this vendor uses for your company.
This reference number can be printed on computer checks sent to this vendor. This
helps the vendor identify your company's account.
17. Currency
If you are using multi-currency enter the currency used for this vendor here.
18. Comment
Enter a brief comment about this vendor.
Terms fields
In fields 19 through 24, enter the vendor's payment terms.
Payment terms specify how many days after a sale the payment is due; whether there
is a discount for early payment; and, if there is, how much is the discount and how
early must payment be made to get the discount.
Terms type
There are two methods used in A/P to express vendor's payment terms. The terms
may specify that an invoice is due a certain number of days after the invoice date.
Alternatively, the terms may specify that an invoice is due on a particular day in the
month following the month in which the invoice is dated. This second method is
called "proximo terms". Proximo means "of the next month".
An example of "proximo terms" is 2/10th net 31st, meaning "2% discount if paid by the
10th of next month, net due on 31st of next month".
Type D for "Days" or P for "Proximo" (what day of the month).
Terms
Enter a description of this vendor's payment terms. The next fields will give the exact
specifications for these terms.
The appearance of fields 18 through 21 depend on the "Terms type" selected.
Terms by days
Due days
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Samco Power Accounting
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11.6
Enter the number of days from the date of the vendor's invoice when payment is due.
Disc days
Enter the number of days from the invoice date during which a discount will be given
for early payment. The discount days cannot be greater than the due days.
Disc pct
Enter the discount percentage to be given if payment is made within the discount
days.
Cutoff day
"(Not applicable)" when terms are by "Days".
Proximo Terms (Day of the Following Month)
Due day
Enter the day in the month on which payment is due. This day will be the day in the
month following the month in which the vendor's invoice is dated.
Disc day
Enter the last day in the month for which early payment discount is allowed. This day
will be the day in the month following the month in which the vendor's invoice is
dated.
The discount day must be less than or equal to the due day. It will always be in the
same month as the due day.
Disc pct
Enter the discount percent to be given if payment is made on or before the discount
day.
Cutoff day
The "cutoff day" is the last day of a month on which the proximo terms on an invoice
apply to the next month. After the cutoff day, the terms apply to the month after
the next one.
For instance, suppose that the terms are specified as 2% discount if paid by the 10th
of next month, net due on the 31st of next month. Suppose that the cut-off day is
specified as the end of the month. Then an invoice dated on the 30th of June or
before would receive a discount if paid by the 10th of July, and would be due on the
31st of July.
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11.7
The cutoff day is normally the end of the month. You may press [ENTER] to set the
cut-off day to "Month end".
However, you may instead enter a positive or a negative number.
Positive number entry
Enter a positive number, up to 27, to specify the last day of the month on which the
terms of an invoice apply to the following month. After the cutoff day, the terms
apply to the month after the next one.
Suppose the terms were 2% discount if paid by the 10th of next month, net due on the
31st of next month, and that the cut-off day was entered as "25". Then an invoice
dated on or before the 25th of July would receive a discount if paid by the 10th of
August and be due on the 31st of August. An invoice dated on the 26th of July would
receive a discount if paid by the 10th of September and be due on the 30th of
September.
Entering a Negative Number
Enter a negative number, up to 27, to specify how many days before the end of the
month an invoice can be dated and still apply to the following month.
With the same terms as above, and the cut-off day entered as "-2", an invoice dated
on or before the 29th of July (31 July minus 2 days) would receive a discount if paid
by the 10th of August and be due on the 31st of August. An invoice dated the 30th of
July would receive a discount if paid by the 10th of September and be due on the
30th of September.
[?] 22. A/P acct #
This is the A/P account for this vendor's payables. This account must already exist in
the A/P Accounts File. Invoices and payments entered for the vendor will be posted
to this account.
Enter the account number, press [F1] for the default A/P account from the A/P
Control File, or [F2] to scan through the other A/P accounts on file.
Normally, once you assign an A/P account to a vendor, it is not changed. However, if
you ever have to change an A/P account for a vendor, see the note at the end of this
chapter.
[?] 23. Discount acct #
Enter the number of the account you usually use to record purchase discounts for this
vendor, or [F1] for the default discount account in the A/P Control File. When you
use Payables, you can either default to this account or enter a different account then.
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Samco Power Accounting
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11.8
[?] 24. Dflt distrib acct #
Enter the G/L account number to be used as the default expense account number for
this vendor. When you use Payables, you can either default to this account or enter a
different account for expense distributions for this vendor.
25. Payment group
This field allows you to group vendors together for payment.
In Prepare payments/print checks, you can restrict the selection of vouchers for
payment to only those in a specific payment group.
You may also use the payment group as criteria to:



Print labels
Print vendor reports
Print the Aged Open Items Report and Cash Requirements Report
Entering a payment group is optional; you may leave it blank.
26. GST Reg #
(Canadian companies only.)
Enter the vendor's GST registration number. This will show up on the GST Paid report
and is available for printing on checks.
26. 1099 id #
(U.S. companies only.)
Enter the vendor's Taxpayer Identification Number (TIN) or press [ENTER] to leave
blank. This is required on the form 1099-MISC which you will send to the vendor.
ID type
This field displays if you specified above that this vendor gets a form 1099-MISC. It
determines which number format will be used for the 1099 ID # above. Enter either:
[1]
Business: The number will display in the Employer Identification Number
(EIN) format (99-9999999).
[2]
Employee: The number will display in the Social Security Number (SSN)
format (999-99-9999).
27. Minimum order
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Samco Power Accounting
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11.9
Enter, in dollars, the minimum amount that a vendor allows without charging a
minimum order charge. When entering a PO in Purchasing Plus an error message will
appear showing the minimum order amount, the reason (see below) and the minimum
order charge (see below).
Reason
Type in a reason or explanation for the minimum order value. For example, if the
charge does not apply to pick up orders you may want to make note of that.
28. Minimum order charge
Enter the amount that the vendor will charge you if you do not reach the minimum.
This is simply a reference field and does not affect actual PO’s.
29. Last purch date
This is the date of the last purchase from this vendor. Each time a new voucher is
entered and posted, its date will automatically appear here. Enter a date, press
[ENTER] for the current date, or [F1] to set this field to "NONE" and the remaining
fields to zero.
30. First purch date
Enter the first date you purchased something from this vendor. Press [Enter] for the
current date, or [F1] to set this field to “NONE”.
31. Total purchases
This is the total accumulated purchases you’ve made from this vendor since keeping
electronic records.
32. Purchases
Year-to-date
Enter the amount of purchases year-to-date for this vendor. This is historical
information which is shown and analyzed on the Purchases/Discounts Report. This
amount is updated automatically when posting occurs.
Last-year
Enter the amount of purchases made last year from this vendor.
33. Discounts
Year-to-date
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Samco Power Accounting
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11.10
Enter the amount of discounts year-to-date taken from this vendor. This amount is
updated automatically during the posting of computer checks, manual payments, and
non-A/P checks.
Last-year
Enter the amount of discounts taken last year.
34. 1099 amount
(This field only appears if the company is set to U.S. in Company data.)
Year-to-date
This field is used to accumulate payments to this vendor that will appear on a
1099-MISC report for the current year specified in Control information ("Year ending
date").
This field can be entered or changed only if the vendor gets a 1099-MISC form;
otherwise, it is displayed for information only.
Last-year
(This field only appears if the company is set to U.S. in Company data.)
This field is used to accumulate payments to this vendor that will appear on a
1099-MISC form for next year.
This allows normal A/P activity to proceed after year-end while 1099-MISC forms for
the prior year are prepared.
If the date of a payment is later than the current year ending date specified in
Control information, and this payment is against a voucher eligible for 1099-MISC
reporting, the payment will be accumulated in this field.
User Defined Fields
If you chose to employ vendor user defined fields (see the chapters titled Control
information and User Defined Fields) a screen with these fields will appear for you to
fill in. Note that only those fields set up in the User defined fields function will
appear for you to edit -- if you did not set up any fields, this entry screen is skipped.
There are 3 different types of fields that you can enter data into: literal, date, and
code.
Literal Fields
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11.11
With literal fields you can enter any information you want up to 50 characters in
length (the length of each field is set by you in the User defined fields function).
If you want to leave a literal field blank, simply press [Enter].
Date Fields
Use this type of field to enter in dates in MMDDYY format.
Code Fields
Code type fields allow you to make a choice for what gets entered from a predefined
list. Each field has its own list which you maintain using the User defined fields
function. When prompted to enter a code, press ? to bring up a list of valid
selections.
Practical Use
Aside from this function, user defined vendor fields can be viewed at any time using
the Find Vendor function. Simply press [F8] >> V, find the vendor you are looking for,
and then press U.
These fields can also be included on vendor listings.
Using Notes
For a new vendor you are asked if you want to enter notes for this customer. For an
existing customer, you may press [F6] to use notes.
If you select to use notes, the screen will now look like:
Accounts Payable
Samco Power Accounting
Vendors
11.12
You can enter an unlimited number of notes about this vendor. Each note is given a
date/time stamp so that you can browse through the notes in time sequence later.
(These notes are never printed on statements, so the customer will never see them.)
NOTE: This notes function is different from the Extended Functions notes. Vendor
notes entered here are not accessible through the Extended Functions and vice versa.
A menu at the bottom of the "Notes" area shows three selections:
Menu
Pressing [F1] brings up a number of selections. Each selection is described below:
Abandon
notes
Abandon any changes to the current note and exit the
function.
Change heading
Override the date and time stamp of the note.
Delete
Permanently deletes the note
Exit
Exit the notes function.
Jump
Allows you to enter a specific date for viewing notes.
Load from Alternate
Load notes from another client
New
Start a new note. If you have made any changes to the
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11.13
current note, those changes are lost.
Print
Print a copy of this note.
Save
After entering a note, this selection permanently saves the
note
[?]
Find
[PgUp]
View an earlier dated note.
[PgDn]
View a later dated note.
[Home]
View the earliest dated note (oldest).
[End]
View the newest note on file.
Text entry
When you select to enter a note, the cursor is positioned for you to enter the first line
of the text of the note. While entering a note the following keys and rules apply:
[F1]
Access the menu selections described in the previous section.
[Esc] Exit the note function without saving the changes to the current note.
[Tab] Exit the note function and save the changes to the current note.
[F2]
Begin entering a new note.
[F3]
Edit the next note on file.
[F4]
Edit the previous note on file.
Contacts
An unlimited number of contacts can be maintained for each vendor. The Contact
table can be maintained by either pressing [F1] at the Contact-1 or Contact-2 field,
or by bringing up an existing customer and pressing [F2]. The following window will
appear:
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Samco Power Accounting
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11.14
To display a list of contacts press [?]. A window similar to the following will appear:
From the contact list you can press [F1] for the next page of contacts, [F2] for the
previous page of contacts, [F3] to search for a contact by name, [F4] to copy the
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Samco Power Accounting
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11.15
selected contact for editing, or Z to toggle the zoom window off/on.
While editing a contact the Primary/Alt field represents the Contact-1 and Contact-2
entries from the main customer screen. When set to P the contact will appear as
Contact-1, when set to A the contact will appear as Contact-2, and when set to N the
contact will only appear in the contact list.
The contact list can also be displayed by pressing [F8] » C, bringing up a customer
and then pressing [F8] » X.
Aging
A quick aging can be generated while viewing a vendor by entering an A at the Field
number to change?. When entered a screen similar to the following appears:
Deleting Vendors
The [F3] key is used to delete a vendor. A vendor cannot be deleted if any of these
conditions exist:
-- The vendor has open items on file.
-- The vendor receives a 1099 form (U.S. Companies only).
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Samco Power Accounting
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11.16
-- The vendor has reportable 1099 amounts.
-- The vendor has GST transactions.
There are also other checks made. If you cannot delete a vendor for some reason,
the software will inform you through a message as to why.
Printing Vendors by Vendor #
This report lists vendors in numeric order by vendor number. Report criteria as
follows:
[?] 1. Starting vendor #
[?] 2. Ending vendor #
Enter the range of vendors to be included on the report. Follow the screen
instructions.
[?] 3. A/P account #
Enter an account number or use one of the options:
[F1]
For the default A/P account
[F2]
To scan through the other A/P accounts
[ENTER]
For "All" A/P accounts
4. Payment group
Entering a single group will show only vendors for that payment group.
Enter the payment group or press [F1] for "All" payment groups.
5. Report format?
Answer [B] to print the brief version of this report which includes one line for each
vendor, listing the vendor's number, name, contacts, phone numbers, and terms.
Alternatively, select [F] for the full version to include all vendor data.
6. Print notes ?
(Displays "(not applicable)" if printing brief report.)
If you want the vendor notes to appear on the list, answer Y.
7. Print extra contacts?
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Samco Power Accounting
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11.17
(Displays "(not applicable)" if printing brief report.)
If you want to include all of the contacts for each vendor answer Y.
Printing Vendors by Vendor Name
This report lists vendors in order by vendor name.
Select Print by vendor name from the Vendors menu.
Enter the following information:
1. Starting vendor name
2. Ending vendor name
Enter the range of vendors to be included on the report. Follow the screen
instructions. You can press [F2] to change to entering a person's name.
[?] 3. A/P account #
Enter an account number or use one of the options:
[F1]
For the default A/P account
[F2]
To scan through the other A/P accounts
[Enter]
For "All" A/P accounts
4. Payment group
Entering a single group will show only vendors for that payment group.
Enter the payment group or [F1] for "All" payment groups.
5. Report format ?
Enter [F] to print a report including all vendor information, or [B] for a brief report
which prints one line per vendor and shows only vendor number, vendor name,
contacts, phone number, fax number, and terms.
6. Print notes ?
(Field is skipped if you are printing brief report.)
If you want the vendor notes to appear on the list, answer [Y].
7. Print extra contacts?
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Samco Power Accounting
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11.18
(Displays "(not applicable)" if printing brief report.)
If you want to include all of the contacts for each vendor answer Y.
Printing Vendor Labels
From Vendors menu, select Print vendor labels.
1. # labels per vendor
Enter the number of labels per vendor or [Enter] for count only (counts the number of
labels required to print 1 for each vendor).
2. Print by vendor's
Select 1 for vendor name or 2 for vendor number.
Starting vendor name (or #)
Ending vendor name (or #)
Enter the range of vendors to be included on the report. Follow the screen
instructions. You can press [F2] to enter a person's name.
3. For vendor type
To print labels for only one vendor type, enter it here or [F1] for all vendor types.
4. For A/P account #
Enter an account number or use one of the options:
[F1]
For the default A/P account
[F2]
To scan through the other A/P accounts
[Enter]
For "All" A/P accounts
5. For payment group
Enter the payment group or [F1] for "All" payment groups.
6. Print vendor no. ?
Answer Y if you want the vendor's ID number printed on the labels.
If you entered a number of labels to print per vendor in field 1, enter 1, 2, or 3 for
the number of columns to print on the mailing label sheets.
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Samco Power Accounting
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11.19
If you left field 1 blank, the number of vendors processed and labels to print will
appear on your screen.
Answer Y or N to print these labels.
If Y, you are asked how many labels per vendor to print.
Enter 1, 2, or 3 for the number of columns to print on the mailing label sheets.
7. Print vendor contact ?
If Y, the vendor contact will be added to the printed label.
Print Vendor Contacts
This report provides you with a listing of contacts for the selected vendors.
From the A/P main menu select Vendors » Print vendor contacts. The following
window appears:
Enter the information as follows:
[?] Starting vendor #
[?] Ending vendor #
Specify the range of vendor numbers to include.
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Samco Power Accounting
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11.20
[?] Starting contact name
[?] Ending contact name
Specify the range of contact names to include. This is especially helpful when you
want to find the company someone works for but only know their name.
Sort by
Select the method you want the report detail sorted.
Printing a Change Log
This is a log of all changes that have been made to the Vendor File, which includes
such information as who made what change.
You can either print or purge the change log. If you want to purge the change log,
you must print it also.
If the use of change logs was not specified in the Company File (see the Company
Data chapter in the System Functions manual), this selection will not appear.
From the Vendors menu, select Print change log.
You are asked if the file should be purged. Follow the screen instructions.
The log will be printed. If you answered Y to the purge question, the Vendor Change
Log File will be cleared.
If you did not select to purge, you can print the change log. Follow the screen
instructions.
Changing an A/P Account for a Vendor
Change vendor number
The change vender number function has been enhanced to allow use of a text file
with up to 10,000 pairs of old and new vendor numbers.
Normally, once you assign an A/P account to a vendor, it is not changed. If, however,
the A/P account for a vendor is changed, then A/P will not be in agreement with
General Ledger, in the sense that the Payables by Date Report will not show that the
outstanding payables for a certain A/P account add up to the A/P account balance in
G/L. To keep A/P and G/L in agreement, the following must be done if a vendor's
A/P account is to be changed:
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Samco Power Accounting
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11.21
1.
Run the Payables by Date Report and get the A/P balance for the vendor at the
end of the period.
2.
Enter a G/L journal transaction which debits the vendor's old A/P account and
credits the vendor's new A/P account. (This assumes the vendor has a credit
balance on the payables report. If the vendor has a debit balance, then the old
A/P account would be credited and the new A/P account would be debited.)
3.
Change the vendor's A/P account (in the Vendor File) to the new A/P account.
____________________
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Samco Power Accounting
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11.22
Chapter 12
Payables
Payables are entries requiring payment. There are one-time-only payables and
payables that recur every so often (like a monthly payment). For each payable to be
paid, a "voucher" is created. There is a "voucher number" which identifies each single
payment. (See the definition in the Glossary in System Functions manual.)
With this selection you can enter or change various kinds of vouchers. If a voucher
has already been entered (but not yet posted) for the information you specify, that
voucher will appear and be available for changes or deletion. Once the vouchers have
been verified as correct (with the edit list), you can post them to the various A/P
files.
The seven types of vouchers which can be entered in this function are:








Regular voucher
Non-A/P check voucher
Adjustment to distribution voucher
Cancellation voucher
Quick check voucher
Prepayment voucher
Transfer voucher
Retainage now due (available only if Job Cost is interfaced)
Following is a description of these five types:
Regular Voucher
Regular vouchers are entered for invoices and vendor credit and debit memos.
Entering a positive invoice amount will credit (increase) accounts payable. When
Accounts Payable
Samco Power Accounting
Payables
12.1
entering a voucher for a vendor's invoice or entering a vendor's debit memo, enter a
positive invoice amount. The total of the distributions entered for the voucher must
equal the invoice amount.
Credit Memo
You must enter a negative invoice amount in order to record a vendor's credit memo.
Entering a negative invoice amount will debit (decrease) accounts payable.
When entering the credit memo, set the due days and discount days to zero.
For the G/L distributions, distribute the amount to the same account that was used
earlier when the original payable, for which this entry is a credit memo, was entered,
or distribute the amount to a "returned purchases" account. Consult with your
accountant as to the exact account to be used, which may vary depending upon the
nature of the credit memo.
Enter the distribution amount as a negative number. If multiple G/L distributions
were used for the original payable, then you will have to determine the amounts to
be distributed to each account.
Non-A/P Check Voucher
A non-A/P check voucher is used to record the purchase of goods or services where
payment was made at the same time that the invoice was written. The invoice was
"prepaid", or paid in advance. The invoice is no longer payable at the time it is
entered into the A/P package.
The A/P account is not changed by a non-A/P check voucher. For a voucher with a
positive invoice amount, the cash account entered on the transaction entry screen is
credited (decreased), the discount account is credited (increased), and the expense
accounts are debited (increased).
A negative non-A/P check voucher can be entered to delete the distributions for a
non-A/P check voucher that was incorrectly entered.
The expense distributions for non-A/P check vouchers are dated with the check date.
You can use a $0 non-A/P check voucher to record a voided manual check. See the
field "Invoice amt", later in this chapter.
Quick Check Voucher
A quick check voucher is used to record the purchase of goods or services where
payment is required immediately. Unlike non-A/P vouchers, with quick checks the
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Samco Power Accounting
Payables
12.2
system allows you to print the check the same time as the voucher is entered.
If an error should be made after the check is run, the user may immediately void the
check and enter a new voucher. Once a quick check is voided, the voucher number
cannot be re-used. A new voucher must be entered.
For audit purposes a quick check can only be printed once. Meaning that it cannot be
changed or deleted after it has been either verified or voided.
Pre-payment Voucher
This type of voucher is used to make payments for vouchers which have not yet been
realized (an unrealized invoice is one which the vendor has not yet issued). For
example, a deposit is required on an order but the vendor has not supplied you with
an invoice.
A pre-payment voucher allows you to either enter the amount and number of a
manually written check, or automatically generate a quick check.
Unlike non-A/P and quick check vouchers, pre-payment vouchers only credit the bank
and debit the vendor's account. Since no expense has been incurred, the discount and
expense accounts are left unchanged. Once the invoice is received from the vendor
an expense is incurred, and the pre-payment can then be applied to the new voucher
along with the various distributions.
To apply a pre-payment to a vendor's voucher, use the Modify (Open items) function.
Adjustment to Distribution Voucher
This type of voucher is used to redistribute expenses for another voucher that has
already been posted to the A/P Open Item File. If you discover, after posting a
voucher, that the expense distributions were wrong, you can enter an "adjustment to
distribution" voucher to reverse out the old distributions and enter new ones.
This feature allows you to make adjusting journal entries through A/P as soon as you
discover an error, rather than waiting until you have interfaced the A/P distributions
with the General Ledger package.
When entering such a voucher, enter only the vendor number and distribution date
from the voucher you are adjusting. You cannot enter any information for the rest of
the fields.
After entering these fields, enter distributions opposite in sign and for the same
amount as those you want to reverse, then enter the correct distributions.
The total of all distributions must equal zero before you can exit, so that General
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Samco Power Accounting
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12.3
Ledger will be in balance.
Cancellation Voucher
A cancellation voucher is used to cancel a previous voucher that has already been
posted to the A/P Open Item File, but has not been paid yet (no check printed).
Once a cancellation voucher is posted, neither the previous voucher cancelled by the
cancellation voucher nor the cancellation voucher will be recorded in that vendor's
history file.
To enter a cancellation voucher, you must know the vendor number, number of the
voucher to be cancelled, invoice number, original invoice amount, distribution date,
and expense distribution (the G/L expense account where the expense was
distributed) of the voucher you want to cancel.
This information can be found on the Payables Register that shows the voucher you
want to cancel. You can also get this information from the Aged Open Item Report,
the Vendor History Report (if history is kept), and the Payables Distributions to G/L
Report (unless the distributions have already been purged from the A/P Distribution to
G/L File).
When you enter a cancellation voucher, do not enter an invoice amount opposite in
sign to the voucher you are cancelling. The program automatically reverses the
invoice amount of the cancellation voucher.
During the posting of vouchers to the A/P Open Item File, the program will search for
a voucher with the invoice number and invoice amount that matches those on the
cancellation voucher. If a match is found, the program will delete the voucher from
the A/P Open Item File and then post the distributions for the cancellation voucher to
the A/P Distribution to G/L File with the sign of the distribution amounts reversed.
For the cancellation voucher's distributions to cancel the original voucher's
distributions, the distribution dates of both vouchers must be identical.
If two or more cancellation vouchers exist which are identical to each other, posting
of the cancellation vouchers will not be allowed until you change or delete one of
them. If you have duplicate vouchers in the A/P Open Item File and want to cancel
each of them, do so in separate posting runs.
Transfer A/P voucher
This function was designed to transfer a voucher to a different vendor without having
to credit the first vendor and enter it again for the second vendor. It is designed to
be used for clients wishing to pay a voucher or series of vouchers by credit card and
then issue cheques to the credit card company. It allows for the credit card
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12.4
statement to be checked against the AP account with all vouchers in one place. It
does not create journal entries. The vendors must be set up as for normal use. The
user must know the voucher number (not invoice number) that is being transferred.
Use the AP  PAYABLES functions as usual. There is a voucher type T for transfer.
At the vendor number, enter in the vendor to which the voucher will be transferred.
For example, you have a vendor for AMEX and you wish to pay a voucher from SAMCO
with the Amex card. Enter in AMEX as the vendor on this record. Next enter in the
voucher number that you want to transfer over to AMEX. The details of the already
posted voucher will be displayed. The user is asked to accept or change the
distribution date. This is the date of the entry to the new vendor. The same applies
to the invoice date. Enter the reference indicating where the voucher came from.
The discount taken field defaults to zero, with the old voucher's potential discount
amount available via the F2 key. This should prevent taking discounts when they do
not apply.
When you enter the number of the voucher to be transferred, the details of the
voucher are displayed:
o Dist date
This is the date of the entry to the new vendor.
[ENTER] for system date
[F1]
for "from" voucher's distribution date
o Inv date
This is the date of the entry to the new vendor.
[ENTER] for system date
[F1]
for "from" voucher's invoice date
o Due days
Enter the due days or [F1] for auto assign of fields #11
through #17 based on the “transfer to” vendor’s terms
o Disc taken
This is the discount taken from the “from vendor”.
[F1]
for zero dollars taken
[F2]
for "from" vendor’s allowable discount if taken
General journals are created when a discount is recorded as taken, or if the two
vendors have different Accounts Payable accounts.
Note: The transfer feature was primarily intended for clients wishing to pay a voucher
or series of vouchers by credit card. For that reason, the system does not reduce the
period-to-date (PTD) or year-to-date (YTD) figures for the “from” vendor when it adds
to the PTD/YTD figures for the “to” vendor. If you wish to affect these figures, do not
use the transfer feature. Instead, you must cancel the original entry and re-enter the
voucher to the correct vendor.
Partially paid vouchers
Vouchers that have been partially paid cannot be cancelled using a cancellation
voucher. In order to cancel the balance of a partially paid voucher, do the following:
1.
Mark the voucher as manually paid using Open items (Modify). This
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12.5
transaction requires entry of a cash account. Enter any valid cash
account. Post this transaction. See the chapter titled Open Items.
2.
Enter a negative non-A/P check (to the same vendor) for the same
amount as was entered in (1). Use the same cash account that was
entered in (1). Distribute the amount to the same accounts that were
used in the original payable. Post this transaction.
Marking the voucher as manually paid credits the cash account and debits the vendor's
accounts payable account. This reduces the accounts payable account correctly. A
negative non-A/P check debits cash and credits the expense distribution accounts.
Thus, the debit and credit to the cash account "wash" and the net result is to reduce
the accounts payable account and to reduce the expense accounts.
There are other methods which can be used to cancel a partially paid voucher. For
example, you may enter a negative regular voucher for the balance to be cancelled
and then select both the original voucher and the negative voucher for payment and
then cut a check for $0.00. However, this technique requires the use of a computer
check.
Retainage Now Due Voucher
If Job Cost is interfaced, this type of voucher is used to record invoices for retainage
now due. If Job Cost is not interfaced, this voucher type is not displayed. This
voucher type allows you to indicate that the retainage portion of a previously entered
invoice has now become due for payment.
The posting of the original invoice, with retainage, resulted in an A/P Open Item for
that invoice amount, less the retainage amount. The retainage amount at that time
was not an accounts payable. (Instead, it was a retainage payable.)
When this retainage amount finally becomes due, a "retainage now due" voucher is
used to transfer the amount from the retainage payable account to the accounts
payable account. At this time, the retainage becomes an A/P Open Item.
In order to match the original invoice with its retainage portion which is now due, it is
convenient to use the original invoice number as the invoice number on the "retainage
now due" voucher.
For this voucher type, "SUB-TYPE ?" will display to the right on the same line as
"ENTRY TYPE". You can then enter one of three choices: R for regular voucher, N for
non-A/P check voucher, or C for cancellation voucher. These voucher types work in
exactly the same way as described earlier in this chapter, except that they all refer
to the retainage amount now due.
The remaining information is entered in the same way as for R, N, or C type vouchers.
No distributions are entered for retainage vouchers. The posting program
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12.6
automatically creates the distributions, using the account numbers in the A/P Control
File and the Job Cost Control File.
To Begin
Select Payables from the A/P menu, then select Enter.
NOTE: "Recurring payables" (selection 4) is discussed separately in the next chapter.
Entering Vouchers
This is the screen you see:
New and Existing Vouchers
From this screen you can work with both new and existing vouchers. If a voucher has
already been entered, but has not yet been posted, you can enter the voucher
number for it and it will appear and be available for changes or deletion. Vouchers
that have been posted are no longer accessible here.
* Voucher
For a new voucher
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12.7
This is the unique voucher number for this payable. Use the following option:
[F2]
to add a new voucher. It will be assigned the next number in sequence
after you finish entering the voucher.
For an existing voucher
Enter an existing voucher number or use the option:
[F1]
To display the next voucher
[F5]
to display the vouchers that have been entered but not yet posted.
Use [F3] to change the order in that the transactions are displayed.
The [J] option is available to jump to a specific record. The jump function works in
conjunction with the [F3] sort order. If the sort order is vendor number, the [J]
option will request a vendor number to jump to. Use the up [] and down [] keys
for further navigation, press [ENTER] on a specific record to select it for change.
[F7] toggles the screen between single-line display and 2-line display. The second
line shows the vendor name and the reference field. The currently highlighted line
becomes the first line on the redisplayed screen. The default sort order is voucher
number.
For an existing voucher, you can change any field except the "TYPE" and "VENDOR". If
you want to change these, you must delete the entire voucher and then re-enter it.
1. Type
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12.8
Enter the type of voucher from the following options:
R
C
N
Q
P
A
T
D
Regular voucher
Cancellation voucher
Non-A/P check voucher
Quick check voucher
Pre-payment voucher
Adjustment to distribution voucher
Transfer voucher
Retainage now due (only if you are using Job Cost)
For the first voucher, the type will default to R. Later types will default to the
previous type entered.
[?] 2. Vendor
Enter the vendor number for this voucher, or use one of the options:
[F1]
To scan through the vendors on file
[Enter]
To look up the vendor by name
[F6]
To use the same vendor as the last payable entry
A control file flag SHOW VENDOR ADDRESS? has been added and needs to be set in
AP  F2  SETUP  CONTROL INFORMATION (second page). When the field is set
to [Y], AP  PAYABLES  ENTER displays the vendor address and phone number of
the entered vendor in a pop-up window. Press [ENTER] to continue with the entry of
the voucher or [TAB] if the wrong vendor was entered. If the field in CONTROL
INFORMATION is set to [N], there is no change to the existing behaviour.
Temporary Vendors
Vendors who are not permanently entered in the Vendor File are referred to as
"temporary" vendors. Temporary vendors can be paid using regular vouchers,
non-A/P check vouchers, and quick check vouchers only.
To pay a temporary vendor, enter a vendor number that starts with an asterisk
(*). You will be prompted to enter some information for this vendor, and it will
be added to the Vendor File if it is not already present.
A temporary vendor is processed by the software in the usual way (including
appearing on vendor history reports and the A/P Distribution to G/L report)
except:
1.
Purchases and discounts totals are not kept for temporary vendors. (See
the Purchases/Discounts chapter)
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Samco Power Accounting
Payables
12.9
2.
Vouchers for temporary vendors are not included in the Data Integrity
Check. (See the Data Integrity Check chapter)
3.
A partial payment cannot be made for a temporary vendor. If a voucher
is to be paid, it must be paid in full.
Cancel vch
For a cancellation voucher, enter the number of the voucher to be cancelled.
3. P.O. #
Enter the purchase order number that authorized the purchase from the vendor.
Entering the purchase order number or a receiver number (see below) is optional.
However, if you are using the Purchase Order or Purchasing Plus packages, you should
enter the number.
If either the Purchase Order or Purchasing package is being used
A search will be made in the Purchase Order File to find the purchase order entered.
If it is not found, a warning will display saying that the purchase order is not found.
Entering an unfound purchase order is still accepted.
If a purchase order is found, it must be for the vendor number entered.
On the same line as the purchase order field, "RECVR #'S" displays, followed by four
fields to accept "receiver numbers" for the purchase order. (Receiver numbers are
numbers corresponding to the receiving paperwork for goods authorized by the
purchase order.) "RECVR #'S" displays only if P/O or P/P is being used.
If entered, the receiver number(s) must be on file in the P/O or P/P package, and
must be for the purchase order entered.
If no purchase order number is entered, you will still be requested to enter a receiver
number. In this case, each receiver number entered must be for the vendor of this
voucher.
4. Dist date
Enter the date that will be assigned to all distributions for this voucher, including
accounts payable, cash discount, and expenses distributions. For instance, if you are
processing a vendor's invoice for a previous fiscal year and you want the distributions
to be dated within the current fiscal year, enter a distribution date that falls within
the appropriate period, regardless of the document's actual date.
The first date to appear in the field will be the current date. Subsequent vouchers
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Payables
12.10
will show the previous distribution date entered.
Enter a date or press [Enter] for the displayed default date.
For a non-A/P check, quick check, or pre-payment voucher, the check date (entered
later) is automatically used as the distribution date.
5. Invoice #
Enter the vendor's invoice number. If this is a retainage due voucher, enter the
invoice number used on the voucher the retainage is for.
If this invoice number has already been used for this vendor, you see a warning
message showing the dollar amount and whether it is already in the Vendor History
File (means already posted) or Payables File (means not yet posted).
6. Inv date
The invoice date and the vendor's terms (recorded in the Vendor File) are used to
automatically calculate the due date and the discount cut-off date for this voucher.
Enter the invoice date or press [Enter] to use the distribution date entered in the
"Dist date" field.
7. Inv amt
Enter the invoice amount. For a vendor's invoice or debit memo, enter the amount as
a positive number. For a vendor's credit memo, enter the amount as a negative
number.
Recording a Voided Manual Check
If you use a manual check and then void it, you may want to record it in A/P so that it
will appear on the monthly Check Register. Entering that check number with a zero
amount here will record it so that it will appear on the monthly Check Register.
Job Cost
If Job Cost is interfaced and the voucher is for retainage now due, and the Vendor
History File is being used, a check will be made to see if an invoice exists in the
Vendor History File for the vendor number and invoice number entered. If the invoice
is found, and it has a non-zero retainage amount, the retainage amount in that
invoice will be displayed on the screen as an [F1] option.
8. GST Amount
Enter the GST portion of the total invoice or press [F1] to default to the amount
calculated using the default GST percentage in the A/P Control File.
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12.11
9. Reference
This reference can be useful in these ways:
1. It can optionally be printed on check stubs if the check format is set up to
print the reference.
2. If you use G/L, you can choose to transfer either this reference or the
vendor name to G/L (through Get Distributions in G/L). This is useful if you
want G/L to show the reason why something was purchased, instead of the
vendor from whom it was purchased. You should consult your accountant
regarding which information should be transferred.
3. It appears on the A/P Distributions to G/L Report and will optionally appear
on the Aged Open Items Report.
Enter whatever reference you wish.
10. Non-disc
Enter the part of the invoice amount that is not eligible for a discount.
11. Due days
(If the vendor for this payable uses proximo terms, the field displays as "Due day".)
This is the number of days from the invoice date when the item is due for payment.
When the due days are entered, the due date (below) is calculated and displayed.
Enter the number of days or use one of the options:
[F1]
To automatically calculate fields 11 through 17 for the due days, due
date, discount days, discount date, discount percent, discount amount,
and discount account. The calculations are based on the information in
the Vendor File.
[Enter]Leave this field blank to skip and enter the due date directly in field 12.
[F2]
To change to entering terms by days (if this vendor's usual terms are
proximo)
12. Due date
Enter the due date or press [Enter] to use the vendor's invoice date entered in field 6
above, plus the due days specified in field 11.
13. Disc days
(If the vendor for this payable uses proximo terms, the field displays as "Disc day".)
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Payables
12.12
Enter the discount days (the number of days within which payment must be made to
take advantage of the vendor's early payment discount). You can also press [Enter]
for no discount days. This field displays "NONE", field 14 displays "NONE", fields 15
and 16 are set to zero, and field 16 displays "(Not applicable)".
Discount days cannot be greater than the due days already entered.
14. Disc date
Enter the discount date or press [Enter] to use the invoice date, plus the discount
days specified in field 13.
15. Disc pct
If you enter a percent here, the discount amount is automatically calculated and
displayed in the "Disc amt" field. Enter the discount percent or press [Enter] to use
the discount percent entered in the Vendor File. A flag appears when you override the
discount percentage of a vendor’s term.
Enter 0 (zero) in this field to enter the discount amount in the "Disc amt" field, or to
not allow a discount.
16. Disc amt
If you did not enter the discount percent in the "Disc pct", you can enter the discount
amount. (If the invoice amount is negative, the discount amount must also be
negative.)
If you enter a discount amount, then the discount percent is calculated and displayed
in the "Disc pct" field.
[?] 17. Disc acct
Enter the number of the account where discounts taken will be posted for this
vendor.
If there is no discount for the invoice, you cannot enter an account in this field.
Enter the account number or use [F1] to use the discount account entered in the
Vendor File.
The remaining fields are numbered differently for non-A/P checks.
Rpt on 1099? (for regular vouchers)
(Appears only if the "Company Canadian or U.S. ?" field is set to U for U.S. company in
System Functions / Company data and if the "Print 1099 forms ?" field in Control
Information is set to Y.)
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Samco Power Accounting
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12.13
If this vendor is not a 1099 vendor per the Vendor File, this field is set to "(Not
applicable)".
Answer Y to have payments against this voucher included on this vendor's 1099-MISC
form.
[?] 18. Branch ?
If you answered Y to branch processing in the A/P Control File, enter the valid G/L
account section profit centre for this branch as set up in Valid sections (System
Functions).
Branch processing allows you to enter vouchers received from vendors billed directly
to your branch locations and identify the branch (profit centre) they were billed to.
Your check form can then be designed to group the vouchers printed on the check
stub by the branch.
There is no separate function for setting up your branch locations. They are assumed
to be profit centres and need only be set up in the Valid sections function for your
G/L accounts profit centre sections as specified in the Company data function.
For example, if you are using a 2 section G/L account number (####-###) and have
specified that the second section is your profit centre, you would set up your
branches in the Valid sections function for the second section. When entering a
voucher, you would enter in the profit centre (valid section value) which identifies
the branch the voucher was invoiced to.
For a Non-A/P check or Pre-Payment Voucher
The next three fields (18, 19 and 20) are displayed only for non-A/P check or prepayment vouchers. "Branch ?" is field 21 in this case.
18. Check-#
Enter the number of the check used to pay this invoice, or use [F1] if you are
entering a pre-payment, print a quick check.
Expense Distributions
NOTE: If you are using Job Cost, skip to the section titled "Job Cost and Expense
Distributions". If you are entering a pre-payment transaction and are generating a
quick check, skip to the section titled "Quick Checks and Pre-Payments".
After the information for fields 1 through 18 (or 21) is entered, the screen will display
for you to enter the expense distributions as follows:
Accounts Payable
Samco Power Accounting
Payables
12.14
If Purchase Order or Purchasing is Being Used
If you are also using either the Purchase Order or Purchasing modules, and there is a
purchase order (P.O.) for this voucher, you will be asked if you want to automatically
transfer the distributions from the purchase order.
If you do, all distributions for all lines of the purchase order are scanned, and one
distribution is created for each different account found.
The voucher number from Voucher Receivings now appears in the View → Received
PO history and on the PO reports → Received PO history.
If Inventory Management is Being Used
If you are using the Inventory Control Plus package and this payable is an invoice for a
receiving previously posted in I/C, then you must distribute the payable to the
account which is listed in the I/C Control file as the "B/S liability account".
In order to understand why the "B/S liability account" is used as the expense account
for the payable, we must first consider what occurs when receivings are posted in I/C.
Receivings transactions in I/C always debit the item's inventory account and credit the
"B/S liability account" which is contained in the I/C Control file.
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12.15
Later, when the invoice for the receivings is sent to you by the vendor and you enter
it into A/P, if you set the expense distribution to be the same account which was
originally credited at the time of the receiving in I/C (i.e. the "B/S liability account"),
the net effect will be to debit inventory and credit accounts payable.
At the time of receiving:
DR Item's B/S inventory account
CR B/S liability account
At the time of voucher entry:
DR B/S liability account (as the expense distribution)
CR Accounts Payable
The net effect is:
DR Item's B/S inventory account
CR Accounts Payable
The B/S liability account may be a "clearing account". It can also be a liability
account called "Unmatched receivings" or "Uninvoiced receivings". You should consult
with your accountant to determine the exact account to be used.
[?] Acct-#
This is the account number for the expense distribution. The account number is
verified against the Valid G/L Account file and the account description is displayed. If
you enter the account number of an existing distribution, the amount will display.
Enter the account number or use the option:
[F1]
To use the default distribution account entered in the Vendor File. This
key can be used only for the first distribution.
[F2]
If you said Y to distributing vouchers to customers in the A/P Control
File, press [F2] to distribute this voucher against an A/R customer's
account
Distributing to an A/R Customer
If you select to distribute a vendor's voucher to a customer's account, enter the A/R
customer's account number, an invoice number (defaults to voucher invoice number),
and the amount to distribute. You may distribute all or part of the voucher to the
customer, either by dollar amount, or by percentage.
You may continue to distribute any balance of the transaction to either customer's or
directly to a G/L account, and may switch back and forth at the account number field
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Samco Power Accounting
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12.16
by pressing [F2].
Distrib-amt
Enter the amount of the distribution or use [F1] to default to the full amount
remaining to distribute, which is always displayed on the screen ("AMOUNT
REMAINING"). Enter zero for an existing distribution and the distribution will be
deleted.
There is no limit to the number of distributions that you can enter for a voucher, but
only the last three entered will display on the screen.
When the "Amount remaining" (to distribute) field is zero, you can exit from entering
distributions.
Job Cost and Expense Distributions
NOTE: If you are not using Job Cost, you can skip this section.
When Job Cost is used, you can distribute the invoice amount to specific job accounts
and/or to expense (non-job) accounts.
After the information for the first screen of fields is entered, the next screen will
display for you to enter the job distributions and expense distributions as follows:
Accounts Payable
Samco Power Accounting
Payables
12.17
Fields 1 through 4 are displayed first. When the job number is entered, the remaining
fields will appear.
If Inventory Management is Being Used
If you are using the Inventory Management package and this payable is an invoice for
a receiving previously posted in I/C, then you must distribute the payable to the
account which is listed as the items’ "B/S liability account". Normally this will be the
same for all items as setup in the "B/S liability account" field in Inventory
Management / Setup / Control Information.
In order to understand why the "B/S liability account" is used as the expense account
for the payable, we must first consider what occurs when receivings are posted in I/C.
Receivings transactions in I/C always debit the item's inventory account and credit the
item’s "B/S liability account".
Later, when the invoice for the receivings is sent to you by the vendor and you enter
it into A/P, if you set the expense distribution to be the same account which was
originally credited at the time of the receiving in I/C (i.e. the "B/S liability account"),
the net effect will be to debit inventory and credit accounts payable.
At the time of receiving:
Accounts Payable
Samco Power Accounting
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12.18
DR Item's B/S inventory account
CR B/S liability account
At the time of voucher entry:
DR B/S liability account (as the expense distribution)
CR Accounts Payable
The net effect is:
DR Item's B/S inventory account
CR Accounts Payable
The B/S liability account may be a "clearing account". It can also be a liability
account called "Unmatched receivings", "Uninvoiced receivings" or (more correctly)
"Unvouchered receivings". You should consult with your accountant to determine the
exact account to be used.
Enter the information for distributions as follows:
[?] * 1. Job-#
Enter the job number as used in the Job Cost package. Once the job number is
entered, the job description and status will be displayed. The job must be an "active"
job in the J/C package.
Enter the job number where all or part of the invoice amount will be distributed, or
use one of the options:
[F1]
To display the next job on file
[Enter]
To default to the last job number entered
"blank"
Leave this field blank for an expense (non-job) distribution. (If a
job number is displayed, type spaces in the field.)
If you enter the key fields of an existing distribution, that distribution will display.
(The key fields are "Job-#", "Cost item", and "Acct-#/Cust-#".)
[?] * 2. Cost item
The cost item is entered here the same way it is entered in the J/C package category number first, then sub-job number (if applicable), then change order
number (if applicable).
The cost item must be on file for the job. It must be a direct cost, and it cannot be
for a labour cost. Once the cost item number is entered, its description is displayed.
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Samco Power Accounting
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12.19
Enter the cost item number or use the option:
[F1]
To display the next cost item on file for the job
[?] * 3. G/L acct-#
This is the G/L account number for this distribution. The account must be in the
Valid G/L Account File. Its description will display automatically. Enter the account
number or use the option:
[F1]
If this is a distribution for a job, this gets the account number for the
cost item entered in the J/C Activate function. If this is an expense
distribution, this gets the account number for this vendor entered in the
Vendor File.
[F2]
If you said Y to distributing vouchers to customers in the A/P Control
File, press [F2] to distribute this voucher against an A/R customer's
account
Distributing to an A/R Customer
If you select to distribute a vendor's voucher to a customer's account, enter the A/R
customer's account number, an invoice number (defaults to voucher invoice number),
and the amount to distribute. You may distribute all or part of the voucher to the
customer, either by dollar amount, or by percentage.
You may continue to distribute any balance of the transaction to either customers or
directly to a G/L account, and may switch back and forth at the account number field
by pressing [F2].
For an existing voucher, you can enter an account number for a new distribution if
you want to add it.
4. Amount
Enter the amount of the distribution, or you can use one of the following options:
[F1]
To use the invoice amount remaining
[F2]
To enter a percent of the original invoice amount. (If you press [F2]
again, you will go back to entering an amount.)
If you have chosen to use retainage in the Job Cost Control File, this amount includes
the retainage amount. (See the Glossary in the System Functions manual for the
definition of "retainage".)
5. Quantity
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12.20
(This field appears only for job distributions.)
If there is a unit connected with the cost item, such as BDFT (board feet) or SQYD
(square yards), you can enter the quantity of these units for this distribution. If there
is no unit connected with the cost item, this field will be skipped.
6. Reference
(This field appears only for job distributions.)
Enter any reference or comment you want to make for this distribution. (This
reference will be passed to the Job Cost package, and will not remain in the Accounts
Payable package.)
7. Retainage
(If you have chosen not to use retainage payable in the Job Cost Control File, this
field will not appear on your screen.)
Enter the retainage amount for the distribution, or use the option:
[F1]
To use the amount displayed. This is calculated from the amount in
field 4 times the retainage percent entered in Job Cost.
The retainage amount cannot be greater than the full amount of the distribution. If
you are entering distributions for a non-A/P check voucher, or an adjustment to
distribution voucher, you will not be allowed to enter a retainage amount.
When you are done, the distribution will be shown at the bottom of the screen and
you will be requested to enter the next distribution.
There is no limit to the number of distributions you can enter for a voucher, but only
the last three entered will display on the screen.
You cannot exit here until the "Amt rem" field is zero.
Quick Checks and Pre-Payments
(This section applies only if you are entering a quick check voucher (type Q) or are
making a pre-payment voucher (type P) entry and generating a quick check. A prepayment made by manual check does not apply here.)
After the data fields are entered on the first screen and any distributions necessary
are made, the following screen will appear if you are printing a quick check:
Accounts Payable
Samco Power Accounting
Payables
12.21
Enter the following information:
[?] 1. Cash acct
Enter the cash account from which payment is being drawn from, or use one of the
options:
[F1]
To use the default cash account displayed.
[F2]
To display through the other cash accounts on file.
2. Check no
Enter the number of the check which will be printed or use the option:
[Enter]
To default to the next check number in the A/P Control File
3. Check date
Enter the date to be printed on the check.
4. Comment
Enter a comment that can optionally be printed on the check form. This is
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Samco Power Accounting
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12.22
particularly useful if you are printing a check which is post-dated, or in a foreign
currency and you wish to draw special attention to this. You can also use [F1] if
there is no comment.
You are then prompted :
Please mount check forms on printer....
Type "DONE" when ready"
Once your checks are mounted type "DONE".
You are then prompted "Print alignment ?". Answer Y if you wish to run a test check
to make sure the check form is aligned properly. Continue to answer Y until your
form is aligned properly.
The quick check will use the default check format set up in Control information.
Once the check is printed you will be prompted:
Please mount regular paper on printer....
Type "DONE" when ready"
Reload your usual paper (if necessary) and type "DONE" to continue.
You are now prompted "Is the check just printed OK ?". If you answer Y, the
transaction is completed and processed. If you answer N the entire transaction is
voided.
Due to the nature of quick checks, once they have been printed they cannot be
changed or deleted. They must be posted with all other vouchers, and a check
register run off. In order to cancel out a quick check that has been verified as OK,
you must enter a non-A/P check voucher to counter balance the entry.
Printing an Edit List
Select Edit list from the Payables menu.
The Payables Edit List is identical to the format of the Payables Register.
Posting Vouchers
From the Payables menu, select Post.
You are prompted "Post transactions entered by which user ?". Enter the user ID who
entered the transactions you wish to post, or press [F1] to post the transactions
entered by "All" users.
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Samco Power Accounting
Payables
12.23
The Payables Register will be printed and the vouchers will be posted to the Vendor,
A/P Open Item, A/R Open Item (if a distribution is made to a customer's account), A/P
Distribution to G/L, and Vendor History Files.
The vendor’s AP account has been added to AP transaction register:
If Job Cost is being used, the Job Detail File is also updated.
If Purchase Order or Purchasing is being used, receivings in the P/O Receiving History
File for the invoices posted are marked as invoiced.
If vouchers are being distributed to A/R customer accounts, a Sales Register is
generated for the invoices created for the customer.
Posting Regular Vouchers
A regular voucher (type R) is posted as a new voucher to the A/P Open Item File and
the Vendor History File. The purchases year-to-date field in the Vendor File is
updated for the vendor by the amount of the invoice. The distributions are posted to
the A/P Distribution to G/L File. The invoice amount is posted as a credit (or debit, if
negative) to the accounts payable account (specified in the A/P Control File), and the
expense distributions are posted as debits (or credits, if negative).
If You Are Using Job Cost with Retainage Payable:
The amount that is posted to the A/P Open Item File is the invoice amount (from the
"Amount" field) less the retainage (from the "Retainage" field). It is only the nonretainage amount that will be shown on your Aged Open Items Report. Retained
Accounts Payable
Samco Power Accounting
Payables
12.24
amounts will be shown properly in Job Cost.
When a voucher that has retainage is posted to G/L, the retainage portion is posted as
a credit to the retainage payable account and the non-retainage portion is posted as a
credit to the accounts payable account. (Also see below for a description of posting
"retainage now due" vouchers.)
Posting Non-A/P Check Vouchers
For a non-A/P check voucher (type N), the cash account specified in the transaction
record is credited by the check amount, and the discount account associated with the
voucher is credited by the amount of the discount. Expense and job distributions are
posted as debits.
The purchase and discount year-to-date fields in the Vendor file will be updated by
the appropriate amounts for that vendor.
The accounts payable account and the A/P Open Item File are not affected by nonA/P check vouchers, but the check information is stored so that it will appear on the
next register that is printed from Prepare payments/print checks.
Posting Quick Check Vouchers
For information on posting quick check vouchers (type Q), refer to the above section
on posting non-A/P vouchers.
Posting Pre-Payment Vouchers
When a pre-payment voucher (type P) is posted a negative voucher is created in the
vendor's account. Once the invoice is received from the vendor, the pre-payment
voucher can be applied to the invoice using Modify (Open items).
As for G/L distributions, the A/P account is debited and the cash account specified is
credited.
Posting Adjustment Vouchers
For an adjustment to distribution voucher (type A), the distributions are posted to the
A/P Distribution to G/L File as they were entered.
The accounts payable account and the A/P Open Item File are not affected.
Posting Cancellation Vouchers
For a cancellation voucher (type C), the posting program searches for a voucher in the
A/P Open Item File and the Vendor History File that matches the cancellation
voucher's invoice number, voucher number, and amount.
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Samco Power Accounting
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12.25
If a match is found, that voucher is deleted from the A/P Open Item File and the
Vendor History File, the Vendor File purchases year-to-date field is reduced by the
amount of the invoice, and distributions for the cancellation voucher are posted (with
their signs reversed) to the A/P Distribution to G/L File.
If no match is found, the cancellation voucher and its distributions are ignored.
Posting Transfer vouchers
For a transfer voucher (type T), the posting program transfers the voucher to the new
Vendor. This has no effect on the G/L as the distributions have already been posted
on the original voucher unless the Accounts Payable accounts are different, then a
General Journal register will print.
Posting Retainage Now Due Vouchers
NOTE: This section only applies if you are also using the Job Cost package. If you are
not, disregard this section.
For a "retainage now due voucher" (type D), there are three possibilities - the voucher
may be entered as a regular voucher, a non-A/P check voucher, or a cancellation
voucher.
A regular "retainage now due" voucher is posted as a new voucher to the A/P Open
Item File. This is when the retainage portion of the earlier invoice finally becomes a
regular voucher, subject to the usual accounts payable aging. The voucher amount is
posted to the A/P Distribution to G/L File as both a debit to the retainage payable
account and a credit to the accounts payable account. There are no other
distributions.
A non-A/P "retainage now due" check voucher does not affect the A/P Open Item File.
The voucher amount is posted to the A/P Distribution to G/L File as a debit to the
retainage payable account, and a credit to the A/P Control File cash account entered
for the voucher. If a discount was taken, this is posted as a credit to the discount
account specified in the voucher.
A cancellation "retainage now due" voucher searches for a voucher in the A/P Open
Item File that matches the cancellation voucher's invoice number and amount. If a
match is found, that voucher is deleted from the A/P Open Item File. If no match is
found, the cancellation voucher is ignored. If the voucher is deleted, the retainage
payable account is credited for the amount of the voucher and the accounts payable
account is debited for the same amount.
Posting to A/R Customer Accounts
When you distribute a voucher to a customer's account an invoice is created and
posted to the customer's account. The G/L distributions and tax calculations are
automatically handled using the customer's defaults, and those in the A/P control file.
Accounts Payable
Samco Power Accounting
Payables
12.26
____________________
Accounts Payable
Samco Power Accounting
Payables
12.27
Chapter 13
Recurring Payables
Use this selection to handle payables which will be repeated periodically. Such things
as rent, loan payments, and insurance premiums are in this category.
Here you can do the following:
-------
Enter recurring payables.
Print an edit list of them.
Select them.
Print a selection list.
Print a list of "expired" recurring payables (see "Printing an Edit List").
Use the selected recurring payables (i.e., use them to create regular
vouchers).
Select Payables from the A/P menu, select Recurring payables, then select Enter.
Entering Recurring Payables
This is the screen you see:
Accounts Payable
Samco Power Accounting
Recurring Payables
13.1
From this screen you can work with both new and existing recurring payables.
Enter the following information:
[?] * 1. Vendor
Enter the number of the vendor for this recurring payable, or use one of these
options:
[F1]
To scan through the recurring payables on file
[F2]
For the next vendor number
[F6]
To use the previous vendor
[Enter]
Leave the vendor number blank to enter the vendor name rather
than the number
(You cannot enter a temporary vendor.)
* 2. Invoice code
The invoice code is used to identify this recurring payable for this vendor.
Accounts Payable
Samco Power Accounting
Recurring Payables
13.2
The invoice code plus the date assigned later can be used as the "invoice number" for
the invoice created when a voucher is created from this recurring payable later in Use
selected.
For instance, the code "JANITR" could signify that this recurring entry is for janitorial
services for which a monthly invoice is received. Then when a voucher was created
on 3/20/01, you could choose to default the invoice number to JANITR-03/20/01.
When the next voucher was created on 4/20/01, the default invoice number would be
JANITR-04/20/01.
Enter the invoice code which identifies this recurring payable for the vendor.
* 3. Entry type
This is the type of recurring payable, F for fixed or V for variable.
A fixed recurring payable has the same invoice amount each period. An example is
rent.
A variable recurring payable has a variable invoice amount from period to period. An
example is a telephone bill.
For either type, you can still change the amount due and non-discountable amount
when you select the recurring payables for use, using manual selection. (See the
section titled "Selecting Recurring Payables for Use".)
NOTE: When you select recurring payables for use, you will be able to choose
between automatic and manual selection.
In manual selection, you may enter changes to the amount due and non-discountable
amount, as above. This is most suitable for variable recurring payables, since you
would usually want to make such changes.
In automatic selection, the recurring payable (fixed or variable) is selected "as is".
This is most suitable for fixed recurring payables, which usually require no changes.
4. Group
You may set up groups of any kind here, so that you may later select a group of
recurring payables from which to create vouchers.
Enter the group to which this recurring payable is to be assigned or use one of the
options:
[F1]
To assign this recurring payable to the payment group for this vendor
[F2]
To assign this recurring payable to the vendor type for this vendor
Accounts Payable
Samco Power Accounting
Recurring Payables
13.3
You can set up separate groups for fixed and variable recurring payables. Then you
could choose the "fixed" group in Select for use and use automatic selection on them.
Similarly, you could choose the "variable" group and use manual selection for them so
that you could enter the varying information.
5. P.O. number
Enter the purchase order number authorizing the recurring payable (if any).
6. Amount due
Enter the amount due (including GST). It can be zero for a variable payable, but a
fixed payable must have a non-zero amount.
7. GST amount
Enter the GST portion of the amount due (previous field) or use the option:
[F1]
To default to the amount calculated using the GST percentage from the
A/P Control File.
8. Non-disc amt
Enter any part of the vendor's invoice that is not eligible for a discount. This amount
must have the same sign as the amount due.
[F1]
To default to the GST amount
9. Reference
This reference can be useful in these ways:
1.
It can optionally be printed on check stubs.
2.
If you use G/L, you can choose to transfer either this reference or the vendor
name to G/L. This is useful if you want G/L to show the reason why something
was purchased, instead of the vendor from whom it was purchased. You should
consult your accountant regarding this.
3.
It appears on the A/P Distributions to G/L Report and optionally on the Aged
Open Items Report.
Enter whatever reference you wish.
10. Due days
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Samco Power Accounting
Recurring Payables
13.4
(If this vendor uses proximo terms, this field displays as "Due day" and you enter a day
of the month.)
This is the number of days from the vendor's invoice date when the item is due for
payment. Enter the number of days or use one of the options:
[F1]
To automatically default fields 10 through 14 to the due day(s), discount
day(s), and discount percent, based on the information in the Vendor
File. Field 13 defaults to the amount calculated from the discountable
amount and the discount percent.
[F2]
If this vendor uses proximo terms, [F2] changes to terms "by due days";
i.e. vendor is normally due on 15th of month, change to net 30 days.
11. Disc days
(If this vendor uses proximo terms, this field displays as "Disc day" and you enter a day
of the month.)
Enter the discount days (the number of days within which payment must be made to
take advantage of the vendor's early payment discount).
12. Disc pct
If you enter a percent here, the discount amount is automatically calculated and
displayed. Enter the discount percent or use the option:
[Enter] Leave this field blank to enter the discount amount. In this case, the
"Disc pct" is calculated and displayed when you enter the amount.
13. Disc amt
If you did not enter the discount percent, you can enter the discount amount. (If the
invoice amount is negative, the discount amount must also be negative.)
14. Disc acct
Enter the number of the account where discounts taken will be posted.
If there is no discount for the invoice, you cannot enter an account in this field.
Enter the account number or use the option:
[F1]
To use the discount account entered in the Vendor File
15. Rpt on 1099?
(This field applies to U.S. companies only.)
Accounts Payable
Samco Power Accounting
Recurring Payables
13.5
This field appears if "Print 1099 forms ?" in Control Information is set to Y and the
company is set to U.S.
If this vendor is not a 1099 vendor per the Vendor File, this field is set to "(Not
applicable)".
Answer Y to have payments against this voucher included on this vendor's 1099-MISC
form.
A second screen appears:
Expense Distributions (Fields 16 through 25)
You can specify up to 10 different G/L distributions for any recurring payable.
[?] Acct-#
Enter the account number to which all or a portion of the expense will be distributed,
or use one of the options:
[F1]
To use the distribution account number in the Vendor File
The account number must exist in the Valid G/L Account File.
Depending on whether "fixed" or "variable" was chosen for the "Entry type" field,
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Samco Power Accounting
Recurring Payables
13.6
either an amount or a percent is requested.
For a fixed entry type, enter the exact amount of the distribution to this account or
use the option:
[F1]
To use the payable amount remaining to distribute, as displayed
For a variable entry type, enter the percent of the payable amount to be distributed
to this account, or use the following option:
[F1]
To use the percent remaining to distribute, as displayed on the screen
The total percent or amount remaining must be zero before you are allowed to
proceed.
26. Start date
Enter the date on which to start using this recurring payable, or use the option:
[F1]
For "none" (no starting date)
27. Final date
Enter the final date on which this recurring payable is to be used, or use the option:
[F1]
For "indefinite" (no final date)
28. Interval
Every
This specifies the time interval between uses of this recurring payable. Enter a
number and then a time period. For instance, the interval could be every 2 weeks.
Enter a 1- or 2-digit number, then select a period:
D for Days, W for Weeks, or M for Months
29. Next date
Enter the next date the recurring payable should be activated. If this is not known
exactly, enter the approximate date, or use the option:
[Enter]
any
To use the start date entered in the "Start date" field above, if
- or To use today's date, if no start date was entered in the "Start
date" field above
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Samco Power Accounting
Recurring Payables
13.7
- or To use the date on the last recurring payable entered (if this is
not the first recurring payable)
This date is used as a default in the "Distribution date" field and the "Invoice date"
field when you later run Select for use.
The "Next date" field is automatically advanced by the time interval entered above
each time a voucher is created from this recurring payable (by running Use selected).
30. Max # uses
Enter the maximum number of times this recurring payable can occur (later, you will
be warned if this recurring payable is selected more than this many times), or use the
option:
[F1]
For "indefinite" (no maximum number of uses)
31. Annual max
Enter the maximum annual total for this recurring payable (later, you will be warned
if the total amount exceeds this amount when the recurring payable is selected) or
use the option:
[F1]
For "indefinite" (no maximum annual amount)
32. Max tot amt
The maximum total amount is the maximum amount to be invoiced over the entire
life of the payable. For example, a recurring payable used for repayment of a loan
would have a maximum amount.
This field is compared to the totals of all vouchers generated to date from this
recurring payable to see if the maximum amount specified here has been reached yet.
It issues a warning if the invoice currently being generated will exceed the maximum
amount.
Enter the amount or use the option:
[F1]
For "indefinite" (no maximum total amount)
33. Times used
When first setting up a recurring payable, enter the number of times this payable has
been used. If you were making payments before you began using Samco Power
Accounting, you could enter the number of times payments were made here. In this
case, you would set the "maximum number of uses" above to include these times.
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Samco Power Accounting
Recurring Payables
13.8
For instance, if you were paying off a loan in 30 installments and had already made 5
payments, you would enter 30 in the "Max # uses" field and 5 in the "Times used" field.
This field is automatically updated each time you create a voucher from this recurring
payable.
34. Total YTD
When first setting up a recurring payable, enter the YTD total amount already paid.
For instance, if you were paying off a $10,000 loan and you had already paid $2,000
this year, you would enter $2,000 here.
This field is automatically updated each time you create a voucher from this recurring
payable.
At the year- end closing (set up in Control information), this field will automatically
clear to zero.
35. Total to-date
When first setting up a recurring payable, enter the total already paid to-date.
For instance, if you were paying off a loan with total payments of $10,000 and you
had already paid $3,500, you would enter $10,000 in field 32 and $3,500 here.
Make any changes as usual.
Printing an Edit List
The Recurring Payables Edit List shows all recurring payables on file.
Select Edit list from the Recurring payables menu.
This is the screen you see:
Accounts Payable
Samco Power Accounting
Recurring Payables
13.9
Enter the following information:
1. Print report by
Select whether to print the report in order by V (vendor number), N (vendor name),
or G (recurring payable group).
Then follow the screen instructions.
Format: 1 character
2. Type
Type F to print fixed recurring payables only, V for variable recurring payables only,
or use the option:
[F1]
Print "All" recurring payables
3. Next date cut-off
This selection allows you to show only recurring payables from which a voucher is to
be produced by a certain date. Only recurring payables with a "next date" on or
before this date will be shown.
You may enter a date or use one of the options:
Accounts Payable
Samco Power Accounting
Recurring Payables
13.10
[F1]
For the "Latest" date on file. This means that all recurring sales
which meet the other criteria will be included on the list.
[Enter]
For the system (today's) date
4. Show which entries
Select which entries are to appear on the edit list:
A
All entries
O
Only entries for which the amount paid this year is over the
annual maximum
E
Only expired entries
Expired entries are those recurring payables which either:
1.
2.
3.
Have been selected more than the maximum number of uses,
Have exceeded the maximum total amount, or
Have a "final date" before the "next date".
Selecting Recurring Payables for Use
Here you select which recurring payables are to become vouchers.
To create a voucher from a recurring payable, you must select it for use here first,
then run the Use selected function below to transfer it to the A/P Transaction File,
where it becomes just like any other voucher.
You may choose either automatic or manual selection.
Choose Select for use from the Recurring payables menu.
This is the screen you see:
Accounts Payable
Samco Power Accounting
Recurring Payables
13.11
1. Select by
Choose whether to select recurring payables for use by V (vendor number), N (vendor
name), or G (recurring payable group).
Then follow the screen instructions.
2. Next cut-off date
If you want to select only recurring payables with a "next due date" on or before a
specific date, enter that date here. Or use the option:
[F1]
For no cut-off date
3. Selection method
If you are using variable recurring payables, see the discussion in the "Entry type"
field, near the beginning of this chapter.
Choose A (automatic) or M (manual) selection of recurring payables.
Automatic selection
If you choose automatic selection, recurring payables will be selected based on the
criteria entered above.
Accounts Payable
Samco Power Accounting
Recurring Payables
13.12
Manual selection
If you choose manual selection, then after you complete entries on this screen, the
recurring payables meeting the criteria above will be displayed, one by one, for you
to select manually which ones to turn into vouchers. The "Recalc taxes ?" field on this
screen is skipped for the manual selection mode.
4. Recalc taxes ?
(This field is skipped in "Manual selection" mode).
Answer Y to have the GST recalculated when each selected recurring payable is
turned into a voucher. Otherwise, the GST calculation in effect when the recurring
payable was first entered will be used.
Answering Y here insures that any changes in GST calculation are taken into account.
Automatic selection
When you press [Enter] at "Field number to change ?", a period of processing occurs
while the recurring payables that you have specified are selected automatically by
the computer. The Recurring Payables Automatic Selection Edit List will be printed to
show you which recurring payables have been selected. The recurring payables that
are selected will be turned into vouchers when you run Use selected (described later
in this chapter).
Manual selection
When you press [Enter] at "Field number to change ?", a screen then appears for you
to select recurring payables entries manually. Entries which are selected here will be
turned into vouchers when you run Use selected.
Accounts Payable
Samco Power Accounting
Recurring Payables
13.13
Enter the following information:
[?] * 1. Vendor
To find the recurring payable you want, enter the vendor number or use the option:
[F1]
To scan through recurring payables matching the parameters entered on
the previous screen. Follow the screen instructions.
* 2. Invc code
Enter the invoice code of the desired recurring payable or use the option:
[F1]
For the next recurring payable for this vendor
If this recurring payable has already been selected, you are informed of this and
asked if you now want to unselect it. Answer Y or N as appropriate.
If the recurring payable was not previously selected, you are asked "Select this entry
?". If you answer N, the screen clears for you to enter another recurring payable to
select. If you answer Y, this recurring payable is selected and processing occurs as
follows:
For a fixed recurring payable:
Accounts Payable
Samco Power Accounting
Recurring Payables
13.14
1. The "next date" stored in the recurring payable is displayed for the invoice
date.
2. The due date and discount date calculated from the terms entered for this
recurring payable are calculated and displayed.
3. At this point, you are allowed to change fields as usual.
If you change the invoice amount, you should also change the non-discountable
amount (if any) and the discount amount (if any). If you change the discount amount,
you are asked to change the discount account or confirm that it is the same.
5. Invc #
For a fixed recurring payable, enter the vendor invoice number for the recurring
payable being selected. You can also leave this blank to have an invoice number
based on "invoice code" and the invoice date automatically assigned when running Use
selected to create a voucher from this recurring payable.
This automatic invoice number is described under the "Invoice code" field near the
beginning of this chapter.
These next three fields are accessed from "FIELD NUMBER TO
CHANGE ?". Enter these only if this vendor's invoice has already been paid with a
manual check.
18. Check #
Enter the check number only if this invoice has already been paid with a manual
check.
19. Check date
If you entered a check number, you must also enter a check date.
20. Cash account
Enter the cash account where this manual check is to be posted, or use one of the
options:
[F1]
For the default cash account from the A/P Control File
[F2]
To scan through the other cash accounts on file
For a fixed recurring payable, after you press [Enter] at "Field number to change ?",
the distributions are displayed and changes are allowed as usual.
Accounts Payable
Samco Power Accounting
Recurring Payables
13.15
For a variable recurring payable:
1. The "next date" stored in the recurring payable is displayed for the invoice
date.
2. The due date and discount date calculated from the terms entered for this
recurring payable are calculated and displayed.
5. Invc #
Enter the vendor invoice number for the recurring payable being selected. You can
also leave this blank to have an invoice number based on "invoice code" and the
invoice date automatically assigned when you run Use selected to create a voucher
from this recurring payable.
This automatic invoice number is described under the "Invoice code" field near the
beginning of this chapter.
6. Invc date
Enter the invoice date that will be used for the voucher, or use the option:
[Enter]
To default to the "Next date" field in the Recurring payables /
Enter screen.
7. Invc amt
Enter the invoice amount including GST, or use the following option:
[Enter]
To use the "Amount due" field in the Recurring payables / Enter
screen.
8. GST amounts
Enter the GST portion of the invoice amount (previous field) or use the option:
[F1]
To default to the amount calculated based on the GST percentage
in the A/P Control File.
9. Non-disc
Enter the non-discountable amount (the amount that the discount does not apply to)
or use the option:
[F1]
To default to the GST portion of the invoice
If you change either the invoice amount or the non-discountable amount, also change
Accounts Payable
Samco Power Accounting
Recurring Payables
13.16
the "Discount amount" to the correct amount.
Make any desired changes, including "Dist date" (distribution date). This field
automatically defaulted to the date from "Next date" field in Recurring payables /
Enter. This date will become the G/L distribution date for the voucher.
These next three fields are accessed from "FIELD NUMBER TO
CHANGE ?". Enter these only if this vendor's invoice has already been paid with a
manual check.
18. Check #
Enter the check number only if this invoice has already been paid with a manual
check.
19. Check date
If you entered a check number, you must also enter a check date.
20. Cash account
Enter the cash account where this manual check is to be posted, or use one of the
options:
[F1]
For the default cash account from the A/P Control File
[F2]
To scan through the other cash accounts on file
After you press [Enter] at "Field number to change ?", the distribution amounts are
calculated and displayed, based on the percents entered in the Recurring payables /
Enter function.
The distribution amount remaining must be zero before you can exit.
Changing Amount of Entry
If you reselect a variable recurring payable and you change the entry's invoice
amount, you will be given the option to recalculate the distributions. If you wish to
use the distributions that you entered when the entry was originally selected, answer
N. If you want the software to recalculate the distributions based on the percentages
associated with the distributions, then answer Y.
Printing a Selection List
This list shows every recurring payable that has been selected. It shows exactly what
vouchers will be created when Use selected is run next. Use this list to verify and
Accounts Payable
Samco Power Accounting
Recurring Payables
13.17
edit your selections.
Choose Selection list from the Recurring payables menu.
Using Selected Recurring Payables
When you have verified that your selection of recurring payables is correct and
complete, you are ready to create vouchers for those recurring payables selected.
The recurring payables will become vouchers in the A/P Transaction File (along with
the other vouchers created in Payables).
Two types of vouchers are created:
Selected recurring payables with no check number become regular vouchers.
Selected recurring payables that have a check number become non-A/P check
vouchers.
Select Use selected from the Recurring payables menu.
A screen appears for you to confirm whether or not to use the selected transactions.
Answer Y or N as appropriate.
Once the vouchers are created, you can change or delete them through Payables.
____________________
Accounts Payable
Samco Power Accounting
Recurring Payables
13.18
Chapter 14
View Open Items
This selection is used to display A/P open items for specified vendors. From the A/P
menu, select View open items. A screen appears for entry of a vendor. Enter the
following information:
[?] Vendor
[F1]
For the next vendor
[Enter]
Leave this field blank to find the vendor by name
The vendor number you enter must be on file in the Vendor File. After you have
selected a vendor, the open items for the vendor are displayed.
Accounts Payable
Samco Power Accounting
View Open Items
14.1
Select from these options:
[PgDn]
To view the next page of vouchers for this vendor
[PgUp]
To view the previous page of vouchers for this vendor
[F1]
To view the last page of vouchers for this vendor
[F3]
To print an Open Items Report for this vendor
[F5]
To see more information about this vendor
[F6]
To see notes for this vendor
[Enter]
To display more information about the open items
A/P open items are displayed in order by their voucher numbers ("Vchr-#").
The invoice balance includes both discountable and non-discountable portions of the
invoice amount and is the balance that remains to be paid.
If there have been partial payments, the letter P will display to the right of the
invoice balance.
The discount balance shows the discount amount that remains to be taken, although
the validity of the discount is not considered at this point.
Accounts Payable
Samco Power Accounting
View Open Items
14.2
The net balance ("Net-due") is the invoice balance minus the discount balance and
shows how much remains to be paid on each open item if the full discount balance is
taken.
Press [Enter] to get more information on the open items shown, including the invoice
#, invoice date, P.O. number, reference, and running balance.
Use [F3] to print a Vendor Account report which details all current Open Items for the
customer.
Use [F5] to view more information about this vendor, similar to the following:
When you are done with viewing the vendor data, press [Esc] or [Tab] to get back to
the view screen.
Press [F6] to enter or to review notes about this vendor.
If you press [F6], you see:
Accounts Payable
Samco Power Accounting
View Open Items
14.3
Using Notes
You can enter an unlimited number of notes about this vendor. They are for internal
use only. Each note is given a date/time stamp so that you can browse through the
notes in time sequence later.
NOTE: This notes function is different from the Extended Functions notes. Vendor
notes entered here are not accessible through the Extended Functions and vice versa.
A menu at the bottom of the "Notes" area shows three selections:
Menu
Pressing [F1] brings up a number of selections. Each selection is described below:
Abandon
Abandon any changes to the current note and exit the
notes function.
Change heading
Change the date and time this note was entered.
Delete
Permanently deletes the note
Jump
Allows you to enter a specific date for viewing notes.
Accounts Payable
Samco Power Accounting
View Open Items
14.4
Load from Alternate
Allows you to load notes for this customer from another
customer’s notes. At "Enter Load ID:" enter the customer to
copy notes from, and follow the screen instructions.
New
Start a new note. If you have made any changes to the
current note, those changes are lost.
Print
Print a report of Notes for the current vendor.
Save
After entering a note, this selection permanently saves the
note
Find
List notes on file one note per line for selecting note to
display. See detail later in this section.
[PgDn]
View a later dated note.
[PgUp]
View an earlier dated note.
[Home]
View the earliest dated note (oldest).
[End]
View the newest note on file.
Finding a Note
When the "? - Find" option is used in the [F1] - Menu option, a screen similar to the
following is displayed:
Accounts Payable
Samco Power Accounting
View Open Items
14.5
Use the [Up] and [Down] arrows to move to the note to display. The following options
are available:
[F1]
To display the next screen of notes on file for this vendor
[F2]
To display the previous screen of notes on file for this
vendor
[F3]
To search for a note by the date the note was entered
[F4]
To select this note for display in the view notes screen
Text entry
When you select to enter a note, the cursor is positioned for you to enter the first line
of the text of the note.
While entering a note the following keys and rules apply:
[Enter]
Accounts Payable
Samco Power Accounting
Completes the entry of a line of text and moves the cursor to the
next line.
View Open Items
14.6
AutoWrap
The text editor will automatically wrap the typed text to the next
line once you reach the end of the line. For example if you were
typing "superb" and only had enough room left on the line for "sup"
the entire word would be automatically moved to the next line.
[F1]
Access the menu selections described in the previous section.
[Esc]
Exit the note function without saving the changes to the current
note.
[Tab]
Exit the note function and save the changes to the current note.
[F2]
Begin entering a new note.
[F3]
Edit the next note on file.
[F4]
Edit the previous note on file.
____________________
Accounts Payable
Samco Power Accounting
View Open Items
14.7
Chapter 15
Open Items
This function allows you to change the due date, discount date, or discount balance
of existing open items, mark an open item as manually paid, and apply pre-payments
to vendor invoices.
From the A/P menu, select Open items, then select Modify.
Modifying Open Items
This is the screen you see:
Accounts Payable
Samco Power Accounting
Open Items
15.1
New and Existing Modifications
From this screen you can work with both new and existing modifications. If a
modification has already been entered for the modification type, vendor number, and
voucher number you specify, that modification will appear and be available for
changes or deletion.
* Modify type
For a new modification
Enter the modification type:
C
Change due date, discount date, or discount balance
M
Mark open item as manually paid
P
Application of a pre-payment
For an existing modification
Enter the modification type or use the option:
[F1]
To display the next existing modification
Accounts Payable
Samco Power Accounting
Open Items
15.2
[?] * Vendor number
Enter the vendor number for the modification.
* Voucher number
Enter the voucher number for the modification, or use the option:
[F1]
To display the next voucher for this vendor
Vouchers already selected for computer payment will not display. You cannot modify
a voucher which is already selected for payment; you must "un-select" it first, using
Clear selections/deferrals in Prepare payments/print checks. (See the chapter titled
Prepare Payments/Print Checks.)
The modification type entered (C, M, or P) causes the program to request different
types of information, as explained below.
Change date or disc
Enter the information for modification type C as follows:
1. New due date
The date you enter must not be earlier than the invoice date. Enter the new due
date or [F1] to use the old due date.
2. New disc date
The date you enter must not be earlier than the invoice date or later than the new
due date. Enter the new discount date or [F1] to use the old discount date.
3. New disc bal
Enter the new discount balance for the open item. It cannot be greater than the
invoice balance, nor can it have an opposite sign from the invoice balance. Enter the
new discount balance, or [F1] to use the old discount balance.
The following is a sample screen from a C type modification:
Accounts Payable
Samco Power Accounting
Open Items
15.3
Mark voucher as paid (manual payment)
Use modification type M for an A/P open item that has been paid manually with a
hand-written check (as opposed to a computer check printed by the A/P system).
The distributions that result from this type of modification are a debit to accounts
payable and credits to cash and discount taken.
If the payment was made from a cash account other than one of the cash accounts
used in A/P, adjusting entries will have to be made to correct the distribution of
cash. Such modifications can be made in the General Ledger package (General
journal), or by entering a modification to distribution voucher, using Payables.
Enter the remaining information as follows:
1. Cash acct #
Enter the number of the cash account from which payment was made, [F1] for the
default cash account for this vendor, or [F2] to scan through the other cash accounts
on file.
2. Check number
Enter the check number that was used to pay the open item.
3. Check date
Enter the check date for the check used, or [Enter] to use the current date.
Accounts Payable
Samco Power Accounting
Open Items
15.4
4. Amount paid
Enter the full amount that is to be applied against the open item, including any
discount taken. It must have the same sign as the invoice balance, and cannot be
greater than the invoice balance.
5. Disc taken
Enter the amount of the discount taken. The discount taken must have the same sign
as the amount paid.
After you enter the discount taken, the net check amount ("Check amt:") for this
invoice will display automatically on the next line. The check amount is calculated as
the "Amount paid" minus the "Disc taken".
The following is a sample screen from an M type modification:
If several open items are to be paid with the same check, enter the amount paid and
the discount taken for each open item as a separate modification. The voucher
numbers you enter will differ, but the check number and check date will be the same.
Manual payments will be shown as belonging to the same manual check payment on
the A/P Check Register. After the Modify Open Items Register prints, a Check
Register prints automatically (rather than have the manual checks be included on the
Check Register the next time you run Prepare Payments / Print Checks).
Accounts Payable
Samco Power Accounting
Open Items
15.5
Applying a pre-payment
This type of modification allows you to apply a pre-payment voucher to posted
voucher. In order to do this you must know the numbers of both the voucher you are
paying and that of the pre-payment voucher.
After selecting the voucher you wish to apply a pre-payment to, enter the remaining
information:
1. Pre-pay voucher
Enter the number of the pre-payment voucher you will be applying to the invoice or if
you have already entered a pre-payment application use the option:
[F1]
To display previously entered pre-payment applications for this voucher.
The cash account and check information for the pre-payment voucher is automatically
displayed.
2. Amount paid
Enter the portion of the pre-payment you wish to apply to the invoice.
3. Disc taken
Enter the amount of the discount taken. The discount taken must have the same sign
as the amount paid.
Printing an Edit List
Use this function to generate an edit list for proofing the modifications made to open
items.
Select Edit list from the Open items menu.
Posting Modifications
Select Post from the Open items menu.
The Modify Open Items Register is printed and the modifications are posted to the A/P
Open Item, Vendor, and A/P Distribution to G/L files. If there are manual checks in
the modifications, a Check Register will be printed immediately after the Modify Open
Items Register.
For manual payments, the Vendor File is updated to reflect the discounts taken and
Accounts Payable
Samco Power Accounting
Open Items
15.6
the distributions are posted to the A/P Distributions to G/L file for the accounts
payable, cash and discount accounts.
Pre-payment applications will be reflected in the open item and history files.
____________________
Accounts Payable
Samco Power Accounting
Open Items
15.7
Chapter 16
Aged Open Items
This selection is used to print a report showing all items in the A/P Open Item File.
The Aged Open Items Report shows the age of open items as of a particular date
which you specify (called the aging date).
You can define aging periods either by days (0-30 days, 31-60 days, etc.) or by
specific dates (3/16/90 to 4/10/90, 2/28/90 to 3/15/90, etc.).
Four aging period "buckets" are set up according to an aging date you specify:
NOTE: To obtain a report of payables which are outstanding as of the end of an
accounting period, use the Open Payables by Date Report. This report will show all
payables outstanding as of the end of an accounting period (even if they have been
subsequently paid). This report should be used to tie out to your A/P account balance
in General Ledger. (This report may only be printed if you are using vendor history.)
Aging Method
Each voucher dated on or before the aging date is put into a bucket according to
either its invoice date or due date.
Accounts Payable
Samco Power Accounting
Aged Open Items
16.1
Amounts from vouchers and debit memos put into buckets
by vendor invoice date or due date per Aged open items
The vendor's balance in each bucket is obtained and shown on the Aged Open Items
Report.
Showing projected payables for future periods
If you enter negative numbers for the number of days in the aging periods, this report
will show projected payables for future periods. (See the discussion at the end of this
chapter on how to do this.)
To Begin
From the A/P menu, select Reports and then Aged open items.
You then see:
Accounts Payable
Samco Power Accounting
Aged Open Items
16.2
Enter the following report criteria:
1. Aging date
This is the date which is used to calculate the age of items. Items later than this date
will not be considered in calculating vendor balances.
Enter the date or use one of the options:
[F1]
To use today's date. All documents entered will be considered in
calculating balances.
[F2]
To re-use all of the entries made on this screen the last time this report
was printed. (They all display and you may change individual entries.)
2. Age by invoice or due date
You may assign items to aging periods by the due date or vendor invoice date.
Type I to age open items by "invoice date" or D by "due date".
3. By vendor number or name ?
Type 1 to print the open items in order by vendor number, or 2 by vendor name.
Accounts Payable
Samco Power Accounting
Aged Open Items
16.3
[?] 4. Starting vendor
[?] 5. Ending vendor
Depending on your selection in field 2 above, specify the range of vendor
numbers/names to include or use one of the options:
[F1]
For the "First" vendor in the starting field, or for the "Last" vendor in the
ending field
[F2]
To enter a person's name (if printing by vendor name)
6. Group by A/P account ?
If you group vendors by A/P account, all vendors for a certain A/P account appear
together.
Answer Y to print the open items in order by A/P account number.
[?] 7. For which A/P account ?
Enter an account number or use one of the options:
[F1]
For the default A/P account
[F2]
To scan through other A/P accounts
[Enter]
For "All" accounts
8. Show zero bal vendors ?
Your answer here determines whether vendors with a zero balance as of the aging
date appear on the report.
9. Detail or summary ?
Type D to print a detailed report, or S for a summary report.
The summary report shows the total account balance for each aging period, while the
detailed report shows all items for each vendor in addition to the aging balances.
10. Vendor payment group
Enter the vendor payment group to appear on the report or use the option:
[F1]
For "All" vendor payment groups
11. Include items past aging date ?
Accounts Payable
Samco Power Accounting
Aged Open Items
16.4
Answer Y to include open items that are past date entered in the "Aging date" field.
12. Show invoice # or P.O. #
(This field appears only if you are printing a detail report.)
Type P to print the P.O. number, or I to print the invoice number.
A second screen appears for you to define aging periods.
1. Define aging periods by
Type D to define aging periods by days, S to define them by specific dates, or use
[F2] to re-use all of the entries made on this screen the last time this report was
printed, if you saved them at the end. (They all display and you may change
individual fields.)
If you did not save the previous entries, you may press [F2] to use the A/P Control
File default values.
Aging periods by days
If you select aging periods by days, you see:
Accounts Payable
Samco Power Accounting
Aged Open Items
16.5
Enter the following information:
2. # aging days in prd 1
Enter the number of days in period 1or use [Enter] to use the default number of days
from the A/P Control File.
3. Period 1 description
Enter a description for aging period 1or use [F1] for "Current".
4. # aging days in prd 2
Enter the number of days in period 2 or use [Enter] to use the default number of days
from the A/P Control File.
5. Period 2 description
Enter a description for aging period 2 or use [F1] for "Over (number of days in period
1) days".
6. # aging days in prd 3
Enter the number of days in period 3 or use [Enter] to use the default number of days
Accounts Payable
Samco Power Accounting
Aged Open Items
16.6
from the A/P Control File.
7. Period 3 description
Enter a description for aging period 3 or use [F1] for "Over (number of days in period
2) days".
8. # aging days in prd 4
Enter the number of days in period 4, press [Enter] to use the default number of days
from the A/P Control File, or use [F1] for 999 (unlimited age).
9. Period 4 description
Enter a description for aging period 4 or use [F1] for "Over (number of days in period
3) days".
After pressing [Enter] at "Field number to change ?", you may select 1 to review your
entries or select 2 to print the aging report. If you select to print, you then have the
option of saving your entries to use the next time you print the report.
Notes on the Aged Open Items Report
If "999" was not entered for the number of aging days in period 4, open items older
than the number of days specified will not be included in any aging category.
Such open items will be included in the vendor balance amounts (vendor balance and
vendor net) and, if detail is shown, individual voucher information will be provided.
The maximum age that can be printed on the report for a voucher is 999 days. Any
vouchers with ages greater than this will have their ages printed as 999 days
regardless of their actual ages.
Aging periods by specific dates
If you specified aging periods by specific dates, you see:
Accounts Payable
Samco Power Accounting
Aged Open Items
16.7
The first aging period ends with the aging date and starts with the cut-off date. For
instance, if the aging date was 9/30/01, you could enter a period 1 cut-off date of
9/1/01; period 1 would then be from 9/1/90 to 9/30/90.
The starting dates of aging periods 2, 3, and 4 are defined by the cut-off dates you
enter. The ending date of each period is the day prior to the cut-off date of the
period entered earlier. For instance, if period 1 was from 9/1/01 to 9/30/01, and you
entered a cut-off date of 8/1/01 for period 2, period 2 would be from 8/1/01 to
8/31/01. Note that the ending date of period 2 is one day less than the period 1 cutoff date.
Enter the following information:
2. Cut-off date for prd 1
Enter the starting date for period 1 or use [F1] for a date "thirty days" earlier than
the aging date. The actual date will depend upon the number of days in the month in
which the aging date falls. For example, if the aging date is 9/30/01, the [F1] key
will yield "9/1/01". If the aging date is 8/15/01, the aging date will yield "7/16/01".
3. Period 1 description
Enter a description of period 1 or [F1] for "(period 1 cut-off date) to (aging date)".
4. Cut-off date for prd 2
Accounts Payable
Samco Power Accounting
Aged Open Items
16.8
Enter the starting date for period 2 or [F1] for a date one month earlier than the
period 1 cut-off date.
5. Period 2 description
Enter a description of period 2 or [F1] for "(period 2 cut-off date) to (day prior to
period 1 cut-off date)".
6. Cut-off date for prd 3
Enter the starting date for period 3 or [F1] for a date one month earlier than the
period 2 cut-off date.
7. Period 3 description
Enter a description of period 3 or [F1] for "(period 3 cut-off date) to (day prior to
period 2 cut-off date)".
8. Cut-off date for prd 4
Enter the starting date for period 4, [F1] for a date one month earlier than the period
3 cut-off date, or [F2] for "Unlimited". In this case, all documents older than the
period 3 cut-off date will be included in aging period 4.
9. Period 4 description
Enter a description of period 4 or[F1] for "(period 4 cut-off date) to (day prior to
period 3 cut-off date)".
If "Unlimited" was chosen for the previous field, the option is "Older than (period 3
cut-off date)".
After pressing [Enter] at "Field number to change ?", you may select 1 to review your
entries on the previous screen and this one, or select 2 to print the aging report. If
you select to print, you then have the option of saving your entries to use the next
time you print the report.
Samples of the detail and summary reports follow at the end of this chapter.
Including items "past aging date"
When aging by due date, it is sometimes useful to include items which are "past the
aging date".
In order to include items past the aging date, you would move the "aging date"
forward in time to the last date on which a payable can be expected to be due, and
then use the second parameter screen to control the aging periods appropriately. For
Accounts Payable
Samco Power Accounting
Aged Open Items
16.9
example, if the aging date is July 31, 2001, and you know that there are no payables
posted which are due (based on the normal terms given by your vendors) after Sept
30, 2001, you would set the aging date as "Sept 30, 1990". Then, using the second
parameter screen, you could set your period cut-offs as follows:
Period
Period
Period
Period
1 cut-off:
2 cut-off:
3 cut-off:
4 cut-off:
July 1, 2001
June 1, 2001
May 1, 2001
([F2]
for "Unlimited")
With this setup, all payables due from July 1st through Sept 30th will appear together
in the first bucket, all payables due from June 1st through June 30th will appear in
the second bucket, all payables due from May 1st through May 31st will appear in the
third bucket, and all payables due on or before April 30th will appear in the fourth
bucket.
Using the Aged Open Items Report for Projections
The following example shows the A/P Control File set-up necessary to print a report in
"projection format".
Aging period fields
Enter
NUMBER AGE DAYS PERIOD 1
NUMBER AGE DAYS PERIOD 2
NUMBER AGE DAYS PERIOD 3
NUMBER AGE DAYS PERIOD 4
AGING PERIOD 1 DESCRIP
AGING PERIOD 2 DESCRIP
AGING PERIOD 3 DESCRIP
AGING PERIOD 4 DESCRIP
9060300
DUE
DUE
DUE
DUE
(Minus 90)
(Minus 60)
(Minus 30)
OVER 90
61 - 90
31 - 60
1 - 30
In this format, the four aging periods will show:
Items due in more than 90 days from the aging date
Items due in 61 to 90 days
Items due in 31 to 60 days
Items due within the next 30 days
The aging period descriptions are also changed to provide meaningful projection
report headings.
In the projection format, period 4 must be the closest period and period 1 the
farthest in the future.
Accounts Payable
Samco Power Accounting
Aged Open Items
16.10
Once changes have been made in the A/P Control File (or similar changes made here
in Aged open items), you can run this function to produce the projection report, using
aging by "days".
NOTE: You may also enter these negative numbers directly on the screen in the Aged
open items selection.
____________________
Accounts Payable
Samco Power Accounting
Aged Open Items
16.11
Chapter 17
Cash Disbursements Projection
This selection prints a report showing the amount of cash required to meet your
accounts payable obligations for specified periods, vendors, and A/P accounts. For
example, this report can be printed to show cash disbursements projected by week
for the next six weeks for a particular vendor. These projections are based solely on
the open items currently on file.
The Purchase Order and Purchasing Plus packages contain similar reports which takes
into account outstanding purchase orders and uninvoiced receivings, as well as open
items in A/P.
NOTE: This report does not take into account "valid discounts".
To Begin
From the A/P menu, select Reports and then Cash disbursements projection.
This is the screen you see:
Accounts Payable
Samco Power Accounting
Cash Disbursements Projection
17.1
Enter the following information:
Fields 1 through 6
You can look at projected disbursements for up to 6 future periods. For each period,
first you specify its length, using W for week, M for month, or Q for quarter.
Then specify the ending date for the first reporting period. Today's date is displayed
automatically, and you can either accept this date by pressing [Enter] or enter
another date.
All cash needed at any time on or before this date will be included in the first
reporting period. For each subsequent reporting period, the ending date is calculated
automatically from the first period ending date and the lengths entered above, and
cannot be changed.
[?] 7. Starting vendor #
[?] 8. Ending vendor #
Specify the range of vendor numbers to include. Follow the screen instructions.
[?] 9. A/P account #
Enter the A/P account number or use one of the options:
Accounts Payable
Samco Power Accounting
Cash Disbursements Projection
17.2
[F1]
For the default A/P account from the A/P Control File
[F2]
To scan through the A/P accounts on file
[Enter]
For "All" A/P accounts
10. Payment group
Enter the vendor payment group to be on the report or use [F1] for "All" payment
groups.
11. Show details ?
Answer Y to show every applicable open item for each reporting period, or N to show
only the summary figures for each reporting period.
Note: This report is available to be printed to the “X” Export printer.
____________________
Accounts Payable
Samco Power Accounting
Cash Disbursements Projection
17.3
Chapter 18
Cash Requirements
This selection prints a report showing the amount of cash required to meet your
immediate accounts payable obligations, as well as the amount necessary to pay
vouchers not yet due but which must be paid to receive a discount.
Note: This report is available to be printed to the “X” Export printer.
To Begin
First, select Reports from the A/P main menu. Then select Cash requirements.
You then see:
Accounts Payable
Samco Power Accounting
Cash Requirements
18.1
Enter the following information:
1. Payment date
Enter the date that you expect to make payments. You can specify this as either:
The date the checks will be printed,
The date the checks will be mailed, or
The date you expect the vendors to receive the checks,
whichever is most appropriate to your business.
If you previously ran either this function or Prepare payments/print checks, you can
use the following option:
[Enter]
fields)
To use the date previously entered (can be used for the first three
2. Next payment date
Enter the date you expect the next payment will be made. This next payment date is
used to locate vouchers which would lose their discount if payment did not occur
Accounts Payable
Samco Power Accounting
Cash Requirements
18.2
before it.
If the discount date of an invoice is earlier than the "next payment" date, the invoice
will be printed, regardless of the cut-off date entered below. The "next payment"
date must be a later date than the cut-off date.
3. Cut-off date
If there are many past due items, the cut-off date can be before the payment date,
so that the report can focus on the oldest items. Only past due items would appear
on the report in this case.
NOTE: Each voucher's due date is compared to the cut-off date specified here. If the
due date is after the cut-off date, the discount date for that voucher is compared to
the payment date. If the discount date falls on or after the payment date and before
the next payment date, this voucher is also included on the report, along with
vouchers having due dates before the cut-off date. This allows vouchers to be
included on the report if their discounts will be lost if they are not paid at this time.
4. Show detail ?
This answer determines whether or not individual vouchers are to be shown on the
report. Use one of the following options:
N
No vouchers will show, only summary figures
Y
To show individual vouchers
5. Sorted by
Choose 1 to sort by vendor number or 2 to sort by vendor name
[?] 6. Starting vendor #
[?] 7. Ending vendor #
Enter the range of vendors to be included on the report. Follow the screen
instructions.
[?] 8. A/P account #
Enter the A/P account number or use the options:
[F1]
For the default A/P account from the A/P Control File
[F2]
To scan through the A/P accounts on file
[Enter] For "All" A/P accounts
Accounts Payable
Samco Power Accounting
Cash Requirements
18.3
9. Payment group
If you have set up your vendors in payment groups (so that all vendors can be paid out
of a specific cash account), you can enter a single payment group to get an
assessment of how much cash you need to pay vendors in that group.
Enter the payment group to be listed for or use the option:
[F1]
For "All" payment groups
Notes on the Cash Requirements Report
The cash requirements are organized by vendor.
After the cash requirements for each vendor are printed, the grand totals for all
selected vendors are printed.
The Cash Requirements Report shows only:
•
Those vouchers that are past due,
•
Those vouchers that must be paid on the payment date to avoid
becoming past due (current), and
•
Those vouchers that must be paid on the payment date to receive a
discount (optional) but are not past due.
All other vouchers are disregarded.
"Past due" means that the voucher's due date is before the payment date.
"Current" means that the voucher's due date is on or after the payment date but
before the next payment date. It must be paid to avoid falling past due before the
next check printing run. It may or may not be eligible for discount.
"Optional" means that the voucher's due date is on or after the next payment date,
and the voucher's discount date is on or after the payment date but before the next
payment date. An optional voucher will not fall past due before the next payment
date, but the discount will be lost if payment is postponed until then.
The following terms are also used on the report:
Valid Discount
A discount is valid only when payment is made on or before the discount date
for that voucher (unless the vendor's status as defined in the Vendor File is "A Accounts Payable
Samco Power Accounting
Cash Requirements
18.4
always take discount"). The amount of valid discount shown on the report is
the discount balance (the original discount, minus any discounts already taken
for that voucher).
Net Amount
This is the amount of a voucher, minus the valid discount for that voucher.
Discount Lost
If all or part of the original discount amount remains, but the discount is no
longer valid, the discount balance is referred to as the discount lost.
On the sample Cash Requirements Report, the vouchers for vendors #100 and #300 are
current because their due dates are on or after the payment date but before the next
payment date.
The vouchers for vendors #500 and #800 are optional because their due dates are on
or after the next payment date, while their discount dates are between the payment
date and the next payment date.
The sample report does not show all vouchers on file for these vendors. Only those
vouchers of immediate interest are shown.
The report also will not show vouchers that have been deferred from payment and
vouchers for vendors with a status of H (hold payment), as these conditions are not
applicable to the sample report.
(The deferral of vouchers from payment is discussed in Prepare payments/print
checks.)
____________________
Accounts Payable
Samco Power Accounting
Cash Requirements
18.5
Chapter 19
Distributions to G/L
This selection prints a report showing the distributions to G/L accounts made in the
A/P package. A summary of the distributions is at the bottom of the report, listing the
account number, name and amount.
You can also purge the A/P Distribution File. If G/L is interfaced, you may choose
whether to purge only distributions which have already been interfaced to G/L and
are within the date range entered.
The report is presented in two sections:
The first section shows distributions which you entered directly (as expense
distributions in Payables).
The second section shows automatic distributions. These are distributions
automatically created by the various A/P functions during A/P processing,
including distributions to your cash accounts, your discount accounts, and your
accounts payable accounts. Each account here prints on a separate page.
Select Distributions to G/L from the A/P Reports menu.
You see:
Accounts Payable
Samco Power Accounting
Distributions to GL
19.1
Enter the following information:
[?] 1. Starting account #
[?] 2. Ending account #
Enter the range of account numbers to be included. Follow the screen instructions.
When you plan to purge the A/P Distribution File, the range of accounts must be
"First" to "Last" so that the distribution report stays in balance.
3. Starting date
4. Ending date
Enter the range of distribution dates to be included. Follow the screen instructions.
5. Which date ?
Enter D to report by document date or P to use the posting date.
6. Show manual dists
in detail or summary ?
Manual distributions are those directly entered to distribute expenses during
Payables. If you show detail, all manual distributions through the cut-off date
appear. If you show summary, only one total will appear for each day for each
Accounts Payable
Samco Power Accounting
Distributions to GL
19.2
account. Enter either:
D
S
Detail format
Summary format
7. Show automatic dists
in detail or summary ?
Automatic distributions are those generated automatically by the system, rather than
manually entered. They include distributions to the accounts payable, cash, and
discount accounts.
If you show detail, all automatic distributions will be shown. If you show summary
instead, only one total will show for each day for each account. Select either:
D
S
Detail format
Summary format
8. Purge file ?
Answer Y to purge the file after printing the report, or N if you do not wish the file to
be purged. A warning will appear if the user answers Y to the Purge distributions?
question, and there are un-interfaced entries in the file. The user still has the ability
to continue with the purge.
You are allowed to purge only if the range of account numbers entered in the
"Starting/Ending account #" fields above are "First" to "Last"; otherwise, "Purge file ?"
displays "(Not applicable)". The reason for this is that purging only some accounts
would put the A/P Distribution to G/L File out of balance. This is true whether
General Ledger is interfaced or not.
In a multi-user environment, you should not purge distributions while another user is
posting payables, A/P checks, or A/P open item adjustments.
If G/L is not interfaced and you answer Y, all information in the A/P Distribution File
within the date range will be purged after the report is printed.
9. Dists to purge
(This field displays only if you answer Y to "Purge file ?" above).
Select one of the following options:
1
All distributions within the date range entered above will be purged,
regardless of whether they have already been interfaced to G/L.
2
Only those distributions will be purged which are within the date range
Accounts Payable
Samco Power Accounting
Distributions to GL
19.3
and which have already been interfaced to G/L.
If you selected to purge, there is a period of processing while the file is being purged.
A sample of this report follows at the end of this chapter.
The report includes both the vendor name and the reference from the payable
transaction.
For checks written, both the check number and the cash account against which the
check was cut appear on the report.
Important note - if G/L is not used
The Payables Distributions to General Ledger Report lists the debits and credits which
must be entered into your manual ledger.
You should print out this report at the end of an accounting period after all A/P
transactions have been entered and posted for the period.
Do a backup of your data files and then print this report. All accounts should be
printed. The date range should be from "Earliest" to the date which is the end of your
accounting period. Specify that the file should be purged. By purging the
distributions which are printed on the report, the only distributions remaining in the
file, if any, will be for transactions which apply to the future accounting periods.
If a power failure and/or computer crash occurs while printing the report and purging
the file, simply restore the backup and repeat the procedure.
You may wish to print the report to disk and then obtain a printed copy using Print
reports from disk. In this way, you can retain a copy of the report on the hard disk in
case a spare copy of the report should be needed.
Important note - if using G/L
The A/P Distribution to G/L File contains debits and credits (created by A/P
transactions) that must be transferred to General Ledger.
The distributions are actually transferred by selecting Get distributions from the G/L
menu, and then specifying that you want to get distributions from the A/P package.
See the chapter titled Get Distributions in the G/L user manual.
Prior to running Get distributions, you should first print the Payables Distributions to
G/L Report. All accounts should be printed. The date range should be from "Earliest"
to the date which is the end of your accounting period. Do not specify that the file is
to be purged! If you purge distributions here in A/P before transferring them to the
Accounts Payable
Samco Power Accounting
Distributions to GL
19.4
G/L package, you would have to enter these distributions again manually in the G/L
package, using General journal. This would defeat the purpose of the Get
distributions selection.
The purpose of printing this report is to obtain an accurate list of the debits and
credits that are to be transferred to G/L.
You may wish to print the report to disk and then obtain a printed copy using Print
reports from disk. In this way, you can retain a copy of the report on the hard disk in
case a spare copy of the report should be needed.
After printing the report, you should then back up your data files and run Get
distributions. When running this selection, you should specify that the distributions
are to be purged as they are copied to the General Journal Transaction File. If a
power failure (and computer crash) should occur while running Get distributions,
simply restore your backup and repeat the procedure.
Once Get distributions has been run, you may then print a General Journal Entry Edit
list and compare this report with the Payables Distribution to G/L Report to verify
that all debits and credits have been transferred. (The debits and credits will only be
comparable if you have purged the distributions each period. If you have not purged
the A/P Distribution File in a previous period, then the reports will not be
comparable.)
An alternative procedure is as follows:
1.
Back up your data files.
2.
Run Get distributions, specifying that distributions are not to be purged.
3.
Run Distributions to G/L, specifying that the file is to be purged and
only interfaced distributions are to be purged.
4.
Print the General Journal Entry Edit List. The debits and credits printed
on the edit list should be comparable to the debits and credits on the
Payables Distributions to G/L Report, provided that you have followed
this procedure each period. If you have not purged the Distribution File
in a previous period, then the reports will not be comparable.
Note that if you specify that distributions are not to be purged by Get distributions,
and you run Get distributions again, you will still never transfer the same distribution
from A/P to G/L more than once, because Get distributions prevents this. Thus, if
after step (2) in the alternate procedure above you discover additional A/P
transactions for the accounting period which have not yet been entered into A/P,
simply enter and post these transactions in A/P, and repeat the alternate procedure
starting with step (1).
_____________________
Accounts Payable
Samco Power Accounting
Distributions to GL
19.5
Chapter 20
Purchases Discounts
This selection prints a report comparing purchases and discounts (year-to-date and
last year) for vendors of a specific type or for all vendors regardless of type.
Select Purchases/Discounts from the A/P Reports menu. A screen appears for you to
enter the following information:
Print by vendor type ?
Answer Y to print the report in order by vendor type with subtotals by vendor type.
Answer N to print in order by vendor number.
Sorted by
Choose 1 to sort by vendor number or 2 to sort by vendor name
Which vendor type ?
If you answered Y to the preceding question, enter the vendor type to be included in
this report or use [F1] for "All" vendor types.
A sample report is included at the end of this chapter.
All vendors are shown except for temporary vendors.
In addition to the purchases, percentage of total purchases, discounts, and
percentage of total discounts, the report also includes the grand totals for all vendors
and the averages per vendor. If printed by vendor type, then totals and averages for
each type are shown.
____________________
Accounts Payable
Samco Power Accounting
Purchases Discounts
20.1
Chapter 21
HST/GST Paid
This function allows you to generate a report (in detail or summary) showing the
HST/GST paid to your vendors. Since HST/GST is realized at the time the payable is
realized, payment does not have to occur in order for the HST/GST portion to be
payable. Only the transactions falling on or between the dates specified will be
included in the report.
Select Print GST paid report from the A/P Reports menu.
The following screen appears:
Accounts Payable
Samco Power Accounting
HST/GST Paid
21.1
Enter the following information:
1. Start date
Input the start date of your remittance period, type a date code or [F1] for ‘earliest’
[enter].
2. End date
Input the end date of your remittance period, type a date code or [F1] for ‘latest’
[enter].
3. Purge file ?
If you are printing a final copy of the report for remittance purposes answer Y.
If you respond N to not purge, but are running a final copy for remittance purposes,
then the next time you run the report it will include those transactions already
reported on this report.
See the section titled "How to use the HST/GST paid report" at the end of this chapter
for some helpful hints and explanations on this subject.
4. Print invoice detail ?
Accounts Payable
Samco Power Accounting
HST/GST Paid
21.2
If you answered Y to purging, this field defaults to Y and cannot be changed.
If you are not purging, answer Y to include complete invoice detail. Answering N will
result in a summarized version by vendor. Samples of each type of report are
provided at the end of the chapter.
How to use the HST/GST paid report
The following is a recommended procedure for using the Print GST paid report
function to calculate your input tax credit:
1.
Do a complete data backup as you will be purging out the file and may
want to revert back to the original should something happen.
2.
Print a summarized or detailed version of the report -- but do not purge.
3.
Verify that the numbers on the report match up to your GL HST/GST
collected account (if using General Ledger).
4.
If everything checks out OK, you should now print out a final version of
the report to use for calculating your input tax credit. To do this, be
sure the cut-off date is the period ending date you are remitting for, and
that you choose to purge.
____________________
Accounts Payable
Samco Power Accounting
HST/GST Paid
21.3
Chapter 22
Payables to G/L Comparison Report
The Reports – Payable comparison to G/L will compare records interfaced in detail
between the General Ledger and the A/P vendor history file. This can assist the user
in tracking down missing records caused by data loss.
You will see:
Accounts Payable
Samco Power Accounting
Payables to G/L Comparison Report
22.1
Enter start date or [F1] for ‘earliest’
Enter end date or [F1] for ‘latest’
Answer Y if you wish the report to show balanced vendors or answer N if you do not
need to show balanced vendors.
______________________
Accounts Payable
Samco Power Accounting
Payables to G/L Comparison Report
22.2
Chapter 23
Prepare Payments and Print Checks
Prepare payments/print checks contains the functions needed to select the vouchers
you wish to pay, verify your selections, then pay them and post the checks to the A/P
files.
Several selection functions are included to provide flexibility in choosing the vouchers
to be paid.
Selecting vouchers
The selection functions include:
1. Clear selections/deferrals
If vouchers have been previously selected for payment or temporarily deferred
from payment, this function will clear such selections and deferrals. It will not
clear permanent deferrals.
This function is usually run, if needed, before Select a group of vouchers to
clear selections and temporary deferrals, or if an error was made in the
selection process.
2. Select a group of vouchers
You may select one or more groups of vouchers to be fully paid, using various
selection criteria including A/P account and vendor payment group.
When selecting a group of vouchers, you must enter the date on which you plan
to make payments. You must also enter the next date on which you expect to
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.1
make payments. Based on these dates, vouchers are divided into three
categories:
"Past due" means that the voucher's due date is before the payment date.
"Current" means that the voucher's due date is on or after the payment date,
but before the next payment date (your next check printing run). A current
voucher must be paid to avoid it becoming due prior to the next check printing
run. It may or may not be eligible for discount.
"Optional" means that the voucher's due date is on or after the next payment
date, and the voucher's discount date is on or after the payment date but
before the next payment date. An optional voucher will not fall past due
before the next payment date, but the discount will be lost if payment is
postponed until then.
You may choose whether to pay past due vouchers, current vouchers, and/or
"optional" vouchers. All vouchers selected through this method are marked for
full payment.
3. Select individual vouchers
Now you can cursor up and down selecting and deferring individual vouchers, plus
we’ve added the ability to select all vouchers, select only current, select past-due
only, and even pay up to a certain value.
To setup this new functionality go to Setup  Control information. The two new
fields used to setup the behavior of this new feature are:

Dflt vcher selection method defaults to B for batch mode (the new entry
method), while setting it to S for single mode reverts back to the original
selection method.

Default voucher table order allows you to select how you want the vouchers to
sort by default (PO number, invoice number, invoice net amount, discount
date, due date, or invoice date) – this is only a default and can be changed at
any time during voucher selection.
4. Defer vouchers from payment
If you selected one or more groups of vouchers for payment, but want to defer
payment of some individual vouchers within that group, you may do this here.
Deferrals from payment can be either "temporary" (defer for this check run only) or
"permanent" (defer until the voucher is specifically selected through Select individual
vouchers).
Combining selection methods
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.2
Methods of selecting vouchers can be combined.
For example, you can select one or more groups of vouchers to be paid. You can also
individually select several additional vouchers not in these groups.
You can then individually defer from payment some of the vouchers that have been
selected.
Verifying selections
Using Pre-check writing report, you may print an edit list of your selected vouchers
for any needed corrections. It shows exactly what checks will be printed for the
vouchers which have been selected. It is a complete preview of your next check
printing run.
Printing Checks, Posting, and Printing a Check Register
Print checks and post prints computer checks for the vouchers selected for payment,
allows you to void any checks necessary, prints the A/P Check Register, and then
posts the checks to all necessary A/P files.
The A/P Check Register includes the computer checks just printed, as well as manual
checks, pre-payments, quick checks, and non-A/P checks entered and posted since
the last time the A/P Check Register was printed.
Voiding Computer Paid Checks After Posting
There are various reasons why you might want to void a check after it has been
printed and posted.
The check might have been issued to a vendor whose invoices are in dispute, it might
have been accidentally sent to the wrong vendor, it might have been issued
prematurely, and so on.
If you are using vendor history, voiding such computer checks is simple because all the
information you need to undo the posting is still available in the Vendor History File
and can be retrieved. All you have to do is use Void checks. See the chapter titled
Void Checks.
If you are not using vendor history, voiding such computer checks requires more work.
How to do this is described near the end of this chapter in the section titled "Voiding
Computer Paid Checks".
Printing a Register of Non-A/P, Pre-payment, Manual, and Quick Checks
Print register only prints a check register which includes only manual and non-A/P
checks. If this register is printed, these checks will not appear on the A/P Check
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.3
Register when computer checks are printed.
The GL distribution summary appears on the Check Register for regular checks and for
quick checks
To Begin
From the A/P menu, select Prepare payments/print checks.
Clearing Selections and/or Deferrals
Select Clear selections/deferrals from the Prepare payments/print checks menu.
If vouchers have been previously selected for payment or temporarily deferred from
payment, this function will clear such selections and deferrals. It will not clear
permanent deferrals.
This function is usually run before Select a group of vouchers to clear selections and
temporary deferrals or if an error was made in the selection process.
Running this "clearing" feature has no effect on the invoice or discount amounts for a
voucher. The program sets the selection status of a voucher back to an "unselected"
status so that the voucher will not appear on a check until selected again at some
later time.
A screen appears with the following questions:
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.4
1. Clear temporary deferrals ?
Your answer determines if all vouchers temporarily deferred from payment will be set
back to their regular (unselected and undeferred) status. If they are not cleared,
they remain temporarily deferred.
2. Clear partial payments ?
Your answer determines if vouchers previously selected for partial payment will be
returned to their unselected status. If not, they remain selected.
3. Clear full payments ?
Your answer determines if vouchers previously selected for full payment will be
returned to their unselected status. If not, they remain selected.
Select a Group of Vouchers
Choose Select a group of vouchers from the Prepare payments/ print checks menu.
This is the screen you see:
This is used to select a group of vouchers for payment all at once. For example, you
can select all past due vouchers and all current vouchers, but no optional vouchers.
(Past due, current, and optional vouchers are defined at the beginning of this
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.5
chapter.)
This will not select vouchers that have been deferred or vouchers for vendors with a
status of "Hold payment" (see the field "Vendor status" in the chapter titled Vendors).
It will not change the status of vouchers that have already been selected. All
vouchers selected here will be paid in full.
However, if a partial payment was made previously for one of these selected
vouchers, only the remaining balance will be paid, including any valid discount.
If you want to make a partial payment on a specific voucher, you must use Select
individual vouchers.
1. Change dates ?
Payment date
Nxt pmt date
Cut-off date
Answer Y if you want to change these dates. These are the same dates that were
used in printing the last Cash Requirements Report. The dates are displayed
automatically if you either previously printed the Cash Requirements Report or used
this selection.
(If a Cash Requirements Report was not previously printed, this field will show "Enter
dates" instead of "Change Dates ?" and you will be asked to enter these three dates.)
2. Pay past due vouchers ?
This answer determines if past due vouchers will be selected for payment.
3. Pay current vouchers ?
This answer determines if current vouchers will be selected for payment.
4. Pay optional vouchers ?
This answer determines if optional vouchers will be selected for payment to take
advantage of vendor discounts on payables due after the "Next payment date"
[?] 5. Starting vendor #
[?] 6. Ending vendor #
Enter the range of vendors to be selected for payment. Follow the screen
instructions.
7. Use prepayments ?
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.6
Answer Y if you want to apply pre-payments to the earliest vendor vouchers first, and
then generate checks for the outstanding balances based on the previous criteria.
For example, if you have a vendor with a pre-payment voucher on file, by answering Y
to this, the pre-payment will be automatically applied to the earliest vouchers on
record. When a check is created for this vendor, only the balances remaining will be
paid.
If you wish to manually apply a pre-payment first, use the Open items function and
post prior to selecting vouchers for payment.
[?] 8. A/P account #
Enter an A/P account number or use one of the options:
[F1]
For the default A/P account from the A/P Control File
[F2]
To scan through the A/P accounts on file
[Enter]
For "All" A/P accounts
9. Payment group
If you wish to only pay vendors in a specific payment group, then enter the payment
group. Otherwise, use the option:
[F1]
For "All" payment groups
Select Individual Vouchers
This lets you select individual vouchers for full or partial payment.
Choose Select individual vouchers from the Prepare payments/print checks menu.
The following screen appears:
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.7
Enter the Vendor number;







Pressing the space bar will set a voucher to be paid if it isn’t already set,
remove any deferral flags, or remove payment of a voucher
Pressing D marks a voucher as deferred. If the voucher was already selected for
payment, the payment will be cancelled and the voucher will be deferred.
Entering a P will bring up a window to enter the amount to pay and the
discount for a particular voucher.
The F1 function allows the user to pay all invoices at their full amounts (A),
pay both past due and vouchers due before the next check date (C), pay
invoices that will be past due by this check date (P), pay a fixed amount to this
vendor and automatically select all vouchers from oldest to newest to make up
that amount (U), change the payment and next payment dates (D), and cancel
all selections for this vendor.
To change how the vouchers are sorted, pressing F4 allows you to sort by the
P.O. #, voucher #, invoice number, invoice net amount, discount date, due
date, and invoice date.
‘Due to vend:’ shows how much is due to the vendor by the payment date.
‘Pay this vendor:’ is the total value of the check that will be made to this
vendor.
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.8




‘Pay all vendors:’ shows the total value of all checks for all vendors.
‘Paying:’ is the amount being paid to the highlighted voucher.
Vouchers selected through the Select a group of vouchers function will appear
as selected.
Using the Clear selections/deferrals will clear any selections made here.
Defer Vouchers from Payment
Choose Defer vouchers from payment from the Prepare payments/print checks menu.
This is used to defer specific vouchers from payment, either temporarily or
permanently.
Temporary deferral is used in conjunction with Select a group of vouchers to
designate vouchers not to be paid on the next check printing run. After check
printing, the temporary deferral status can be cleared automatically.
Permanently deferred vouchers are deferred until they are specifically selected for
payment through Select individual vouchers. You might want to permanently defer a
disputed invoice until such a dispute is resolved.
A screen appears for you to enter the following information:
[?] * Vendor #
This is the vendor number for the deferral. After you enter a valid vendor number,
the vendor name, terms, and payment group are displayed. Enter the vendor number
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.9
or use the option:
[Enter]
To default to the same vendor as on the previous deferral (if any)
[?] * Voucher #
This is the number of the voucher to be deferred from payment. The voucher number
entered must match a voucher for this vendor in the A/P Open Item File. If the
voucher has been previously deferred, the type of deferral is displayed. Enter the
number, or use this option:
[F1]
To scan through the vouchers for this vendor
The information for the voucher is now displayed, and the following screen appears:
You are asked "Temporary Or Permanent Deferral ?". Enter either:
P
T
For permanent deferral
For temporary deferral
Pre-Check Writing Report
Select Pre-check writing report from the Prepare payments/print checks menu.
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.10
Before printing checks, you should print this edit list. This report shows you exactly
what checks will be printed for the vouchers you have selected. This report can be
sorted by vendor number or vendor name. It is a complete preview of your next
check printing run.
Show deferred items on report ?
You have the choice to show deferred vouchers on this report. Deferred vouchers,
however, will not be included in the check totals shown.
A sample of the edit list is included at the end of this chapter. For each vendor, the
information for each selected (or deferred) voucher is shown, including the amountto-be-paid, the discount-to-be-taken, and the net-cash required. The net-cash
required (which will be the check amount) is the amount-to-be-paid minus the
discount-to-be-taken.
A check will be printed for a vendor only if the sum of the net-cash-required for all
selected vouchers is greater than zero. The grand total of net-cash-required does not
include vendors whose net-cash-required is negative.
After inspecting the edit list, you can make changes to selections or deferrals as
necessary, then print another edit list. When all selections and deferrals of vouchers
are correct, you are ready to print the checks.
Print Checks and Post
This selection first prints computer checks for the vouchers selected for payment.
Then it prints a check register. And finally it posts checks to all necessary A/P files.
Select Print checks and post from the Prepare payments/print checks menu.
Enter the following information:
[?] Cash account #
(If you are using only one cash account, this screen is skipped and the cash account in
the A/P Control File is used automatically.)
Enter the cash account from which you are going to pay the selected vendors. This
cash account is fixed for this entire check run.
Enter the cash account for which to print checks or use one of the options:
[F1]
For the default cash account in the A/P Control File
[F2]
To scan through the cash accounts on file
Mounting Check Forms
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.11
Mount the check forms on the printer with the perforation even with the top of the
print head.
If you use checks preprinted with check numbers, note the first "serial number" of the
checks you have mounted. You will use this in ensuring that the first and last check
#'s are entered correctly below.
The "serial number" is the number preprinted on the check, in contrast to the "check
number" recorded in the software.
Follow the screen instructions.
Print a test alignment (a form filled out with lines of X's and 9's) to verify the correct
position of the paper. Sample alignment check forms are shown at the end of this
chapter.
When you are through printing alignment forms, note the serial number of the first
check which will actually be printed.
The following screen now appears:
1. Payment date
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.12
This is the date used to calculate valid discounts. The payment date last entered for
the Cash Requirements Report or for Select a group of vouchers is displayed. (No
date is displayed if neither of these has been run previously.)
Use this date in order for the discounts taken to agree with the valid discounts shown
on the Cash Requirements Report and the edit list.
Enter a payment date or use the option:
[Enter]
To accept the payment date as displayed
2. Check date
Enter the date to be printed on the checks, which need not be the same as the
payment date, or use the option:
[Enter]
To use the payment date
IMPORTANT NOTE: The payment date is used only to calculate valid discounts, but
normally it is the same as the check date. The check date is the posting date used for
G/L distributions and all other postings.
3. Last check # used
This field is entered in order to account for any check forms which have been used for
manual checks since the last time computer checks were cut.
The check number displayed on the screen for "last check # used" is obtained from the
appropriate cash account record in the Cash Accounts File. This record was updated
with the highest check number used the last time you cut computer checks.
If this check number is one less than the serial number on the first check form
originally mounted on the printer, then press [Enter]. Otherwise, enter a number
which is one less than the serial number of the first check form you placed in the
printer (prior to printing any test alignments.)
If you enter a check number instead of using the displayed number, then checks
numbered from one greater than the check number originally displayed, up to the
check number you enter here, will be logged on the check register as "Not accounted
for on this register".
For example, the number originally displayed is 157. The first serial number on the
checks you mount on the printer is 162. You then print two alignment forms. You
would enter 161 for "last check # used" as this number is one less than the serial
number of the first check form you placed in the printer prior to printing any test
alignments. The check register would then show that checks 158- 161 are
unaccounted for on this register. (Checks numbered 162 and 163 will be marked as
"void" when the procedure for "Starting check #" is followed, as described below.)
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.13
Shared numbering with Payroll for checks by cash account
Use this feature if you want to share a series of check numbers between Accounts
Payable and Payroll. This feature allows you to set a cash account and its Last check #
in the Payroll control file as the “master number” that is accessed and updated each
time a check is created in Accounts Payable or in Payroll.
Setup
Go to PAYROLL  F2  SETUP CONTROL INFORMATION
At Field number to change ?, select Permanent check number. If the system displays
the message Change not allowed press [F2] to allow a protected change. You now
have two options:

Enter a check number, [ENTER]

[F1] to use a Cash Account – simply type in the number of the cash account
to use or [?] to select from the Find Cash Account pop up window. Once you
have selected the cash account, the number of the cash account and the
Last check # from the cash account record are displayed.
OR
Usage
When Payroll control information is set to reference the a cash account complete with
its Last check #, each time a computer check(s) is posted in either Accounts Payable
or Payroll, the Last check # for the cash account specified is incremented according
to the number of checks that were posted.
Special note
To activate Allow protected changes, go to SYSTEM
Allow protected changes ? to Yes.
FUNCTIONS
 COMPANY
DATA
and set
4. Starting check #
The system enters default values from the AP control file, you can choose to over ride
the default form and printer number.
5. Transfer stubs
The check printing has been enhanced so that when switching to the processing of
funds transfer stubs, the system will ask the user if they wish to print an alignment
for the funds transfer stub, thus allowing for the switching of forms in the printer
6. Sorted by
Choose 1 to sort by vendor number or 2 to sort by vendor name
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.14
[?] 7. Starting vendor #
[?] 8. Ending vendor #
Enter the range of vendors to be paid. Follow the screen instructions.
9. Branch
If using branches within A/P, you have the option to print checks for a specific
branch.
10. Comment
Enter a comment which may be printed on the check itself depending on how you
have set up your check forms (see the chapter titled Forms).
If you are using multiple printers, select which printer to send the checks to. The
checks are then printed for all selected vouchers in the range of vendor numbers
requested.
Sample A/P checks are shown at the end of this chapter.
After checks are printed
After checks are printed, you are asked "Are the checks just printed OK ?"
If all of the printed checks are bad, answer N when you are first asked "Are the checks
just printed OK ?", and you will be asked "OK to void all checks printed on this run ?".
If you answer Y, then all checks will be voided, the vouchers that were to be paid are
"un-selected", and you will be returned to the selection screen. Since the vouchers
are unselected by voiding, you will need to select them again for payment.
As long as some of the checks just printed are OK, you should answer Y when you are
first asked "Are the checks just printed
OK ?". You can then reprint selected checks and the software will automatically void
the first check that had been printed in each case.
If you don't have time to reprint some bad checks right away, you might wish to void
all checks and then reselect vouchers at a later time.
If you answer Y, then the checks are considered to be OK and you are returned to the
selection screen.
If you press [Esc] or [Tab] on the selection screen, you are given a chance to void
checks before posting of checks occurs. You are asked if you want to void checks. If
you answer Y, then you can void one or more ranges of checks for all vendors for
whom checks were printed. If you answer N (or when you press [Esc] or [Tab] after
voiding one or more ranges of checks), you are asked if the checks are OK to post. If
you answer N, you are returned to the selection screen. If you answer Y, the A/P
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.15
Check Register is printed and all checks are posted.
Recording On-Line Payments
You can now record on-line (web) payments similar to the selecting of vouchers for
payment via cheques.
Set up required: Go to the second page of an existing Vendor Record.
At “Field number to change?” select the number to the left of “Online payment and
enter one of the options:
N
S
A
No
Sometimes
Always
You will need to do this for all the Vendors you wish to record online payments for.
Go to – Accounts Payable  PREPARE PAYMENTS/PRINT CHEQUES  SELECT INDIVIDUAL
VOUCHERS  ENTER
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.16
Enter the Vendor #
Select vouchers to be paid the same as you select vouchers for printing cheques. Press
[Tab] when complete.
Select Record online payment and post, press [Enter]
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.17
Enter the cash account #, date of transaction and the list of vendors to be paid will
display. Enter the confirmation number you received from the bank. Press [Tab] when
complete, you can check your edit list and then post, you will receive an Online
payment register.
To view online payments in Vendor History, go to Vendor History, you can view by
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.18
cheque number or press [F6] to search by confirmation #
The payment type will display in all history reports as “Online pmnt”.
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.19
To void an online payment: go to Void AP checks, enter
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.20
Enter the Cash Account # as usual, at the Check number press [F6] to enter the
confirmation number.
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.21
When completed press [Tab] and post as usual.
Printing the A/P Check Register
After printing checks as described above, remove the check forms from the printer
and insert regular computer paper in its place in order to print the A/P Check
Register.
This check register lists all computer-printed checks cut on this check printing run.
Not-accounted-for checks (as described earlier in this chapter) are listed, as well as
checks which have been voided during the check printing process.
All manual, pre-payment, quick or non-A/P checks for all cash accounts are also
printed on this register, if they have not been shown on a previous check register. If
you wish to have these checks shown on a separate check register, use the selection
Print register only to print a check register for just these types of payments prior to
processing computer checks.
After the register is printed, the checks shown are posted to the A/P Open Item File,
the A/P Distribution File to G/L, the Vendor File, and the Vendor History File (if
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.22
used).
You are asked whether it is OK to clear all vouchers which were temporarily deferred
for this check printing run. Answer Y to allow these vouchers to be selected in the
future, or N to leave them deferred.
NOTE: If a check number in the range matches another check that was already
posted, it will show as void on the A/P Check Register, but will not replace the valid
check that is already in the Vendor History File. (If you are not keeping a Vendor
History File, this does not apply.)
The GL distribution summary appears on the Check Register for regular checks and for
quick checks
Voiding Computer Paid Checks (Vendor History Not Used)
NOTE: If you are using vendor history, use the Void checks selection instead of this
procedure.
There are various reasons why you might want to void a check after it has been
printed and all of the vouchers that it paid off have been purged from the A/P Open
Item File.
The check might have been issued to a vendor whose invoices are in dispute, it might
have been accidentally sent to the wrong vendor, it might have been issued
prematurely, and so on. Whatever the reason, the following steps can be taken to
remedy the situation:
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.23
1.
First create a suspense account. This is a G/L account used for posting
adjusting entries and is normally higher than your last G/L account on file; i.e.
9998. (It is the same thing as a "clearing account" as defined in the Glossary.)
2.
Next create a non-A/P check voucher in Payables, as follows:
Use the exact information that was used when the check was printed and
posted. (For instance, suppose you are voiding a check that was issued to pay
off an A/P open item of $100.00, where the discount taken was $2.00, and the
check amount was $98.00.)
Then on the non-A/P check voucher, use the same check number and vendor
number that was on the computer check. Enter the total amount of the
invoice as a negative number (-$100.00, in this instance) and enter any
discount that was taken, also as a negative amount. Enter the full expense
distribution as a negative amount to the suspense account.
If the check is being voided in the same accounting period in which the check
was originally cut, use the original check date.
If the check is being voided in a later accounting period, use the date on which
the check was voided.
3.
Post the non-A/P check voucher. Since this is a non-A/P check voucher, the
A/P account is unaffected. However, the credits that were made to the cash
account and discount account because of the bad check are reversed out by the
negative amounts entered above.
The expense distribution is temporarily recorded as a negative figure in the
suspense account, and the year-to-date purchases and discounts for the vendor
are reduced.
4.
To now restore the original open item and correct the A/P account, so it will
contain the amount of the open item once again, enter and post a regular
voucher for the vendor. Date it with the same date as the original voucher and
distribute the entire amount to the suspense account (to counter-balance the
negative amount that is there temporarily).
Once the above steps have been done, the voucher can then be selected for
payment again, or a cancellation voucher entered and posted to remove it
entirely.
Print Register Only
If you just ran the Print checks and post function (above), there will be no items to
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.24
print on the register.
Select Print register only from the Prepare payments/print checks menu.
This selection prints a register of non-A/P, pre-payment, quick and manual checks
entered and posted since the last time a check register was printed.
If you want your non-A/P, pre-payment, quick and manual checks to be included on
the same check register with your computer checks, don't use this selection. (They
are posted after being printed.)
_____________________
Accounts Payable
Samco Power Accounting
Prepare Payments and Print Checks
23.25
Chapter 24
Void AP Checks
This selection allows you to automatically void an AP check after it has been printed
and posted using Print checks and post. It also allows you to void a manual check
which was entered and posted using Modify. It does not allow you to void a non-AP
cheque; refer to the chapter Payables – Non-AP Check Voucher.
You might have to void a posted check issued to a vendor whose invoices are in
dispute, one accidentally sent to the wrong vendor, one issued prematurely, and so
on.
The effect of Void checks is essentially to "undo" the check as if it had never been
cut.
In order to use this selection, you must have chosen to keep vendor history in Control
information. Vendor history information is used by the Void checks selection to
determine which vouchers were fully or partially paid by a check. If you are not
keeping vendor history, then you must use the procedure outlined near the end of the
chapter titled Prepare Payments/Print Checks in order to void a check.
NOTE: This selection is not used to void non-A/P, or pre-payment checks. Such
checks would be voided by entering a negative non-A/P check in Payables for the
same amount as the original check.
Conditions Under Which Checks Can Be Voided
You can use this selection to void a check under the following conditions:
1.
The vendor who was paid by the check is still in the Vendor File.
Accounts Payable
Samco Power Accounting
Void Checks
24.1
2.
The vouchers paid by the check have not been purged using Fully paid open
items.
3.
The vouchers paid by the check have not been purged out of vendor history.
4.
None of the vouchers paid by the check are currently marked for manual
payment, using Open items (Modify).
5.
None of the vouchers paid by the check are currently selected for payment by a
computer check, using Select group of vouchers or Select individual vouchers.
Because of the last two conditions described above, it is recommended that you do
not attempt to void checks when you have already selected vouchers for payment
(using Prepare payments) or have marked vouchers as manually paid (using Modify).
Restrictions on Running Void checks
In order to "undo" the check as if it had never been cut, Void checks must use and
update many files within A/P. Thus there are restrictions on when this function may
be selected.
In a multi-user environment, only one user may enter "void check" transactions at a
time.
In addition, the following selections cannot be run at the same time as Void checks:
1. Open items (Modify) - entering or posting
2. Check selection
3. Print checks and post
4. Purge vendor history
5. Purge open items
What Void checks Does
Void checks performs the following actions:
1. The check is recorded as "void" in vendor history.
2. For each voucher paid by the check, the amount paid on the voucher is added
back into the balance remaining on the voucher.
Accounts Payable
Samco Power Accounting
Void Checks
24.2
If there is no balance remaining on the voucher at the time the void check
transaction is posted (i.e., the voucher has been fully paid), the voucher is
reinstated in the A/P Open Item File.
This reinstated voucher has a balance remaining corresponding to the amount
paid by the voided check (plus any discount taken).
3. Discounts taken for the vendor paid by the check are reduced.
4. Form 1099-MISC amounts (if applicable) for the vendor paid by the check are
reduced (U.S. companies only).
5. Debits and credits created by the original check are reversed and will appear in
the A/P Distributions to G/L Report.
The distribution date for the reversed entries can either be the original check
date or a specific distribution date entered in the void checks transaction. This
allows for proper accounting if a check is voided in an accounting period later
than the one in which it was originally printed.
How to Run Void checks
1. Ensure that no vouchers are selected for payment by computer check. This can
be checked running the pre-check writing report and then using Clear
selection/deferrals to clear any vouchers currently selected for payment.
2. Ensure that no vouchers are marked for manual payment. This can be checked
by printing the Modify Open Items Edit List.
3. Enter the "void check" transaction, using Enter.
4. Print the edit list, using Edit list.
5. Verify that there are no error messages on the edit list that indicate that the
check cannot be voided. (These messages correspond to the constraints on
check voiding described above.)
6. Verify that the vouchers paid by the check (as shown on the edit list) are the
same vouchers that were paid by the check originally. Consult your original
A/P Check Register or Modify Open Items Register.
7. Post the "void check" transaction.
To Begin
Select Void checks from the A/P menu. Then select Enter from the Void checks
Accounts Payable
Samco Power Accounting
Void Checks
24.3
menu.
Entering Checks to be Voided
You see:
[?] * 1. Cash account #
Enter the cash account number or use one of the options:
[F1]
For the next "void check" entry
[F2]
To scan the cash accounts on file
* 2. Check number
Enter the number of the check to be voided.
* 3. Check date
Enter the date the check was written.
* 4. Check type
Enter either C for computer, M for manual, or P for prepaid check.
Accounts Payable
Samco Power Accounting
Void Checks
24.4
5. Dist date
The date displayed is the original check date.
If you are voiding the check in the same accounting period as it was posted, press
[Enter] to use this date.
If you are voiding the check in an accounting period which is later than the one in
which it was originally posted, enter a distribution date within the current accounting
period.
6. Reference
Enter whatever reference you wish.
Printing an Edit List
Select Edit list from the Void checks menu.
Compare the edit list to the original Check Register or Modify Open Items Register to
ensure that the vouchers listed are the ones that were paid by the check.
Posting Voided Checks
Select Post from the Void checks menu.
During posting, each of the actions described earlier in the section "What Void checks
Does" will be performed for each check voided.
You may now reselect the vouchers that were reinstated in the A/P Open Item File,
when appropriate, for payment by computer check or manual payment.
An A/P Voided Checks Register is at the end of this chapter.
If using Bank Reconciliation
If a check is voided which has already been transferred to the Bank Reconciliation
package, a warning will appear on the Register to alert you to the fact that it has
been transferred. The check will still be voided in A/P. However, you must also mark
the check as void in Bank Reconciliation, using Checkbook entries.
If the check has not yet been transferred to Bank Reconciliation, then the check will
be transferred as a void check when you run Transfer checks/deposits in Bank
Reconciliation.
Accounts Payable
Samco Power Accounting
Void Checks
24.5
____________________
Accounts Payable
Samco Power Accounting
Void Checks
24.6
Chapter 25
Vendor History
The Vendor History File is used to retain information about posted transactions even
after these transactions have been purged from other A/P files. Vendor history is
optional in A/P. A field in the A/P Control File controls whether or not vendor history
is kept.
The Vendor history selection prints several reports, allows inquiry into the Vendor
History File, and allows a selective purge of vendor history information.
If you keep vendor history, you may also use the Void checks selection, as described in
the chapter titled Void Checks.
Unless you have very little hard disk space on your computer, we recommend that you
keep vendor history.
NOTE: In the text below, the "activity" for a vendor invoice refers to all payments
made against it, as well as any credit memos and debit memos associated with it.
To Begin
Select Vendor history from the A/P menu. The following menu selections appear:
Accounts Payable
Samco Power Accounting
Vendor History
25.1
Open Payables by Date
This report shows the payables that were open (not fully paid) as of a selected date,
within a specified vendor range, in detail or in summary.
If you choose to show "All" A/P accounts, vendors are grouped by A/P account and
subtotals are shown for each A/P account. Each report includes the balance(s) of the
Accounts Payable control account(s) in the General Ledger.
Otherwise, invoices will be grouped by vendor.
Select Open payables by date from the vendor history menu. This is the screen you
see:
Accounts Payable
Samco Power Accounting
Vendor History
25.2
1. Payable as-of date
Enter the payable as-of date. Items that were open on this date will be included on
the report. Items that were fully paid on this date will not be included.
[?] 2. Starting vendor #
[?] 3. Ending vendor #
Enter the range of vendor numbers to be included on the report. Follow the screen
instructions.
[?] 4. A/P account #
Enter the A/P account number or use one of the options:
[F1]
For the default A/P account from the A/P Control File
[F2]
To scan through A/P accounts on file
[Enter]
For "All" A/P accounts
5. Show invoices ?
Answer Y if you want to show invoices.
6. Show invoice history ?
Accounts Payable
Samco Power Accounting
Vendor History
25.3
(If you responded N to the "Show invoices ?" field above, "(not applicable)" displays
here.)
Answer Y to show payments, credit memos, and debit memos for each invoice.
Answer N to show only the invoices.
Invoices or vendors with a zero balance on the as-of date will not be printed on the
report. Grand totals are printed at the end of the report.
7. Show aging ?
If you choose to show the aging columns on this report, it will use the Payable as-of
date as the aging date and the A/P Control information to define the cutoff periods.
The date used for this report is the distribution date of the transactions.
The Open Payables report also includes the balance(s) of the Accounts Payable control
account(s) in the General Ledger. For example:
Printing a Check Register
This report prints out all A/P checks by cash account, within a selected date range, in
date order. It shows all computer, non-A/P, quick, pre-payment, manual, and void
checks. (Void checks due to skipped check numbers are not shown.)
If you choose to show "All" cash accounts, checks are grouped by cash account with
subtotals for each cash account. Each new cash account starts on a new page. This
allows a "monthly check register" to be printed for all cash accounts.
Note: This report is available to be printed to the “X” export printer.
Select Check register from the Vendor history menu.
Accounts Payable
Samco Power Accounting
Vendor History
25.4
This is the screen you see:
[?] 1. Cash account #
Enter the cash account number or use one of the options:
[F1]
For the default cash account from the A/P Control File
[F2]
To scan through the cash accounts on file
[Enter]
For "All" cash accounts
2. Starting vendor number
3. Ending vendor number
Enter the range of dates you wish to include on the check register. Follow the screen
instructions.
4. Starting check date
5. Ending check date
6. Show invoice detail ?
If you don't show invoice detail, one summary line will print per check. If you do
show invoice detail, each voucher paid by the check will be printed beneath the
Accounts Payable
Samco Power Accounting
Vendor History
25.5
summary check line.
7. Print order
Select [1] for date order or [2] for check number order.
Vendor History Report
This report prints out all vendor history information within a range selected,
regardless of whether an invoice is open or not. Invoices will be grouped by vendor.
This report can be printed for vendors having a specific A/P account or belonging to a
specified payment group. This report will usually contain a lot more detail than the
Open Payables by Date Report.
Names of temporary vendors are also printed on the report.
Select Vendor history report from the Vendor history menu.
This is the screen you see:
1. Starting date
All invoices distributed after this date will be included on the report.
Accounts Payable
Samco Power Accounting
Vendor History
25.6
2.Ending date
All invoices distributed before this date and after the Starting date will be included
on the report.
[?] 3. Starting vendor
[?] 4. Ending vendor
Enter the range of vendors to be included in the report. Follow the screen
instructions.
[?] 5. A/P account #
Enter the A/P account number or use one of the options:
[F1]
For the default A/P account in the A/P Control File
[F2]
To scan through the A/P accounts on file
[Enter]
For "All" A/P account numbers
6. Payment group
Enter the payment group or [F1] for "All" payment groups.
Show invoice history ?
Answer N to print only one summary line for each invoice. Answer Y to show invoice
detail from the invoice history, in addition to the invoice summary line.
Viewing Vendor Invoices
Select View vendor invoices from the Vendor history menu.
This selection allows you to look at the full history of any particular invoice, whether
it is open or not. [PgUp] and [PgDn] will scroll each page of history, while the [F1]
key will move directly to the last page of detail. This change affects both the
Accounts Payable –> View open items and Accounts Payable –> Vendor history –> View
by vendor and View by date.
[?] Vendor
Enter a vendor number or use the option:
Accounts Payable
Samco Power Accounting
Vendor History
25.7
[F1]
For the next vendor on file
[Enter]
Leave the field blank to find the vendor by name
Invoice #
Next enter an invoice number or [F1] to scan through the invoices for this vendor.
The screen now looks like this:
Up to 10 items display at one time. Select from these options:
[Enter]
To see more information about the items on the screen
[F5]
To see additional information about this vendor
[F6]
To see or enter notes about this vendor
[F7]
To see the G/L distribution
[A]
This will bring up a window showing the current vendor aging
details along with purchase information and average number of
days to pay.
Accounts Payable
Samco Power Accounting
Vendor History
25.8
If you press [F5], you see more detailed information about the vendor:
To exit, press [Esc] or [Tab].
If you press [F6], you may see or enter notes about the vendor:
Using Notes
You can enter an unlimited number of notes about this vendor. They are for internal
use only. Each note is given a date/time stamp so that you can browse through the
notes in time sequence later.
NOTE: This notes function is different from the Extended Functions notes. Vendor
notes entered here are not accessible through the Extended Functions and vice versa.
A menu at the bottom of the "Notes" area shows three selections:
Menu
Pressing [F1] brings up a number of selections. Each selection is described below:
Save
After entering a note, this selection permanently saves the note
New
Start a new note. If you have made any changes to the current
note, those changes are lost.
Accounts Payable
Samco Power Accounting
Vendor History
25.9
Delete
Permanently deletes the note
Jump
Allows you to enter a specific date for viewing notes.
Change date
Change the date and time this note was entered.
Abandon
Abandon any changes to the current note and exit the notes
function.
Exit
Exit the notes function.
[PgUp]
View an earlier dated note.
[PgDn]
View a later dated note.
[Home]
View the earliest dated note (oldest).
[End]
View the newest note on file.
Text entry
When you select to enter a note, the cursor is positioned for you to enter the first line
of the text of the note.
While entering a note the following keys and rules apply:
[Enter]
Completes the entry of a line of text and moves the cursor to the next
line.
AutoWrap
The text editor will automatically wrap the typed text to the next line
once you reach the end of the line. For example if you were typing
"superb" and only had enough room left on the line for "sup" the entire
word would be automatically moved to the next line.
[F1]
Access the menu selections described in the previous section.
[Esc]
Exit the note function without saving the changes to the current note.
[Tab]
Exit the note function and save the changes to the current note.
[F2]
Begin entering a new note.
[F3]
Edit the next note on file.
[F4]
Edit the previous note on file.
Accounts Payable
Samco Power Accounting
Vendor History
25.10
Purging Vendor History
This selection is the only way that information is removed from the Vendor History
File.
Vendor History records can be purged for a single vendor, a single invoice, a range of
vendors, vendors having a particular A/P account, and vendors belonging to a
specified payment group. You can also specify that only temporary vendors are to be
purged.
NOTE: When you are using the Bank Reconciliation (B/R) package, the Vendor History
File is used to transfer your A/P checks to your checkbook. Therefore, be certain you
have transferred them before you purge them here. (Refer to the B/R User Manual
chapter titled Transfer Checks/Deposits.)
Select Purge vendor history from the Vendor history menu.
You see:
1. Distribution cut-off date
Distribution dates are compared to this cut-off date. If any activity for an invoice
occurs after the cut-off date, none of the activity for that invoice will be purged. To
be purged from the file, all activity for an invoice must have occurred on or before
the cut-off date, and the invoice balance must be zero.
Accounts Payable
Samco Power Accounting
Vendor History
25.11
Enter the cut-off date or use the following option:
[F1]
To use the "Latest" (most recent) date in the Vendor History File. All
invoices for the vendors selected will be purged.
[?] 2. Starting vendor #
[?] 3. Ending vendor #
Enter the range of vendors to be included in the purge. Follow the screen
instructions.
4. Invoice number
(This field appears if only one vendor is selected.)
Enter the invoice number to purge or [F1] to purge "All" activity for this vendor.
[?] 4. A/P account #
(This field appears if more than one vendor is selected.)
Enter the A/P account number to be included in the purge, or use one of the options:
[F1]
For the default A/P account from the A/P Control File
[F2]
To scan through the A/P accounts on file
[Enter]
For "All" A/P accounts
5. Payment group
(This field appears if more than one vendor is selected.)
Enter the payment group to be included in the purge, or [F1] for "All" payment
groups.
6. Purge temp vendors only ?
(This field appears if more than one vendor is selected.)
Answer Y if you want to purge only temporary vendors from the Vendor History File.
History for temporary vendors meeting the other criteria will be purged.
If Job Cost is interfaced
If Job Cost is interfaced, you are asked whether you want to purge invoices with an
open retainage amount.
An invoice can be fully paid, but can have an open retainage amount which has not
been paid. If you purge such an invoice from the Vendor History File, you lose the
Accounts Payable
Samco Power Accounting
Vendor History
25.12
fact that there is an open retainage amount.
If you keep track of open retainage amounts here, press [Enter] for N. Fully paid
invoices with open retainage amounts will not be purged.
If you track open retainage amounts some other way, answer Y. Fully paid invoices
with open retainage amounts will be purged.
If you answer Y to "Are you sure ?", the purging process begins.
View by Vendor
Select View by vendor from the Vendor History menu
You will see:
[?] Vendor
Enter a vendor number or use the option:
Accounts Payable
Samco Power Accounting
Vendor History
25.13
[F1]
For the next vendor on file
[Enter]
Leave the field blank to find the vendor by name
Up to 10 items display at one time. Select from these options:
[Enter]
To see more information about the items on the screen
[F4]
To see invoice detail and further [F7] to view distributions to G/L
for a specific voucher
[F5]
To see additional information about this vendor
[F6]
To see or enter notes about this vendor
Accounts Payable
Samco Power Accounting
Vendor History
25.14
[A]
This will bring up a window showing the current vendor aging
details along with purchase information and average number of
days to pay.
View by Date
Select View by date from the Vendor History menu
You see:
[?] Vendor
Enter a vendor number or use the option:
[F1]
For the next vendor on file
[Enter]
Leave the field blank to find the vendor by name
Accounts Payable
Samco Power Accounting
Vendor History
25.15
Enter starting date or [F1] for earliest.
Accounts Payable
Samco Power Accounting
Vendor History
25.16
Up to 10 items display at one time. Select from these options:
[Enter]
To see more information about the items on the screen
[F4]
To see invoice detail and further [F7] to view distributions to G/L
for a specific voucher
[F5]
To see additional information about this vendor
[F6]
To see or enter notes about this vendor
[A]
This will bring up a window showing the current vendor aging
details along with purchase information and average number of
days to pay.
View by Check Number
Accounts Payable
Samco Power Accounting
Vendor History
25.17
Select View by check number from the Vendor History menu
Allows you to view a particular check and then print out the information.
Enter the check number or [F1] for the first check.
Accounts Payable
Samco Power Accounting
Vendor History
25.18
Select from these options:
[F1]
to see the next check
[Shft F1]
to see the previous check
[F3]
to print check detail
[F5]
to see additional information about this vendor
[F6]
to see or enter notes about this vendor
[PgDn]
to view next voucher paid on this check
[PgUp]
to view the previous voucher paid on this check
[Enter] to begin a new search
Accounts Payable
Samco Power Accounting
Vendor History
25.19
View by invoice #
Select View by invoice # from the Vendor History menu
This feature provides the user with the ability to locate the voucher number assigned
to a vendor’s invoice in history when only the invoice number is known.
You will see
Enter the invoice number
Select from the following options:
[Enter]
[F4]
To see more information about the items on the screen
To see invoice detail, this function allows you to further drill
down to payment type, check #, journal #. Follow the instructions on
the
screen.
[F6]
To see or enter notes about this vendor
Edit Vendor History
This function provides a simply way for modifying existing and creating new vendor
history data. Since it deals with highly sensitive information we recommend password
protecting it through the SF  PASSWORDS  MAINTAIN PACKAGE PASSWORDS
Accounts Payable
Samco Power Accounting
Vendor History
25.20
function. To use this feature select VENDOR HISTORY  EDIT VENDOR HISTORY
from the AP main menu.
Notes:
1. To display an existing transaction enter the vendor number, invoice number,
document type and distribution date.
2. To display transactions for a specific vendor, enter the vendor number and [F1]
for the invoice number.
3. The seq # (sequence number) only applies where there are documents with the
same invoice number, data and type. The first document will have a blank
sequence number, the next will be 1, then 2, etc.
4. The Xfr? field is either Y or N and applies to whether or not the transaction
has been transferred to Bank Reconciliation.
5. To delete an existing transaction, display the transaction and press [F3].
____________________
Accounts Payable
Samco Power Accounting
Vendor History
25.21
Chapter 26
Funds Transfer
Pay vendors via Electronic Funds Transfer (EFT)
Electronic Funds Transfer (EFT) replaces issuing paper cheques to vendors with
“digital” cheques for vendors with banking information on file. The software creates a
file of one or more “funds transfer” transactions which you transmit to your banking
institution. When the bank processes the file, the funds for each vendor are
withdrawn from your bank account and automatically deposited into your vendor’s
bank account. You select the vouchers for payment in the same way as you always
have but, when you print the cheques, Accounts Payable creates a file called
APFT####.DAT that contains an electronic funds transfer (EFT) record for each paper
cheque that you would have printed. Your financial institution processes each record
just like it was a cheque.
Setup
Get the requirements for EFT’s from your financial institution. Refer to the Electronic
Funds Transfer Detail requirements described below as you discuss your requirements.
Go to Accounts Payable  F2  Setup  Control information and enter the EFT
information from your financial institution
Accounts Payable
Samco Power Accounting
Funds Transfer
26.1
FUNDS TRANSFER ID NUMBER this is your customer id with the institution that will
process the actual funds transfer for you based on the information provided to them
in the EFT transmission file. This is a 10 character alphanumeric field. If this field is
left blank, then electronic transfers will not be used in this company and all the
remaining fields on this screen will be set to “n/a”.
DESTINATION DATA CENTRE this is a 5 digit numeric field. This number is the
unique identification number for the institution that you will send the transfer file
to.
RETURN ITEM TRANSIT ID this is a 9 digit numeric field. This holds the home branch
transit number that returned items will be directed to; usually your bank branch
transit number. Transit numbers are made up of the bank number (0999) plus the
branch number (99999).
RETURN ITEM BANK ACCOUNT this is a 12 character alphanumeric field. This holds
your home branch bank account number that returned items will be directed to.
PREFIX FOR ITEM TRACE NUMBER this is a 9 digit numeric field. It is actually a
combination of two pieces of data, the 4 digit id number for the document processing
centre and the 5 digit allocated data centre id number for the document processing
centre.
NEXT FILE CREATION NUMBER this is a 4 digit numeric field. It should be set to a
value of one during initial setup. The creation of transfer files will automatically
update this field. The name of the file will be apft####.dat and you will find it in
the SSI directory (folder).
FUNDS TRANSFER LONG NAME this is a 30 character “long” version of your
company’s name and is used in the EFT transmission file(s).
Accounts Payable
Samco Power Accounting
Funds Transfer
26.2
FUNDS TRANSFER SHORT NAME this is a 15 character abbreviation of your company’s
name and is used in the EFT transmission file(s).
CIBC SETTLEMENT TRANSIT ID enter the CIBC settlement transit id code. (valid only
if you are sending the EFT file to the CIBC.).
CIBC SETTLEMENT BANK ACCT enter the CIBC settlement bank account number.
(valid only if you are sending the EFT file to the CIBC.)
CIBC VERSION NUMBER enter 1 if you are sending the eft file to the CIBC; otherwise,
press [ENTER] to set this field to "NONE".
CREATE FILE WITH CHECKS ? When set to [Y] the EFT transmission file is
automatically produced whenever a computer check run is processed. When set to
[N] the EFT data is still computed and put into the funds transfer data file, but the
transmission file is not created; subsequently, you can use the funds transfer feature
to create the transmission file.
FUNDS TRANSFER TYPE CODE this is a 3 digit numeric field that indicates the type
of bank transaction that is taking place. The default for this field is 700, which
indicates a standard, business pre-authorized debit.
SPLIT INTO 80 BYTE RECORDS enter [Y] if your bank requires that the transmission
file be split into 80 byte records. If not, answer [N]. Some, but not all royal bank
branches require 80 byte records with the CPA format.
PUT ID# ON EACH DEPOSIT if using the CPA format, this flag sets the originator
number field on each credit transaction to the value of the funds transfer id number.
Enter [Y] if your bank requires that the funds transfer id number be placed on each
deposit record created. Otherwise, answer [N]
PUT TRACE ON EACH DEPOSIT ? Answer [Y] if you want a trace id attached to each
eft transaction; otherwise, answer [N]. A trace number is a unique identifier for each
transaction which can be assigned either by the banking institution or by the
accounts payable system at the time of file creation.
If your banking institution provides its own trace number, this is handled either
by their import software (provided by the bank) or by their data processing
centre.
The Accounts Payable system trace number uses the following format:
o Prefix (see field 31)
o File creation number
o Transfer ID # (see field 27)
o Sequence number
NOTE: For the Bank of Montreal and CIBC this flag should be set to [N]
Accounts Payable
Samco Power Accounting
Funds Transfer
26.3
SPLIT RECORDS INTO LINES ? For CPA format, this indicates that the system should
add a carriage return/line feed between the 1464 byte records in the file. Answer [Y]
if you want the records in the EDT file split into individual lines. If your institution
reads the records in as one long contiguous record, answer [N].
ALLOW CANCEL ? When this flag is set to “Y” then a direct deposit “cheque” can be
cancelled in the exact same manner as a normal computer check. The vendor
number, check date, check amount and check number must match before the
“cheque” can be cancelled. This does not alter the contents of the apftxxxx.dat file –
this function is to be used after the financial institution has removed or rejected an
entry. Only eft’s that were created after this feature is activated can be cancelled.
ALLOW OVERRIDE ? When this flag is set to “Y”, and the approve review checks step
is taken, there is a new flag – process funds transfer as cheques. If Y, then no funds
transfer will take place – a normal check will be printed and processed. This allows
you to switch between creating EFTS and printing cheques without changing the setup mode in ap control information.
FORM ID FOR STUBS accounts payable comes with the pre-defined form estub which
can be used as the default to print a paper confirmation (stub) of each electronic
funds transfer created by the system. However, if this pre-defined form is not
suitable, refer to the chapter on forms in the accounts payable manual to tailor it to
your needs.
Vendor email address added to form field selection
PRINTER FOR STUB specify a default printer for the funds transfer stubs. After you
set the default printer, the system will no longer prompt for the “stub” printer.
Accounts Payable
Samco Power Accounting
Funds Transfer
26.4
However, it will continue to prompt for the “register” printer #. Enter a printer
number or use the search [?] Feature to select a printer from the pop-up window.
Note that if you are using the form estub, the printer must have a printer type of
530 or 531.
OUTPUT FILE FORMAT
Press [ENTER] to default to the CPA file format for the EFT file
1 to use the Royal Bank file format
2 to use the Toronto Dominion Bank file format
3 to use the National Bank CPA or HSBC CPA file format
4 to use the CIBC file format
5 to use the ScotiaBank file format
CPA CURRENCY CODE
CAD = Canadian currency
USD = American currency
USE R/B QUALIFIER if you deal with the royal bank, enter “Y” to add a transmission
qualifier record to the front of the file.
SETUP MODE ? If you set this field to [N], any vendor with their bank information set
up in the vendor  enter function will have a record created for the EFT file and a
cheque stub printed, but no cheque will be generated. Answer [Y] to this question if
any one of the following criteria apply to your situation:

You are planning on direct deposit in the future and you want to be able
to set up your vendor bank accounts now and still generate AP cheques.

You do not need any form of direct deposit support from SAMCO.

You have a large number of vendors and will be providing direct deposit
services once everyone is set up.

Normally, you use direct deposit but for this AP run, you want to print
cheques. Don’t forget to change this back to N for your next AP run. A
better alternative is to specify Allow override ? [Y]. At the Approve
review checks step, set the flag – Process funds transfer as cheques to Y,
then no funds transfer will take place – a normal check will be printed
and processed. This allows you to switch between creating EFTs and
printing cheques without changing the set-up mode in AP control
information.
Go to Accounts Payable  Vendors  Enter
Two new fields have been added to the vendor record.
Accounts Payable
Samco Power Accounting
Funds Transfer
26.5
TRANSIT # This number identifies the vendor’s bank (e.g. 003 Royal Bank) and
branch. It must always start with a leading zero (required by financial institutions)
even though the leading zero is rarely, if ever included in the micro-encoding on
the cheque.
BANK ACCT The number of the vendor’s bank account.
Vendor sample cheque micro-encoding:
||’137||’ |:16490|||809|: 41|||009|||622|||2||
-------------------------------------|
|
|
|
|
|
|
-> Vendor’s account
number
|
|
-> Bank – Institution Number (Royal, CIBC,
etc)
|
-> Branch Number
-> chq # - ignore
ACCOUNTS PAYABLE  F2  SETUP  FORMS
Accounts Payable comes with the pre-defined form ESTUB which can be used as
the default to print a paper confirmation (stub) of each electronic funds transfer
created by the system. However, if this pre-defined form is not suitable, refer to
the chapter on Forms in the Accounts Payable manual to tailor it to your needs.
Accounts Payable
Samco Power Accounting
Funds Transfer
26.6
Usage
Electronic Funds Transfer (EFT) replaces the standard issuing of Payables cheques for
vendors with banking information on file. The software creates a file of one or more
“funds transfer” transactions which you transmit to your banking institution. When
the bank processes the file, the funds for each vendor are withdrawn from your
account and automatically deposited into your vendor’s bank account.
Once you have completed the set-up as detailed above, select the vouchers for
payment as you normally would. You can print the Pre-cheque Writing Report to
review the EFTs that will be created. You are now ready to “print” your cheques.
When the payables cheques are printed, any vendor in the cheque run, that does not
have a bank account on file with you will continue to get physical cheques. All
vendors with a bank account on file will have a funds transfer request produced in the
funds transfer file.
Once the physical cheques have been printed, then the cheque stubs are printed for
those vendors who are getting the funds deposited directly to their account. These
stubs must be approved before the software will continue, thus allowing you to
reprint the stubs if there is any problem. Once you indicate that the stubs were
printed correctly, the cheque register and the audit report are produced as they are
normally.
After the audit report is generated, if the AP control information indicates that the
EFT transmission file is to be produced at the same time as the cheque run, the EFT
transmission file is created and a report listing the transactions in the file is
generated. If the AP control information indicates that the EFT transmission file is not
to be produced at the same time as the cheque run, then the EFT requests are put
into the funds transfer file. The Funds transfer function must be run to create an EFT
transmission file of the EFT requests.
You can also use the Funds transfer function to regenerate a previously generated EFT
transmission file.
Important Note
The electronic funds transfer function works with two distinct types of data files. The
first is referred to as the "funds transfer". This file contains all funds transfer
transactions - including those already sent to the bank and those that have not been
sent to the bank.
The second file is referred to as the EFT “transmission file”. The transmission file(s) is
the actual file(s) that has been sent to your banking institution. Each individual EFT
file transmitted to your bank has a unique name. Consequently, you will have multiple
EFT files as time goes on.
Each record in the funds transfer file has a 4 digit file creation number. This file
Accounts Payable
Samco Power Accounting
Funds Transfer
26.7
creation number corresponds to the EFT file number each transaction was submitted
in. Any records not submitted to an EFT file are left blank and considered "new".
At any point, an EFT file can be recreated using this function and the file creation
number of the records retained in the funds transfer file.
For example, let us assume that previously you created and submitted an EFT file of
payments to vendors. At this point the transactions would have a file creation number
of "0001". If you did a second run of payments to vendors and did not create an EFT
file, the second set of payments would have a blank file creation number. At this
point you could recreate the first EFT file by identifying file creation number 0001 or
1 using the Process funds transfer function. Once the “new” or " " records are used
to create an EFT file, they will have a file creation number of 0002 or 2.
Shared file numbering with Payroll for EFT files
Only use this feature if you are creating EFT files in both Accounts Payable and
Payroll. As each internal file label in an EFT file must be unique, this feature allows
you to use the 6. Next file creation number in the Payroll control file as the “master
number” that is accessed and updated each time an EFT file is created in Accounts
Payable or in Payroll so you do not have to keep track of the next file number
yourself.
Setup
Go to Accounts payable  F2  Setup Control information
At Field number to change ?, select Next file creation number. Enter a new value or
F2=Use Payroll Fund Transfer – simply type in a new value or press [F2]. With [F2],
the system reads the Next file creation number field in the payroll control file and
copies it here.
Accounts Payable
Samco Power Accounting
Funds Transfer
26.8
Usage
Each time an EFT file is created, the payroll control file is updated and the EFT file
number from the payroll control file is displayed here as well.
Shared numbering with Payroll for checks by cash account
Use this feature if you want to share a series of check numbers between Accounts
Payable and Payroll. This feature allows you to set a cash account and its Last check #
in the Payroll control file as the “master number” that is accessed and updated each
time a check is created in Accounts Payable or in Payroll.
Setup
Go to Payroll  F2  Setup Control information
At Field number to change ?, select Permanent check number. If the system displays
the message Change not allowed press [F2] to allow a protected change. You now
have two options:

Enter a check number, [ENTER]

[F1] to use a Cash Account – simply type in the number of the cash account
to use or [?] to select from the Find Cash Account pop up window. Once you
have selected the cash account, the number of the cash account and the
Last check # from the cash account record are displayed.
OR
Accounts Payable
Samco Power Accounting
Funds Transfer
26.9
Usage
When Payroll control information is set to reference the a cash account complete with
its Last check #, each time a computer check(s) is posted in either Accounts Payable
or Payroll, the Last check # for the cash account specified is incremented according
to the number of checks that were posted.
Go to Accounts Payable  Funds transfer
This function is used to create the EFT transmission file which can be sent to your
banking institution for the automatic disbursal of payables funds directly to each
vendor's bank account(s).
If you set Create file with checks ? to [Y] in ACCOUNTS PAYABLE  F2  SETUP 
CONTROL INFORMATION, you do not need to run this function as the electronic funds
transfer (EFT) file is automatically created as part of the print cheques process.
If you set Create file with checks ? to [N] in ACCOUNTS PAYABLE  F2  SETUP 
CONTROL INFORMATION, EFT data is created in the funds transfer file but you must
manually create the EFT transmission file using this function.
Optionally, this function can be used to generate a report of previous EFT
transmissions without actually generating a new file.
Starting vendor Enter a vendor number, press [F1] for “First” OR use the search
[?] function to find a vendor number
Ending vendor Enter a vendor number, press [F1] for “Last” OR use the search [?]
function to find a vendor number
Accounts Payable
Samco Power Accounting
Funds Transfer
26.10
Starting check date Enter a check date or press [F1] for “First”
Ending check date Enter a check date or press [F1] for “Last”
New transfer ? Enter [Y] if you wish to access only the newly created funds
transfer records. The Previous creation # field will be defaulted to “n/a” (not
applicable) and the system will default the transmission creation # from the AP
control information Next file creation field. The cursor will move to the Create
transmission file ? field.
Previous creation # If you are creating a new transmission file, this field is
skipped. If you are accessing previously transmitted records, enter the file
number here to select all of the funds transfer records from that one file or press
[F1] to select "All" creation numbers.
Transmission creation # If you are creating a new transmission file to send to the
bank, the system will default this value from the AP control information Next file
creation field. When recreating a transmission file, this # should be the same as
the previous creation # but you can specify a different number; however,
specifying a different number is not recommended.
Create transmission file ? Answer [Y] if you wish to create a new EFT
transmission file; otherwise answer [N] for a report only.
Transmission file name This field may only be entered when the previous field
Create transmission file ? flag is set to [Y] - otherwise it is skipped. Enter a 14
character name for the EFT transmission file, or press [F1] to set the field to
default as prompted … "APFT####.DAT".
At "Field number to change?" enter the number of the field(s) to be amended. If
no changes are required, press [ENTER] to accept criteria as entered, print the
Funds Transfer Report, and optionally, generate the transmission file, then return
to the Payroll main menu. The printer select window appears for you to choose the
report printer.
Press [ESC] to return to field 1. Starting vendor without processing the file or
report.
Go to Accounts Payable  Void checks  Enter
When attempting to void an EFT, the system will prompt if the funds transfer has
already been included in a transmission. You can still void the EFT as this is a
warning message only. You can only void an EFT if the EFT set up in AP control
information allows it i.e. Allow cancel ? must be Y.
Accounts Payable
Samco Power Accounting
Funds Transfer
26.11
Reports
Pre-check Writing Report: If the vendor record contains banking information, ***
funds transfer *** is printed on the line under the Vendor-terms to indicate that a
funds transfer record will be created for the payment.
Check Register: The check type is included on the report and there is a count of
the number of Fund transfers included in the register.
A/P Voided Checks Register: The check type is included on the report and there is
a count of the number of Fund transfers voided included in the register.
Historical Reports and Displays (printed/viewed via Accounts Payable  Vendor
HISTORY) Funds transfers and void funds transfers are noted accordingly.
Accounts Payable
Samco Power Accounting
Funds Transfer
26.12
Chapter 27
Purge Open Items
Use this selection either to purge (completely remove) fully paid open items
(vouchers, etc.) from the A/P Open Item File, or to print a report showing which
items are eligible to be purged.
If you elected to keep vendor history in Control information, you may still review
these items in the Vendor History File or print a report including them, using Vendor
history.
In previous versions of Accounts Payable, open items were automatically purged when
they were fully paid.
In this version, they are retained in the Open Item File for use in voiding posted
checks when necessary. They are "invisible" (i.e., do not appear on any reports or
screens), but are still on file.
Since they are used in voiding posted checks, you should purge them only after it is
known that no checks associated with these fully paid open items are going to be
voided.
For example, if all vouchers with a "due date" up to January 31 were paid in January,
and all these January checks are valid and do not need to be voided, then you can
purge all fully paid open items with a "due date" up to January 31. You would set the
first field displayed, "Cut-off due date", to January 31.
To Begin
From the second page of the A/P menu, select Purge open items.
Accounts Payable
Samco Power Accounting
Purge Open Items
27.1
You see:
Enter the following information:
1. Cut-off due date
This is the latest "due date" for which fully paid open items are to be purged.
Enter the date or use the option:
[F1]
For "Latest" (purge all fully paid open items which meet all other
criteria, regardless of due date)
[?] 2. Starting vendor
[?] 3. Ending vendor
Enter the range of vendor numbers for which fully paid open items are to be purged.
Follow the screen instructions.
Only vendors in the specified range will have their fully paid open items purged.
[?] 4. A/P account #
Enter the A/P account number for which fully paid open items are to be purged, or
use one of the options:
Accounts Payable
Samco Power Accounting
Purge Open Items
27.2
[F1]
For the A/P account in the A/P Control File
[F2]
To scan through the other A/P accounts on file
[Enter] For "All" A/P accounts
5. Payment group
Enter the payment group to be purged or use the option:
[F1]
For "All" payment groups
6. Purge or print
Select one of the following:
1
To print a list of items eligible to be purged, without purging
2
To purge the fully paid open items which meet all the criteria
entered above, without printing a list. (You could select this if
you had already printed a list.)
3
To print a list, then purge the items
____________________
Accounts Payable
Samco Power Accounting
Purge Open Items
27.3
Chapter 28
Purge Temporary Vendors
Temporary vendors are vendors with a vendor number starting with an asterisk (*).
Use this selection to automatically purge temporary vendors from the Vendor File.
You may also print a list of temporary vendors purged.
A temporary vendor may only be purged if all of the following conditions are true:
1.
There are no outstanding unpaid open items for the temporary vendor.
2.
All fully paid open items for the temporary vendor have been purged
using Purge open items.
3.
All vendor history for the temporary vendor has been purged using Purge
vendor history.
If the above conditions are all true, then there is no reason to keep the temporary
vendor on file since all references to the vendor have been purged from the system.
To Begin
From the second page of the A/P menu, select Purge temporary vendors.
You see:
Accounts Payable
Samco Power Accounting
Purge Temporary Vendors
28.1
Enter the following information:
[?] . Starting vendor #
[?] 2. Ending vendor #
This is the range of temporary vendors to be purged. Follow the screen instructions.
[?] 3. A/P account #
Enter the A/P account number for which temporary vendors are to be purged, or use
one of the options:
[F1]
For the A/P account in the A/P Control File
[F2]
To scan through the A/P accounts on file
[Enter]
For "All" A/P accounts
4. Payment group
Enter the payment group to be purged or [F1] to purge temporary vendors for "All"
payment groups.
5. Print or purge
Accounts Payable
Samco Power Accounting
Purge Temporary Vendors
28.2
Select one of the following:
1
To print a list of temporary vendors eligible to be purged, without
purging.
2
To purge the temporary vendors which meet all the criteria
entered above, without printing a list. (You could select this if
you had already printed a list.)
3
To print a list, then purge the temporary vendors.
All temporary vendors with no open items or vendor history on file and meeting the
parameters entered above are purged. Follow the screen instructions.
_____________________
Accounts Payable
Samco Power Accounting
Purge Temporary Vendors
28.3
Chapter 29
Year End
This selection updates the Vendor File at year-end by moving the current year-to-date
purchases and discount amounts to the last year purchases and discount amounts, and
clearing the current year-to-date amounts. It also clears year-to-date amounts in
Recurring payables.
To Begin
From the second page of the A/P menu, select Year-end.
The following screen appears:
Accounts Payable
Samco Power Accounting
Year End
29.1
CAUTION
THIS FUNCTION SHOULD NOT BE RUN UNTIL ALL OF THIS FISCAL YEAR'S BUSINESS TRANSACTIONS HAVE
BEEN POSTED AND COMPLETED AND THE PURCHASES/DISCOUNTS REPORT HAS PRINTED, ALONG WITH
ANY OTHER FISCAL YEAR-ENDING REPORTS.
Are you sure you want to do this ?
Answer Y to proceed with the year end procedure, otherwise answer N.
If you answer Y, a period of processing will occur and you will be returned to the A/P
main menu.
____________________
Accounts Payable
Samco Power Accounting
Year End
29.2
Chapter 30
Data Integrity Check
This selection verifies the accuracy of the information in your files.
It should be run after initial set up of your Accounts Payable system. This will set up
the initial integrity values. You may also run this report at any time.
You should be sure that no one else is using your A/P software when you run this
check, so that the results will be valid.
While transactions are being processed, their amounts are added together and the
totals are saved. These totals represent the "calculated" balance of the information
that should be in the data files.
When Data integrity check is run, the "actual" amount of information in the data files
is totalled, and the "actual" and "calculated" amounts are compared on a data
integrity report.
The "actual" and "calculated" amounts should always be equal. A difference between
the two indicates that an unexpected error has occurred.
Such errors could include:
•
Hardware failures
•
Turning off or rebooting the machine while processing is still going on. (Never
do this intentionally.)
•
Power surges due to electrical storms or other causes.
Accounts Payable
Samco Power Accounting
Data Integrity Check
30.1
Because this report shows differences between the actual and calculated amounts,
you can locate errors by referring to edit lists and registers run since the data
integrity check was last run.
If a difference is noted between the actual and calculated amounts, you will be asked
if you want to reset the calculated amount to match the actual amount. If you
answer Y, the calculated amount will then be set equal to the actual amount. This
does not mean the problem is fixed, only that the amounts are now equal.
To Begin
Select Data integrity check from the second page of the A/P menu.
A sample of this report follows at the end of this chapter.
If any of the calculated values do not match the actual, you see a message saying so
and are asked if you want to reset the calculated values.
_____________________
Accounts Payable
Samco Power Accounting
Data Integrity Check
30.2
Appendix A
Initialize Data Files
"Initialize" means to create a new data file. When you initialize a data file which
already exists, any information in it is completely erased, and the file is newly
created.
This function allows you to initialize one or more data files. You probably won't need
to initialize data files very often, if ever. But this function is included just in case.
If you suspect you have a "corrupted" (fouled up) data file, don't initialize it without
first checking with your supplier and attempting other recovery actions (see the
appendix titled File Utilities at the end of this manual for information on rebuilding
corrupted data files).
CAUTION
DON'T USE THIS FUNCTION UNLESS YOU REALLY WANT TO INITIALIZE A DATA FILE. ANY DATA FILE
INITIALIZED WILL HAVE ITS INFORMATION COMPLETELY ERASED.
To Begin
Log into your Samco top-level directory and type "apinit".
NOTE: If you are running under Linux/Unix/HPUX/AIX or a similar operating system
and are logged on as root / super user, replace the above command with "./APINIT".
Enter the company ID you wish to initialize A/P data files for.
You will then see a screen similar to this:
Accounts Payable
Samco Power Accounting
Initialize Data Files
A.1
Answer Y for each file you want to initialize, N to not initialize a file.
1. Tax recoverable file
This file is used by the GST Paid report for recounting the GST input tax credit from
A/P transactions.
2. Valid G/L acct file
All G/L accounts to which A/P activity may be distributed must be entered in this file.
These include the expense, cash, discount, and accounts payable accounts.
3. Cash account file
The file contains all G/L accounts which you have designated as cash accounts in Cash
accounts. It is shared by the A/R, A/P, and B/R packages.
4. A/P notes file
This file contains all the notes you have entered in the various A/P selections which
allow notes.
5. A/P account file
This file contains accounts designated as A/P accounts.
6. A/P control file
Contained within this file are a number of parameters that define your accounts
payable structure.
7. Vendor master file
This file contains vendor information such as name, address, terms, purchase
statistics, and discount statistics.
8. Change vendor file
This file is used to log any changes or deletions which are made to the Vendor File.
9. Purchasing address file
This file contains the addresses of where your payment is going for goods or services
purchased. It is used by Purchase Order and Purchasing Plus.
10. A/P transaction file
This file is used to temporarily store A/P transactions prior to posting to A/P files.
Accounts Payable
Samco Power Accounting
Initialize Data Files
A.2
11. A/P trans dist file
This file records G/L distributions generated by A/P transactions during entering and
editing them.
12. A/P transaction lock file
This file is used to protect the A/P Transaction File.
13. A/P open item file
This file contains all payable items. These items are also referred to as vouchers,
since each item represents an invoice or other such Accounts Payable transaction for
which payment has been authorized.
14. Open item adj trans file
This transaction file contains one record for each adjustment to open items
processed.
15. A/P open adj lock file
This file is used to protect the Open Item Adjustment File.
16. Void check file
This file contains information on the checks that have been voided.
17. A/P check file
This file contains one record for each check (computer-printed, pre-payment,
manual, quick or non-A/P check) processed by the A/P package.
18. A/P check lock file
This file is used to protect the A/P Check File.
19. A/P dist to G/L file
This file is used to generate the Payables Distributions to G/L Report and, if the G/L
package is used, this file is the input to the G/L interface program.
20. A/P recurring trans file
This file is used to store recurring A/P transactions, so that regular A/P transactions
can be created.
Accounts Payable
Samco Power Accounting
Initialize Data Files
A.3
21. Vendor history file
This file is used to maintain a history of A/P activity for each vendor.
22. Report parameter file
When you are entering parameters to use in printing various reports, you can choose
to save them. If you do, they are contained in this file.
23. Form file
This file stores the A/P check formats for printing.
24. Branch file
If branch processing is being used (per the A/P Control File), this file tracks the
vouchers allocated to each branch for check processing.
To Exit
When initializing is complete, the operating system prompt reappears.
_____________________
Accounts Payable
Samco Power Accounting
Initialize Data Files
A.4
Appendix B
File Utilities
This function will allow you to:
•
"Recover" the data files that have become corrupted (fouled up).
•
Recover disk space by rebuilding data files with purged or deleted
records that are still taking up space.
•
Export your data into a format that can be used by many popular
spreadsheet, word processing and data base programs.
Corrupted data files
Data file corruption does not occur very often, but you do need to be aware of it just
in case one of your data files does become corrupted. This can occur for only a
handful of reasons. The most common being:
1.
The power to your computer gets turned off when you are using your
Samco applications.
2.
Your hard disk has developed a defect.
Corrupted data files can't be used reliably afterward, and any attempt to use them
causes unusual error messages and you are removed from running the Samco
applications.
If this occurs, or if you begin to get unusual results while using your software and
suspect that there may be a corrupted data file, you should get technical support.
Accounts Payable
Samco Power Accounting
File Utilities
B.1
Your supplier or an independent professional may be able to provide this support. If
not, contact Samco Software Inc.'s support department directly (there may be a fee).
Handling
Data file corruption does not mean that all of the data in the file is no longer usable.
Usually, just a few of the records in the file have become corrupted.
In File utilities, the function Rebuild a file will take out the good records in the data
file, place these in a temporary file, and then replace the old file with the good
records. In addition to this, any deleted or purged records which are taking up disk
space will also be permanently removed and the file compressed to its physical size.
To Begin
Select File utilities from the second page of the A/P main menu. The following menu
appears:
Export a file
This function is used to export data files from the internal format to a "flat" ASCII file.
The data file(s) is read in and an output file is created in the Samco root directory
with the name "xxxxxxnn.EXP". Where 'xxxxxx' is the file name, and where 'nn' is
the company number the file came from. (If you are running under Unix you will also
have the option of appending a drive designation to the front of the file.)
Accounts Payable
Samco Power Accounting
File Utilities
B.2
To begin, select Export a file from the File utilities sub-menu. A screen similar to the
one below will appear:
Enter the following data:
Please select file
Enter the number, from the list provided, of the file to be converted to ASCII format,
or press [F1] for all.
Please enter device for converted file
This is the drive letter of the device that the ASCII version of the data file will be
written to.
For UNIX/LINUX users
The drive letter entered here will be attached to the front of the file name. The
letter A is recommended for consistency. The ASCII backup file name in the Samco
root directory will read A:xxxxxxnn.EXP.
Alternatively, if you do not want to add a drive letter, press [F1] for "none".
For WINDOWS network users
The drive letter enter here will be the drive that the ASCII backup file will be written
Accounts Payable
Samco Power Accounting
File Utilities
B.3
onto. If the drive letter entered is that of a floppy diskette drive you will be
prompted if you wish to delete all files on the drive first.
Please enter the device size in kilobytes
[F1]
Unlimited, Hard disk drive
The screen will then prompt you "Any change ?". Enter Y and all the entries that you
have made will be cleared and you will be returned to the "Please select file" prompt.
Press [Enter] to accept the default of Y.
NOTE: If you choose to convert "All" files, the screen will move immediately into
displaying the file and record being backed up. It skips past the "(C) CREATE NEW
CONVERTED FILE OR (A) ADD RECORDS TO EXISTING CONVERTED FILE", "STARTING FILE
KEY", and "ENDING FILE KEY" prompts
The following screen will be displayed only if did not select "All" files at the "Please
select file" prompt:
Enter the following data:
1. Starting file key
2. Ending file key
Enter the starting and ending file keys for the data file selected for conversion, or
press [F1] for "First" and "Last". Up to 37 alphanumeric characters may be entered.
Accounts Payable
Samco Power Accounting
File Utilities
B.4
Unless you know the exact key for the records in the data file it is recommended that
you press [F1].
When you have completed all entries the following prompt will appear:
(C) create new export file or (A) add records to existing export file
Enter C to create a new export file and over-write any pre-existing ASCII export for
this data file, or enter A to add the records selected for conversion to any preexisting ASCII export file on the device specified.
After selecting which type of file to create the screen then clears and the ASCII file
name is displayed along with a counter of the number of records exported.
If you had selected "All" at the "Please select file", it is assumed that you wish to
create a new converted file. After the "Any change ?" prompt, the screen clears and
the ASCII file name is displayed along with a counter of the number of records
exported for all files.
The Export a file menu reappears after the file, or files, selected have been exported
so that you may choose another file.
After you have completed running the convert routine, press [Tab] at the "Please
select file" prompt. A window will appear for you to select how to print the export
log.
Restore an exported file
This function is used to restore one of more of the listed data files from the "flat"
ASCII file format to the internal format. The exported file is read in and an output
file is created in the company sub-directory with the name "xxxxxx.DAT". Where
"xxxxxx" is the file name.
From the File utilities menu select Restore an exported file.
You see:
Accounts Payable
Samco Power Accounting
File Utilities
B.5
Enter the following information:
Please select file
Enter the file number, from the list provided, of the file to be restored from an ASCII
export format, or press [F1] for all.
Please enter device for exported file
This is the drive letter of the device that the ASCII version of the data file will be read
from.
For UNIX/LINUX users
This is the drive letter attached to the front of the file name. For example, if the
file to restore is A:xxxxxxnn.EXP, you would enter A here. If no designation is at the
beginning of the file press [F1] for "none".
For WINDOWS network users
The drive letter entered here will be the drive that the ASCII export file resides on.
Please enter the device size in kilobytes
[F1]
Unlimited, Hard disk drive
Accounts Payable
Samco Power Accounting
File Utilities
B.6
(C) Create New Data File Or (A) Add Records To existing Data File
If you answer C (Create new file), all of the existing data records in the original file
will be destroyed, and the data records contained in the converted file will be
transferred to the original file.
If you answer A (Add records to file), all of the existing records in the original file will
remain, and the data records contained in the converted file will be added to the
original file.
The following message will display:
"This function will now initialize the data file used in production. Its contents will
be fully replaced with data from the converted file. Please make sure you want to
do this. Are you sure?"
Answer Y or N, as appropriate.
The file(s) will now be restored. A message will be displayed on the screen, showing
the count of the records as they are restored.
When the restoration of the file or files is complete the 'Restore a converted file'
menu will be displayed.
You may select another file to restore. You may continue to restore files or press
[Tab] to print the restore log and then return to the File Utilities sub-menu.
A window will appear for you to select where to print the restore log. A restore log
shows the file(s) restored, the number of records per file, the date and time.
Rebuilding Data Files
Rebuilding data files can be used for one of two reasons:
1.
2.
A data file has become corrupted and needs to be recovered.
To recover disk space and clean out deleted or purged records.
The Rebuild a file function essentially takes the good records out of a file, removes
the old file, and creates a new file with the good records.
To begin, select Rebuild a file from the File utilities menu.
You then see:
Accounts Payable
Samco Power Accounting
File Utilities
B.7
Enter the following information:
Please select file
Enter the number of the file you wish to rebuild or press [F1] to rebuild all of the A/P
data files.
A new screen will appear showing the status of each file as it is being rebuilt. Once
completed, you are returned to the Rebuild a file screen.
Change Vendor Number
Select Accounts Payable, [F2] File utilities, Change vendor no.
This allows you to change a vendor’s number. The number must not be for an existing
vendor. All open transactions and historical data will be updated to reflect the new
number. When the new vendor already exists, the system merges together the data
of the “From vendor #” with the data of the “To vendor #”.
Set vendor GL account numbers
Select Accounts Payable, [F2] File utilities, Set vendor GL account numbers, at the
field A/P acct, [F4] now displays a modified pop up window. The numeric account
identifiers have been replaced with codes to allow for future processing functionality.
Accounts Payable
Samco Power Accounting
File Utilities
B.8
Load Open Items Function
Select A/P → [F2] → File Utilities → Load A/P open items
This allows you to manually create or edit A/P open item transactions. Its primary
function however is for new installations where vendor open items and history needed
to be loaded.
Accounts Payable
Samco Power Accounting
File Utilities
B.9
____________________
Accounts Payable
Samco Power Accounting
File Utilities
B.10
X. EXPORT PRINTER REPORTS
Available reports








Aged Open Items
Cash Disbursements Projection
Cash Requirements
Check Register
Distributions to GL
Open Payables by Date

Vendor History, Cheque Register
Vendor History, Open payables by
date
Vendor List by Vendor #
Printing reports to an export file
Due to popular demand, there are now a number of reports that you can print to the
‘X’ Export printer and we keep adding more.
In order to open reports printed to the ‘X’ printer, the user must have access to their
local directory. If you are a Thin Client® user, you must identify the directory in
SYSTEM FUNCTIONS  COMPANY DATA. The default is C:\SSIDOCS\.
Each report printed to the ‘X’ printer is assigned a default file name. After you
select the ‘X’ printer, a pop-up window will prompt [F1] to accept the default
filename displayed or enter your own filename. Remember to assign a unique
filename to each report that you wish to keep as filenames can be reused and the
data over-written.
Note: A report printed to disk cannot be later printed to the ‘X’ printer.
The first time that you select the ‘X’ Export “printer” from the pop-up Printer
Selection window, the system may prompt you to identify which program should be
Accounts Payable
Samco Power Accounting
X. Export Printer Reports
C.1
used to open the file. The export files are designed to be opened with Excel.
However, they can be opened with any software that can access tab delimited files
(e.g. Windows, Thin Client®).
Please note that there may be a delay between the time the report has ‘finished
printing’ and the time the Excel worksheet opens. This delay is dependent upon your
system activity levels.
Enter the parameters for your
report as you normally do.
When the Printer selection
popup window is displayed,
select the ‘X’ printer.
Accounts Payable
Samco Power Accounting
X. Export Printer Reports
C.2
Follow the system prompts
to cancel the report request
or accept the default file
name
OR
Type a new file name.
If prompted, select the
program that Windows is to
use to open your Xport
file(s).
Windows or Thin Client® will open the export file using the program that you
Accounts Payable
Samco Power Accounting
X. Export Printer Reports
C.3
selected. The following example is from Excel 2007.
How to set the default for opening a SAMCO .tab file in Windows XP
1. Begin by clicking on
start
Accounts Payable
Samco Power Accounting
X. Export Printer Reports
C.4
2. Click on the
Control Panel icon
3. Click on the Folder Options icon
Accounts Payable
Samco Power Accounting
X. Export Printer Reports
C.5
4. Click on the
File Types
tab
5. Drag the scroll
bar
To TAB
OR
Type TAB
Accounts Payable
to jump
to it.
Samco Power
Accounting
X. Export Printer Reports
C.6
Accounts Payable
Samco Power Accounting
X. Export Printer Reports
C.7
6. Click Delete to remove the
file type
OR
Click Change to change the
default for Opens with
Accounts Payable
Samco Power Accounting
X. Export Printer Reports
C.8
How to set the default for opening a SAMCO .tab file in Windows 7
1. Begin by clicking on the Windows icon
2. Click on Control Panel
3.
3. Click on the Default Programs icon
Accounts Payable
Samco Power Accounting
X. Export Printer Reports
C.9
4. Click on Associate a file type or protocol
with a program
5. Drag the scroll bar until you see .tab TAB File
6. Click on the .tab line and then choose the program you want to use to open .tab
files.
Accounts Payable
Samco Power Accounting
X. Export Printer Reports
C.10
Accounts Payable
Samco Power Accounting
X. Export Printer Reports
C.11
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