BK Ap

ACCOUNTS PAYABLE
MODULE
Version 2.0
March 15, 1992
Copyright 1 Total Support Service, Inc.
Portions of this program Copyright 2 1983-1990 Novell, Inc.
All Rights Reserved
Printed in U.S.A.
Total Support Service, Inc.

5338 West Arbutus Cir.
West Jordan, Utah 84084 U.S.A.
Telephone: (801) 963-7717
TABLE OF CONTENTS
ACCOUNTS PAYABLE USER'S GUIDE
INTRODUCTION TO ACCOUNTS PAYABLE............................................................... ........1

Accounts Payable Summary................................................................. .............2
Effect on General Ledger.................................................. ................................4
PERSONALIZING THE SYSTEM................................................................................... ....5

GENERAL RULES FOR CREATING PROFILES........................................... .............6
ACCOUNTS PAYABLE MENU.............................................................................. ..7
Terms Profile...................................................................................................... 8
Vendor Profile............................................................................................ ......13
COMPANY PROFILE MENU............................................................. ...................17
A/P Information..................................................................... ..........................20
IMPLEMENTATION CHECK-OFF LIST.............................................. ....................22
PROCESSING.................................................................................... ..........................23
A/P ACCOUNTING MENU............................................................. .....................24
TRANSACTIONS MENU......................................................................... ............25
Payable Transactions................................................................................. ......26
Payable Audit Report............................................................................... ........36
AUTOMATIC PAYMENTS MENU........................................... ..............................39
Prepare Payments.................................................................... .......................40
Payment Audit Report.......................................................... ...........................45
Payment Checks............................................................................................ ..49
Payment Remittance Advice....................................................................... .....51
MANUAL PAYMENTS MENU............................................................................... 53
Manual Payments..................................................................................... .......54
Manual Payment Remittance Advice................................... ............................57
Manual Payment Audit Report........................................................ .................60
APPLY CREDITS MENU................................................................................. .....64
Apply Credits.................................................................................................. .65
Apply Credits Audit Report...................................................... ........................67
Purge Prior Transactions.................................................................. ................69
Year End Processing................................................................. .......................70
REPORTING.............................................................................................................. ...72
DIRECTIONS FOR PRINTING REPORTS............................................ ..................73
ACCOUNTS PAYABLE REPORTS....................................................................... ..74
Aged Invoice Register....................................................... ..............................75
Cash Requirements......................................................................... ................77
Terms Code Listing.......................................................................... ................79
Vendor Information Report......................................................... .....................81
Vendor Listing............................................................................... ..................83
Vendor Purchases......................................................................................... ...85
Vendor Mailing Labels................................................................ .....................88
INDEX 92
Accounts Payable 1
INTRODUCTION TO ACCOUNTS PAYABLE
The Accounts Payable module is designed to save you time and

money. If you have entered an Inventory Receipt through Point of
Sale, you can simply and automatically bring that receipt into
Accounts Payable. It may then be revised or edited as necessary,
and a check printed. Outside purchases may be retrieved in a
similar manner.
Also, you may inquire for Invoices by date and/or discount days
allowed by your Vendor. Of course this permits you to take
advantage of any discounts available, yet another way to save
money through "VIP."
Two methods of preparing payments are possible. You may have

the computer automatically prepare payments based on the due
dates of invoices you have entered. This is the method you will
most often wish to use as it will save you the most time. You may
also prepare you payments one at a time, if desired.
2 Accounts Payable
Accounts Payable Summary
The Accounts Payable module is where you will pay your bills.
Essentially, there are two types of bills you will be dealing with.
The first is a bill for the purchase of inventory (or outside
purchase.) The Accounts Payable process for these bills actually
begins in Point of Sale when you enter the Inventory Receipt or
Outside Purchase. The second type of bill is generally an
operating expense such as rent, utilities, etc. The Accounts
Payable process for these bills begins in the Accounts Payable
Transactions screen where you will enter the bill into the system.
Receiving Inventory (and Outside Purchases)
When you order inventory, you begin by creating a Purchase

Order. When the inventory is delivered, you change the Purchase
Order to an Inventory Receipt. Or, if you do not use Purchase
Orders, you simply enter the Inventory Receipt.
If the item you have purchased is not one you would ordinarily
stocked, you may have entered the item as an Outside Purchase.
These purchases may be retrieved into Accounts Payable after
"End of Day Processing" has been performed.
Transactions
When you receive the inventory, or shortly thereafter, you will

receive a bill or invoice from the vendor. In order for the system
to keep track of the amounts you owe your Vendors, those bills or
invoices must be entered into the system. This process is done
through the Transaction Menu. As the bills come into your
business, you enter them through the Accounts Payable Entry
screen. If an Inventory Receipt or Outside Purchase has been
created through Point of Sale, the transaction can be brought into
Accounts Payable. This can be done daily, weekly, or monthly
depending on how it suits your business needs.
This is also where you will enter non-inventory bills such as rent,
utilities, etc. Some expenses, such as rent, are not accompanied
by a bill. Be sure to enter a transaction for these even though you
have not received a bill.
As the bills are entered and confirmed this creates an Accounts

Payable Batch and assigns it a number. An Audit Report should
then be printed to indicate the items in that batch. An Audit
Report can be printed for any of your outstanding batches and any
time.
Accounts Payable 3
Payments - Automatic
Once you have entered your bills in the Accounts Payable

Transactions screen and "posted" these transactions by printing
the Audit Report, you can pay those bills. In the Automatic
Payments screen you can have the computer automatically
determine which bills to pay based on the bill's due date. If a
discount is offered, you can have the system pay the bills based
on discount date as well.
Payments - Manual
If you have a bill which must be paid right away and cannot wait
for you to perform your normal automatic payments processing,
you can pay the bill manually through "Manual Payments." This
process is much like writing a check except that it allows you to
indicate which bills are being paid, and it marks those bills as paid
so that you will not end up paying the same bill twice. It would be
used if you need to quickly make out a check to a Vendor, possibly
a partial payment, but you are not doing a whole batch of
payments at that time.
You would also use it to record payments which were made by a

hand written check.
Apply Credits
Occasionally you may receive credit memos from your vendors.

These credit memos reduce the amount you owe to your vendor.
The credit memos are entered in Transactions just like any other
transaction. However, credit memos may be "applied" or linked to
a particular invoice or set of invoices. You may choose to have VIP
automatically apply these credits to the oldest unpaid bill from
that vendor or you may choose to manually apply those credits, or
you may leave the credits unapplied.
Purging Transactions
After you have been using the system for a while, you may find
that there are a lot of paid-off old bills which the system is still
retaining. If you no longer need the information you can "purge"
or erase which have been paid off before the date you choose.
Using the QuikCheck portion of Banking. The Banking portion

of the VIP Starter Kit provides the capability of printing checks to
pay your bills. This will not, however, keep track of you bills; it
simply prints the checks. If you enter a bill in Accounts Payable
Transactions, you must pay in Accounts Payable and not in
4 Accounts Payable
Banking. If you fail to do so, the computer will show that the bill
has not been paid.
ACCOUNTS PAYABLE
Effect on General Ledger
The Accounts Payable module will automatically generate General

Ledger entries for you whenever you complete an operation in
Accounts Payable. Basically, two types of entries are made. One
to increase your liability when you first purchase the item. The
second to decrease your liability when you pay the bill.
I. Transactions (bills) Entered -- Debt Increased
When transactions are entered through the transaction menu,

General Ledger entries are made. When you enter the bills or
invoices, the following entries are made:
1000-1999 Assets and/or 2000 Liability

5400-5999 Cost of Sales and/or Accounts Payable
6000-6900 Expenses
Debit Credit Debit Credit

───────────┬─────────── ───────────┬───────────
xxx.xx │ │ xxx.xx
│ │
│ │
Exception: Credit Memos, National Account Credits, and Adjustments create the
exact opposite entries from the standard invoice. That is, while a regular bill
increases your debt, credit memos decrease your debt. The entries for credit memos
are as shown.
Credit Transactions
1000-1999 Assets and/or 2000 Liability
5400-5999 Cost of Sales and/or Accounts Payable
6000-6900 Expenses

───────────┬─────────── ───────────┬───────────
│ xxx.xx xxx.xx │
│ │
│ │
II. Transactions (bills) Paid -- Debt Reduced
When you pay the bill through Automatic or Manual Payments, the following
entries are made:
1010-1040 Cash in Bank(s) 2000 Liability

Accounts Payable 5
Cash Accounts Payable

───────────┬─────────── ───────────┬───────────
│ xxx.xx xxx.xx │
│ │
│ │
PERSONALIZING THE SYSTEM
ACCOUNTS PAYABLE
GENERAL RULES FOR CREATING PROFILES
The profiles throughout the "VIP System" have been programmed

to work as simply, and as similar to each other, as possible. Some
general rules which applied for most of the profiles are described
here.
CANCEL If you have entered some information into the profile, and then
decide not to store this particular record, just press F7-CANCEL. A
message will appear "RECORD NOT ENTERED." Press any key and
continue with the next record.
DELETE If at any time you need to delete an existing record, type in the
code to bring up the record in question, and press F9-DELETE.
The system will ask "Are You Sure?" Type "Y" for "yes," and press
"Enter." The message, "RECORD DELETED" will appear in red at
the bottom of the screen. The record is now deleted from the
system, and you may press any key to continue.
The system will not allow you to delete a profile which currently
holds information which is stored in a Point of Sale history file.
You may want to check the "Guide To Deleting Profiles" in the
"Starter Kit" manual.
EXIT When you are finished working in a profile, simply press F7-EXIT
to leave the profile and return to the previous menu.
ACCOUNTS PAYABLE MENU
As in the other modules of the "VIP System," you must create

profiles which give information to the system. Then, with this
information, the module can operate correctly.
Within the "Accounts Payable Menu," you create the necessary

Terms Profiles and define each Vendor.
SYSTEM MENU
Point of Sale
Accounting
Reporting
Personalizing The System
To reach Accounts Payable, select "Personalizing The System"

from the "System Menu." You will see the menu pictured below.
Accounts Payable Menu (Scroll Down Screen)

Accounts Receivable Menu
Banking Menu Customer Notice Profile
General Ledger Menu Fuel Profile
Inventory & Pricing Menu Salesperson Profile
Payroll Menu Technician Profile
Service Code Menu
System Standards Menu
Vehicle Menu
*
Next select "Accounts Payable Menu" from the "Personalizing

The System" menu.
Terms Profile
Vendor Profile
Terms Profile
A "Terms Profile" is created for each type of payment schedule.

For instance if you have a Vendor or several Vendors who require
a 2% ten net 30, you may set up a "Terms Profile" for that
particular schedule. A "Terms Profile" may be created whenever
necessary to accommodate any payment schedule.
Terms Profile
Vendor Profile
To reach the "Terms Profile," make that selection from the
"Accounts Payable Menu." You will then see the following screen.
┌───────── Terms Profile ──────────┐

│ │
│ Code : │
│ │
│ Due not less than ?? days │
│ from invoice date : │
│ Day of the Month Due : │
│ │
│ Disc not less than ?? days │
│ from invoice date : │
│ Disc Day of Month Due : │
│ Discount % : │
│ │
└──────────────────────────────────┘
CODE Type in the "Code" you would like to use to describe this
particular Terms Profile, and press "Enter."
INQUIRE You have the option of inquiring into this profile after entries
have been made. If you would like to do this, press the F2-
INQUIRE key.
DUE NOT LESS If the payment is due within a set number of days, type in that
THAN ?? DAYS number, and press "Enter." The "Due not less than . . ." is added
FROM INVOICE to the invoice date to determine the due date. For example, if the
DATE "Due not less than . . ." is 10, an invoice dated 2/10/91 would be
due on 2/20/91. This field can be used alone or in conjunction
with the "Day of the Month Due" field. If both are used, the
system will first determine the due date based on the "Due not
less than . . ." and will then look for the first occurrence of the
"Day of the Month Due" after that date. Using the above example,
if the "Day of the Month Due" is the 15th, the above invoice would
not be due until 3/15/91.
DAY OF THE Type in the "Day of the Month" that this payment will be due,
MONTH DUE and press "Enter." Use this for vendors who expect payment on a
certain day of the month (i.e. due on the fifteenth of every
month.) This field can be used alone or in conjunction with the
"Due not less than . . .." This field can be used alone or in
conjunction with the "Due not less than . . ." field. If both are
used, the system will first determine the due date based on the
"Due not less than . . ." and will then look for the first occurrence
of the "Day of the Month Due" after that date. For example, an
invoice dated 2/10/91 with a "Due not less than . . ." of 10 days,
and a "Day of the Month Due" of the 15th, would be due on
3/15/91 (2/10/91 + 10 = 2/20/91. First "fifteenth of the month"
after 2/20/91 is 3/15/91.) Great care should be exercised in using
both "Due not less than . . ." and "Day of Month Due" to insure
that the proper due date will be calculated.
DISCOUNT NOT If there is a discount allowed for a payment which is made prior
LESS THAN ?? DAYS to the invoice date plus the "Disc. not less than . . ." days, type in
FROM INVOICE the number of days allowed. This field functions like the "Due not
DATE less than . . ." field except that it is used to determine discount
date instead of due date. It may be use by itself, or in conjunction
with the "Disc.Day of the Month Due" field.
DISCOUNT DAY OF Type in the "Day of the Month" that payment must be made by in
THE MONTH DUE order to receive the discount, and press "Enter." Use this for
vendors who expect payment by a certain day of the month. This
functions much like the "Day of the Month Due" field except that it
applies to the discount date instead of the due date.
DISCOUNT % If a discount is allowed, type in the percentage of the discount.
CONFIRM When you have finished the screen and have pressed "Enter"
after filling in the last field, press F8-CONFIRM to confirm the
information. You are then ready to begin entering the next "Terms
Profile."
PRINT REPORT For directions on how to print a Terms Code Listing, turn to the
Reporting section of this manual and look under "Terms Code
Listing."
Sample Terms and Further Explanation
Setting up your terms codes can be quite confusing until you "get
the hang of it." The "Terms Profile" is actually quite flexible,
however, and can be used for a variety of terms once you
understand how the "Due not less than . . ." and "Day of the
Month" fields work together. When entering your terms,
remember that the system first adds the "Due not less than . . ." to
the invoice date and then looks for the first occurrence of the "Day
of the Month" after that date. Discount dates are calculated in the
same manner as due dates. Below are some sample terms to
demonstrate this.
SAMPLE #1: 2%/10 NET 30
A common term is "2%/10 NET 30." What this means is that,

payment is due 30 days from the invoice date, and that a 2%
discount may be taken if payment is made within 10 days of the
invoice date. The terms profile looks like this:
┌───────── Terms Profile ──────────┐

│ │
│ Code : N30 │
│ │
│ from invoice date : 30 │
│ Day of the Month Due : │
│ │
│ Disc Day of Month Due : │
│ Discount % :2 │
│ │
└──────────────────────────────────┘
Note that the "Day of the Month" and "Discount Day of the Month" are not used.
This is because it does not matter what day of the month the payment is made. All
that counts is that it is made within 30 days of the invoice date.
SAMPLE #2: DUE ON THE 15TH, 2% DISCOUNT BY THE 5TH
In the example, invoices are due on the 15th of the month following the invoice
date. A 2% discount is offered if payment is made by the 5th of the following
month. The terms profile would look like this.
┌───────── Terms Profile ──────────┐

│ │
│ Code : D15 │
│ │
│ Day of the Month Due : 15 │
│ │
│ from invoice date :5 │
│ Disc Day of Month Due : 5 │
│ Discount % :2 │
│ │
└──────────────────────────────────┘
Note that both the "Due not less than . . ." and "Day of the Month Due" fields are
used. This because payments are not due until the 15th of the following month.
That is, an invoice on February 14th is due on March 15th, not February 15th. To
have the computer add 15 days to the invoice due date so that only January invoices
will be due February 15th., only February invoices will be due March 15th, and so
on, you must put a value in the "Due not less than . . ." field. In this case, the "Due
not less than . . ." field is set to 15 so that invoices in the first 15 days of the month
will be due the following month.
A NOTE ON SPLIT TERMS
Some companies use "split terms," the most common of which is "30/60/90." The
amount owed is split into parts, each with its own due date. A balance owed on
"30/60/90" terms, is divided into three parts. One-third is due in thirty days, one-
third in sixty days, and the remainder in ninety days. To use these terms with VIP,
you will need to create three terms profiles: one with "30" in the "Due not less than
. . .", one with "60" in the "Due not less than . . .," and one with "90" in the "Due
not less than . . ." field. When you enter each invoice into Accounts Payable
Transactions, you will actually need to enter three invoices. Each invoice will be
for one-third of the invoice amount and each will have a different terms code and
thus, a different due date.
FOR EXAMPLE: On 2/10/91 you receive Invoice #5678 for $90 from a vendor
who uses "30/60/90" terms. You have already entered your three terms profiles. In
Accounts Payable Transactions, you would split the invoice as shown.
Invoice # Terms Amount Due Date

5678A Net 30 Days $30 3/10/91
5678B Net 60 Days $30 4/10/91
5678C Net 90 Days $30 5/10/91
Note that you must change the invoice number as Accounts Payable Transactions
will not allow you to enter several transactions with the same reference number.
When splitting an invoice out like this, we recommend that you put a letter on the
end of the original invoice number. That way, your check to the vendor will show
the invoice number and the payment amount.
Vendor Profile
The "Vendor Profile" will keep track of all of your "Vendors" and all
information relating to them.
Terms Profile
Vendor Profile
Make the selection "Vendor Profile," from the "Accounts Payable

Menu," and the following screen will appear.
┌─────────────────────────── Vendor Profile

───────────────────────────┐
│ │
│ Account # : (7 char) Name : (25 characters) │
│ │
│ Auto Cr App? : Y Street : (25 characters) │
│ Terms Code : (3 ch) City, ST : (15 characters) (2 ch) │
│ COA # : (6 ch) Zip Code : (9 characters) │
│ Def Exp COA# : (6 ch) Telephone : (10 characters) │
│ Contact : (25 characters) │
│ QuikPart-- Tax ID # : (15 characters) │
│ Order # : (10 characters) │
│ Elec Mailbox # : (10 characters) │
│ Group Code : [] │
│ Order Method : [ ] │
└───────────────────────────────────────────────────────
───────────────┘
ACCOUNT # Begin entering the Vendor with a seven character or less

"Account #." Each of your Vendors will be required to have an
account code. This can be numbers, letters, or a combination of
both.
INQUIRE You have the option of inquiring into this profile after entries
have been made. If you would like to do this, press the F2-
INQUIRE key.
NAME Type in the "Name" of the vendor, in 25 characters or less, and

press "Enter."
STREET Next, type in the "Street Address" for this Vendor in 25

characters or less, and press "Enter."
CITY, ST The "City" is then typed in with up to 15 characters, followed by
the two character State code.
ZIP CODE There are nine characters available for the "Zip Code." Do not
enter the dash (-) as it will automatically be entered for you.
TELEPHONE The ten character "Telephone" number must be entered with an

area code and no dashes (-).
CONTACT If there is a specific person to contact, type in the name of the

person, and press "Enter."
TAX I.D. Type in the "Tax I.D. Number" for this vendor. There are 15
characters available.
AUTO CR APP? If you would like the "VIP System" to automatically apply your
credit memos or payments to the oldest invoice, type "Y" for "Yes."
If not, type "N" for "No." If you have indicated "No," then when
you are creating a batch in Accounts Payable, you may manually
indicate which Invoices to credit.
TERMS CODE Type in the "Terms Code" which has been designated for this
Vendor. This must be a "Terms Code" which has previously been
prepared in the Terms Profile. F2-INQUIRE is available for your use
at this field.
COA # Type in your Accounts Payable Chart of Accounts number, and

press "Enter." This Chart of Account number would represent the
Credit side of an Accounts Payable transaction when used in
conjunction with the Default Expense account number. (See
below.)
Usually this number would be the same as the number in your

Chart of Accounts Constants under Accounts Payable. If you are
using the Chart of Accounts which came with the "VIP System,"
the number would be 2000. Usually this will be a liability account.
Consult your accountant if you are unsure of the correct account
number.
DEF EXP COA # Type in the Chart of Account number, and press "Enter." This
would be a Default account number for the debit side of an
Accounts Payable transaction. If this vendor is primarily a supplier
of inventory, this would be an Asset account. If this vendor is a
supplier of services, such as power company or the gas company,
use an expense account. The account number is then used
whenever you bring up this Vendor in Accounts Payable. This is
only the default account number and can be changed in Accounts
Payable Transactions.
EXAMPLE: If you have a Vendor account set up for your telephone

company, you would want to enter the expense Chart of
Account number for Telephone Expense. Then, whenever
you bring up this particular Vendor in the Accounts Payable
module, the default Chart of Accounts number will
automatically be entered for you.
ORDER # Next, type in the ten character or less electronic "Order Modem
#," and press "Enter." You will get this number from your Vendor.
ELEC MAILBOX # Type in the "Electronic Mailbox #," and press "Enter." There are
ten characters available. This is the mailbox number of the place
where the messages and electronic orders are sent. This number
will come either from your distributor or from your vendor. (This
feature is not currently available.)
GROUP CODE There is a one character field available to enter the "Group
Code" number which identifies the group which receives the Quick
Part orders. Your vendor or your distributor will inform you of this
number. (This feature is not currently available.)
ORDER METHOD Type in the Method of Order you use for this Vendor. The choices
are: "A" - To a printer or computer direct; "B" - To a printer via the
VIP Network; "C" - To a Fax Machine via the VIP Network; "D" - To a
mailbox in the VIP Network. Your vendor or your distributor will
inform you of this code.
CONFIRM When you have finished with the first screen and have pressed
"Enter" after filling in the last field, press F8-CONFIRM to confirm
the information. You are then ready to begin entering the next
Vendor.
PRINT REPORT For directions on how to print a Vendor Listing, turn to the
Reporting section of this manual and look under "Vendor Listing."
COMPANY PROFILE MENU
There are seven separate sections under the "Company Profile

Menu." In the "Company Profiles Menu" section you complete
profiles which give the computer pertinent information about your
business.
SYSTEM MENU
Point of Sale
Accounting
Reporting
To reach the A/P Information, select "Personalizing The System"

from the "System Menu." You will then see the menu pictured
below.
Accounts Payable Menu (Scroll Down Screen)

Accounts Receivable Menu
General Ledger Menu Bank Profile
Inventory & Pricing Menu Customer Notice Profile
Payroll Menu Fuel Profile
Service Code Menu Salesperson Profile
System Standards Menu Technician Profile
Vehicle Menu
*
Select "System Standards Menu" from the "Personalizing The

System" menu. You will then see the following menu.
SYSTEM STANDARDS MENU
Company Profile Menu

Utilities Menu
*
Chart of Account Constants
Document Sequence Profile
Password Profile
Printer Profile
To reach to the "Company Profile Menu," make that selection
from "System Standards Menu." You will then see the following
menu.
General Information
A/P Information
A/R Information
I/C Information
Payroll Information
POS Information
POS Printer Information
A/P Information
The "A/P Information" profile is where you set up the information

the computer needs to print your checks from the Accounts
Payable module. While VIP may be used with a variety of checks,
be sure that you are using the "General Purpose" type of check.
You may need to experiment a little to find the correct settings by
printing a check and then adjusting the settings.
General Information
A/P Information
A/R Information
I/C Information
Payroll Information
POS Information
POS Printer Information
To reach the "A/P Information" profile, make that selection from

the "Company Profile Menu." You will then see the following
screen.
┌───────────── A/P Standards Profile ────────────┐

│ │
│ Check Stub on T)op or B)ottom of Check? [T] │
│ │
│ Print Line Tab │
│ Check Number : Y 6 70 │
│ Check Date : 11 50 │
│ Amount in Words : Y 9 16 │
│ Amount in Numbers : 11 65 │
│ Vendor Name : 14 10 │
│ │
│ Default Automatic Credit Application: Y │
│ │
└────────────────────────────────────────────────┘
CHECK STUB TOP If the checks you print from the computer have the Stub on the
OR BOTTOM? top, type in a "T" for top. If they are on the bottom, type in a "B"
for "Bottom," and press "Enter."
CHECK NUMBER If you wish the system to print the "Check Number" on the check,
type "Y" for "Yes." Next you will need to type in the "Line" and
"Tab" numbers to indicate where the "Check Number" should print.
You may need to measure your check stub to make these
calculations. If you are using compressed print, there are 17
characters per inch. Normal print has 10 characters per inch.
CHECK DATE Type in the "Line" and "Tab" number which corresponds with
where the date should appear on the check.
AMOUNT IN If you would like the system to print the check amount in words,
WORDS type in "Y" for "Yes." Next you will need to type in the "Line" and
"Tab" numbers to indicate where the words should print.
AMOUNT IN Type in the "Line" and "Tab" number which corresponds with
NUMBERS where the date should appear on the check.
VENDOR NAME Type in the "Line" and "Tab" number which corresponds with
where the vendor name should appear on the check.
DEFAULT Type a "Y" for "Yes" if you would like a default "Y" in your Vendor
AUTOMATIC Profile under the Automatic Credit Apply field. This is the field
CREDIT which tells the system that for this particular Vendor you would
APPLICATION like all credits or payments to automatically apply to the oldest
invoice.
Similarly, if you typically set up your Vendor Profile with the

default "N" for "No" in the Automatic Credit Apply field, you would
type a "N" in this field. This field in the Vendor Profile would then
tell the system that for this particular Vendor you would like to
manually indicate which Invoices should be credited.
To see how this works, you may wish to type in a "Y" and after
confirming the profile, go to the Vendor Profile and you will see
that the default "Y" is in the "Auto Cr App?" field. You may then
return to the A/P Information profile and change the "Y" to "N" and
again note the change in the Vendor Profile.
You may want to set this default up before you enter your vendors
so that the data entry process will be simpler.
CONFIRM When all the information has been entered into the profile
correctly, press F8-CONFIRM to store the information.
IMPLEMENTATION CHECK-OFF LIST
To operate the Accounts Payable module, be sure you have

completed the implementation process properly. For you
convenience we have provided you a check-off list.
1. Accounts Payable Menu
[ ] Terms Profile
[ ] Vendor Profile
2. Company Profile Menu
[ ] A/P Information
BEGINNING BALANCES
After installing and implementing the Accounts Payable module,
you will enter any outstanding invoices you have. This will enter
the Accounts Payable Beginning Balances. As with other beginning
balances, enter the amounts as of a selected startup date. Be
sure to verify the beginning balances you enter against General
Ledger module and/or you accountant. Enter your beginning
balances through the "Payable Transactions" screen. Enter "I" for
Invoice in the "Code" field and enter "Beg. Bal" in the "Ref#" field.
Repeat this for each vendor. Any outstanding invoices should also
be entered.
ACCOUNTS PAYABLE
PROCESSING
24 Accounts Payable
A/P ACCOUNTING MENU
This section of the documentation will instruct you in the

processing of Accounts Payable. It should be noted that the
system will store only 300 outstanding invoices in an Accounts
Payable batch for each Vendor. Should you reach that point, you
must complete the batch before continuing.
SYSTEM MENU
Point of Sale
Accounting
Reporting
Select "Accounting" from the "System Menu." You will then see
the following menu.
ACCOUNTING
A/P Accounting Menu

A/R Accounting Menu
Banking Menu
End of Period Menu
G/L Accounting Menu
Payroll Accounting Menu
Select "A/P Accounting Menu" from the "Accounting" menu, as

shown above. You will then see the following menu.
A/P ACCOUNTING MENU
Transaction Menu
Automatic Payments Menu
Manual Payments Menu
Apply Credits Menu
*
Purge Prior Transactions
Accounts Payable 25
TRANSACTIONS MENU
The "VIP System" will keep track of all of the amounts owing your
Vendors. To accomplish this you must first enter the amounts.
This process is done through the Transaction Menu. It is also
necessary to accrue expenses if you are using the accrual method
of accounting.
As the bills come into your business, you enter them through the
Accounts Payable Entry screen. This can be done daily, weekly, or
monthly depending on how it suits your business needs.
As the bills are entered and confirmed an Accounts Payable Batch

is created and a batch number is assigned. An Audit Report
should then be printed to indicate the items in that batch. An
Audit Report can be printed for any of your unposted batches at
any time.
A/P ACCOUNTING MENU
Transaction Menu
Apply Credits Menu
*
To reach the Accounts Payable Transactions section, make the

selection "Transactions Menu" from the "Accounts Payable" menu.
TRANSACTIONS MENU
Payable Transactions
Payable Audit Report
26 Accounts Payable
In this section you will enter into the computer the bills or Invoices
that you receive from your Vendors. This information will then be
kept in the system until you use it to calculate and generate
payments.
This is also where you will enter credit memos, National Account
Credits, and other adjustments to the amount you owe your
vendors.
If you are just setting up your Accounts Payable for the first time,
you will need to enter your beginning balances and any
outstanding (unpaid) bills.
TRANSACTIONS MENU
To reach the "Payable Transactions" screen, make that selection

with the highlighted bar from the "Transactions Menu" menu. The
following screen will appear.
┌────────────────────────────────────────────────┐
│ Account No. : │
│ │
│ Vendor Name : │
│ Address : │
│ City, State : │
└────────────────────────────────────────────────┘
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
▀▀▀
Batch Code : AP Batch Date : / / Fiscal Period :
┌─C─╥─Vendor─╥──Ref.
#──╥──Date──╥─Terms─╥───Due──╥───Amount───╥─Discount┐
│ ║ ║ ║ ║ ║ ║ ║ │
│ ║ ║ ║ ║ ║ ║ ║ │
│ ║ ║ ║ ║ ║ ║ ║ │
│ ║ ║ ║ ║ ║ ║ ║ │
│ ║ ║ ║ ║ ║ ║ ║ │
│ ║ ║ ║ ║ ║ ║ ║ │
│ ║ ║ ║ ║ ║ ║ ║ │
│ ║ ║ ║ ║ ║ ║ ║ │
└───╨────────╨──────────╨────────╨───────╨────────╨─────
Accounts Payable 27
───────╨─────────┘
BATCH CODE If you are adding Invoices to an existing Batch which has not yet
been posted, type in the "Batch Code" for that Batch. F2-INQUIRE
is available for your use in pulling up an existing Batch.
If this is a new Batch press "Enter" to assign the next available

number to this Batch. The system will then tell you "New Batch
<press any key to continue>."
28 Accounts Payable
BATCH DATE Today's date will appear in the "Batch Date" field.
FISCAL PERIOD You want to type in the "Fiscal Period" that this batch will go
against.
EXAMPLE: January would be Fiscal Period 1, February Fiscal Period

2, etc.
C The "C" above the first column represents Code. The choices are
C=Credit, A=Adjustment, N=National Account, R=Receipt
(Inventory), O=Outside Purchase, I=Invoice, D=Delete. F2-
INQUIRE is available for your use at this field. Within the system
the "R," "O," and "I" codes are treated the same in the General
Ledger, as are the "C," "A," and "N" codes.
The codes "C," "A," and "N" are three different ways of applying
credits and decreasing the amount that you owe the Vendor.
These transactions will debit Accounts Payable and Credit the
indicated Account. Because these transaction types are reducing
your Accounts Payable liability, the amounts will be preceded by a
Minus (-) sign on the audit reports.
EXAMPLE: National Account - Goodyear Corporation has a

nationwide deal with Hertz Rent A Car. If Hertz comes to a
franchised Goodyear Tire dealer, the tire dealer gives the
tire to Hertz at a predetermined cost set by Goodyear.
The tire dealer then gets a reimbursement for the tire which shows
up as a credit on his next bill from Goodyear. The "N" Code
records this credit.
The "R" code will Credit Accounts Payable and Debit the indicated
Asset Account. The "R" Code works basically the same as an "I"
Code except that it allows retrieval of an Inventory Receipt that
has been created in Point of Sale.
The "O" code will Credit Accounts Payable and Debit the indicated
expense account (usually a cost of sales account.) The "O" code
works like the "R" code except that it allows you to retrieve
Outside Purchases instead of Inventory Receipts. Only Outside
Purchases on invoices which have been through "End of Day
Processing" may be retrieved. After the "O" transaction is
completed, it is automatically changed to an "I" transaction.
The "I" would be for an Invoice or Statement that you have

received which requires payment, such as utilities, rent, etc.
This will Credit Accounts Payable and Debit the chosen Expense or
Asset account.
Accounts Payable 29
Using the "D" or Delete key will delete the line.
Since an "I" Code is one of the Codes you will use often, we will
use it for the purpose of this example. All of the codes are
entered in a similar manner except the "R" or Receipt Code and
the "O" or Outside Purchase Code, which will be explained further
in the following documentation.
VENDOR Type in the Code for the correct "Vendor," and press "Enter."
F2-INQUIRE is available for your use in this field.
REF. # Type in the Reference Number which is usually the Vendor's

purchase order or Invoice number. If you are paying by
statement, you may wish to use the date of the statement.
DATE Type in the "Date" of the Vendor's Invoice.
TERMS Indicate the "Terms" for this particular Vendor which has
previously been described in the Terms Profile. If you wish, you
may leave this blank and manually enter the due date.
OPTIONS The F1-OPTIONS key is available for your use if you wish to enter a
new Vendor.
DUE The date "Due" will automatically be entered as per the Terms
Profile. If necessary, you may also manually enter this date.
AMOUNT Indicate the "Amount" of the Invoice or statement.
DISCOUNT If there is a "Discount" available, the amount will be indicated in

this field. Press "Enter" to continue. If required, you may override
this amount or zero it out. If no terms code was entered in the
"Terms" field, you will need to manually calculate and enter any
applicable discount.
"I" (Invoice) Code

(Same process used for "C", "N", and "A" codes)
If you have used the line code "I" for Invoice, you will see the
following screen upon completion of the line. On the lines of this
screen you will indicate which Chart of Accounts numbers you
want affected by this transaction. For example, if you entered an
"I" code to record your telephone bill, you would enter COA#
6120-Telephone Expense. It is possible to enter several charts of
accounts if this transaction affects more than one account. As you
enter the dollar Amount of each line, the Balance amount will be
decreased until the Balance is zero. At this point you are finished
with this line of Payable Entry.
30 Accounts Payable
┌─COA
No─┬─Loc─┬────────Description──────┬───Amount──┬───Balance─┐
│ │0001 │ │ 0.00 │ 0.00 │
│ │ │ │ 0.00 │ │
│ │ │ │ 0.00 │ │
└────────┴─────┴─────────────────────────┴───────────┴──
─────────┘
COA NO Type in the Chart of Account number which will be affected by

this transaction. The default for this field was entered into the
Vendor Profile under the "Def Exp COA #." It can be overwritten
as necessary. The F2-INQUIRE key is available for your use in this
field. Remember, this may be an asset or expense account.
EXAMPLE: You may have a different expense COA number for

Shop Supplies than you do for Laundry & Uniforms.
However, you may have one Vendor who supplies you with
both. The money amount on the Invoice would then be
divided between the two, and two lines would be used in
this screen to depict that division. (See the screen to
follow).
LOC Enter the correct Location. If you do not have a Multi-Location

system, your location will always be 0001.
DESCRIPTION The "Description" of the Chart of Accounts number used will

appear in this field.
AMOUNT Type in the dollar "Amount" which you wish applied to this
particular Chart of Account number.
BALANCE If you have entered a partial dollar amount in the Amount column,
the amount remaining will appear in the "Balance" column. For
instance, in the example below, an invoice for $102 is divided
between two accounts.
┌─COA
│ 6180 │0001 │SHOP SUPPLY EXPENSE │ 68.00 │ 0.00 │
│ 6240 │0001 │LAUNDRY-UNIFORMS EXPENSE │ 34.00 │ │
│ │ │ │ 0.00 │ │
└────────┴─────┴─────────────────────────┴───────────┴──
─────────┘
You will not be allowed to exit this screen until the amount in the
"Balance" column is zero.
Accounts Payable 31
NOTE: Credit, National Account, and Adjustment transactions are

entered just like an "I" type code. When you enter the amount,
you will notice no negative sign. Despite this, the amount you
enter will be a debit to your accounts payable account instead of a
credit. When you enter amounts in the above screen, these
amounts will be a credit to the expense accounts. The "Accounts
Payable Audit Report" does display credit amounts with a negative
(-) sign in front of them to avoid confusion.
"D" (Delete) Code
The "D" (Delete) Code will delete a line. To use this code your
cursor must be on the line which you wish to delete. You then
type the "D" over the existing code. The detail in the line will
remain, but the money amounts will be deleted.
"O" (Outside Purchase) Code
If you have received an invoice or statement for an Outside

Purchase, you can retrieve that Outside Purchase into Accounts
Payable. Only Outside Purchases which have been through "End
of Day Processing" can be retrieved into Accounts Payable. Type
an "O" in the code field and complete the rest of the line as shown
above. Once you enter the discount amount, the following screen
will appear.
┌───────────────────────────────────────────────────────
─────────────────────┐
│ Reference Amount : 68.00 Amount Flaged : 0.00 │
│ Difference : 68.00 │
└───────────────────────────────────────────────────────
─────────────────────┘
┌─F─┬Loc─┬─Trans No─┬───Item
No.──┬───────Description──────┬─Qty─┬─Extension─┐
│[ ]│0001│IN00000006│BUSHING - TR │BUSHING - TRANSMISSION M│ 2│
68.00 │
│ │0001│IN00000006│SYNCHRO 1-2 │SYNCHRO GEAR - 1st/2nd │ 1│
35.00 │
│ │0001│IN00000007│REBUILD TRANS│TRANSMISSION REBUILD │ 1│
165.00 │
│ │0001│IN00000008│TACH │TACHOMETER │ 1│ 27.95 │
│ │ │ │ │ │ 0│ 0.00 │
│ │ │ │ │ │ 0│ 0.00 │
│ │ │ │ │ │ 0│ 0.00 │
│ │ │ │ │ │ 0│ 0.00 │
│ │ │ │ │ │ 0│ 0.00 │
│ │ │ │ │ │ 0│ 0.00 │
└───┴────┴──────────┴─────────────┴─────────────────────
32 Accounts Payable
───┴─────┴───────────┘
REFERENCE AMOUNT The invoice of statement amount will be displayed here. You will need to scroll
through the display to find the Outside Purchase(s) which match this amount.
AMOUNT FLAGGED As you go through and "flag" Outside Purchases to be paid, the total amounts will
be displayed here.
DIFFERENCE You will not be allowed to exit this screen unless the total items flagged is less than
or equal to the reference amount. The difference between the flagged and reference
amounts is shown here.
F(LAG) In this column you will need to indicate or "flag" the Outside
Purchases you will be paying. If you wish to "flag" an item, type
an "X". If you have flagged an item and you wish to un-flag, press
the spacebar. Use your arrow keys to go up and down and flag the
Outside Purchases on the vendor's invoice or statement.
LOC(ATION) The number of the location which made this purchase will be
displayed here.
TRANS. NO. The number of the POS transaction on which the Outside Purchase
was made will be displayed here.
ITEM NO. The Outside Purchase Item Number will be displayed here.
DESCRIPTION The description for this Outside Purchase will be displayed here.
QTY The quantity of this item purchased is displayed here.
EXTENSION The total amount of the purchase of this item is displayed here.
When you "flag" an item, this amount is added to the "Amount
Flagged" field.
When all purchases on the vendor's invoice have been flagged,

press F8-CONFIRM. If the flagged amount is greater that the
invoice or reference amount, you will not be allowed to exit until
you "un-flag" something. If the flagged amount is less than or
equal to the reference amount, the following screen will appear.
┌─COA
│ │0001 │ │ 0.00 │ 0.00 │
│ │ │ │ 0.00 │ │
│ │ │ │ 0.00 │ │
└────────┴─────┴─────────────────────────┴───────────┴──
─────────┘

Accounts Payable 33
this transaction. The default for this field is taken from the "Line"
code entered in the "Outside Purchase" box in Point of Sale. It
can be overwritten as necessary. The F2-INQUIRE key is available
for your use in this field. Usually, this will be a cost of sales
account. There may be additional items on the vendor's invoice
such as sales tax, service charges, etc. You would also enter the
appropriate chart of account.


particular Chart of Account number. The default cost of sales
account will already be entered for you.
the amount remaining will appear in the "Balance" column. If you
have entered the entire dollar amount, the "Balance" column will
have a zero balance.
After the "O" transaction has been confirmed, it will automatically

be change to an "I" type and will appear on all reports like any
other "I" transaction.
"R" (Receipt, Inventory) Code
If you have received an invoice or statement for inventory which

you received using an "IR" in Point of Sale, use the line code "R"
for Receipt of Inventory. You will see the following screen upon
completion of the line.
┌───────────────────────────────────────────────────────
─────────────────────┐
│ Location No. : Receipt No. : │
│ │
│ Total Receipt : │
└───────────────────────────────────────────────────────
─────────────────────┘
┌──Qty─╥───Item No───╥────── Description
──────╥──Cost───╥─Add──╥─Extension──┐
│ ║ ║ ║ ║ ║ │
│ ║ ║ ║ ║ ║ │
│ ║ ║ ║ ║ ║ │
│ ║ ║ ║ ║ ║ │
│ ║ ║ ║ ║ ║ │
34 Accounts Payable
│ ║ ║ ║ ║ ║ │
│ ║ ║ ║ ║ ║ │
│ ║ ║ ║ ║ ║ │
└──────╨─────────────╨─────────────────────────╨────────
─╨──────╨────────────┘
LOCATION NO. Type in the correct "Location No.," and press "Enter." If you do
not have a Multi-Location system, type in a number one (1).
RECEIPT NO. Type in the correct Inventory "Receipt No." which was created in
Point of Sale, and press "Enter." If you do not know the IR number,
you may press F2-INQUIRE for a list of inventory receipts from this
vendor.
TOTAL RECEIPT The total of the Inventory Receipt will appear in the "Total Receipt"
field.
QTY The Quantities which have been ordered will appear in the "QTY"
field. If you have not received the total Quantity ordered,
manually change the Quantity to be the correct amount received
thus far.
ITEM NO. The Inventory "Item No." will appear in the next field.
DESCRIPTION The Inventory Item "Description" will appear on the screen.
COST The "Cost" will appear on the screen.
ADD If there is an Add On or FET cost, the amount will appear in the
"ADD" column.
EXTENSION The "Extension" will be calculated and will appear in the

"Extension" column.
One batch may actually contain 10 or 20 Vendors. There are 19

lines available for each code.
┌─COA
│ │0001 │ │ 0.00 │ 0.00 │
│ │ │ │ 0.00 │ │
│ │ │ │ 0.00 │ │
└────────┴─────┴─────────────────────────┴───────────┴──
─────────┘

this transaction. The default for this field was entered into the
Vendor Profile under the "Def Exp COA#." It can be overwritten
as necessary. The F2-INQUIRE key is available for your use in this
Accounts Payable 35
field. Usually, this will be an inventory asset account. There may

be additional items on the vendor's invoice such as sales tax,
service charges, etc. You would also enter the appropriate chart of
account.


particular Chart of Account number. The default asset account will
already be entered for you.
the amount remaining will appear in the "Balance" column. If you
have entered the entire dollar amount, the "Balance" column will
have a zero balance.
36 Accounts Payable
After you have entered transactions in the Payable Transactions

section, you will want to print a "Payable Audit Report" to keep on
hand and to check the entries. At the end of printing this report,
the system will ask you whether or not the batch is complete. You
will say yes if you do not intend to add any more transactions to
this batch.
TRANSACTIONS MENU
Make the selection "Payable Audit Report" from the "Transaction

Menu." You will then see the following screen.
Accounts Payable Audit Report

┌──────────────────────┐
│ Batch Code: AP010 │
└──────────────────────┘
Check to make sure the correct Batch Code is appearing on the

screen. When the number is correct, press F8-CONFIRM. The
batch information will then be displayed. See the following.
Batch Code : AP010 Batch Date: 6/25/90 Fiscal Pd: 06
Next, follow the directions for printing a report located at the

beginning of the reporting section of this manual.
When the Audit Report is completed, you will see the Printer
Select screen again, prior to printing the G/L Summary Report.
BATCH COMPLETE? After the report is printed, the system will ask if the Payable
Transactions batch is complete. If you would like to edit or add
transactions, type "N" and press "Enter." If all transactions are
complete, type "Y" and press "Enter" to "post" these transactions.
You will not be able to pay any of the bills you entered in
"Accounts Payable Transactions" until you answer "Y" to this
question.
Accounts Payable 37
Pay Aud Rpt

38 Accounts Payable
G/L Summary
Accounts Payable 39
AUTOMATIC PAYMENTS MENU
Once you have entered and "posted" your transactions, you may
pay your vendors. If you have a large number of bills to pay, you
can use the "Automatic Payment Menu" functions to automatically
determine which bills to pay and actually print the checks. If you
wish to pay only certain bills at this time, use the "Manual
Payments Menu."
If you wish to manually apply credits against a vendor's invoice,

you may do before preparing payments. However, when you
apply the credit, you reduce the invoice amount and the credit is
not shown on the check stub. If you wish both the original
invoice and credit amounts to appear on the check stub
and/or remittance advice, DO NOT apply credits at all. The
credits will appear in the payments screen and on the check stub.
See the "Apply Credits Menu" section in this documentation for
more information.
A/P ACCOUNTING MENU
Transaction Menu
Apply Credits Menu
*
From the "Accounts Payable" menu make the section "Automatic

Payments Menu."
Prepare Payments
Payment Audit Report
Payment Checks
Payment Remittance Advice
40 Accounts Payable
Prepare Payments
"Prepare Payments" is the section within the Automatic Payments

Menu where the system calculates Invoices that are due for
payment. Only those bills or invoices which have been entered
and "posted" through the "Transactions Menu" will be retrieved.
Credit transactions which have not been applied are also
retrieved.
Prepare Payments
Payment Checks
Make the selection "Prepare Payments" from the "Automatic

Payments Menu." You will then see the following screen.
Prepare Payables Due by : Prepare Payables

Batch Fiscal Period : With Discounts Before :
┌─Pay─╥─Vendor─╥─────────Name─────────╥──Gross───╥───Disc───
╥────Net────┐
│ ║ ║ ║ ║ ║ │
│ ║ ║ ║ ║ ║ │
│ ║ ║ ║ ║ ║ │
│ ║ ║ ║ ║ ║ │
│ ║ ║ ║ ║ ║ │
│ ║ ║ ║ ║ ║ │
│ ║ ║ ║ ║ ║ │
│ ║ ║ ║ ║ ║ │
└─────╨────────╨──────────────────────╨──────────╨──────
────╨───────────┘
┌──────────╥──────────╥───────────┐
TOTALS │ ║ ║ │
└──────────╨──────────╨───────────┘
PREPARE PAYABLES Enter the desired date, and press "Enter."

DUE BY
EXAMPLE: If the current date is 06/01/90 and you want to prepare
payments for 06/10/90, you would enter that date.
BATCH FISCAL The current "Batch Fiscal Period" will appear, but may be
Accounts Payable 41
PERIOD changed if necessary.

42 Accounts Payable
PREPARE PAYABLES If you wish to take advantage of discounts given to you by your
WITH DISCOUNTS Vendors and you are aware of the fact that you have several
BEFORE Vendor payments coming up which allow a discount if paid on or
before the 10th of the month, you would enter that date. You will
then see the following select screen.
┌───────────────────── Vendor Inquiry

───────────────────────────┐
│ │
│ Sequence : │
│ │
│ Begin Range : │
│ Ending Range : │
│ ┌───Select Sequence─────┐ │
└──────────────────────────┤ Account ├─────────────┘
│ Name, Account │
└───────────────────────┘
VENDOR INQUIRY Indicate the range of Vendors you would like to be considered in
the preparing of these checks. If you would like to consider the
entire range, you may "Enter" through both "Range" fields.
On the screen you will then actually see the system scroll through
the Vendors which have been selected, and the appropriate
payables will be automatically brought into the screen. See the
following.
┌─Pay─╥─Vendor─╥─────────Name─────────╥──Gross───╥───Disc───
╥────Net────┐
│ [Y] ║ NAVY ║ U.S. Navy ║ 2790.00║ 95.00║ 2695.00 │
│ ║ ║ ║ .00║ .00║ .00 │
│ ║ ║ ║ .00║ .00║ .00 │
│ ║ ║ ║ .00║ .00║ .00 │
│ ║ ║ ║ .00║ .00║ .00 │
│ ║ ║ ║ .00║ .00║ .00 │
└─────╨────────╨──────────────────────╨──────────╨──────
────╨───────────┘
PAY Type a "Y" for "Yes" in the "Pay" column for all items which you
wish to pay in full at this time without any changes.
If you indicate "N" for "No," the system will then bring up a list of
outstanding Invoices so that you may choose which ones you
would like to pay or edit the amounts to be paid, thus allowing
partial payment of individual invoices. See the following.
Accounts Payable 43
Invoice Day Gross Net Amount to

Inv No Date Due Due Discount Due be Paid
┌────────╥────────╥────────╥──────────╥──────────╥──────
────╥───────────┐
│ HD4523 ║05/01/90║05/31/90║ 810.00 ║ 20.00 ║ 790.00║ 790.00 │
│ NAVY3 ║05/01/90║06/30/90║ 1500.00 ║ 75.00 ║ 1425.00║ 1425.00 │
│ P-535 ║05/02/90║07/31/90║ 1000.00 ║ 50.00 ║ 950.00║ .00 │
│ 10043 ║05/04/90║06/01/90║ 500.00 ║ .00 ║ 500.00║ 500.00 │
│ 30089 ║05/15/90║06/01/90║ 75.00 ║ .00 ║ 75.00║ 75.00 │
│ ║ ║ ║ .00 ║ .00 ║ .00║ .00 │
│ ║ ║ ║ .00 ║ .00 ║ .00║ .00 │
│ ║ ║ ║ .00 ║ .00 ║ .00║ .00 │
└────────╨────────╨────────╨──────────╨──────────╨──────
────╨───────────┘
The due date of invoices which are due right now are highlighted.
AMOUNT TO BE PAID For each invoice shown, enter the amount you wish to pay in the
"Amount to be Paid" column. If you do not wish to pay on an
invoice at all, type a zero in the "Amount to be Paid" column.
DISCOUNT If desired, you may change the "Discount Amount" shown by

AMOUNT simply type in a new amount.
CANCEL If you wish to cancel the changes you have made and return the
"Prepare Payments" screen, press F7-CANCEL.
CONFIRM To save your changes and return to the "Prepare Payments"

screen, press F8-CONFIRM.
NOTE: The system will only bring up the first 300

outstanding invoices for a particular vendor. If there
are more than 300 outstanding invoices for a vendor,
you will need first complete the current automatic
payments batch. Then, you will be able to access the
next 300 outstanding invoices.
EXIT When you have completed preparing your payments, press F7-
EXIT to return to the "Prepare Payments Menu."
F9-DELETE If you have made a mistake in this batch or if this batch contains
vendors which you did not wish to prepare payments for, press F9-
DELETE. The payments "batch" will be deleted. You may then re-
44 Accounts Payable
prepare the batch selecting the correct parameters.

Accounts Payable 45
After you have created a batch of payments to be made, you will

want to examine the "Payment Audit Report." Following close
consideration of this report, you may then print the actual checks.
Prepare Payments
Payment Checks
Select "Payment Audit Report" from the "Accounts Payable"

menu. You will then see the following screen.
┌────────────────────────────────────┐
│ │
│ Bank Code : │
│ Beginning Check Number : │
│ │
└────────────────────────────────────┘
BANK CODE Type in the "Bank Code" for the bank account you wish to use for
the payment of these checks. The "Bank Code" is entered just as
you have entered it into the Bank Account Profile in the
Personalizing The System section of the software. Refer to your
Starter Kit User's Guide for more information on the "Bank Account
Profile."
BEGINNING CHECK Type in the "Beginning Check Number," and press "Enter."
NUMBER
The system will then print the Payment Audit Report. The screen
will then give you information regarding the Batch Code, Batch
Date, and Fiscal Period for this particular batch.
For directions on printing reports, please see the beginning of the

Reporting section in this manual.
Next, the system will print your "Payment G/L Summary Report."
This report will show the distribution of monies for each of the
Chart of Accounts affected.
46 Accounts Payable
Next, the system will want to know if you have completed this
batch to your satisfaction. You will see the following screen.
╔═════════════════════════════╗
║ ║
║ Payment Batch Complete? [N] ║
║ ║
╚═════════════════════════════╝
PAYMENT BATCH If the Batch is complete, type "Y" for "Yes." The cursor will then
COMPLETE? be returned to the "Automatic Payments Menu." You may then go
into the Payment Checks to print the checks.
If you still have more transactions that you would like to add to
this batch, you may type "N" for "No" and go back to the Prepare
Payments section to do so.
Accounts Payable 47
Payment Audit Report, pg 1

48 Accounts Payable
Payment Audit Report, pg 2

Accounts Payable 49
Payment Checks
The "Payment Checks" section is where you actually print the

checks you have prepared.
Prepare Payments
Payment Checks
Make the selection "Payment Checks" from the "Automatic

┌── Print Payment Checks ─┐

│ │
│ Batch Code : CD005 │
│ │
│ Begin Check : 00000000 │
│ Ending Check : 99999999 │
│ │
└─────────────────────────┘
BATCH CODE The next "Batch Code" will appear on the screen. This is a Cash
Dispersement batch number and will not be the same batch
number created in the Transaction Menu.
BEGIN CHECK If you wish the beginning check number to be automatically

sequenced according to the last number used for this particular
bank, simply "Enter" through both range fields.
If you would like to assign beginning check number, you may type
in that number, and press "Enter."
ENDING CHECK The "Ending Check" may be left blank if you are using the
automatic sequencing. If you would like to assign an ending
check number, you may type in that number, and press "Enter."
CONFIRM When the information has been entered correctly, press

F8-CONFIRM.

50 Accounts Payable
Payments Check
Accounts Payable 51

When you print your checks you may find that you are paying more invoices than
can be printed on the check stub. The "Payment Remittance Advice" allows you to
print the check stub information on a separate piece of paper which you can then
enclose with the check.
Prepare Payments
Payment Checks
Make the selection "Payment Remittance Advice" from the

"Automatic Payments Menu." You will then see the following
screen.
┌── Remittance Advice ────┐

│ │
│ Batch Code : CD005 │
│ │
│ Begin Check : 00000000 │
│ │
└─────────────────────────┘
BATCH CODE The next "Batch Code" will appear on the screen. This is a Cash
Dispersement batch number and will not be the same batch
number created in the Transaction Menu.
BEGIN CHECK Type in the first check for which you would like to print a
remittance advice and press "Enter."
ENDING CHECK Type in the last check for which you would like to print a

F8-CONFIRM.

52 Accounts Payable
Remittance Advice
Accounts Payable 53
MANUAL PAYMENTS MENU
If you have entered a bill which must be paid right away, but you
do not wish to pay all of you outstanding bills, you can use the
"Manual Payments Menu" to prepare your payments and print
your checks one at a time. You would also use Manual Payments
to enter hand-written checks into the computer.
A/P ACCOUNTING MENU
Transaction Menu
Apply Credits Menu
*
Make the selection "Manual Payments Menu" from the "Accounts

Payable" menu.
Manual Payments
Manual Pmts. Remit. Advice
Manual Payment Audit Rpt.
54 Accounts Payable
Manual Payments
This section is similar to the QuikCheck option in the Banking

section, but the payments or credits actually apply towards
Accounts Payable. If you need to quickly print or hand write a
check which should be applied towards Invoices in Accounts
Payable, select "Manual Payments" in the "Manual Payments
Menu."
EXAMPLE: You may have an Invoice from one of your regular

Vendors who requires a payment immediately. You would
make this payment through the "Manual Payments" section
and either hand write or print the check.
Remember that all Accounts Payable Statements and Invoices

must be entered through the Payable Transactions screen before
payment can be made on them.
If you have opted to pay an invoice in Automatic Payments, and

have not completed the batch, you must not choose to pay that
invoice in Manual Payments or you will double pay the invoice.
Manual Payments
Make the selection "Manual Payments" from the "Manual

┌─Bank─╥─FP─╥─Date─╥─Check
No─╥─Vendor─╥─Discount─╥──Amount──╥─Cr─╥─Man─┐
│ ║ ║/ /║ ║ ║ .00 ║ .00║ N ║ N │
└──────╨────╨──────╨──────────╨────────╨──────────╨─────
─────╨────╨─────┘
┌──────────────────────────────────────────────────────
────────────┐
│ ╔══╗ Check No. │
│ ║══╝ │
│ ║ AYABLE CHECK │
│ Date: / / │
│ │
│ Pay to the Order of: Amount: $.00 │
│ │
Accounts Payable 55
│ │
│ │
│ ____________________________ │
│ Authorized Signature │
└──────────────────────────────────────────────────────
────────────┘
BANK Type in the code for the "Bank" on which the check will be drawn,
and press "Enter." F2-INQUIRE is available for your use in this
field.
FP Type in the correct Fiscal Period (month), and press "Enter."
DATE Today's "Date" will be entered in the "Date" field. If necessary,

you may type in a different "Date."
CHECK NO Type in the desired "Check No," and press "Enter."
VENDOR Type in the Vendor's Account number, and press "Enter."
F2-INQUIRE is available for your use in this field.
DISCOUNT If there is a "Discount" due you, type in the amount of the

"Discount."
AMOUNT Type in the "Amount" of the check, and press "Enter." If you are
unsure of the amounts on the existing invoices, you may "Enter"
through this field. A listing of invoices which belong to this Vendor
will appear as shown below. Only the first 300 outstanding
invoices will be displayed and can be edited. If there are more
invoices for the vendor, it will be necessary to first complete the
current manual payments batch.
CR If you wish to manually indicate which invoices are being paid by this check, type
"Y" and press "Enter." If you wish the computer to automatically "apply" this
check to the oldest invoices, type "N" and press "Enter."
MAN If you have already hand written this check and simply wish to
enter it into your Accounts Payable at this time, type in "Y" for
"Yes" this is a manual check. If you are not going to hand write
this check but instead would like to print this check, type "N" for
"No."
If you chose to manually indicate the invoices being paid, you will
see the following screen.
Invoice Day Gross Net Amount to

Ref No Date Due Due Discount Due be Paid
┌─────────╥────────╥────────╥───────────╥──────────╥────
───────╥─────────────┐
56 Accounts Payable
│ R5822 ║05/01/90║05/31/90║ 810.00 ║ 20.00 ║ 790.00║ 790.00 │

│ HD453 ║05/01/90║06/30/90║ 1500.00 ║ 75.00 ║ 1425.00║ 1425.00 │
│ NAVY6 ║05/02/90║07/31/90║ 1000.00 ║ 50.00 ║ 950.00║ .00 │
│ 69345 ║05/04/90║06/01/90║ 500.00 ║ .00 ║ 500.00║ 500.00 │
│ 10005 ║05/15/90║06/01/90║ 75.00 ║ .00 ║ 75.00║ 75.00 │
│ ║ ║ ║ .00 ║ .00 ║ .00║ .00 │
│ ║ ║ ║ .00 ║ .00 ║ .00║ .00 │
│ ║ ║ ║ .00 ║ .00 ║ .00║ .00 │
└─────────╨────────╨────────╨───────────╨──────────╨────
───────╨─────────────┘
DISCOUNT DATE F5-DISCOUNT DATE can be pressed while working in this screen.
This will indicate the latest date you may make this payment and
still take advantage of the discount amount.
AMOUNT TO BE Type in the "Amount" you wish to pay on each invoice. If you are
PAID not paying on one of the invoices listed, simply leave the
"Amount" field blank and go on to the next. The combined total of
each of these "Amounts" will constitute the check total.
CONFIRM When the amounts have been completed, press F8-CONFIRM.
PRINT MANUAL If you have answered No to Manual check, the system will next
CHECK? ask if you wish to print the check. Indicate "Y" for "Yes" or "N" for
"No."
VOIDING ACCOUNT PAYABLE CHECKS
Occasionally you may find that, through Automatic or Manual

Payments, a check is incorrect. To "void" this check you will need
to first create a "negative" transaction which you will pay with a
"negative" check. You may then reenter the original transaction
information and issue a new check for the correct amount. Even
though you will be creating a "negative" check, the original check
will appear as a Void in the "Banking Transactions" screen if the
correct procedure is followed. Below is the procedure to follow.
STEP 1: CREATE A Before you can create a negative check you must first enter the
NEGATIVE transaction which will be "Paid" by the negative check. This
TRANSACTION transaction must equal the original invoice amount (including
discount information.) To do this, go into "Payable Transactions"
and enter a credit "C" invoice that is exactly opposite to the
original invoice. If the check you wish to void paid several
invoices, you can combine the amounts so that only one credit
transaction need be entered. However, the credit transaction
must have the same amount, discount, and Chart of Accounts
distribution as the original invoices. When this is done, close the
Accounts Payable 57
transaction batch and go onto the next step.
STEP 2: CREATE A Next, go into "Manual Payments" and create a negative check to
NEGATIVE CHECK pay the credit invoice you just entered. This check must use the
same check date and check number as the check you wish to
void. Be sure to say "Y" to both the "Manual Check" (MAN) field,
and to the "CR" field. You must manually apply this check against
the credit transaction you entered in step 1.
When this "negative" check reaches the Banking module, it will

void the original check provided that it has the same check
number and date.
STEP 3: REENTER You may now reenter the original invoices just as you normally
ORIGINAL would. When this is done, you can create a check through
TRANSACTION AND Automatic or Manual payments to replace the incorrect original
CHECK check.
Manual Payment Remittance Advice
When you print your checks you may find that you are paying more invoices than
can be printed on the check stub. The "Manual Payment Remittance Advice"
allows you to print the check stub information on a separate piece of paper which
you can then enclose with the check.
Manual Payments
Make the selection "Manual Pmts. Remit. Advice" from the

"Manual Payments Menu." You will then see the following screen.
┌── Remittance Advice ────┐

│ │
│ Bank Code : │
│ │
│ Begin Check : 0│
│ │
└─────────────────────────┘
BANK CODE Enter the bank code for the account for which you will be
printing remittance advices. You may press F2-INQUIRE for a list
of available. If you have printed "Manual Payment" checks using
58 Accounts Payable
several different banks, you will need to repeat this process to

print remittance advices for each bank.
BEGIN CHECK Type in the first check for which you would like to print a
ENDING CHECK Type in the last check for which you would like to print a

F8-CONFIRM.

Accounts Payable 59
Manual Pay Remittance Advice

60 Accounts Payable
Manual Payment Audit Report
When you have finished a batch of Manual Payments, you must

print an Audit Report to keep for your records and to check for
accuracy. The Audit Report will include all manual payments made
since the last time the manual batch was completed.
Manual Payments
Select "Manual Payment Audit Rpt." for the "Manual Payments

┌──────────────────────────────────────────────────┐
│ Manual Payment Audit Report │
│ │
│ Batch Code: MP0001 Batch Date: 06/25/90 │
└──────────────────────────────────────────────────┘
PRINTER CODE The system will want you to define the correct printer twice
during this Audit Report. Once for the actual Audit Report, and
once for the G/L Summary Report. If the correct printer code
appears, simply press "Enter." If you desire a different printer,
type in that printer's code, and press "Enter."

╔════════════════════════════════════╗
║ ║
║ Manual Payment Batch Complete? [N] ║
║ ║
╚════════════════════════════════════╝
PAYMENT BATCH If the Batch is complete, type "Y" for "Yes." The cursor will then
COMPLETE? be returned to the "Automatic Payments Menu." You may then go
into the Payment Checks to print the checks.
If you still have more transactions that you would like to add to
Accounts Payable 61
this batch, you may type "N" for "No" and go back to the Prepare
Payments section to do so.
62 Accounts Payable
Man Pmt Audit Rpt

Accounts Payable 63
Man Pmt G/L Sum

64 Accounts Payable
APPLY CREDITS MENU
Whenever you receive a credit memo there are basically two ways of showing that
credit memo. If the credit memo is "applied" against an outstanding invoice, the
amount of the invoice is reduced by the amount of the credit. The check stub will
not show the credit, will it will only show the remainder of the invoice. That is, if
you applied a $50 credit to a $100 invoice, the check stub would only show an
invoice for $50 . If, however, you choose to not apply credits, the check stub would
show an invoice for $100 and a credit for $50 (displayed as -$50.) The overall
balance is same in either case, the only difference is how the detail is shown.
If you have answered "No" to Automatic Credit Application in the Vendor Profile,
you may choose to manually apply credits or you may choose to not apply credits.
If you decide to manually apply credits, you will use the "Apply Credits Menu." If
you have answered "Yes" to Automatic Credit Application in the Vendor Profile,
credits are automatically applied against the oldest invoice when you print the
"Payables Transaction Audit Report."
However, if the credits automatically applied have exceeded the

total due on existing Invoices, a Credit balance will exist. When
new debits accumulate, the existing credit balance may be
manually applied to these new invoices through the Apply Credits
screen, or it may be left unapplied.
A/P ACCOUNTING MENU
Transaction Menu
Apply Credits Menu
*
Select "Apply Credits Menu" from the "Accounts Payable" menu

and you will see the following menu.
APPLY CREDITS MENU
Apply Credits
Apply Credits Audit Report
Accounts Payable 65
Apply Credits
If you have decided that you wish to apply credits, this is done in
the "Apply Credits" screen. You may only apply credits which have
been entered through the Payable Transactions screen and
posted.
If applied credits for a vendor have exceeded the total due on

existing Invoices, a Credit balance will exist. When new invoices
accumulate, the existing credit balance may be manually applied.
Applying credits is optional and any credits may be left unapplied.
APPLY CREDITS MENU
Apply Credits
Use the highlighted bar to select "Apply Credits" from the "Apply
Credits Menu." You will then see the "Apply Credits" screen.
┌────────────────────────────────────────────────┐
│ Account No. : │
│ │
│ Vendor Name : │
│ Address : │
│ City, State : │
└────────────────────────────────────────────────┘
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
┌─Cr. Ref.#╥─Cr. Amount─╥╥──Ref.#───╥─Ref.Amount─╥───Applied──┐

│ ║ ║║ ║ ║ │
│ ║ ║║ ║ ║ │
│ ║ ║║ ║ ║ │
│ ║ ║║ ║ ║ │
│ ║ ║║ ║ ║ │
│ ║ ║║ ║ ║ │
└──────────╨────────────╨╨──────────╨────────────╨──────
──────┘
ACCOUNT NO. Type in the Vendor "Account No," and press "Enter." The Vendor
Name and Address will then appear.
CR. REF # When you received the Credit Memo from your Vendor, you
66 Accounts Payable
keyed the information from the memo into the Payable

Transaction screen. You probably used the Vendors invoice
number on the credit memo as a reference number. This number
is the Credit Reference Number you need to enter in this field.
If you are unsure of the number, F2-INQUIRE is available for your

use and will bring up a listing of all of the Credits which have not
yet been applied but have been entered through the Payable
Transaction's screen for this Vendor.
CR. AMOUNT The dollar amount of this credit will appear.
REF. # The "Ref #" is the number of the invoice to which you are
applying the credit. If you have several Inventory Receipts for this
Vendor on file, you may press F2-INQUIRE and see a listing. These
are the invoices you choose from when you wish to apply a credit.
You may want to print an Accounts Payable Aged Invoice Register

which will list the current charges and credits per Vendor.
REF. AMOUNT The total amount of the Inventory Receipt or invoice will be shown
in this field.
APPLIED Type in the dollar "Amount" to be applied, and press "Enter."
When you have finished applying the credits, the next step is to
print the Apply Credits Audit Report. After close examination of
the Audit Report to determine that all of the credits have been
applied and applied correctly, you then post the batch. During
posting the credits will actually be applied.
Accounts Payable 67
When you have created a batch of Applied Credits, you will next
print the Audit Report.
APPLY CREDITS MENU
Apply Credits
Select "Apply Credits Audit Report" from the "Apply Credits

┌───────────────────────────────────────────────────────
────────┐
│ A/P Apply Credits Audit Report │
│ │
│ Batch Code: AP001 Batch Date: 06/21/90 │
└───────────────────────────────────────────────────────
────────┘
And then the Printer Select screen will appear.

68 Accounts Payable
Apply Cr Audit Rpt

Accounts Payable 69
The Purge utility is used to erase transactions which have been

posted and paid off.
A/P ACCOUNTING MENU
Transaction Menu
Apply Credits Menu
*
Make the selection "Purge Prior Transactions" from the

"Maintenance Posting" menu. You will then see the following
screen.
┌──── Purge Prior Transactions ─────┐

│ │
│ Paid Off Accounts Payable │
│ transactions before _________ │
│ will be deleted from the system. │
│ │
│ Backups should be Current │
│ │
└───────────────────────────────────┘
Type in the date of you choice.
CONFIRM When the date has been entered correctly, press F8-CONFIRM to
begin the purge process.
When the purging process is complete, you will be returned to the

"Accounts Payable" menu.
NOTE: We strongly suggest that you purge transactions in small

groups. That is, it is better to purge a few transactions every month
than to purge a large number of transactions once or twice a year.
70 Accounts Payable
Year End Processing
At the end of the year, you will want to complete the "Year End
Processing." This process moves the year-to-date purchase
history to the prior year and zeros out the current year.
SYSTEM MENU
Point of Sale
Accounting
Reporting
Select "Accounting" from the "System Menu."
ACCOUNTING
A/P Accounting Menu

A/R Accounting Menu
Banking Menu
End of Period Menu
G/L Accounting Menu
Payroll Accounting Menu
Select "End of Period Menu" from the "Accounting" menu.
END OF PERIOD MENU
End of Day Processing

End of Month Processing
End of Year Menu
Select "End of Year Menu" from the "End of Period Menu" menu.
END OF YEAR MENU
Accounts Payable Year End

General Ledger Year End
Payroll Year End
Sales History Year End
Make the selection "Accounts Payable Year End" from the "End of
Year Menu." You will then see the following screen.
Accounts Payable 71
┌──────── Year End Processing (A/P) ─────────┐

│ This process was last run on _________ │
│ If continued, current year Vendor │
│ purchases will be moved to prior year │
│ purchases and current year will be zero. │
│ │
│ Backups should be current at this time. │
│ OK to Continue ? [N] │
└────────────────────────────────────────────┘
If you wish to continue the "Year End Processing," type "Y" for
"Yes." If you do not wish to process at this time, type "N" for "No."
WARNING: Always make a backup of your data before

performing year end processing.
ACCOUNTS PAYABLE
REPORTING
Accounts Payable 73
DIRECTIONS FOR PRINTING REPORTS
To continue in the easy to use fashion of your "VIP System," most

of the reports are printed in a similar manner. A Select Sequence
Screen is shown. In this screen you indicate by what parameters
you would like the report generated. You then select a specific
range or indicate that you would like to see the entire range.
EXAMPLE: If you were printing a report by a sequence number

and you wished to see only items number 100 through 200,
you would enter those numbers in the "Range" field.
However, if you would like to see the entire "Range," you
may simply press "Enter" through each of the "Range" fields,
and it will automatically start at the beginning and run to
the end.
Occasionally an additional screen is necessary to access the

information stored within the system. In these cases other
questions will be listed on the screen for you to answer. The
questions are uncomplicated and the directions easy to follow.
The following is an example of the most commonly used sequence

parameter for printing a report within the "VIP System."
SELECT SEQUENCE Make the "Sequence" choice, and press "Enter."
RANGE Inform the system of the beginning and ending "Range" you wish
to use. If you would like the entire list, simply "Enter" through the
"Range" fields.
PRINTER CODE If the correct printer code appears, simply press "Enter." If you
desire a different printer, type in that printer's code, and press
"Enter."
The computer will then instruct you to:
PRINTING Press "Enter" to print the report. If you decide not to print, press
F7 to exit.
STOP If at any time you are printing a report and wish to stop, press
F6-STOP.
74 Accounts Payable
ACCOUNTS PAYABLE REPORTS
All of the "Accounts Payable" reports, both relating to Banking and

Vendor, are located in this section of the reporting module.
SYSTEM MENU
Point of Sale
Accounting
Reporting
To reach the "Reporting" section of the software, please the

highlighted "block" on that selection in the "System Menu."
REPORTING
Accounts Payable Reports (Scroll Down Screen)

Accounts Receivable Rpts
Banking Reports Salesperson Reports
Customer Followup Rpts Service Code
Reports
Fuel Reports Technician Reports
General Ledger Reports Vehicle Reports
Inventory Reports Vendor Reports
Payroll Reports ...
Point of Sale Reports Print a Report Text File
Sales Reports
To reach The "Accounts Payable Reports" menu, place the

highlighted "block" on that selection in the "Reporting" menu, and
press "Enter."
Aged Invoice Register

Cash Requirements
Terms Code Listing
Vendor Information Report
Vendor Listing
Vendor Purchases
Vendor Mailing Labels
Accounts Payable 75
The "Aged Invoice Register" will give you a listing of outstanding

Accounts Payable Invoices. It will provide the Vendor information
as well as the Invoice numbers and detail regarding each Invoice
due. The report may be printed either by Vendor Name or
Account Number.

Cash Requirements
Terms Code Listing
Vendor Listing
Vendor Purchases
Select "Aged Invoice Register" from the "Accounts Payable

Reports" menu, and the following screen will appear.
┌──────── Accounts Payable Aged Invoice Register ──────────┐

│ │
│ Sequence : │
│ │
│ ┌────── Select Sequence ────┐ │
└────────────────────────│ Account │─────┘
└───────────────────────────┘

76 Accounts Payable
Aged Inv Reg

Accounts Payable 77
Cash Requirements
The "Cash Requirements" report will indicate your current cash

needs. It will print the Vendor's Account number and Name, the
Due Date, and four columns of aging depending on the increment
you select.

Cash Requirements
Terms Code Listing
Vendor Listing
Vendor Purchases
Select "Cash Requirements" from the "Accounts Payable Reports"

menu. The following screen will appear.
╔════════════════════════════════════════════════╗
║ Print amount due in increments of : 30 days ║
╚════════════════════════════════════════════════╝
The default increment days is 30. At the 30 day increment your

columns would be Current, 30 Days, 60 Days, and 90 Days.
EXAMPLE: If you wish to use the increment of 45 days, simply

type in that number. Your four columns would then be
Current, 45 Days, 90 Days, and 135 Days. It would
increment by 45.
Type in the increment of your choice, and press "Enter." If the

default of 30 days is your choice, you may press F8-CONFIRM. You
will then see the following sequence screen.
┌─────────────── Cash Requirements Report ─────────────────┐

│ │
│ Sequence : │
│ │
78 Accounts Payable
└────────────────────────│ Account │─────┘

└───────────────────────────┘

Cash Req
Accounts Payable 79
Terms Code Listing
If you wish to print a hard copy of the Terms Codes you have
created within the Terms Code Profile you may do so in the
Reporting section.

Cash Requirements
Terms Code Listing
Vendor Listing
Vendor Purchases
Select "Terms Code Listing" from the "Accounts Payable Reports"

menu. You will see the following screen.
┌───────── Accounts Payable Terms Code Listing ────────────┐

│ │
│ Sequence : Code │
│ │
│ Ending Range : ~~~ │
│ │
└───────────────────────────────────────────────────────
───┘

80 Accounts Payable
Terms Code Listing

Accounts Payable 81
Vendors are the people you pay for services, inventory, loans, etc.
Informative reports are available to you through the "VIP System"
regarding your Vendors. When you print "Vendor Information," the
listing will include the Account Number, Name, Chart of Account
Number, Discount Information, Net Due, Tax ID, Modem and
Mailbox Numbers, etc. for each Vendor.

Cash Requirements
Terms Code Listing
Vendor Listing
Vendor Purchases
Select "Vendor Information Report" from the "Accounts Payable

Reports" menu. You will see the following screen.
┌────────────── Vendor Information Report ─────────────────┐

│ │
│ Sequence : │
│ │
└────────────────────────│ Account │─────┘
└───────────────────────────┘

82 Accounts Payable
Vendor Info
Accounts Payable 83
Vendor Listing
The "Vendor Listing" will print out your Vendor's Account Number,
Name, Address and Phone Number. To print a listing of all the
Vendors on file, follow the instructions below.

Cash Requirements
Terms Code Listing
Vendor Listing
Vendor Purchases
Select "Vendor Listing" from the "Accounts Payable Reports," and

the following screen will appear.
┌───────────────── Vendor Listing ─────────────────────────┐

│ │
│ Sequence : │
│ │
│ ┌───── Select Sequence ──────┐ │
│ │ Account │ │
└───────────────────────│ Name, Account │─────┘
└────────────────────────────┘

84 Accounts Payable
Vendor List
Accounts Payable 85
Vendor Purchases
The "Vendor Purchases" report will show the total amount of

purchases for each of the fiscal periods selected. It will also show
the "Prior Year" purchase history and the "Difference" between the
two.

Cash Requirements
Terms Code Listing
Vendor Listing
Vendor Purchases
Select "Vendor Purchases" from the "Accounts Payable Reports"

menu. You will see the following screen.
╔════════════════════════════╗
║ Beginning period : 01 ║
║ Ending period : 03 ║
╚════════════════════════════╝
The "periods" in the above screen are fiscal periods. Type in the
Beginning and Ending periods you wish to examine.
EXAMPLE: If you want to see a report for the first quarter of the
year, you type in 01 (January) for the "Beginning period" and
03 (March) for the "Ending period."
CONFIRM When the correct periods have been entered, press F8-CONFIRM,
and you will see the sequence screen.
┌──────────────Vendor Purchases History──────────────────┐

│ │
│ Sequence : │
│ │
│ Begin Range : ┌───────────────────────────┐ │
│ End Range : │ Select Sequence │ │
└────────────────────┤ Account ├───────┘
86 Accounts Payable
└───────────────────────────┘

Accounts Payable 87
Vendor Purchases
88 Accounts Payable
The "Vendor Mailing Labels" selection is where you can actually

print labels for any Vendors selected.

Cash Requirements
Terms Code Listing
Vendor Listing
Vendor Purchases
Select "Vendor Mailing Labels" from the "Accounts Payable

Reports" menu. The following screen will appear.
┌──────────────── Vendor Mailing Labels ───────────────────┐

│ │
│ Sequence : │
│ │
└────────────────────────│ Account │─────┘
└───────────────────────────┘
SELECT SEQUENCE Make the "Sequence" choice, and press "Enter."
RANGE Inform the system of the beginning and ending "Range" you wish
to use. If you would like the entire list, simply "Enter" through the
"Range" fields.
PRINTER CODE If the correct printer code appears, simply press "Enter." If you
desire a different printer, type in that printer's code, and press
"Enter."
The computer will then instruct you to:
PRINTING Press "Enter" to print, to print You will see the following screen.
Accounts Payable 89
╔════════════════════════════════════════╗
║ Lines Per Label : 0 ║
║ Characters in left Margin : 0 ║
╚════════════════════════════════════════╝
90 Accounts Payable
LINES PER LABEL Type in the number of lines included on your labels, and press
"Enter."
CHARACTERS IN Type in the number of characters (or spaces) you want in the left
LEFT MARGIN margin, and press "Enter."
CONFIRM When the numbers have been entered correctly, press F8-
CONFIRM to print the labels.
Accounts Payable 91

92 Accounts Payable
INDEX
Accounts Payable'
effect on General Ledger'4
menu'7, 17
Accounts Payable Reports'74
cash requirements'77
terms code listing'79
vendor information report'81
vendor listing'83
vendor mailing labels'88
vendor purchases'85
Aged Invoice Register'75
Applied Credits'
audit report'67
Apply credits'
explanation'64
Apply Credits'
audit report'64, 65
Audit Report'
apply credits'64, 65
Automatic Payments'
audit report'45
menu'39
prepare payments'40
preparing'40
Beginning Balance'
entering'22
Cash'
requirements report'77
Cash Requirements'77
Checks'20
automatic payments'49
hand-written'53
stubs'20
voiding'56
Company'
A/P information'20
menu'18
Company Profile'17
Company Profile'
use of'17
Credit Memos'
entering'29
Directions for Printing Report'73
Implementation Check-Off List'22
Inventory Receipts'
retrieving'33
Invoices'
aged register'75
Accounts Payable 93
Mailing Labels'
vendor'88
Manual Payments'
menu'53
Outside Purchases'
retrieving'31
Payable'
audit report'36
transactions'26
Payable Audit Report'36
Payable Reports'
aged invoice register'75
Payable transactions'
\'31, 33
Payable Transactions'
\'29, 30
Payment Audit Report'45
Payments'
manual'54
Prepare Payments'
screen'40
Purge Prior Transactions'69
Reports'
aged invoice register'75
cash requirements'77
directions for printing'73
labels'88
manual payment audit'60
payment audit'45
terms code listing'79
vendor information'81
vendor list'83
vendor purchases'85
Terms'
listing'79
profile'8
using 30/60/90'12
Terms Code Listing'79
Transactions'
audit report'36
definition'2
entering'26
purging'3, 69
Vendor'
information report'81
listing'83
profile'13
purchases report'85
Vendor Information Report'81
Vendor Listing'83
Vendor Mailing Labels'88
94 Accounts Payable
Vendor Purchases'85
Year End'
processing'70

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ACCOUNTS PAYABLE

Total Support Service, Inc.

INTRODUCTION TO ACCOUNTS PAYABLE............................................................... ........1

PERSONALIZING THE SYSTEM................................................................................... ....5

INTRODUCTION TO ACCOUNTS PAYABLE

The Accounts Payable module is designed to save you time and

Two methods of preparing payments are possible. You may have

Accounts Payable Summary

Receiving Inventory (and Outside Purchases)

When you order inventory, you begin by creating a Purchase

When you receive the inventory, or shortly thereafter, you will

As the bills are entered and confirmed this creates an Accounts

Once you have entered your bills in the Accounts Payable

You would also use it to record payments which were made by a

Occasionally you may receive credit memos from your vendors.

Using the QuikCheck portion of Banking. The Banking portion

The Accounts Payable module will automatically generate General

I. Transactions (bills) Entered -- Debt Increased

When transactions are entered through the transaction menu,

1000-1999 Assets and/or 2000 Liability

Debit Credit Debit Credit

Debit Credit Debit Credit

II. Transactions (bills) Paid -- Debt Reduced

1010-1040 Cash in Bank(s) 2000 Liability

Cash Accounts Payable

Debit Credit Debit Credit

PERSONALIZING THE SYSTEM

The profiles throughout the "VIP System" have been programmed

As in the other modules of the "VIP System," you must create

Within the "Accounts Payable Menu," you create the necessary

To reach Accounts Payable, select "Personalizing The System"

PERSONALIZING THE SYSTEM

Accounts Payable Menu (Scroll Down Screen)

Next select "Accounts Payable Menu" from the "Personalizing

ACCOUNTS PAYABLE MENU

A "Terms Profile" is created for each type of payment schedule.

ACCOUNTS PAYABLE MENU

┌───────── Terms Profile ──────────┐

DISCOUNT % If a discount is allowed, type in the percentage of the discount.

Sample Terms and Further Explanation

SAMPLE #1: 2%/10 NET 30

A common term is "2%/10 NET 30." What this means is that,

┌───────── Terms Profile ──────────┐

SAMPLE #2: DUE ON THE 15TH, 2% DISCOUNT BY THE 5TH

┌───────── Terms Profile ──────────┐

A NOTE ON SPLIT TERMS

Invoice # Terms Amount Due Date

ACCOUNTS PAYABLE MENU

Make the selection "Vendor Profile," from the "Accounts Payable

┌─────────────────────────── Vendor Profile

ACCOUNT # Begin entering the Vendor with a seven character or less

NAME Type in the "Name" of the vendor, in 25 characters or less, and

STREET Next, type in the "Street Address" for this Vendor in 25

TELEPHONE The ten character "Telephone" number must be entered with an

CONTACT If there is a specific person to contact, type in the name of the

COA # Type in your Accounts Payable Chart of Accounts number, and

Usually this number would be the same as the number in your

EXAMPLE: If you have a Vendor account set up for your telephone

There are seven separate sections under the "Company Profile

To reach the A/P Information, select "Personalizing The System"

PERSONALIZING THE SYSTEM

Accounts Payable Menu (Scroll Down Screen)

Select "System Standards Menu" from the "Personalizing The