For entry, maintenance and posting of accounts payable invoices. The process is interactive with the A/P open invoice file, the purchase journal (for general ledger distribution), and purchasing history (for receipt and price verification). After entering invoices, the user may enter a maintenance screen to view, change, delete or print their work. When the entries are correct, they are posted to the open accounts payable invoice file and a report generated.
For recording hand typed checks. The checks may be paying invoices already posted to accounts payable, or the items may be entered directly. One step invoices are posted to the purchase journal. All checks are automatically posted to the check register files. The check register (option G‑7) runs automatically after posting. The system tests for and prevents duplicate payments.
There are two options: A=Auto Pay, where all invoices due through a user selected date are set to pay, and M=Manual Pay, where the operator selects each vendor and the specific invoices (or date range of invoices) to be paid. When using Auto Pay, invoices selected for payment can be deleted, or payments for an entire vendor can be deleted. During check printing, a remittance advice will be printed on the check, with any overflow items to be printed on plain paper after the check printing has been completed. The overflow remittance advice is then attached to the check for mailing. The check register option (G-7) runs automatically after posting. This system tests for and prevents duplicate payments.
At any time, G-7 displays/prints a daily, M‑T‑D or outstanding check register. Additional options include clearing the daily and/or M‑T‑D files, and an option to purge checks that have cleared the bank (recorded in G-8).
Maintain the vendor master file. Options include: New (to add new vendors), Change (to change existing vendor information), Delete (to eliminate a vendor from the system), Display, and Print (to link to the G-11 option).
The purchase journal contains the debit side of all A/P entries. The display includes the vendor name and number, the invoice number and amount, and the purchase order number. The sort is in general ledger account number sequence. At month end, a journal entry is written automatically to the general ledger.
The debit memo programs allows Accounts Payable personnel to utilize the computer to generate debit memos for return of parts, price protections, price adjustments, etc. The menu has the following selections:
During inventory receipts, a sequential receipt number is automatically assigned to each transaction. During A/P invoice entry, the purchase order number is entered with each invoice number, and the receipts are displayed. The respective receipts are "claimed", and the invoice number posted back to the purchasing history file (along with any quantity or price variance). This program allows maintenance to the receipt number file, along with display, print and purge options. The reporting is date sensitive, so there is NO formal "month end" procedure. The monthly accrual thus becomes a simple report rather than an accounting nightmare.
This program offers display/print/purge options on accounts payable paid invoices by vendor number. The display includes invoice number date and amount, check number, check date, general ledger account number charged, and days to pay. Vendor totals are also displayed showing total number of invoices paid, total dollars paid, and the average days taken for all invoices. A detailed remittance advice can be displayed by requesting a specific check number, thus avoiding having to find a printed copy of the check. Printed report options include vendor number range selection, date range selection, and totals by vendor, including total invoices paid, total amount paid, and average days the invoices were paid at. The purge option will delete those items beyond the inputted date. It is recommended to only purge one month at a time, and always leave at least 12 months of history on the system.
This program prints a report of purchase price and quantity received/invoiced variances from material receipts vs. accounts payable invoices entered.
To void an A/P check, use this menu option. The check to be voided is called up by vendor number/check number. An option allows for re-posting the invoices to open accounts payable, when necessary. The check is posted as a negative, using the same check number, so that the check registers will show the original check written, then the same check number, but with a negative amount.