Once you have entered all information, enter (C) to continue or (A) to abort program. Continue to run your checks or Abort to escape from the program without running checks.

If you should need to reprint a check, that selection is available from the Check Printing Menu. The program is Reprint Individual AP Check. You may need to reprint a check if it was damaged during or after the printing process. The following is an example of this screen.

Enter the check number of the check you wish to reprint. The vendor information should appear. If the information is correct, enter the new check number. The new check number will replace the old check number in the appropriate areas. Choose Continue to reprint your check. Make sure checks are in the printer and the printer is ready. Press <F1> for help in this screen.

This program allows reprinting of checks, one at a time. It will change the check number in the invoice record, general ledger record and bank reconciliation records to reflect the new number. If an invoice was paid in error, do not use this program. The program for that situation is "Void Checks", which will void the check and mark the invoice records as not paid.  Top.

Manual Checks (No Invoice)

The manual check (no invoice) program is not to be confused with Marking Invoices for Payment. A manual check is a check that was previously handwritten to pay an invoice or to pay for something without having the invoice. This program is for after-the-fact paid invoices or a check written on the fly and not entered in the system. To enter the check and the invoice at the same time use the Manual Checks (No Invoice) program. Only use this program when necessary. Otherwise, enter the invoice and pay through Manual Checks (Invoice Entered). Select Manual Checks & Recurring Pmt. option from main menu in Accounts Payable. This will bring you into the following menu.

Once you have selected, Manual Checks (no invoice), you will be brought into the following screen:

Enter the general ledger bank account number from which you are writing this check. You can select the option to make sure the invoice you are selecting is unpaid, just in case it was already entered. After you have selected the general ledger information, you will be taken into the following screen:

This screen is the same as Enter New Invoices program. When you have brought up your vendor and have entered the invoice information, you will <Esc> to finish. At this point another screen will pop up for you to enter the payment information. The following is a sample of that screen.

Enter the check information at this time. If your check has already cleared, then enter "Y". If not or you are not sure, enter "N". Once you have finished entering all manual checks, press <Esc>. At this time you will be asked if you want to print the report. You should print it at this time but can choose to print it later. This report will give you a manual check report showing the vendor, invoice #, invoice date, date paid, amount, bank account number and check #. The second part of this report will print general ledger information for these transactions.   Top.

Manual Checks Invoice Entered

The manual check invoice entered program is not to be confused with Marking Invoices for Payment. A manual check is a check that was handwritten to pay an invoice. This program is for invoices that were not paid during a regular check run but were paid by manual checks. The invoices should have already been entered in the system through the Enter New Invoices program. You can then pay the invoices with this program. This program is good for a company just starting to use the system.

Select Manual Checks & Recurring Pmt. option from main menu in Accounts Payable. This will bring you into the following menu.

When you select Manual Checks Invoice Entered, you will be brought into the following screen:

Once you have entered the appropriate information for this screen, the following screen will appear:

The vendor can be looked up by either typing in part or all of the name and using the find, enter or page up and down keys. Remember, the vendor may have been entered under another spelling. If you suspect you have found the wrong vendor, press the clear key to clear the screen to find another vendor.

All invoices not marked for payment will display. If there are more than 9, you can type "M" to display more. If you ask for more and want to go back to the beginning, type "L" for the system to relist invoices. If the invoice you are looking is not listed, check to see if it was marked for payment or paid already by using the <F8> key to Lookup Vendor Invoices.

Select the line number to pay. The amount owed will display as the amount to pay. If allowed the discount amount will display in the discount field. If taking a discount, enter the full amount being paid (do not deduct discount) as the amount to pay. Enter the discount as a separate entry in the discount field. The system will subtract the discount and show the correct total in the check amount field. Verify the check amount showing in that field. Enter the check number and date. If you are finished with this transaction, <F10> will save it and clear the screen for the next transaction. If you wish to clear without saving the information, press <F9> to clear.

If you have written a single check paying multiple invoices, do not save your transaction yet. Simply select the next line number to pay, indicate the amount to be paid on that invoice, enter the discount, then just return through the fields. The check amount will increase in the "check amount" field. Hit enter through the check number and date. Continue this procedure until all the invoices on that same check are selected. At that point, <F10> to save the transaction.

If you have written separate checks for separate invoices, but for the same vendor, enter the information for the first check. When the cursor goes back to the line number, press <F10> to save your current transaction. Then bring up this vendor again and continue as normal.

Partial payments are allowed. Change the displayed amount to the amount you wish to pay. You cannot pay invoices that are not in Accounts Payable or ones that are marked for payment.

After saving the last entry, press <F9> to clear the screen and return to the top. Press <Esc> at the top to end. Upon exiting this program, a transaction report will print. The system will warn you that the report will be printed, so have your printer on and ready. This report will give a detailed listing of all manual checks entered at this time.  Top.

Direct Disbursement / Instant Checks

Instant checks are just that. The program allows you to enter an invoice "on the fly" and pay it with a check at the same time. Enter a new invoice and print out a check. To access this program, select Accounts Payable Entry/Checks option from main menu in Accounts Payable. Then select Check Printing Menu from this menu. Then select Direct Disbursement (Inst Cks). This will bring you into the following screen.

Check to see if invoices have been entered already - answer yes or no. This will only check if invoice number is greater than 0. Note: If starting a new fiscal year, make sure the G/L has been set up.

The cash account G/L number will be displayed. Enter the Branch & Dept. you are working with, if any. Enter the G/L date, the check date and the beginning check number. The general ledger date can be different from the system date. Invoices received and paid in one month can be distributed to a different accounting month.

Once you have gotten into the program, the next screen you will see looks exactly like the screen to enter new invoices. The following is an example of this screen.

Upon completion of the invoice distribution, the system will generate a check. If generating instant checks where separate bank accounts are used for either the branches or departments, exit this program and start over for each bank account.

An unlimited number of general ledger distributions can be made on any invoice. Press <Esc> when you have finished the G/L distributions. Your cursor will now be on the description field. A twenty character description can be entered for printing on the check. You may want to put your account number for this vendor in this field.

If there is only one invoice to print on this check answer "Y" to the last invoice question. A "N" response will clear for another invoice to be entered. Seventeen invoices are permitted on a check. Enter when you are done. Your check will now print. The system will bring you back to the vendor screen. You can enter more instant checks at this time. Press <Esc> if you are done.

An invoice record is created with this program and can be viewed in the Invoice Status Lookup program. The invoice record is not available through the Purchases Journal report. The void check program will void this type of check.

Once you have finished running this program, you can print out an Instant Check Audit List. This will print out the information for the invoices you entered and paid. It is recommended you print this report to keep for accounting purposes.  Top.

Void Checks

This program allows you to void a check. This voided check will appear in the Check Register. It will also restore the invoice information for what paid by this check. These invoices will be back in the system as unmarked and unpaid. To access this program, select Accounts Payable Maintenance option from main menu in Accounts Payable. Then select Void Checks from this menu. The following are examples of the screens for this program.

Enter the general ledger number and branch and department if any. Enter the check number you wish to void. Press the enter key. The vendor information will display when the record is found. If information is not found for the check number you entered, the cursor will jump back to bank account number.

If the check information is correct, enter the general ledger date for which you want to void the check. Choose "C" to continue or "A" to abort. If you have entered incorrect information or just want to get out of this program, you must enter through to Abort properly. Escape will not abort. If you have chosen "C" to continue, the following screen will appear.

All invoices paid on the selected check number will display. Make sure that the invoice information that is listed is correct. When you have completed the voiding process, these invoices will be unpaid and unscheduled (unmarked). If you want them marked for future payment, do this through the Mark Invoices for Payment program. If any of the invoices were paid as a result of having the wrong discount date, correct the discount date through the invoice correction program.

The system will show you the total and ask if this is okay. Select "Y" if this is correct and enter. The system will then tell you to print the report. The program will create three general ledger journal entries for each check voided. One to debit the bank, one to credit accounts payable and one for any discounts taken.  Top.

Purge (Delete) Paid Invoices

This program will delete all paid invoices that have been paid prior to the date entered. Check with a manager or your accountant to determine how long the information should be kept before it is deleted. To access this program, select Accounts Payable Maintenance option from main menu in Accounts Payable. Then select Purge (Delete) Paid Invoices from this menu.

No other purge operation or accounts payable operation should be performed while this program is processing. Once this program is started do not stop it for any reason or valued information will be lost. If you have not made a backup of the Accounts Payable files, abort the program and do a backup to alternate area first. See the Backup AP & GL section for details.

A report will print. You can output this report to the screen or the printer. A printed report is recommended for audit purposes.

If you wish to exit the program, Enter (A) at the prompt to abort. If you have run the program without intending to, the information can be restored provided you backed to alternate area prior to running the program. If you did not backup the information can only be restored from some other type of backup which may not include all information.

Delete Vendors

This program will allow you to delete a vendor and assign the information to another vendor. To access this program, select Accounts Payable Maintenance option from main menu in Accounts Payable. Then select Delete Vendor from this menu. The following is an example of this screen.

This program is used to delete vendors. Be careful in the use of this program! Because there are records in the invoice file, the recurring payment file, and the history files that may be assigned to the vendor, this program will assign all records found for the deleted vendor and assign them to the second vendor.

Enter the vendor number that you want to delete and the vendor number you want to assign the transactions to. The program will find the vendors, transfer the transactions and delete the old vendor. If you are transferring to a new vendor, make sure they have been already setup in the Enter Vendors program.

There are no reports that are generated by this program.

A/P Bank Accounts

This program will allow you to setup which bank account from which you want to write checks. You may enter any bank from which you will be working. To access this program, select Accounts Payable Maintenance option from main menu in Accounts Payable. Then select A/P Bank Accounts from this menu. The following is an example of this screen.

Before you can do any check writing (manual or automatic), you need to set up the cash (bank) account(s) that you will use for check writing in the General Ledger system. This is so that when you are prompted for the A/P Bank Account number after a marking checks or manual checks, the system will only let you access actual bank accounts. In other words, you will not be able to write a check from your "Inventory" G/L Account.

To Add Bank Accounts:
Press <F9> to clear the screen. Move the cursor to the GL Acct Field. Use Page Up and Page down to find the General Ledger accounts you want to use for Accounts Payable check runs. Press enter to get to the next check #. Press <F10> to save your selection. These must be valid G/L accounts in order to add them here.

To Delete Bank Accounts:
Your cursor should be on the Number field. Use Page Up and Page Down to find the accounts you do not wish to use for Accounts Payable check runs. Press <F6> to delete.

There are no reports that will be printed. Any bank accounts added here will be accessible immediately.  Top.

Bank Reconciliation Programs

Select Bank Reconciliation Programs option from main menu in Accounts Payable. This will bring up the following menu. This program has several steps involved. The following screens are examples of the steps in the bank reconciliation program in order of the menu.

The following are descriptions of all the programs available in the Bank Reconciliation menu. These programs should be used by a manager or under a manager's direction. The information should also be backed up to an alternate area before making changes to the data. See the Backup AP & GL section for details.  Top.

Check Register Master Entry

This program allows you to make entries into the check register that did not go through the system. These entries may be a balance forward for a new bank account, a check that was never used but you need to track it or another similar situation. This program does not make journal entries to any other accounts. It will only put the information into the check register. The following is an example of this screen.

Select the bank account you are working with by either entering the number and pressing <tab> or pressing <F5> for a popup list. Enter the reference number, which would be the check number or some other reference like a date. This should be a unique number. Enter the date of the transaction and a description, maybe voided check. The type would be a minus for a check or credit, a plus for a deposit or debit, or a balance forward. Type in the amount of the transaction. You may choose to mark this item as cleared from this screen if it has already cleared your bank or is a voided check. Entering through the screen or pressing <F10> will save this transaction. To clear the information without saving, press <F9>. You can delete an entry by pressing <F6>. Make sure this is what you want to do before deleting.  Top.

This program will allow you to make entries in the check register that have a journal transaction for the selected bank account that for whatever reason, did not get entered. This program can be used to record interest earned in a bank account or something similar. It will then allow you to make the corresponding journal entries to debit and credit the proper general ledger accounts. The following is an example of this screen.

This is similar to the Check Register Master Entry program with the exception it will allow you to input journal entries. Enter the general ledger number for the bank account you are using. The cursor will then move to the reference field. Enter the check number or date or some other reference; this should be a unique number. Enter the date of your transaction and a description. Use type "1" for a check or credit and type "2" for a deposit or debit. Enter the amount of the transaction. Once you have entered an amount, you will then be in the journal entry screen. The following is an example.

At this point you would enter your journal entries. Enter the source journal. A source journal can be CD for cash disbursements, CR for cash receipts, etc.. The following is an example of the selection of source journals.

Next enter the starting date. The starting date is the first day of the month you are making entries. So if you enter 07/01/99 for the start date, you can then put "03" for the date and the transaction will be recorded for July 3. Enter your transaction date. Next the cursor will go to first general ledger number. Enter a general ledger number or <F5> to select one from the popup list.

Enter the rest of the information on each line item that follows. Next is the description, amount (always positive), whether the transaction is a debit or credit, and reference #1 (check number) and #2 (this could be some other reference number). Each line entry will create a journal entry unless no amount is entered on that line. The journal transaction is saved after pressing the enter key at the end of the line. If a mistake is made, enter a reversing entry on the next line or <F3> to edit the previous line. You will notice that the system keeps track at the bottom of the screen whether you are in balance or not.

Every line creates a journal transaction and once you exit this program they can only be edited in the Correct Posted Journal Entries program found in the General Ledger menu. This program will allow you to enter a one-sided journal entry. It will not give you a message if you are out of balance before saving these transactions.

When you enter the last transaction for this check register entry, press <Esc> to exit back to the check register master entry screen. You will then be asked if you want to save this entry. Choose "Y" to save. A journal transaction will still be created if you answer No to this question but the entry to check register will not be saved. A journal entry report will then print.

Please be advised, if you are making a journal transaction between two bank accounts, this program will only record the check register entry for whichever bank number you originally chose. To make the check register entry for the other bank account, use the Check Register Master Entry program. You do not have to enter the journal entries again. They will have been made for both sides of your entry provided you have entered that information.  Top.

Print/Display Check Register

This program will print/display the check register to the screen for the selected bank account. You can view all checks, deposits and other entries that have been made in the check register. This can be printed or viewed either by date or by reference number (which is the computer's internal number assigned to all accounts payable transactions. The following is an example of the screens for check register by date.

Once you have selected the bank account, the following screen will appear.

This screen displays the check register information for the selected bank account. This will display the checks paid, deposits made and the balance after each entry. The T column will show a 1, 2 or 3 which would be 1=check/credit, 2=deposit/debit or 3=balance forward. The status column will show whether the transaction is "H" held, "C" cleared, or blank for not cleared. At the end of all entries, the system will display the checkbook balance as of the date of the last transaction recorded.   Top.

This program will allow you to enter the items that have cleared through your bank account. This is one of the first steps in reconciling your bank statement to your checkbook. The following is an example of this screen.

Select the appropriate bank account and Enter. The cursor will bring you to the "Cleared, Held or Release" field. A cleared item is one that has cleared through your bank. A held item is one you have processed but are holding; this has not gone through your bank. Release will release the items you have placed on hold. These can then be entered as cleared. Enter your selection and press Enter. The cursor will then bring you to the reference field. Enter the reference number or check number of the item you want to clear and Enter. The information for that check will appear. Verify that this is the item you want to clear. If it is and the status is C for cleared or the appropriate status for what you are doing, then enter through or <F10> to save the entry. Continue to enter items or <Esc> to exit the program.

There are no reports that will print. Pressing <F8> from this screen will display the check register. Items that have been marked clear, held or release will have these codes displayed in the check register screen under the "STAT" field.  Top.

Print Outstanding (Uncleared)

This program will print all outstanding or uncleared items in the check register. This report will print according to a selected date range and bank account.

This report will print immediately so make sure your printer is ready.   Top.

This program will print all cleared items in the check register. This report will print according to a selected date range and bank account. The following is an example of this screen.

The report will print immediately so make sure your printer is ready.   Top.

Reconcile Bank Account

This program will reconcile the selected bank account. The following is an example of this screen.

You should have made all of your entries for the check register in the Check Register Master Entry program or the Check Register Journal Entry program and the Enter Cleared Items program prior to reconciling your bank account.

First select the bank account you want to reconcile. Your cursor will then go to the Checks/Deposits Before field. This is asking you for the date up to when you want to the computer to search for information. This should be your statement ending date - usually the last day of the month.   Enter the beginning statement balance. This number should be the balance forward from last month's reconciliation. The program will then search for the bank information. It will fill in the information according to what deposits/checks/entries were cleared through the system, etc.

You can access the Cleared Item program by pressing <F6>, the Check Register Journal Entry program by pressing <F7> and the Check Register Master program by pressing <F8>. Use these features to enter any forgotten or missed entries to the check register.  If the reconciliation amount is incorrect answer no at the bottom of the screen.  You can then press <Esc> and the cursor will go back to menu.  Make any changes or entries you need and go back into the reconciliation program to finish.   Once you have an accurate finished to the reconciliation, run the Delete Cleared Items/Bal Forward program.  Top.

Delete Cleared Items / Bal Fwd.

This program will delete all check register items that you have cleared. It will also create a balance forward for the deleted cleared items. This will update your check register. This program should only be run after you have reconciled your bank account. The following is an example of this screen.

Select the bank account you have reconciled. You will then be asked for a balance forward date. This should be the statement ending date of your reconciliation. The program will process the transactions and delete the ones for this selected date. Backup to an alternate area before running this program. See the Backup AP & GL section for details. When the program is finished, a message will appear stating the program is done. As previously stated, a balance forward entry will then be created in the check register. To exit this program once it is done processing, press any key.  Top.

Accounts Payable Reports

Select Accounts Payable Reports option from main menu in Accounts Payable. This will bring you into the following menu.

The following are examples of the program screens for each of the accounts payable reports from the above menu.  Top.

Cash Requirements To Screen

This report will display a listing of all invoices due by the selected date range. This will give you a total so you have an idea of the cash required to pay all invoices listed. You should run this report before marking invoices for payment and doing a check run. It will give an idea of what you can pay at this time. The following is an example of this screen.

You can run this report by what invoices are scheduled (marked for payment), unscheduled or both. Select your due date and then the date by which you wish to age the invoices. This report will display to screen. If you wish to print this report, you can run the Cash Requirements by Vendor or by Date.  Top.

This program will print a detailed accounts payable aging report by discount, due or invoice date depending on the selection you make. All invoices are current until the first day after the selected reporting date. Invoices with a date later than the system date will not be included. The option to ignore the G/L date will include all invoices that qualify, regardless of when entered. The following is an example of this screen.

Choose "C" to continue or "A" to abort. The report will print immediately after continuing, so make sure your printer is ready.  Top.

This program will print a summary accounts payable aging report by discount, due or invoice date depending on the selection you make.

Vendor and totals are shown, not the individual invoice detail. Invoices with a date later than the system date will not be included. The option to ignore the G/L date will include all invoices that qualify, regardless of when entered. This report will print immediately after continuing, so make sure your printer is ready.  Top.

Cash Requirements By Date

This report will show you how much cash you need to pay all invoices due by a selected date.

Scheduled Invoices are those invoices that have been marked for payment. This could have occurred at the time the invoice was entered or through the program to mark invoices for payment. Unscheduled Invoices are entered, but not yet been marked for payment.

This report lists invoices by selected options by date. The options are:

(S) Schedules Invoices: Invoices marked for payment.

(U) Unscheduled Invoices: Invoices not scheduled for payment.

(A) All Invoices: Both Scheduled and Unscheduled.

(D) Detail: Will list the invoice & detail.

(T) Total: Will print only totals by date.

The cash requirements program builds a temporary sort file. When the sort is completed, the report prints and clears the temporary file. If for some reason, such as the printer not turned on or the program is aborted prior to printing, the same data will appear on the report the next time it is run. You can clear the file by printing the report again. Then reselect and do again.  Top.

Cash Requirements By Vendor

This report will show you the cash you need to pay all invoices by a selected vendor by a selected date.

You will get a listing of all checks paid. You can select the check number to start with if you want, and also select within a specific date range. You must enter either a check number or a date range, otherwise no report will print. If you want all checks from the beginning of your records, enter 01/01/80 through 12/31/99.  Top.

A/P Check Register

This program will print a check register by the information selected. The following is an example of this screen.

Enter the starting check number or just enter to continue. This should be the same number as the beginning number used for the check printing run if you are using the register to compare. Entering the beginning check number will speed up finding the first valid record. If guessing, make sure to guess a lower number than actual.

Enter the date of the first check and the date of the last check. Enter the branch and department or (A) for all. This report can go to the printer or to the screen. Use <F5> to make the appropriate changes. The report will print immediately, so make sure your printer is ready.  Top.

Vendor Payment History

This program allows you to review paid invoices by vendor in vendor invoice number order within a selected date range.

Select the branch or department you are working with, if your company uses them. Then select the source code of how the invoice was paid. The following are the source codes you can choose from. Source Codes: 0 = Regular, 1 = Rebates, 2 = Instant Checks, 3 = Recurring Payments,

4 = Interest, 5 = Manual Checks or A = All. Once you have made these selections, press Enter and the vendor selection screen will appear.

Type in part of the vendor name and press <tab> to find. Use the page up and down keys to find the correct vendor. Enter the date from which you which to start searching. The screen will list the invoice numbers, purchase orders numbers, invoice dates, bank account with the check numbers, dates and amount paid. It will also total the invoices within the date range you selected. To select another vendor, <F9> to clear and enter the new vendor. Press <Esc> to exit. You can print this information by pressing "P" to print.  Top.

This program will display a list of invoices paid and the payee on the check for the selected check number from the selected bank account. The first screen will allow you to specify the bank account from which the check was paid. The following is an example of the next screen.

Enter the check number and Enter. The check date and all invoices that were paid on this check will be listed. The total for the invoices, discount (if any), and the check amount will be listed. Voided checks will show as negatives. If you need to print the information, choose "P" and enter. <F9> will clear the screen for another check selection. Press <Esc> to abort the program.  Top.

This report lists all your vendors alphabetically, includes name and address, phone numbers, contacts, and trade/service.

Choose "C" to continue and print the list or "A" to abort and exit the program.  Top.

Suggested Monthly Reports

The following are some reports that we suggest you run at month end. These are for accounting purposes and make be some information your accountant will want to see. Check with your accountant to see if there are any other reports your company should run at month end.

See the sample screen for Detailed Aging report and the sample screen for Check Register report