Accounts Payable programs and reports are available via the Accounts Payable Menu.
Ordinarily, vouchers (invoices) are entered through the expense section of the A/R invoicing modules.
There is an Accounts Payable Enter/Edit program, but we recommend that its use be limited to correcting invoices and to entering direct expenses. All entries to the Accounts Payable module are required to be balanced and to be expensed to valid G/L accounts.
Each A/P record includes a Due Date. A Cash Requirements report based on this due date can be printed and checks can be selected for payment by due date.
Vouchers can be selected for payment manually by vendor and checks can be printed by site.
A Vendor Activity Inquiry shows amount, date, file, date paid, check number and balance due. There are also inquiries by bank/check and file.
The Aging Report can be printed in summary or detail for a specified range of vendors as of any specified date.
The system provides a capability for multiple Accounts Payable accounts. If this option is specified at system setup, then vendors can be restricted to a particular A/P account. For example, one account might be used for file related expenses and another for direct expenses such as utilities and rent.
The Cash Disbursement Process involves selecting payables to be paid, printing checks and posting the check data to the General Ledger.
When a payable has been created and as long as the balance due is not zero, there will be a record in the Open Accounts Payable file (ACCT.PAY.OPEN). When the balance is zero the record is removed.
Check selection creates records in a Log file (ACCT.PAY.CK.MAST and ACCT.PAY.CHECK). Each Log entry corresponds to one check number. Data remains in this file until checks are posted. The log records have a site number that is used to control which entries in the log file are printed and posted as a group. When a payable has been selected the Balance Due is adjusted and the ACCT.PAY.OPEN record is removed if the payable is paid in full. (If you look at a payable that has been selected but the check has not been posted you will see a balance due of zero but no Cash Disbursement data.)
When a check is printed the check number, date and bank number are added to the log file.
Posting check data goes through the log file and creates Cash Disbursement data for each log record that has been printed and matches the site selected and deletes the log record.
The Multiple Hand Check program allows bypassing check printing by adding the bank, check number and check date to the log record immediately.
There is an UNPAY option that should be used with great caution since it allows changing data on posted checks. The unpay program (APCKUN) reverses the posting process by removing the check data from the Cash Disbursement files and putting it back into the log file. The unpay program gives you the log number. The site is set to 99. The Multiple Hand Check Program can then be used to edit the check data or even undo it completely (which is the dangerous part since there can now be a computer generated check without any record in the system). After correcting, the check can be reposted by posting checks for site 99.
Selecting checks for printing enters data into two files; a master (ACCT.PAY.CK.MAST) and a detail (ACCT.PAY.CHECK) file.
There is one record in the master file for each check selected. The data in the master file is the log number, the vendor number and the site.
The detail file has a record for each payable selected with the amount of the payable.
When checks are printed the master file is updated to include the bank number, check number and check date. At the end of check printing the last good check number is entered. Any records in the master file with a check number greater than the last good check number have the bank number set to zero to prevent posting.
The check posting program finds all records in the master file for the site that have a bank number, check number and check date. These records are posted to the ledger and removed from both the master and detail check processing files.
The check proof log will display the bank, check number and check date of any unposted checks in the 2nd, 3rd and 4th row below the log number and site.
The last check number used is stored by site (if the option APOPTS+2 is set to S in the system file). If you enter a new check number the system uses the number you entered to print the checks and update the stored last number by site. If you indicate that all checks did not print properly the stored number is still updated on the assumption that the remaining checks were damaged in the printing process.
If you print checks for a site a second time without posting, all checks for that site (including those previously printed) will be printed. The checks that are reprinted WILL GET NEW CHECK NUMBERS. If you print a batch of checks a number of times with different check numbers each time, only the final printing will show in the ledger after check posting.
If a bank, check number and date are filled in they are used to print a hand check, getting the Misc Vendor data if applicable.
If the bank and check number are not filled in the default bank number for the site can be used (or overridden) to find the next check number to use (or be overridden). These are entered before the Misc Vendor data if applicable. This program actually gets the check number from files and proceeds to print as if the numbers had been entered on the AP screen.
To reconcile the list of checks not properly listed on the Cash Disbursement report, proceed as follows to identify the problem:
The following methods of solving the problems can be used:
The Accounts Payable account must be a restricted account. Journal entries can be made but the account can not be used in the V/R or any other programs such as invoicing.
In editing the Chart of Accounts - you can specify whether file data is used, if the ap is cash basis, if the voucher data is to be posted in detail or in daily summary only. The primary trade payables are journal 1. If multiple payable systems are used the additional payables should have their own journal number. The first 10 journal numbers are predefined. You can use numbers starting at 10. Edit the Journal Code file to assign a 3 char description and long name to the journal code.
VENDBYAP (from SYSTEM.DATA,BMS)
APOPTS (from SYSTEM.DATA,BMS)
MSPRIV can be used to control who can edit payable data.
If checks are selected for misc vendor, F9 can be used to get the name and address to print on the check. The check printing and posting save the misc vendor name and address by check in CASH.DISB.PAYEE