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PC-SIG Diskette Library (Disk #1546)
[PCjs Machine "ibm5170"]
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Information about “ACCOUNTS PAYABLE LITE (ALSO 1545)”
The ACCOUNTS PAYABLE LITE module provides a simple way to keep track of
all your payables. This module is an essential element in managing your
cash flow as it allows you to pay invoices using seven payment selection
methods. Checks are generated automatically by the computer or you may
make payments by writing checks manually. Full integration into your
General Ledger will save you hours of time and effort, and avoids
duplicate data entry. Proper use of this module requires the GENERAL
LEDGER LITE PC-SIG Disk #151.
Features include: up to 2000 vendors, 32000 transactions; continuous
form checks; enter miscellaneous debits or credits, pre- or post-dated
transactions; easy to use or learn, easy to modify or delete
transactions and vendors, prior period adjustments. Complete range of
financial reports; select reports by month, quarter, year and
year-to-date or trended. Pop-up windows, sound, mouse compatible; 8-
digit invoice and reference number, departments; allows multiple
distribution; post the G/L in summary or detail format; and much more.
FILE1546.TXT
Disk No: 1546
Disk Title: Accounts Payable Lite (also 1545)
PC-SIG Version: S1
Program Title: Accounts Payable Lite
Author Version: 1.3G
Author Registration: $36.95 includes printed & bound manual, & newsletter.
Special Requirements: 384K RAM, two floppy drives or a hard drive,
and disk #151.
The ACCOUNTS PAYABLE LITE MODULE provides a simple way to keep track of
all your payables. This module is an essential element in managing your
cash flow as it allows you to pay invoices using seven payment selection
methods. Checks are generated automatically by the computer or you may
make payments by writing checks manually. Full integration into your
General ledger will save you hours of time, effort and avoids duplicate
data entry. Proper use of this module requires the GENERAL LEDGER LITE
PC-SIG Disk #151.
Up to 2000 vendors, 32000 transactions, continues form checks, enter
misc. debits or credits, pre-or post dated transactions, easy to use or
learn, easy to modify or delete transactions and vendors, proior period
adjustments. Complete range of financial reports, select reports by
month, quarter, year and year-to-date or trended. Pop-up windows,
sound, mouse compatible, 8-digit invoice and reference number,
Departments, allows multiple distribution, Post the G/L in summary or
detail format and much more.
File Descriptions:
The first disk contains:
FMAP COM Main Accounts Payable executable.
FMAP? ??? Accounts Payable overlay files.
FMAP2 CHN Accounts Payable module part 2.
INSTALL COM Installation program.
ORDER DOC Blank order form which can be printed.
README BAT Displays this file on screen.
The second disk contains:
FMAP-DOC ARC Archived documentation manual (See PRINT-AP below).
ORDER DOC Blank order form which can be printed.
PRINT-AP BAT Prints manual to printer (PRN).
WORK APC Work Demo - AP Configuration data file.
WORK APK Work Demo - AP Check transaction data file.
WORK APT Work Demo - AP Transaction data file.
WORK APV Work Demo - AP Vendors data file.
WORK CHR Work Demo - GL Chart of accounts data file.
WORK CNF Work Demo - System configuration data file.
WORK GLT Work Demo - GL Transaction data file.
README BAT Displays this file on screen.
PC-SIG
1030D East Duane Avenue
Sunnyvale Ca. 94086
(408) 730-9291
(c) Copyright 1988 PC-SIG, Inc.
FMAP.DOC
FINANCE MANAGER II
ACCOUNTS PAYABLE LITE
USER'S MANUAL
Version 1.3f
Hooper International
P.O. Box 62219
Colorado Springs, CO 80962
Copyright (C) 1986-1989 by Hooper International
All rights reserved.
COPYRIGHT NOTICE
FINANCE MANAGER is not a public domain program. It is Copyright (C)
1986-1989 by Hooper International.
No part of this manual may be reproduced, translated, in any form or
by any means, without the prior written permission of Hooper
International.
The software described in this manual is protected by copyright laws.
Copyright (C) 1986-1989 Hooper International
RESTRICTED PERMISSION TO COPY
Clubs and other non-profit organizations are granted permission by
Hooper International to copy the evaluation version of this program,
as well as its documentation, for member use only. It is imperative
that you be aware that said member use is subject to the following
strictly-enforced restrictions:
No price may be charged, by club or user group, for the software
or documentation. A distribution fee may be charged solely for
the cost of the diskette, as long as the total charge does not
exceed $8.
It is imperative that club members be informed of the
user-support concept, which allows them to become familiar with
FINANCE MANAGER through evaluation and hands-on use. It is also
imperative that member users be informed that the program as well
as its documentation is the sole property of Hooper
International. Members, without exception, must be encouraged to
support its use by sending their user payments directly to Hooper
International.
This software and documentation is fully copyrighted by Hooper
International and may not be modified in any way or manner
whatsoever. The complete package must be distributed intact, as
a self-complementing unit.
i
WARRANTY INFORMATION
HOOPER INTERNATIONAL LICENSES THIS SOFTWARE AND MANUAL "AS IS" WITHOUT
WARRANTY OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING, BUT NOT
LIMITED TO, THE PARTICULAR PURPOSE. HOOPER INTERNATIONAL DOES NOT
WARRANT THAT THE "FINANCE MANAGER" SOFTWARE WILL MEET YOUR
REQUIREMENTS, OR THAT THE OPERATION OF FINANCE MANAGER WILL BE
UNINTERRUPTED OR ERROR FREE.
IN NO EVENT WILL HOOPER INTERNATIONAL BE LIABLE FOR CONSEQUENTIAL,
INCIDENTAL, INDIRECT OR OTHER DAMAGES, INCLUDING ANY LOST PROFITS,
LOST SAVINGS, OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT
OF THE USE OF, OR INABILITY TO USE, THESE PROGRAMS, EVEN IF HOOPER
INTERNATIONAL HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, OR
FOR ANY CLAIM BY ANY OTHER PARTY.
Please keep in mind, WE DO NOT ACCEPT RETURNS OR GIVE REFUNDS ON
REGISTERED COPIES. Instead, we give you every opportunity to try the
software before you decide to register your copy. We will, however,
replace defective disks for a minimal shipping and handling charge of
$5.00, for up to a period of 90 days from initial shipping date.
Please note that defective disks must be returned prepaid and insured
by sender. In this way, we are assured of complete customer
satisfaction. And, as you can see, we value your business.
Information in this manual is subject to change without notice and
does not represent a commitment on the part of Hooper International.
This product could include technical inaccuracies or typographical
errors. Changes are periodically made to the information herein;
these changes may be incorporated in new additions of this
publication.
PRODUCT INFORMATION
FINANCE MANAGER II is an extraordinary, easy-to-understand,
user-supported software package. Since we are dedicated to customer
satisfaction, we heartily recommend that you take advantage of the
incredible money-saving opportunity that we offer, allowing you to use
the evaluation copy in order to determine its suitability to your
individual financial application. Please do this, and discover for
yourself that this software is easy to use and certainly what you've
been hoping it would be, before registering your copy with us. We
sincerely value customer satisfaction.
Since we are so confident of your satisfaction with our software, we
are able to offer evaluation copies at an unbelievable minimal cost to
you. We therefore urge you to take advantage of inspecting and
evaluating this software, including hands-on use for your particular
needs and financial applications. This is an unprecedented
opportunity for complete customer satisfaction before you make any
outlay of money for an individually-registered copy. We want your
name to be added to our ever-growing list of satisfied customers
throughout the world!
ii
Finance Manager II is User-Supported (Shareware) software. If you are
using this software, and find it to be of value to you, your payment is
necessary and appreciated.
You are encouraged to copy this software and share it freely with
others. You have the luxury of trying out the complete programs, at
your own pace and in the comfort of your own home or workplace. This
is not a crippled or "demo" copy, but the complete working version of
the program.
After you have used Finance Manager for a reasonable evaluation period
you should either discontinue use of the program or purchase a
licensed copy from Hooper International or from an authorized dealer.
Your support is important and greatly appreciated. With it,
User-supported (Shareware) authors are encouraged to design and
distribute new products. Without it, a great deal of high quality,
low cost software will cease to be available.
_______
____|__ | (tm)
--| | |------------------
| ____|__ | Association of
| | |_| Shareware
|__| o | Professionals
-----| | |--------------------
|___|___| MEMBER
Hooper International is a member of the Assocication of Shareware
Professionals and agrees with the association's standards of integrity
in software distribution.
iii
FINANCE MANAGER II - ACCOUNTS PAYABLE
TABLE OF CONTENTS
COPYRIGHT NOTICE ........................................... i
RESTRICTED PERMISSION TO COPY .............................. i
WARRANTY INFORMATION ....................................... ii
PRODUCT INFORMATION ........................................ ii
SECTION ONE - GETTING STARTED
1a - Introduction ...................................... 3
1b - System requirements ............................... 4
1c - System Flowcharts ................................. 5
1d - Using the demo accounts ........................... 6
1e - Running the Accounts Payable module ............... 6
SECTION TWO - THE ACCOUNTS PAYABLE MAIN MENU ............... 8
SECTION THREE - VENDOR ACCOUNTS ............................ 9
3a - What are vendor accounts .......................... 9
3b - Vendor accounts organization ...................... 9
3c - Vendor accounts data fields ....................... 9
3d - Getting familiar with vendor account .............. 10
3e - Entering your own vendor Accounts ................. 11
3f - Changing existing vendors ......................... 13
3g - Deleting vendors .................................. 14
3h - Suggested method for setting beginning balances.... 14
SECTION FOUR - TRANSACTIONS ................................ 16
4a - What are transactions ............................. 16
4b - Transaction data fields ........................... 16
4c - Getting familiar with transactions ................ 18
4d - Entering transactions ............................. 19
4e - Entering multiple distributions ................... 22
4f - Changing existing transactions .................... 23
4g - Deleting transactions ............................. 25
4h - Points to remember ................................ 26
SECTION FIVE - REPORTS ..................................... 28
5a - General instructions for generating reports ....... 28
5b - Printing the Accounts Payable Journal ............. 29
5c - Printing the Payable Aging Report ................. 30
5d - Printing the Schedule of Payables Report........... 31
5e - Printing the Open Invoices Report ................. 31
5f - Printing Vendor Account History ................... 31
5g - Printing the Vendor Accounts List ................. 32
5h - Printing the Vendor Address Labels ................ 33
5i - Printing the Non-posted Transaction Journal ....... 34
5j - Printing the Payments Journal ..................... 35
5k - Printing the General Ledger Distribution Report ... 35
SECTION SIX - MAKING VENDOR PAYMENTS ....................... 37
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FINANCE MANAGER II - ACCOUNTS PAYABLE
6a - Selecting invoices for payment .................... 37
6b - Selecting from all invoices ....................... 40
6c - Selecting by Vendor number ........................ 40
6d - Selecting by Invoice number ....................... 40
6e - Selecting by due date ............................. 41
6f - Selecting by discount date ........................ 41
6g - Paying specific amount to vendor .................. 41
6h - Paying all invoices ............................... 42
6i - Clearing selected payments ........................ 42
6j - Printing selected payments journal ................ 42
6k - Printing checks ................................... 43
6l - Voiding printed checks ............................ 44
6m - Entering manual checks ............................ 45
SECTION SEVEN - OTHER FEATURES AND FUNCTIONS ............... 46
7a - Configuration settings ............................ 46
7b - Sorting Transactions .............................. 48
7c - Posting to the General Ledger ..................... 50
SECTION EIGHT - ENHANCEMENTS & HINTS ....................... 52
8a - Enhancements by Version ........................... 52
8b - Helpful hints and suggestions ..................... 52
SECTION NINE - ACCOUNTS PAYABLE DISK FILE NAMES ............ 54
APPENDIX A - SAMPLE REPORTS ................................ 55
USER COMMENT FORM .......................................... 68
ORDER FORM ................................................. 69
PAGE 2
FINANCE MANAGER II - ACCOUNTS PAYABLE
SECTION ONE - GETTING STARTED
1a - INTRODUCTION
The FINANCE MANAGER "Accounts Payable" module provides you with a
wonderfully simple way to keep track of all of your vendor Payables.
Likewise, you'll be delighted to note that the module is an essential
element in easily managing your cash flow. Vendor (companies you
purchase from) information and balances are always available to you
through on-line features. This simple-to-use module will also greatly
enhance your ability to track and to pay your vendors on time.
Multiple distribution and full integration into your General Ledger
will save you hours of time, effort and money. Apply this module to
your needs and you will be thankful to us for allowing you, with
little cost, to become familiar with this incredible and easy-to-use
software. Be assured, we value you as our customer and are dedicated
to customer satisfaction.
Some of the helpful, time-saving, and outstanding features of this
module are as follows:
* Vendor accounts features
- Zipcode sorted labels
- Set discount days and percent
- Set net due days
- Up to 2,000 vendors (w/640K memory)
- Vendor accounts listing in company order
* Transaction entry features
- Multiple G/L distributions
- Prior period adjustments allowed
- Miscellaneous debits & credits
- Up to 32,000 transactions per year
- Easy to correct or delete transactions
- Multiple field transaction search capabilities
- All transactions can be posted to your GL
- Sort by date, Vendor or input order
* Check writing features
- Uses ANY continuous form top-stub checks
- Advanced payment selection options
- Selected payments journal
- Ability to void printed checks
- Manual checks can be entered
- Use window envelopes for checks
* Reports features
- Provides full range of reports including:
Payable journal
Open invoices report
Vendor account history
Aging report
Schedule of Payables
Vendor accounts list
Vendor address labels
Non-posted transactions journal
PAGE 3
FINANCE MANAGER II - ACCOUNTS PAYABLE
Payments journal
General Ledger distribution report
- Print reports on your printer, or
- Save reports on disk, or
- Display reports on your screen
- Reports may be printed multiple times
* Integration
- Transactions can be posted to the General Ledger with no
additional inputs required
* Fiscal year features
- Use with any fiscal year
- Multiple years on-line at one time
- Books need not be closed in order to begin next month or
year
* System features
- Posts to G/L in summary or detail format
- Posts each check written to proper G/L account
- Defaults for all input fields
- No monthly closing hassle to go through
- Allows you to post or pre-date all transactions
This manual assumes you have, from an accounting point of view, a
working knowledge of how an accounts-payable system operates. If you
are new to accounts-payable bookkeeping, however, we suggest you
either consult your accountant or get a book on accounts-payable
bookkeeping. We do, nevertheless, try to explain each feature and
function in layman terms, so it will be easy to understand with
minimal confusion. This system is uniquely set up for the ease of
operation by the novice. Consequently, sample basic transactions are
included on your disk (filename "WORK") for your practice sessions.
1b - SYSTEM REQUIREMENTS
- FINANCE MANAGER II General Ledger version 1.3
- IBM PC, XT, AT, PS/2 or compatible
- 384K memory (more memory allows more vendors)
- Two 360K disk drives (or 1 DSHD or Hard disk)
- Dos 2.0 or higher
PAGE 4
FINANCE MANAGER II - ACCOUNTS PAYABLE
1c - SYSTEM FLOWCHARTS
---------------------------------
| ACCOUNTS PAYABLE MAIN MENU |
---------------------------------
|
----------------------------------------------------
| | | | | |
INPUT CHANGE/DELETE REPORTS UPDATE PAYMENTS UTILITY
TRANS TRANSACTIONS MENU VENDOR MENU MENU
ACCOUNTS
---------------------------------
| ACCOUNTS PAYABLE REPORTS MENU |
---------------------------------
|
---------------------------------------------------------------
| | | | | | | | | |
A/P | SCHEDULE | VENDOR | VENDOR | PAYMENTS |
JOURNAL | OF | ACCOUNT | ADDRESS | JOURNAL |
| PAYABLES | HISTORY | LABELS | |
A/P OPEN VENDOR NON-POST G/L
AGING INVOICES ACCOUNTS TRANSACTION DISTRIBUTION
REPORT LIST JOURNAL
-----------------
| PAYMENTS MENU |
-----------------
|
-------------------------------------
| | | | |
PAYMENT SELECTED PRINT VOID MANUAL
SELECTION PAYMENTS CHECKS PRINTED CHECKS
JOURNAL CHECKS
------------------
| UTILITIES MENU |
------------------
|
-------------------------------------------
| | | |
SORT POST END OF A/P
TRANSACTIONS TRANSACTIONS PERIOD CONFIGURATION
TO G/L POSTING SETTINGS
PAGE 5
FINANCE MANAGER II - ACCOUNTS PAYABLE
1d - USING THE DEMO ACCOUNTS
Included, at no extra cost with the "Accounts Payable" module, is a
set of sample/demo accounts for practice use. On your disk are some
files with the name of "WORK". In order to use these demo files,
simply copy all of the "WORK.*" files onto a blank disk to be used as
your demo disk. When starting up FINANCE MANAGER, use this disk as
your data disk and put it in the appropriate disk drive (usually B:).
When FINANCE MANAGER asks you for the File name, enter "WORK". The
use of these demo files will very likely get you going faster and help
you to use this module to your best advantage.
It is important to remember that you do not use these demo files when
you are setting up your own live data, since demo files obviously
contain existing practice-only data as well as existing practice-only
demo vendors. Setting up a new "live" set of books, however, is very
simple and is thoroughly described in the following section.
1e - RUNNING THE ACCOUNTS PAYABLE MODULE
To run the "Accounts Payable" module, you must first install it by
following the instructions under "Installing FINANCE MANAGER" in the
"Getting Started" manual. After it is installed, follow the simple
steps in the order given below:
1. Start up FINANCE MANAGER per the instructions in the "Getting
Started" Manual. Upon starting FINANCE MANAGER, you must
decide to use either live data or the practice-only demo
accounts data on the Accounts Payable Documentation & Demo
disk. If you prefer to practice and experiment, you should
remember to use the Demo disk. If you wish to set up your own
live Accounts Payable, you should put your FINANCE MANAGER
General Ledger data disk in your drive B: (not necessary if you
have a hard disk).
2. At the disk drive prompt, enter the disk drive letter where you
put your Demo or G/L data disk, usually drive B: (or C: if you
have a hard disk).
3. At the Enter Filename prompt, enter the name of the data file
you want to use ("WORK" if you have the demo disk in drive B:,
or if you are using your live G/L data files enter the filename
of its files).
Remember, you can only use this module if you have previously
set up your General Ledger data files using the General Ledger
module. When using the demo data files, this has already been
done for you.
4. You will now be at the FINANCE MANAGER Master Menu.
5. OPTIONAL: If you have not already done so (when you set up your
G/L data files), you may go to the System Utilities
Menu and change any system defaults. This may,
PAGE 6
FINANCE MANAGER II - ACCOUNTS PAYABLE
however, be done at any time and is not necessary to
run FINANCE MANAGER. We do, however, suggest you set
up the "Compressed" and "Normal" print codes before
printing the A/P reports, since you will find it is
required for a few of them.
6. Next you must add an account to your General Ledger Chart of
Accounts. Set up an Accounts Payable (type L) account. This
G/L account is required to use the A/P module. See your
General Ledger documentation manual on setting up your Chart of
Accounts. If you have this account already setup in your
General Ledger Chart of Accounts, this step is not necessary.
7. From the FINANCE MANAGER master menu: If you have floppy disks,
put your Accounts Payable program disk into drive A: (if you
have not already done so). Then select menu "F3", and this
will take you into Accounts Payable. If this is the first time
you are using Accounts Payable for this set of books, the
system will ask you: Create File (Y/N), which you should answer
with a "Y". This procedure will create all the necessary
Accounts Payable Data files. Don't worry it will not damage
your General Ledger data files.
8. You should now select "F6", and then "F4", in order to set up
your A/P configuration settings. This step is important since
it will set up the interface with your General Ledger Chart of
Accounts. See section 7a for details.
9. Return to the A/P main menu and select "F4" to set up your
vendors. See section three on vendor Accounts.
10. After setting up your vendors, you may print a vendor Accounts
listing. See section 5 on reports.
11. You are now ready to input transactions (invoices). See
section 4 on Transactions.
12. After you have entered some transactions, you may print an
Accounts Payable Journal report to see what you have entered.
See section five on reports.
13. Print any other reports as required. The two most useful
reports are "OPEN INVOICES REPORT" and the "SCHEDULE OF
PAYABLES".
These basic steps are merely intended to show you the order of events
in setting up new Payable books.
PAGE 7
FINANCE MANAGER II - ACCOUNTS PAYABLE
SECTION TWO - THE ACCOUNTS PAYABLE MAIN MENU
The ACCOUNTS PAYABLE Main Menu is the starting point for all of the
various ACCOUNTS PAYABLE functions. It is a sort of "Table of
Contents" for the ACCOUNTS PAYABLE module. It can guide you to all of
the other useful sub-menus and practical features of the time and
money-saving ACCOUNTS PAYABLE module.
The ACCOUNTS PAYABLE Main Menu appears as follows:
|---- ACCOUNTS PAYABLE MAIN MENU ----|
| |
| ESC Return to Master Menu |
| F1 INPUT Transactions |
| F2 CHANGE/Delete Transactions |
| F3 REPORTS Menu |
| F4 Update VENDOR ACCOUNTS |
| F5 PAYMENTS Menu |
| F6 A/P Utility Menu |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
| A/P Configuration is not setup |
--------------------------------------
Note that many of the selections are used to go on to other menus.
All of the menu selections are discussed in later sections in this
documentation. If you get a message, as above, saying "A/P
Configuration is not set up" you should set up your configuration by
selecting "F6", and then "F4", to get to the configuration setup. For
clarification, this procedure is discussed in Section Seven -
Configuration settings.
As mentioned above, it is essential that you set up your
configuration. Jump to Section 7a to complete that easy-to-follow
procedure before continuing.
The next step is to set up your vendor accounts. This procedure is as
follows:
PAGE 8
FINANCE MANAGER II - ACCOUNTS PAYABLE
SECTION THREE - VENDOR ACCOUNTS
Your Vendor Accounts are the very foundation of your Accounts Payable.
To set up, or to change your vendors, select "F4 Update Vendor
Accounts" from the A/P main menu.
3a - WHAT ARE VENDOR ACCOUNTS
Your vendor accounts are used to keep track of all of your
accounts-payable balances by vendor (who you owe money to). It is
important to remember that any company or person you owe money to is a
vendor and should be set up in this system. If you purchase something
with cash and there is not a balance due, you do not have to set up
that vendor.
Whenever you receive a bill (invoice or statement) from a company, you
must set up that company as a vendor (if that vendor is not already
set up). Once set up, the vendor will always be available for more
invoices in the future. Each vendor must be given an account number,
to identify him, which will then be used whenever you are entering
transactions for that vendor.
3b - VENDOR ACCOUNTS ORGANIZATION
Your vendor account numbers, and their order within the program, are
totally up to you.
An important consideration for your account numbers is to group your
vendors into account-number ranges. For example, put all of your
out-of-state vendors into accounts 9000-9999. This may be useful when
printing reports which ask for an account range to print (i.e. vendor
labels). Different types of businesses may also be grouped in
specific ranges. Remember to always leave enough room for new
accounts to be added within your selected range.
3c - VENDOR ACCOUNTS DATA FIELDS
Each account in your vendor database represents one specific vendor.
As mentioned above, each vendor is assigned a unique account number
between 1 and 9999. Along with this account number is kept other
elements of information about each vendor. When you set up a vendor
account, the following information about each vendor will be needed:
VENDOR NUMBER A number between 1 and 9999 to be used to identify
each vendor. This number is decided by you and can
be any number.
ATTENTION This is used as the first address line for statements
and labels. It is usually the accounts receivable
contact person for this vendor.
COMPANY Name of the company. If a vendor is not a company,
simply enter that vendors name here.
PAGE 9
FINANCE MANAGER II - ACCOUNTS PAYABLE
ADDRESS Street address for vendor. Used for checks and
labels.
CITY Vendors city.
STATE Vendors two digit State/Province code.
ZIPCODE Vendors zip or postal code. Used for sort order on
mailing labels. May be used for any other purpose as
well.
PHONE Up to 12 character telephone number. May be used for
other information if needed.
DISCOUNT PERCENT Percentage discount for early payment of invoice.
Enter percent between 0% and 99%.
DISCOUNT DAYS Number of days after invoice date that discount may
be applied.
NET DUE DAYS Default number of days until purchases or invoices
for this vendor are due. You will be able to
override it, if necessary, when entering invoices.
3d - GETTING FAMILIAR WITH VENDOR ACCOUNTS
Before beginning to enter your own vendors, follow the procedures
below using only the demo accounts.
1. From the Accounts Payable Main Menu select F4 on the menu. You
will then be prompted for the following information:
Vendor Number (1-9999):____
Attention:______________________________
Company :______________________________ Discount Pct :_____%
Address :______________________________ Discount Days:__
City :__________________ State:__ Net Due Days :__
Zipcode :__________ Phone:____________
2. The cursor will be positioned at the "Vendor Number" prompt.
On the lower half of your screen, you can see a portion of the
existing vendors. Seeing these accounts is helpful when you are
adding new vendors.
The highlighted account is a pointer, showing the selected vendor.
To move the highlighted account up or down, press the "up" or
"down" arrow keys on the right keypad, while the cursor is
positioned at this prompt. If you move the default pointer down a
few lines, notice how the list scrolls.
You may select an existing account number by moving the highlighted
pointer up or down to the desired account and then pressing the
enter key. To set up a new account, you simply type in the new
PAGE 10
FINANCE MANAGER II - ACCOUNTS PAYABLE
account (Vendor) number.
3. If you like, enter some data using the demo files for hands-on
practice. Remember to keep this demo file well marked, and do not
confuse its use with your actual file.
4. To return to the previous menu, press ESC.
Before entering your own vendors, practice adding, changing and
deleting vendor accounts by using the demo files to practice. This
will familiarize you with how to enter, change, or delete vendor
accounts. Changing and deleting vendor accounts is described in
easy-to-follow lay terms in the following how-to sections.
3e - ENTERING YOUR OWN VENDOR ACCOUNTS
When you actually enter your own vendor accounts, it would be a good
idea to collate your vendors into some kind of logical order in your
mind. This will be helpful to you later, each time you need to look
up vendors by account number.
In order to enter vendor accounts, first switch over to your live data
files. To do this, simply return to the FINANCE MANAGER Master Menu
(Press the ESC key until you are there). When you are at the Master
Menu, enter one more ESC. The program will then prompt "DO YOU WANT
TO RESTART (Y/N):_" enter "Y".
At this point (if you have your data on floppy disks) switch the data
disk to your live General Ledger data diskette. Select your real
General Ledger data file name. After you enter the Accounts Payable
module ("F3") again, the system should tell you that it did not find
your A/P files. Enter "Y" at the "Create new Files" prompt. From the
A/P main menu, select "F4" and you will be ready to enter your vendor
accounts.
1. At the input screen, the cursor will be positioned at the vendor
account number field. Unless you are entering your very first
vendor account, there should be default data in this field.
2. Instead of using the default data (if any), enter a new vendor
number of your choice. The step by step input procedure for a
example vendor account is as follows:
3. First, enter the vendor account number. For example:
Vendor Number (1-9999):100_
4. Input the attention name:
Attention:Attn: Accounts Receivable Dept
5. Input the company name:
Company:John Smith and Associates_____
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FINANCE MANAGER II - ACCOUNTS PAYABLE
6. Input the company mailing address:
Address:3000 Main Street______________
7. Input the city:
City:Denver____________
8. Input the state:
State:CO
9. Input the zip or postal code:
Zipcode:80900_____
10. Input the vendors phone number:
Phone:303-123-4567
11. Input the vendors discount percent (if any):
Discount Pct:2____%
When entering the discount percent please note that 2% discount is
input as "2" not ".02".
12. Input the number of days the discount percent is good for (if
any):
Discount Days:10
13. Input the net due days (the number of days until invoices for this
vendor will be due):
Net Due Days:30
14. If you make a mistake in a field, and would like to correct it,
you can easily back up to a previous field by pressing the
backspace key.
15. Once all of the data has been entered correctly, answer "Y" at the
"ARE INPUTS CORRECT Y/N" prompt. If you answer with an "N", the
cursor will return to the Account Number prompt and previous input
will be ignored.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
16. If you answered with a "Y", the new account has been added and you
will automatically return to the vendor account number prompt.
You are then ready for more input.
NOTE: Please note that the account number you have just added is
inserted into the list at the bottom half of your screen.
Use the cursor keys (when at the account number field)
described above, in order to scroll through the active
vendor accounts to search for the account you have just
added. If you have added your account correctly, it will
automatically be in numerical order within this list.
17. The cursor will once again be at the account number field. Repeat
steps 2 - 16 until you have finished entering all of your vendors.
18. In order to return to the menu when you have finished entering, or
at any other time that you wish to return to menu, simply press
the ESC key. Your inputs will then be saved onto the disk and you
will be back at the previous menu.
19. Any time you need to print a current vendor list, you may do so by
going to the reports menu and printing the Vendor Accounts List
(see section five - reports).
3f - CHANGING EXISTING VENDORS
The steps below outline the procedure for making changes to your
existing vendor accounts.
1. Select "F4" at the Accounts Payable main menu.
2. With the cursor at the vendor number prompt, type in the account
number you wish to change. Instead of typing a number, you may
accept the default account by simply pressing ENTER. In order to
choose a different account, move the highlighted pointer by using
the up and down keypad arrows.
3. Because the account number you have entered is an existing vendor
account, the system prompts:
ACTIVE ACCOUNT Modify/Delete/Quit(M/D/Q):_
Answer this prompt with "M". You are now in the change mode.
4. Make any desired changes. Press ENTER to leave any field
unchanged.
5. If you want to go back to a previous field while you are changing
data, you may do so by pressing the Backspace key.
6. After you have changed the data, press return until you get the
"ARE INPUTS CORRECT (Y/N):" prompt. Press "Y" to accept your
changes. If you enter a "N" instead, the system will ignore all
changes to that account and the cursor will return to the account
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FINANCE MANAGER II - ACCOUNTS PAYABLE
number field.
3g - DELETING VENDORS
When deleting vendors, there cannot be any transactions for that
vendor number. If there are transactions for the account to be
deleted, FINANCE MANAGER will not allow the account to be deleted.
Remember, you will not be able to delete that vendor unless he has a
zero balance when you run your end-of-period posting at the end of the
year. You will then be able to delete the account.
Be sure to practice deleting accounts by simulation on your dummy demo
accounts. Do remember, only after a bit of practice should you be
deleting a "real" vendor from your real data files.
To delete a vendor account follow the steps below:
1. Select "F4" at the Accounts Payable main menu.
2. Then enter the number of the account to be deleted while at the
Account Number prompt. The system will then prompt:
ACTIVE ACCOUNT Modify/Delete/Quit(M/D/Q):_
3. Select "D". The account will be deleted. However, if the account
has transactions entered, the system will automatically tell you
so. Fortunately, the account will not be deleted if the account
shows activity.
3h - SUGGESTED METHOD FOR SETTING BEGINNING BALANCES
When setting up your Accounts Payable, as well as vendor starting
balances, you must be sure that you are in balance with your general
ledger. This is a vitally important procedure to remember when
setting up your books. The following steps will insure that all
accounts are in balance:
1. Set up all your vendor accounts which have a non-zero starting
balance (Section 3).
2. Be sure that your GENERAL LEDGER Accounts Payable account has a
zero beginning balance and current balance (i.e. set up a new
account for this modules use only).
3. Enter all vendor starting balances due by entering all non-paid
invoices for each vender (Section 4). Be sure to enter proper
invoice, discount, and due dates.
4. After all have been entered, print a Schedule of Payables or Vendor
balance report and verify all current vendor balances.
5. After you have verified all account balances you are now up to date
and fully operational. If you want your General Ledger Accounts
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FINANCE MANAGER II - ACCOUNTS PAYABLE
Payable account to reflect the current balances of all Payable
accounts, you should go to the A/P Utility menu and post the
transactions to the General Ledger. See section 7d for detailed
information.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
SECTION FOUR - TRANSACTIONS
4a - WHAT ARE TRANSACTIONS
A transaction is any invoice or statement received from a vendor.
Each time you receive a bill from a vendor, it must be entered as a
transaction into the accounts payable system. Likewise, any other
adjustments (interest, returns) to the account balance must be entered
as a transaction. The only exception is when payments are made
(checks written). Checks (payments) are discussed in section six -
Making Vendor Payments.
4b - TRANSACTION DATA FIELDS
The transactions input fields are described below. Each of these
fields has a default of the last data entered into that field. When
entering your data, this default saves keystrokes when doing
repetitive data inputting.
VENDOR NUMBER This is the account number for the vendor you are
entering a transaction for. The account number of the
company through which the purchase was made. Required.
ITEM DATE This is the date when the transaction occurred, or it
is the date on the invoice being entered. Required.
DESCRIPTION A short description of the transaction. Optional.
REFERENCE NUM Any 8 character reference to this transaction. This
field will show up on the check stub as well as the
Vendor Balance Report. To clear old data, simply press
the space key. Optional.
INVOICE NUM Any 8 character invoice number used to reference a
specific invoice. It will be printed on the check stub
detail. In order to clear old data, simple press the
space key. Optional.
TYPE CODE The type of transaction this is, I,D,C for Invoice (a
purchase), Debit (debit to account or decrease account
balance) and Credit (credit to account or increase
account balance) respectively. Generally, you will be
using type "I" when you receive an invoice from a
vendor. The type "D" and "C" are for miscellaneous
balance changes (returns, finance charges, etc.)
Required.
DUE DATE Date when payment is due for a purchase (type I). This
field is only used for type "I" transactions. Its
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FINANCE MANAGER II - ACCOUNTS PAYABLE
default is the Tran Date above, plus the number of "Net
Due Days" set up for the vendor selected. Of course,
the default may be overwritten. This is required for
type "I" transactions only.
DISCOUNT % Percentage amount of the allowed discount if the
payment is made by the discount date. The default
percentage is the percent entered for this particular
vendor. The default may be overwritten by entering a
new number. Enter a space or a zero in order to clear.
Optional.
DISCOUNT DATE This is the date the invoice must be paid in order to
take the above discount percent off the bill. The
default is the Tran Date above, plus the number of
"Discount Days" set up for the vendor selected. The
default may be overwritten by entering a new date.
This field is required only if there is a discount
percentage entered above.
DEPARTMENT If you are using departments, enter the department for
which this transaction is for. Optional.
DEBIT ACCOUNT The General Ledger debit account number. If you
entered a "D" in the type code field above, the General
Ledger Accounts Payable account will automatically be
placed here since this type of transaction requires a
debit to this account. Otherwise, enter the G/L
account to debit. For type "I" transactions, this is
the account for which the purchase was made. If you
purchased an asset, debit the asset account. If you
purchased an expense item (e.g. office supplies, rent),
debit the expense account. Required.
DEBIT AMOUNT Enter the amount to be debited. For a vendor purchase,
this is normally the amount of the purchase for the
debit account above. Required.
CREDIT ACCOUNT The General Ledger credit account number. If you
entered a "I" or "C" in the type code field above, the
General Ledger Accounts Payable account will
automatically be placed here since these types of
transactions require a credit to this account.
Otherwise, enter the G/L account to credit. Required.
CREDIT AMOUNT This amount is normally the same as the debit amount.
The ability to change this amount is provided as an
advanced feature for those who wish to make multiple
distributions to several G/L accounts (see section 4e).
The default will be the debit amount entered above.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
Required.
4c - GETTING FAMILIAR WITH TRANSACTIONS
Before beginning to enter your own transactions, follow the procedures
listed below by doing some practice simulation using only the demo
accounts. This will aid you in learning how to enter transactions
without using live data.
1. From the Accounts Payable Main Menu select "F1" on the menu. You
will then be prompted for the following information:
Vendor Number:____
Item Date :__-__-__ Description:______________________________
Reference Num:________ Invoice Num:________ Type Code(I,D,C):_
Due Date :__-__-__ Discount % :_____% Disc Date :__-__-__
Dept :____
DEBIT :Account:____ _________________________ Amount:___________
CREDIT:Account:____ _________________________ Amount:___________
2. The cursor will be positioned at the "Vendor Number" prompt.
On the lower half of your screen, you will see a pop-up accounts
window which shows a portion of the existing vendors. Seeing these
accounts is helpful when you are selecting vendors.
The highlighted account is a pointer, showing the selected vendor.
In order to move the highlighted account up or down, press the up
or down arrow keys on the right keypad, while the cursor is
positioned at this prompt. If you move the default pointer down a
few lines, notice how the list scrolls.
You may select an existing account number by moving the highlighted
pointer up or down to the desired account and then pressing the
enter key.
This select-an-account mode will also work for account numbers when
at the debit account, as well as at the credit account fields.
This advanced feature allows you to scroll through your vendors and
accounts without ever having to memorize, or even type in, an
account number.
3. If you like, enter some data using the demo files for practice.
4. To return to the previous menu, press ESC.
Before entering your own transactions, practice adding, changing and
deleting transactions by using the demo files. This will familiarize
you with how to enter, change, or delete transactions. Changing and
deleting transactions is described in the following sections.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
EVERY transaction has either a debit or a credit to the G/L accounts
Payable account. For type "D" transactions it will be a debit, for
type "I" and "C" transactions it will be a credit. Because of this,
FINANCE MANAGER will always select that account number for you and
then will skip on over to the amount field. This amount is the change
you are making to the vendors account (the amount you owe). In
effect, you are changing the vendor balance while, at the same time,
you are changing the general ledger accounts Payable account. This
keeps your general ledger Payables automatically up to date. Posting
to the G/L is, of course, required to see this impact in your G/L
reports.
4d - ENTERING TRANSACTIONS
As you enter each transaction, FINANCE MANAGER saves this information
and changes the vendor account as appropriate. A list of transactions
entered may be printed by printing the Accounts Payable Journal report
(see section five - reports).
Each transaction entered is automatically checked to insure that it is
in balance (i.e. debit amounts = credit amounts). This will
effortlessly insure that you will always be in balance.
1. In order to begin entering transactions , select "F1" from the
Accounts Payable Main Menu. You will then be prompted for the
following information:
Vendor Number:____
Item Date :__-__-__ Description:______________________________
Reference Num:________ Invoice Num:________ Type Code(I,D,C):_
Due Date :__-__-__ Discount % :_____% Disc Date :__-__-__
Dept :____
DEBIT :Account:____ _________________________ Amount:___________
CREDIT:Account:____ _________________________ Amount:___________
2. When entering transactions, the last transaction entered always
provides the default data (unless, of course, this is your very
first transaction). To accept the default data, simply press ENTER
and you will move to the next field. In order to change data,
simply type in the new data and then press ENTER.
3. First enter the vendor number:
Vendor Num :2000
The existing vendors are shown on the lower half of the screen.
You may either select a vendor from this list by using the keypad
arrow keys (as described earlier), or you may type in the vendor
number. If you are using the keypad arrow keys, be sure the Num
Lock key is off.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
4. Enter the Item (or invoice) date:
Item Date :_1-_7-89
5. Enter the description:
Description:Purchase PC clone computer____
6. Enter the reference number:
Reference Num:T001____
7. Enter the invoice number:
Invoice Num:87-0001_
When entering the Invoice number you may use the "+" key to
automatically increment the invoice number. Also, if you are
entering the same number in the invoice field as in the Reference
field you may use the "=" key to input the same number
automatically.
8. Enter the transaction type code:
Type Code(I,D,C):I
9. If the transaction code is NOT type "I" then this field will be
skipped, otherwise enter the due date:
Due Date :_2-_6-89
10. Enter the Discount percentage:
Discount % :2____%
11. Enter the discount date:
Disc Date :_1-17-89
12. If you are using departments, enter the department name for this
transaction.
Dept :R&D_
13. If the transaction type code is "I" or "C", simply enter the G/L
account to be debited. For other types of transactions, this
field will be preset by the system.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
DEBIT :Account:1500
The existing G/L accounts are shown on the lower half of the
screen. You may either select an account from this list by using
the keypad arrow keys (as described earlier), or you may type in
the account number. If you are using the keypad arrow keys, be
sure the Num Lock key is off.
In this example, we selected General Ledger account 1500. Since
this transaction was a type "I" (Invoice), we debited the G/L
Computer Hardware Asset account since this purchase increased that
asset account.
14. Enter the transaction amount:
Amount:899.89_____
15. If the transaction type code is "D" enter the G/L account to be
credited. For other types of transactions, this field will
automatically be preset by the system.
CREDIT:Account:2000
Again, the existing G/L accounts are shown on the lower half of
the screen. You may either select an account from this list by
using the keypad arrow keys (as described earlier), or you may
type in the account number. If you are using the keypad arrow
keys, be sure the Num Lock key is off.
In this example, since the type code is "I", the system
automatically selects a credit account 2000. This is the General
Ledger Accounts Payable account as set up in the configuration.
16. Enter the credit amount:
Amount:899.89_____
The default amount will be the amount entered above. You should
press ENTER to accept this amount. If you have multiple
distributions, and need a different amount, see the following
section on Entering multiple distributions.
If you enter an amount different from the debit amount, the system
will tell you that you are out of balance. Press the backspace
key to backup and correct the amount.
17. If you are entering a transaction and you want to go back to a
previous field, you may back up by using the Backspace key.
18. You may abort the transaction at any time by pressing ESC.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
19. To accept the transaction:
ARE INPUTS CORRECT(Y/N):Y
Answer the prompt with "Y". The transaction will then be accepted
and saved. The cursor will then automatically return to the
Vendor Number field and be ready for the next transaction. If you
answer this prompt with a "N", you will return to the Vendor
Number field and be allowed to make any changes or corrections as
necessary.
20. After you have entered all desired transactions, press ESC to
return to the Accounts Payable Main Menu.
4e - ENTERING MULTIPLE DISTRIBUTIONS
Many transactions have only one debit and one credit account. There
are instances, however, when there are several debits or credits
within a single transaction.
Let's take the example shown above, except that we had to add 5% sales
tax to the purchase. This transaction would have one debit of 899.89
to account 1500 (as above). However, we would now have a second
credit of 44.99 for the sales tax, making the total purchase 944.88.
This type of multiple-distribution transaction would be entered as
follows:
1. Follow steps 1-15 in "Entering Transactions" above.
2. Enter the credit transaction amount:
Amount:944.88_____
This is the total amount you owe the vendor, purchase plus taxes.
3. The system will now tell you that the transaction is out of
balance:
TRANSACTION IS OUT OF BALANCE, CONTINUE (Y/N):Y
We know that we did not make an error, so we would answer with a
"Y".
4. When the screen reappears, notice that there is a column labeled
"CUM AMT", at the right, which registers the cumulative debit and
credit amounts entered.
5. Now the second part of the transaction needs to be recorded,
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FINANCE MANAGER II - ACCOUNTS PAYABLE
namely, the sales tax for the transaction.
6. Since this is the second part of the transaction, the cursor will
skip down to the debit account field. You will notice that all of
the date, description, type code, invoice, etc. fields are left as
they were in the first part of the transaction. They cannot be
changed, and are displayed only as a reminder of which transaction
you happen to be working on.
Enter the second debit account:
CREDIT:Account:5670
In this example we selected General Ledger account 5670, the G/L
Sales tax expense account.
7. Enter the debit amount for account 5670:
Amount:44.99______
Note that the system default for the amount is the cumulative
remaining amount which is required to balance the transaction. The
system thus saves you keystrokes in completing the transaction.
8. Answer the "ARE INPUTS CORRECT" prompt with a "Y":
ARE INPUTS CORRECT (Y/N):Y
9. In this example, the transaction would now be in balance and you
would be ready for the next one.
You may have a situation in which there are more than one credit for
two debits, or visa versa. As long as the cumulative amounts are not
equal, you will be allowed to enter more accounts and amounts (up to
25 total parts).
When you are entering multiple distributions, FINANCE MANAGER will go
to either the debit or credit side of the transaction, depending on
which has a lower cumulative amount (it assumes this is where you will
put another amount). If you wish to put an amount on the other side
of the transaction, move to the next or previous field by using the
return or backspace keys respectively.
4f - CHANGING EXISTING TRANSACTIONS
If you discover an error in an earlier transaction, or if you would
like to change previously entered information, FINANCE MANAGER II
allows you to do so. Outlined below are the procedures for changing
previously entered transactions:
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FINANCE MANAGER II - ACCOUNTS PAYABLE
1. Select "F2" at the Accounts Payable Main Menu.
2. The system prompts you for "Transaction Search Data".
3. Enter data in the fields where you want to match that data. For
example, if you want to search for all transactions which have a
description of "Purchase PC clone", you would move to the
description field and enter the description. Upper and lower case
does not matter, and you do not have to complete the description.
For example, if you entered only the first part of the description
"Purc", FINANCE MANAGER will find all descriptions which begin with
the letters "purc" (i.e. "Purchase PC Clone"). You could also add
a month and year parameter to the search and, consequently, find
only the "purc" descriptions in a particular month.
Any field left blank is an assumed wild card for that field. Thus,
if you leave ALL of the fields blank, all transactions are selected
by the search.
While you are at one of the Account Number fields and do not
remember the account number you are seeking press "F2" and a pop-up
window will appear to select your account number from. To remove
the select-an-account window press the Esc or Enter keys.
4. Next, FINANCE MANAGER II searches for all transactions containing
the values you have specified. As each transaction is displayed,
the program displays the following prompt:
Modify/Delete/Continue/Reverse/Begin/End/+/-/Quit:
You must select M,D,C,R,B,E,+,-, or Q. Where:
M = Modify (change) transaction shown.
D = Delete (remove) transaction shown.
C = Continue (find next transaction that matches search).
R = Reverse continue (find prior tran. that matches search).
B = Beginning (go to first transaction in file).
E = Ending (go to last transaction in file).
+ = Go to next consecutive transaction in file.
- = Go to prior consecutive transaction in file.
Q = Quit transaction search.
5. As long as you continue to answer the above prompt with "C",
FINANCE MANAGER continues searching for all transactions containing
the values you have specified. Selecting "R" does the same as "C"
except it searches backwards.
6. Answering the prompt with a "+" causes FINANCE MANAGER to display
the next consecutive transaction; a "-" shows you the previous
transaction.
7. Entering a "B" or an "E" will take you to the Beginning or End of
the transaction file respectively. It ignores your search
parameters.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
8. When the search function displays the transaction you wish to
change, answer the prompt with an "M" (Modify).
9. You are now in the change mode. ENTER leaves a field unchanged.
Change data in any field by typing in the new value for the given
field.
If the transaction has been posted to your General Ledger, the
changes allowed will be minimal. This is necessary to avoid
out-of-balance conditions with your General Ledger. If it is
posted, there will be a "Transaction Posted Changes Limited"
message on the screen, and you will only be allowed to change the
dates, description, reference and invoice fields. Changes to any
other fields would cause a conflict with your General Ledger.
If you need to change other fields of a posted transaction, we
suggest that you enter a new transaction which reflects an
adjustment to the original transaction.
10. If you have made a mistake, or would like to return to a previous
field, use the Backspace key. Use the ESC key to ignore your
changes and return to the Main Menu.
11. If your changes cause the transaction to be out of balance, the
system will not accept your change. You must re-enter your
changes, making sure your cumulative debits equal cumulative
credits.
NOTE: If you are changing a transaction with multiple debits
and/or credits you can not change the number of parts the
transaction had originally. If you need to change the
number of parts of a transaction we suggest that you delete
the old transaction and add a completely new one.
4g - DELETING TRANSACTIONS
To delete or remove a transaction permanently, do the following:
1. Select F2 at the Accounts Payable Main Menu.
2. Enter search data and find desired transaction as described in
"Changing Transactions".
3. When the transaction you wish to delete is displayed on the screen,
answer "D" at the prompt below.
Modify/Delete/Continue/Reverse/Begin/End/+/-/Quit:
If the transaction has been posted to the General Ledger, the
system will not allow you to delete it. This would cause a
conflict with your General Ledger.
If you need to delete a posted transaction, we suggest that you
enter a new transaction which reflects a reversal of the original
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FINANCE MANAGER II - ACCOUNTS PAYABLE
transaction.
4. When you are deleting a multiple-part transaction, all parts of the
transaction are deleted.
5. After you have deleted the desired transaction(s), you may use the
"Sort" function. (See Section Seven "Other features and functions
- Sorting Transactions.") When sorting the transactions, the
program frees disk space which was formerly used by deleted
transactions.
4h - POINTS TO REMEMBER
When entering transactions in this module, you are basically entering
transactions with debits and credits, just as you would when you are
entering transactions into your General Ledger. In fact, all of the
debits and credits which you have entered will be posted to your
General Ledger as if you had entered them into your General Ledger
yourself.
The only difference between entering transactions in your General
Ledger, or the Accounts Payable module, is that this module keeps
detailed information on each vendor without cluttering up your General
Ledger.
In fact, you could set up an Accounts Payable account (one for each
vendor) in your General Ledger, and do exactly what this module is
doing for you. The only disadvantage of doing that would be, for
example, if you had 200 vendors, you would have 200 Accounts Payable
accounts in your General Ledger Chart of Accounts liabilities.
Obviously these would clutter up your balance sheet significantly. Of
course, this module also allows you to do many vendor-related
functions which you cannot do with your General Ledger.
Each transaction must have at least one debit account and one credit
account (just like in General Ledger transactions). However, it also
needs one more account: the vendor account number. This third account
number, the vendor account, is what allows you to keep track of each
vendor individually. Other than this third account number, and other
vendor related inputs, this transaction is the same as a General
Ledger transaction. Think of debits and credits just as you would
when entering purchases or payments in your General Ledger.
Be sure to remember that any transactions which are entered here,
should not be entered in your General Ledger transactions since they
will automatically be placed there when you post to the General Ledger
(see section 7c - Posting to the General Ledger).
The accounts Payable module uses accrual accounting. This means that
purchases are recorded at date of invoice, and not at the time that a
payment is made. Thus, when recording a purchase, the system will
always credit your Accounts Payable account, and you should debit the
G/L account which is affected by this purchase. At time of payment
(when you generate a check), the system will credit your G/L asset
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FINANCE MANAGER II - ACCOUNTS PAYABLE
checking account and debit the related vendor account balance as well
as the G/L Accounts Payables account.
There are three different types of transactions. A brief description
of each, as well as typical debits and credits follow:
----- GENERAL LEDGER ACCOUNT ------
DESCRIPTION TYPE DEBIT CREDIT
--------------------- ---- ----------------- -----------------
PURCHASE I Asset account or Accts Payable
(receive invoice) Expense account (System Selected)
MISC DEBIT TO ACCOUNT D Accts Payable Asset account or
(For example, A purchase (System Selected) Expense account
return or other REDUCTION
of the account balance).
MISC CREDIT TO ACCOUNT C Asset account or Accts Payable
(For example, A finance Expense account (System Selected)
charge or other INCREASE
of the account balance).
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FINANCE MANAGER II - ACCOUNTS PAYABLE
SECTION FIVE - REPORTS
The Accounts Payable Reports Menu allows you to generate a full
spectrum of Payable reports from your database. The reports menu
("F3" from the Accounts Payable Main Menu) appears as follows:
|--- ACCOUNTS PAYABLE REPORTS MENU ----|
| |
| ESC Return to A/P Main Menu |
| F1 Payable Journal |
| F2 Payable Aging |
| F3 Schedule of Payables |
| F4 Open Invoices |
| F5 Vendor Account History |
| F6 Vendor Accounts List |
| F7 Vendor Address Labels |
| F8 Non-Posted Transaction Journal|
| F9 Payments Journal |
| F10 G/L Distribution Report |
| ENTER YOUR SELECTION: |
| |
----------------------------------------
Reports can be generated to show results for a specific month, a range
of months, a quarter, a year, etc. All reports may be generated at
any time and for any time period. This means that you are not limited
to printing a report only once, and it also means that you can print a
report for a prior period as well.
Samples of each report are shown in Appendix A, or may be printed
while using the DEMO accounts.
5a - GENERAL INSTRUCTIONS FOR GENERATING REPORTS
While printing any report you may, if desired, interrupt the printing
in one of two ways:
PAUSE THE PRINTER: When you are printing reports on your printer, you
may pause the printing by pressing any key. Please
keep in mind that most printers have a print
buffer. Consequently, the report continues to
print until the buffer is empty. Pressing any key
again will continue your printout. This function
will not work if you are sending reports to the
screen, since reports will stop automatically as
each screen is full.
STOP THE PRINTER: If, while printing, you wish to stop the printer
and return to the menu, all you have to do is press
the "Esc" key. Please keep in mind that most
printers have a print buffer, causing the report to
continue to print until the buffer is empty. You
will, however, return to the menu immediately.
When generating reports, you have three output destination options.
PAGE 28
FINANCE MANAGER II - ACCOUNTS PAYABLE
First, you may simply list reports to the screen. Second, if you have
a printer, you can print a hard copy of the reports. You also have
the option of sending your reports to a disk file, instead of to the
printer. With this useful option, reports can be stored and then
printed at a later date.
This "Destination" prompt is an option for each of the available
reports. To select the destination, answer the prompt below:
TO SCREEN/PRINTER/DISK (S/P/D):_
If you select "D" for disk, the system will prompt you for a disk
filename. Enter a filename of up to eight characters. The file will
be saved on your data disk, with the file extension of ".RPT". If a
file with the name entered already exists, the system will tell you so
and ask if you want to delete the old file. If you answer "N", the
report will be appended to the already existing disk file.
For some reports, you also need to specify reporting dates via the
"Date" prompt. The date prompt appears as follows:
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
These dates determine which months and years are shown on your
reports. The ending month and year must be within twelve months of
the starting month and year. To get a year-to-date report you might
select the dates 1-89 through 12-89. Likewise, if you want a first
quarter report you could select 1-89 through 3-89.
When entering prompts for reports, remember that you may back up to a
previous field by pressing the Backspace key. If you want to go back
to the reports menu while you are at the input screen, press ESC. If
you want to return to the reports menu after your report has finished
listing to the screen, press ENTER.
Since there are different reporting options within reports, some of
the different types of screen options follow, as well as the reports
to which they apply.
5b - PRINTING THE ACCOUNTS PAYABLE JOURNAL
This report is a listing of all transactions which took place during a
specified period of time.
When printing the Accounts Payable Journal (F1), be sure to employ the
following procedures:
a. Select "F1" from the reports menu.
b. The following screen will appear:
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FINANCE MANAGER II - ACCOUNTS PAYABLE
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
ENTER TRANSACTION TYPE:_
(I,D,C or space)
space = all types
ENTER DEPARTMENT:____
c. First, type in the destination for your report. Then, enter the
date range wanted for your report.
d. Next, enter the type of transactions to be included in this report.
If you enter a space all transaction types will be included. The
transaction types are the same types used when the transactions
were entered. Unless you want only a specific type of transaction
shown you would normally enter a space (for all types).
e. If you are using departments, enter the department you would like
included in this report. Blank or space equals all departments.
f. The report will then be printed.
5c - PRINTING THE PAYABLE AGING REPORT
This report shows vendor payables by due-date age. It allows quick
access in order to show your payment habits as well as your past due
invoice amounts.
When printing the Payable Aging report (F2), the following procedures
apply:
a. Select "F2" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER REPORT DATE:__-__-__
c. Type in the destination for your report. Next, select the date you
want the report to show. Normally this would be the current date.
By selecting a future or past date, however, you can see how your
vendor aging looked last week, versus what it might look like next
week. By using different dates, you can readily see how you have
been paying your vendors. You may, moreover, do cash-flow
forecasting by selecting a date in the future.
d. The report will then be printed.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
5d - PRINTING THE SCHEDULE OF PAYABLES REPORT
This report shows vendor balances for any selected month. Trended
option shows vendor balances, by month, for payables balances history.
When printing the Schedule of Payables (F3), the following procedures
apply:
a. Select "F3" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
DO YOU WANT A TRENDED REPORT(Y/N):_
c. First, type in the destination for your report. Next, enter the
date range wanted for your report.
d. Then, answer the "Trended Report" prompt with "Y" or "N". See
Appendix A for examples of trended and non-trended reports.
e. The report will then be printed.
5e - PRINTING THE OPEN INVOICES REPORT
This report shows all open invoices by vendor regardless of invoice
and due dates.
a. Select "F4" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
c. Type in the destination for your report.
d. The report will then be printed.
5f - PRINTING VENDOR ACCOUNT HISTORY
This report shows all activity (transactions & payments) for any
selected vendor. It shows beginning balance, transactions and ending
balance for a specific period of time. When printing this report be
sure to employ the following procedures:
a. Select "F5" from the reports menu.
b. The following screen will appear:
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FINANCE MANAGER II - ACCOUNTS PAYABLE
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
ACCOUNT NUMBER RANGE:
STARTING ACCOUNT:____
ENDING ACCOUNT:____
c. First, type in the destination for your report. Next, enter the
date range wanted for your report. Finally, enter the vendor
account number range which you want printed (i.e. vendor number
1000 through 2000).
d. The report will then be printed.
5g - PRINTING THE VENDOR ACCOUNTS LIST
This report is a listing of all vendors, showing all information
currently set up for each vendor.
When printing this report, the following procedures apply:
a. Select "F6" from the reports menu.
b. The following screen will appear:
|--------- SELECT SORT ORDER --------|
| |
| ESC Return to Reports Menu |
| F1 Vendor Number Order |
| F2 Zipcode Order |
| F3 Vendor Name Order |
| |
| |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
--------------------------------------
c. Select either "F1", "F2", or "F3" depending on the order you what
the labels to be in.
d. Next, the following will be prompted:
TO SCREEN/PRINTER/DISK (S/P/D):_
e. Type in the destination for your report.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
f. The report will then be printed.
5h - PRINTING THE VENDOR ADDRESS LABELS
This report provides mailing labels for your vendors, sorted by vendor
account or zipcode order. Use one-up labels with any length from 6 to
99 lines per label.
When printing this report the following procedures apply:
a. Select "F7" from the reports menu.
b. The following screen will appear:
|------ VENDOR ADDRESS LABELS -------|
| |
| TO SCREEN/PRINTER/DISK (S/P/D):_ |
| |
| |
| Number of lines per label:__ |
| |
| |
| Labels for Printed Checks(Y/N):_ |
| |
| ACCOUNT NUMBER RANGE: |
| STARTING ACCOUNT:____ |
| ENDING ACCOUNT:____ |
| |
| Do you want an Alignment(Y/N):_ |
--------------------------------------
c. Type in the destination for your report.
d. Enter the number of lines per label (6-99). This is the number of
print lines from the top of one label to the top of the next.
Usually 6 lines for 15/16 inch long labels.
e. If you want labels for only vendors whom you last printed checks
for answer the "Labels for Printed Checks" prompt with "Y". If you
want labels for ALL vendors answer with a "N". If you answered
with a "Y" go to step G.
f. Enter the vendor account number range for which you want labels
(i.e. vendor number 1000 through 3000).
g. Finally, load your printer with blank labels. In order to be sure
you have them lined up properly, answer the alignment prompt with a
"Y". Repeat this until your labels are aligned properly in your
printer. Then answer with a "N".
h. Next the following screen will appear:
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FINANCE MANAGER II - ACCOUNTS PAYABLE
|--------- SELECT SORT ORDER --------|
| |
| ESC Return to Reports Menu |
| F1 Vendor Number Order |
| F2 Zipcode Order |
| F3 Vendor Name Order |
| |
| |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
--------------------------------------
i. Select either "F1", "F2", or "F3" depending on the order you what
the labels to be in.
j. The labels will then be printed.
5i - PRINTING THE NON-POSTED TRANSACTION JOURNAL
This report is a listing of ALL transactions which have not yet been
posted to your General Ledger.
When printing this report the following procedures apply:
a. Select "F8" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER TRANSACTION TYPE:_
(I,D,C or space)
space = all types
ENTER DEPARTMENT:____
c. Type in the destination for your report.
d. Next, enter the type of transactions to be included in this report.
If you enter a space all transaction types will be included. The
transaction types are the same types used when the transactions
were entered. Unless you want only a specific type of transaction
shown you would normally enter a space (for all types).
e. If you are using departments, enter the department you would like
included in this report. Blank or space equals all departments.
f. The report will then be printed.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
5j - PRINTING THE PAYMENTS JOURNAL
This report is a listing of ALL payments which have not yet been
posted to your General Ledger.
a. Select "F9" from the reports menu.
b. The following screen will appear:
|----------- PAYMENTS JOURNAL ----------|
| |
| TO SCREEN/PRINTER/DISK (S/P/D):_ |
| |
| ENTER DATE RANGE FOR REPORTS: |
| STARTING Month:__ Year:__ |
| ENDING Month:__ Year:__ |
| |
| CHECK NUMBER RANGE: |
| STARTING CHECK #:_____ |
| ENDING CHECK #:_____ |
| |
| ACCOUNT NUMBER RANGE: |
| STARTING ACCOUNT:____ |
| ENDING ACCOUNT:____ |
| |
| Just NON-POSTED Payments (Y/N):_ |
-----------------------------------------
c. First, type in the destination for your report.
d. Next, enter the date range you would like included in this report.
e. Then, enter the starting and ending check numbers you would like
included in this report. Check numbers 1 through 99999 for
starting and ending respectively will include all checks.
f. Enter the vendor account number range which you want printed
(vendor number 1 through 9999 will print all vendors).
g. Lastly, if you only want to show non-posted payments select "N" at
the "Just NON-POSTED Payments" prompt. A "Y" will select both
posted and non-posted payments.
h. The report will then be printed.
5k - PRINTING THE GENERAL LEDGER DISTRIBUTION REPORT
This report shows the total amount of Accounts Payable transactions
(including payments) posted to each General Ledger account number.
a. Select "F10" from the reports menu.
b. The following screen will appear:
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FINANCE MANAGER II - ACCOUNTS PAYABLE
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
c. First, type in the destination for your report. Then, enter the
date range wanted for your report.
d. The report will then be printed.
PAGE 36
FINANCE MANAGER II - ACCOUNTS PAYABLE
SECTION SIX - MAKING VENDOR PAYMENTS
This section discusses the most important and powerful feature of this
module. The biggest advantage of using this module is its ability to
select invoices for payment while allowing the computer do all the
thinking, including writing the check for you. Selection of invoices
for payment by different methods allows you to maximize your cash flow
and lessen your working capital requirements. The object is to select
invoices for payments based on due dates and discount dates. You can
avoid paying invoices early (and loosing cash flow) AND avoid paying
invoices late (and incurring finance charges). As a result, your bank
book may be fatter and your venders happier. In addition, you may
even give your company a better credit rating.
This section will discuss how to select invoices to pay, print the
checks by computer, void any mistakes, and produce non-computer
generated checks, if desired. The heart of these features lies within
the Payments Menu.
In order to get to the Payments Menu, select F5 from the A/P Main
Menu. It appears as follows:
|---------- PAYMENTS MENU -----------|
| |
| ESC Return to A/P Main Menu |
| F1 PAYMENT Selection Menu |
| F2 Print Selected Payments Journal|
| F3 Print CHECKS |
| F4 VOID Printed Checks |
| F5 MANUAL Checks |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
--------------------------------------
We will discuss each of the above menu selections in the sections
which follow.
6a - SELECTING INVOICES FOR PAYMENT
After arriving at the Payments Menu, the first selection is "F1
PAYMENT Selection Menu". The "F1" menu selection is the first step in
making vendor payments (printing checks). This is how you tell the
computer which checks it should write. Select "F1" and the following
screen will appear.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
----------------------------------
| |
| PAY THROUGH DATE:__-__-__ |
| |
----------------------------------
Enter the date where you will pay invoices. This date is used to
validate discount dates and their expirations. The default is the
current date.
After entering the payment date you will be at the PAYMENTS SELECTION
MENU. This screen is seen as follows:
|------ PAYMENT SELECTION MENU ------|
| |
| ESC Return to Payments Menu |
| F1 Select From ALL |
| F2 Select By VENDOR Number |
| F3 Select By INVOICE Number |
| F4 Select By DUE DATE |
| F5 Select By DISCOUNT DATE |
| F6 SPECIFIC AMOUNT to Vendor |
| F7 PAY ALL |
| F8 CLEAR Selected Payments |
| |
| |
| ENTER YOUR SELECTION: |
| TOTAL SELECTED: 0.00 |
--------------------------------------
As you can see, there are seven different methods available for
selecting invoices for payment. Don't let all of the choices worry or
confuse you. As we continue, we will discuss each in detail. In
simple terms, the most important selection method is "F4 SELECT By DUE
DATE". This is the way you would select payments if your main concern
was to pay invoices on the due date. The "F8" option allows you to
de-select payments in case you make an error in selecting.
In each of the "Select" (F1 - F5) options, you will be shown
individual invoices and you will be able to tell FINANCE MANAGER
whether or not you want to pay that invoice. F6 and F7 are automatic
selection methods where the computer decides what to pay, rather than
letting you choose.
After selecting F1, F2, F3, F4 or F5 FINANCE MANAGER will search for
non-paid invoices. When it finds one, it will display the transaction
and ask you if you want to pay it. The screen display when selecting
invoices is as follows:
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FINANCE MANAGER II - ACCOUNTS PAYABLE
Vendor Number:____
Item Date :__-__-__ Description:______________________________
Reference Num:________ Invoice Num:________ Type Code(I,D,C):_
Due Date :__-__-__ Discount :_____% Disc Date :__-__-__
Dept :____
DEBIT :Account:____ _________________________ Amount:___________
CREDIT:Account:____ _________________________ Amount:___________
------------------------------------------------------------------
| Discount Amount:__________ Total Amount :__________ |
| Approved Amount:__________ Total Paid :__________ |
| Discount Taken :__________ |
| Are Inputs Correct (Y/N):_ End Balance Due:__________ |
------------------------------------------------------------------
Select for payment? (Y/N):_ Total Selected: 0.00
The procedure for selecting individual transactions for payment is as
follows:
1. The cursor will be at the "Select for payment? (Y/N)" prompt. You
may skip (not pay) this transaction by answering "N", or you may
select it for payment by answering "Y".
If you answer with a no, the computer will search for the next
transaction and ask you again. Whenever you wish to stop and
return to the menu, simply press the ESC key.
2. If you answered with a yes, you will then be prompted for the
"Discount Amount" to take on this payment. If there is no discount
percentage in the selected transaction, this input field will be
skipped.
The default for this field is calculated from the discount percent
and amount for this transaction. If the payment date is past the
discount date, the default discount will be zero. If you wish, you
may change the default discount by entering another amount.
3. Next, enter the "Approved Amount". This is the amount you want to
pay on this transaction. This is the net check amount (i.e. after
discounts). If you do not pay the entire balance (amount due less
discount), FINANCE MANAGER will not allow you to take a discount at
this time and will zero out the "Discount Amount". The full
discount may be taken at the time you pay the transaction in full.
4. Answer the "Are Inputs Correct? (Y/N)" prompt with a "Y" or "N"
accordingly. If you answer with an "N", you will be returned to
the "Discount Amount" prompt, and if you answer "Y", your selection
will be saved and you will move to the next unpaid transaction.
If you wish to stop selecting transactions, simply press the ESC key
and you will return to the menu.
Some points to remember: when selecting type "D" transactions, this
PAGE 39
FINANCE MANAGER II - ACCOUNTS PAYABLE
Miscellaneous Debit is a reduction in what you owe a vendor and will
thus reduce the total amount paid. When selecting "D" type
transactions, you are in effect applying that transaction to your
payment and thus reducing the amount paid.
Also, if you run through the selection process two or more times and
see a non-zero "Approved Amount", this means that you selected that
amount to be paid during your last pass at selecting payments. You
may skip it (approved amount will remain unchanged) by not selecting
it a second time, or you may change the amount paid by selecting it
for payment again.
You may also de-select a payment by entering a zero in the approved
amount field of a selected transaction.
We will now explain each selection method (and the time to use it) in
detail.
6b - SELECTING FROM ALL INVOICES
Choosing the menu option "F1 Select From All" allows you to select
invoices for payment by showing you all open (non-paid) invoices and
letting you decide whether or not to pay each one. This is an easy
way to look at each transaction and decide whether you want to pay it.
6c - SELECTING BY VENDOR NUMBER
Selecting "F2 Select by VENDOR Number" will allow you to select only
those transactions for a specific vendor. It is useful when one
vendor must be paid now, or if you only want to pay specific vendors.
Upon choosing this selection method you will be prompted for the
vendor number you want to select. The prompt is as follows:
ENTER VENDOR NUMBER:____
As with all account number input requests, you may select the vendor
from the list on the bottom of the screen by using the keypad arrow
keys or by typing in the specific vendor number.
After choosing your vendor you will be at the payment selection menu
as described above. Only transactions for the selected vendor will be
shown. You may select any or all transactions for this vendor.
6d - SELECTING BY INVOICE NUMBER
Selecting "F3 Select by INVOICE Number" will allow you to select only
those transactions for a specified vendor and with a specific invoice
number. It is useful when a vendor is requesting payment for a
specific invoice.
Upon choosing this selection method you will be prompted for a vendor
number and invoice number. The prompt is as follows:
PAGE 40
FINANCE MANAGER II - ACCOUNTS PAYABLE
ENTER VENDOR NUMBER:____
ENTER INVOICE NUMBER:________
As with all account number input requests, you may select the vendor
from the list on the bottom of the screen by using the keypad arrow
keys or by typing in the specific vendor number.
If you leave the invoice number field blank, you will be selecting
those transactions with no invoice number.
After entering your responses you will be at the payment selection
menu as described above. Only transactions for the selected vendor
and invoice number will be shown. You may select any or all of the
transactions for this vendor.
6e - SELECTING BY DUE DATE
Selecting "F4 Select by DUE DATE" will allow you to select those
transactions which fall on or before a specified due date. This
selection option is useful when you want to pay all bills which are
due on or before a certain date (e.g. pay all bills due by the end of
the month).
Invoices selected for payment are based on the "Pay through Date"
selected earlier (see section 6a). Only transactions which have a due
date on or before this date will be displayed. You may select any or
all displayed transactions.
6f - SELECTING BY DISCOUNT DATE
Choosing the menu option "F5 Select by DISCOUNT DATE" allows you to
select transactions for payment based on the "Payment Date" selected
earlier. All transactions which have a discount date on or before the
payment date will be shown for selection.
This method of selection is a great way to be sure you do not miss any
discounts for early payments. You may select all or any of the
displayed transactions.
6g - PAYING SPECIFIC AMOUNT TO VENDOR
This selection option "F6" allows you pay a vendor only a specific
amount. This is a marvelous method to use when you prefer to make
monthly payments to a vendor. The selected payments are made
automatically by FINANCE MANAGER, based on due dates, and with oldest
transactions first. If any debit or credit type transactions are
found they are also applied in date order.
Upon choosing this selection option you will be prompted for a vendor
number and an amount to pay. The input display is as follows:
ENTER VENDOR NUMBER:____
ENTER AMOUNT TO PAY:________
PAGE 41
FINANCE MANAGER II - ACCOUNTS PAYABLE
As with all account number input requests, you may select the vendor
from the list on the bottom of the screen simply by using the keypad
arrow keys or by typing in the specific vendor number.
Next, enter the amount you want to pay that vendor. FINANCE MANAGER
will then search for transactions and select them AUTOMATICALLY. You
will not be prompted for specific ones to pay.
After FINANCE MANAGER makes its selections, both the total amount
requested to pay and the approved to pay for that vendor will be
displayed.
6h - PAYING ALL INVOICES
Menu selection "F7" will allow FINANCE MANAGER to SELECT ALL non-paid
transactions. The difference between this and "F1 Select from ALL" is
that you will not be prompted for each transaction. FINANCE MANAGER
will select ALL for payment without any prompts. This method of
payment selection is useful for those persons who have enough money to
pay all invoices regardless of due dates.
6i - CLEARING SELECTED PAYMENTS
The menu selection "F8 CLEAR Selected Payments" provides a way to undo
all of the transactions which you have selected. It is useful if you
have made a mistake in selecting payments and you want to start over.
During all selection procedures, you will notice that the total amount
you have selected is displayed on the lower half of the screen.
Likewise, you will notice after you clear selected payments this
number will return to zero.
6j - PRINTING SELECTED PAYMENTS JOURNAL
After you have selected all the transactions you wish to pay, you
would return to the PAYMENTS MENU by pressing ESC. This menu is again
shown below:
PAGE 42
FINANCE MANAGER II - ACCOUNTS PAYABLE
|---------- PAYMENTS MENU -----------|
| |
| ESC Return to A/P Main Menu |
| F1 PAYMENT Selection Menu |
| F2 Print Selected Payments Journal|
| F3 Print CHECKS |
| F4 VOID Printed Checks |
| F5 MANUAL Checks |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
--------------------------------------
By selecting "F2" at this menu a journal report will be printed
listing all of the transactions which you have selected. You will be
prompted for the destination of the report as follows:
TO SCREEN/PRINTER/DISK (S/P/D):_
Select the report destination and your selected payments journal will
then be printed. This report will show you, by vendor, the amount of
each check to be written as well as the total of all checks to be
written. It is suggested that you always review this report before
actually printing checks so as to ensure you have selected the correct
transactions for payment. A sample of this report is shown in
Appendix A. After reviewing this report you are ready to print
checks. This is clearly described in the following section.
6k - PRINTING CHECKS
After you have selected the transactions for payment, and you have
reviewed the Selected Payments Journal report, you are now ready to
print checks.
Load your printer with your pre-printed continuous-form checks and
check to be sure you have set up the A/P configuration (utilities
menu) for the checks you will be using. Select "F3" from the PAYMENTS
MENU and you will be prompted for the following information:
Enter DATE for Checks:__-__-__
Enter Next Check Number:_____
G/L Check Account Number:_____
1. Enter the date you want printed on your checks.
2. Enter the check number of the first check in the printer (FINANCE
MANAGER will increment the number for each check lineup you print).
If your checks do not happen to have check numbers, enter the
number you wish to have printed on the first LIVE (non-lineup)
check.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
3. Enter the G/L checking account number for the checks you are
writing. It is important that you get the correct account number
for the checks you are writing or the funds will come out of the
wrong account.
4. After entering the account number FINANCE MANAGER will ask you if
you want a check lineup pattern printed.
PRINT AN ALIGNMENT PATTERN? (Y/N):_
Answer with a "Y" until you have the checks properly lined up.
When you answer this prompt with an "N", your checks will be
printed.
Until you answer the alignment pattern with a "N", you may at any time
abort the check printing process and return to the menu by pressing
the ESC key.
6l - VOIDING PRINTED CHECKS
The last check written to a specific vendor may be voided by selecting
"F4" from the payments menu. This function will allow you to void the
last check written, either computer generated, or manual. Upon
selecting this function the following screen will appear:
ENTER VENDOR NUMBER:____
Enter the vendor number of the check to be voided. Finance Manager
will then search for the check and ask if you want to void it. The
following screen is displayed:
------------ VOID CHECK --------------
| |
| ENTER VENDOR NUMBER:____ |
| |
| CHECK NUMBER:______ |
| VOID THIS CHECK? (Y/N):_ |
| |
--------------------------------------
If you do not wish to void this check, answer with an "N" and you will
be allowed to enter another vendor number. If you do want to void it,
answer with a "Y". After answering with a "Y", in order to void the
check, FINANCE MANAGER will show you a detail of all transactions that
were paid with that check. Then you will be asked one more time if
you want to "VOID THIS CHECK?" in order to be sure that you really
want to void it.
After the check is voided you will return to the Payments Menu.
NOTE: You will only be allowed to void the last check written to any
one vendor.
PAGE 44
FINANCE MANAGER II - ACCOUNTS PAYABLE
6m - ENTERING MANUAL CHECKS
Another great feature included in the FINANCE MANAGER Accounts
Payables module is the ability to enter checks manually. This allows
you the flexibility of hand writing those checks which must be paid,
even if you do not want to do a full check run.
In order to use this feature, select "F5" from the Payments Menu.
Upon selecting this function you will be prompted for a vendor number
as below:
ENTER VENDOR NUMBER:____
After entering the vendor number for the manual check you wish to
write, you will be allowed to select transactions for payment as in
Section 6c - Selecting by Vendor Number. After you have selected the
transactions for payment, the following screen is displayed:
Enter DATE for Checks:__-__-__
Enter Manual Check Number:_____
G/L Check Account Number:_____
Enter the DATE, CHECK NUMBER and G/L ACCOUNT NUMBER as in section 6k -
Printing Checks. This procedure is just like printing checks, except
that no check will be printed. The transactions will be paid and the
total paid by the manual check will be displayed when it is finished.
You will then be returned to the Payments Menu for further processing.
PAGE 45
FINANCE MANAGER II - ACCOUNTS PAYABLE
SECTION SEVEN - OTHER FEATURES AND FUNCTIONS
The remainder of the features and functions of the Accounts Payable
Module are contained on the Accounts Payable Utilities Menu. These
features are also very powerful and important functions of this
module. To use these features select "F6" while on the Accounts
Payable Main Menu. The following menu will be shown:
|--------- A/P UTILITY MENU ---------|
| |
| ESC Return to A/P Main Menu |
| F1 SORT Transactions |
| F2 POST Transactions to GL |
| F3 A/P CONFIGURATION Settings |
| |
| |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
--------------------------------------
In this section we will discuss each function as well as its uses and
features. Since Configuration settings are required before you will
be able to enter any transactions, we will discuss this selection
first.
7a - CONFIGURATION SETTINGS
The configuration settings allow you to configure this module to your
specific company, and to its specific G/L account numbers. This
configuration is very important to your transactions, to pre-printed
continuous form checks, and to GL account numbers used.
By selecting "F3" from the Configuration menu you will see the
following screen:
ROW COLUMN
CHECK NUMBER( 6):27 73 STARTING ROW OF STUB:5
DATE( 8):31 45 MAXIMUM DETAIL LINES PER STUB:14
VENDOR NAME(30):35 12 NEXT CHECK NUMBER:1001
DECIMAL AMOUNT(14):31 65 VENDOR ADDRESS ON CHECK (Y/N):Y
AMOUNT WITH WORDS(50):33 12 DETAIL POSTING TO G/L (Y/N):Y
SIZE OF CHECK :42 80 G/L ACCOUNTS PAYABLE ACCOUNT:____
The configuration settings must be set up for each set of books which
you happen to have. Be sure to carefully employ the following
procedures when setting up your configuration settings:
PAGE 46
FINANCE MANAGER II - ACCOUNTS PAYABLE
1. The input fields on the left are the row and column print positions
on the continuous form checks which you will be using. The
defaults are set up to use the following pre-printed checks from
Nebs, Inc., Groton, MA 01471. To order, phone toll free
1-800-225-9550. The following product numbers should be ordered.
Continuous form checks Product 9021-1 (1 part)
9021-2 (2 part)
9021-3 (3 part)
Envelopes Product 775 DU-O-VUE
If you already have continuous form checks, or want to use another
kind, you may do so by changing the check printing location fields
above. The only requirement is that you use a TOP-STUB check.
There are eight print fields which you must specify for your
checks.
To set up the A/P check printing for your own checks you must tell
FINANCE MANAGER where to print the fields listed above. These are
as follows:
CHECK NUMBER: Location of check number on check
DATE: Location of check date
VENDOR NAME: Location of vendors name (and address)
DECIMAL AMOUNT: Location of decimal amount (i.e. 500.00)
AMOUNT WITH WORDS: Location of amount spelled out
(i.e. ***FIVE HUNDRED and NO/100)
SIZE OF CHECK: This is the number of rows and columns on the
physical check. Usually a check (including top
stub) is 7" X 8 1/2", which is 42 rows and 85
columns.
STARTING ROW: This is the first line available (from the
OF STUB top) for printing detail invoice information on
the check stub.
MAXIMUM DETAIL: This is the maximum number of detail text
LINES PER STUB lines that fit on the check stub.
Enter the data into the input fields for your specific pre-printed
checks. If your pre-printed check does not have a specific field
for one of the 5 print position fields, simply enter zero (0) in
the row field and the field will not be printed on your checks.
2. Next, enter your starting check number for your computer generated
checks. (i.e. Your first check number.)
3. At the VENDOR ADDRESS ON CHECK field, enter either "Y" or "N",
depending on whether or not your vendor's address is printed on the
check.
PAGE 47
FINANCE MANAGER II - ACCOUNTS PAYABLE
4. The next selection "DETAIL POSTING TO G/L" allows the option of
posting transactions to your G/L in detail or summary format.
Selecting detail posting will post each A/P transaction as a
separate G/L transaction; while answering "N" will cause the A/P
transactions to be grouped and summarized keeping the total number
of transactions posted to the G/L to a minimum. Which ever method
you choose the financial results will be the same. There is one
other difference, however, if you select the detail posting each
A/P transaction's date will be used in the resultant G/L
transaction while summary posting will prompt you for a date at the
time you post and use that date on the G/L transactions. If you
are a beginner and do not have many transactions, we suggest that
you select "Y" at this prompt.
5. Prior to setting up this configuration, you must set up (add) an
Accounts Payable account in your General Ledger Chart of Accounts
(using the General Ledger module). This account must be active in
your General Ledger Chart of Accounts in order to be able to select
it for use in this configuration setup. We recommend that you set
up the account for use by the Accounts Payable module only (i.e. do
not use these account numbers when entering your General Ledger
transactions).
This General Ledger account is the interface account, and is used
to interface the Accounts Payable Module with your General Ledger
Module. It's important to remember that the Accounts Payable
Module cannot be used without this important GL account.
Enter your G/L Accounts Payable account number at the input field.
You may use the "select account" feature by using the keypad arrow
keys. For easy selection, all active G/L liabilities accounts are
shown on the bottom half of the screen.
6. Finally, at the "ARE INPUTS CORRECT (Y/N)" prompt, answer "Y". If
you answer with "N", you will be returned to the first input line
in order to allow you to make more changes.
You may leave or skip over any field simply by pressing "return". You
may back up to a previous field simply by pressing the Backspace key.
Or you can easily quit, without saving any input, merely by pressing
the Esc key.
7b - SORTING TRANSACTIONS
The Accounts Payable module normally keeps transactions organized in
the order in which they are input. The Sort function allows the user
to choose the manner in which FINANCE MANAGER sorts or organizes the
transactions. Transactions may be sorted either by date of input,
transaction date, or vendor number order.
The sort procedure is not a required feature but it is useful, for
example, when printing transaction journals or vendor balance reports
and you would like to be sure that all transactions are in date order.
To accomplish this, all you have to do is select date order sort. It
PAGE 48
FINANCE MANAGER II - ACCOUNTS PAYABLE
would be good practice to sort the transactions once a month before
printing your reports. The sort order does not affect any report
balances and it is purely for cosmetic purposes.
To start sorting transactions, select "F1" at the Accounts Payable
Utilities Menu. The following screen appears:
|--------- SORT TRANSACTIONS --------|
| |
| ESC Return to Utilities Menu |
| F1 Transaction Input Order |
| F2 Date Order |
| F3 Vendor Number Order |
| F4 Department Order |
| |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
--------------------------------------
1. Select the order in which you would like to sort the transactions.
2. FINANCE MANAGER automatically sorts all transactions.
3. Press any key to exit and return to the Main Menu when the sort is
completed.
If you have more transactions than memory can hold at one time, the
default disk drive is used to store a temporary file while sorting
transactions. It is important to remember, therefore, that the
default drive must have adequate remaining disk space, and it must NOT
be "write protected".
If there is not enough space on your default drive to sort your file,
you must put an empty disk in this drive (usually drive A:) before
selecting your sort order. If you DO run out of disk space, your sort
is aborted and your transaction file remains unchanged.
If a temporary disk file is required for the sort, the system will
inform you and it will allow you to put a blank disk in your default
disk drive (NOT YOUR DATA DISK DRIVE). It is most important that you
DO NOT take out your data disk from its drive, or the program will be
aborted.
PAGE 49
FINANCE MANAGER II - ACCOUNTS PAYABLE
7c - POSTING TO THE GENERAL LEDGER
Accounts Payable Utilities Menu selection "F3" will post all
transactions entered into this module to your General Ledger books.
Depending on whether you selected the detail or summary post option in
the configuration (described above) your Accounts Payables
transactions are posted individually or are read, then summarized, and
then posted to your General Ledger in summary format.
You'll be pleased to know that this posting procedure is a smart
procedure. It will only post the transactions which have not already
been posted. Because of this incredible time-saving feature, you may
accidentally post as many times as you wish without the worry of any
errors or double posting.
This posting process is mandatory in order to interface with the G/L,
and should be done before you run any General Ledger reports. Without
running this procedure, no transactions or activity from this module
will be shown on your General Ledger reports.
NOTE: After this posting procedure is complete, the transactions which
were posted may no longer be changed as far as type, account
numbers or amounts.
Because of this unique safety feature, we recommend that you only post
after you are absolutely sure all transactions have been entered
correctly and that any adjustments have been made. Generally, a good
rule for you to follow is to post transactions once a month, on the
last day of that month.
After you have run this procedure, you can print any General Ledger
reports, and all activity from this module will be automatically
included in your General Ledger reports.
In order to run this procedure, select "F2" on the Accounts Payable
Utilities menu. If you selected the detail post configuration option
the posting will commence. If you did not select detail post you will
be prompted for a date to use when posting transactions to the General
Ledger. This prompt is as follows:
Enter Post Transaction Date:__-__-__
When using the summary post option this date will show on your General
Ledger transactions as the date of the posting. Usually this date
should be the current date (i.e. the last date for the current month).
If detail post was selected the General Ledger transactions will have
the same date as they do in the Accounts Payable Journal.
After you enter this date, the posting process will be run. You will
be able to watch its progress on the screen as it is reading
transactions and posting them to your General Ledger accounts.
PAGE 50
FINANCE MANAGER II - ACCOUNTS PAYABLE
PAGE 51
FINANCE MANAGER II - ACCOUNTS PAYABLE
SECTION EIGHT - ENHANCEMENTS & HINTS
8a - ENHNACEMENTS BY VERSION
Version 1.1 - First Release of this module.
Version 1.2 - All changes included in version 1.2 of the General
Ledger module.
- Provide "=" and "+" keys for invoice number input to get
same-as-reference-number or incremental invoice numbers
respectively.
- Added label sort by vendor company name.
- Added Payments Journal.
- Added G/L Distribution Report.
- Option to print labels only for last checks printed.
- Added transaction type selection to A/P Journal.
- Allow check writing to 85 columns for wide carriage
printers.
- Added sort by company name to Vendor Accounts Listing.
- Added "DETAIL POST" to General Ledger option.
- Payments posted to G/L now show Vendor Name, account and
check number.
- Fixed delete vendor problem.
Version 1.3 - All system changes included in version 1.3 of the
General Ledger module.
- Pop-up vendor selection window when selecting report
options.
- Pop-up vendor/chart of accounts window while entering
transaction search parameters.
- Enhanced format of Selected Payments Journal report.
- Added Vendor Account History report.
- Added new Open Invoices Report.
8b - HELPFUL HINTS AND SUGGESTIONS
* Keep a CURRENT backup copy of your data disk each time you update
your data. This will safeguard against loss of data due to a power
or other problem.
* Use the Shift PrtSc keys to make a hardcopy of current screen
display.
* You may run this module WITHOUT the interface to the General Ledger
module simply by not posting to the General Ledger (F2 on the
Utilities Menu). The system will, however, post to your General
Ledger when you do an End of Period Posting (F3 on the Utilities
Menu). To totally avoid any interface, simply set up this module
with a separate data file, using a different name than your General
Ledger data file name. You will, however, have to set up a few
dummy G/L accounts (the required G/L accounts needed to run this
module).
* When printing checks, be sure that your printer is in its default 10
character per inch mode, and that it is set with its normal margins.
PAGE 52
FINANCE MANAGER II - ACCOUNTS PAYABLE
Deviation from this will result in the inability to line up your
pre-printed checks.
PAGE 53
FINANCE MANAGER II - ACCOUNTS PAYABLE
SECTION NINE - ACCOUNTS PAYABLE DISK FILE NAMES
Listed below is a description of files on your accounts Payable disk.
File name Description
------------ ---------------------------------------------------
FMAP-DOC ARC - Archived A/P documentation manual (see PRINT-AP).
FMAP 000 - A/P module program overlay 0.
FMAP 001 - A/P module program overlay 1.
FMAP 002 - A/P module program overlay 2.
FMAP 003 - A/P module program overlay 3.
FMAP 004 - A/P module program overlay 4.
FMAP 005 - A/P module program overlay 5.
FMAP 006 - A/P module program overlay 6.
FMAP CHN - A/P program module.
PRINT-AP BAT - Prints documentation manual on your printer (PRN).
PKUNPAK EXE - De-Archive program for manual.
ORDER DOC - Blank order form which can be printed.
README BAT - Display this information on screen.
WORK APC - WORK demo A/P configuration file.
WORK APK - WORK demo A/P check data file.
WORK APV - WORK demo A/P vendor data file.
WORK APT - WORK demo A/P transaction data file.
WORK CHR - WORK demo Chart of Accounts data file.
WORK CNF - WORK demo System configuration file.
WORK GLT - WORK demo G/L transaction data file.
PAGE 54
FINANCE MANAGER II - ACCOUNTS PAYABLE
APPENDIX A - SAMPLE REPORTS
Table of Contents
Payable Journal ........................................ 56
Selected Payments Journal .............................. 57
Payable Aging Report ................................... 58
Schedule of Payables ................................... 59
Schedule of Payables - Trended ......................... 60
Open Invoices Report ................................... 61
Vendor Account History ................................. 62
Vendor Accounts List ................................... 63
Vendor Address Labels .................................. 64
Non-Posted Transaction Journal ......................... 65
Payments Journal ....................................... 66
General Ledger Distribution Report ..................... 67
PAGE 55
FINANCE MANAGER II - ACCOUNTS PAYABLE
JUL-8-89 YOUR COMPUTER COMPANY PAGE 1
11:28am WORK Demo Accounts Test
ACCOUNTS PAYABLE JOURNAL
JAN-89 Through JUN-89
DATE VEND VENDOR NAME INVOICE REFER # T AMOUNT
-------- ---- ----------------------------- -------- -------- - -------------
01-01-89 1800 Tree & Landscape Service 1234 1234 I 350.00
Yearly maint. contract
01-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
02-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
03-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
03-25-89 1300 Computer Supplies I 3,150.00
Purchase AT clone computer
04-01-89 1500 Coastside Comunications 8700000 8700000 I 5,000.00
Phone System
04-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
04-07-89 1000 Hooper International 8700001 8700001 I 40.00
Finance Manager G/L
04-07-89 1000 Hooper International 8700001 8700001 I 15.00
Finance Manager Acct. Reconcil
04-07-89 1000 Hooper International 8700001 8700001 I 20.00
Finance Manager Fin. Utilities
04-07-89 1000 Hooper International 8700001 8700001 I 30.00
Finance Manager A/R
04-07-89 1000 Hooper International 8700001 8700001 I 30.00
Finance Manager A/P
04-07-89 1000 Hooper International 8700001 8700001 D -20.25
Multi order Discount 15%
04-07-89 1200 ABC Office Supplies 8700002 8700002 I 210.00
Office Supplies
04-15-89 1300 Computer Supplies 8700003 8700003 I 50.00
Computer cables
04-25-89 1300 Computer Supplies 67534 67534 I 15,000.00
Purchase Computer Inventory
05-01-89 1800 Tree & Landscape Service 1234 1234 C 15.75
Finance Charge
05-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
06-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
-------------
32,890.50
PAGE 56
FINANCE MANAGER II - ACCOUNTS PAYABLE
Jul-8-89 YOUR COMPUTER COMPANY PAGE 1
11:28am WORK Demo Accounts Test
SELECTED PAYMENTS JOURNAL
DUE DATE T DESCRIPTION INVOICE AMT DISC. AMT NET AMOUNT
-------- - ------------------------------ ------------ ---------- ------------
1000 Hooper International
-------------------------
04-22-89 D Multi order discount 15% 20.25 -20.25
04-22-89 I Finance Manager A/P 30.00 0.00 30.00
04-22-89 I Finance Manager A/R 30.00 0.00 30.00
04-22-89 I Finance Manager Fin. Utilities 20.00 0.00 20.00
04-22-89 I Finance Manager Acct. Reconcil 15.00 0.00 15.00
04-22-89 I Finance Manager G/L 40.00 0.00 40.00
------------
TOTAL 114.75
1100 Jones Corporation
----------------------
05-16-89 I Monthly office rent 1,500.00 0.00 1,500.00
------------
TOTAL 1,500.00
1200 ABC Office Supplies
------------------------
04-22-89 I Office supplies 210.00 0.00 210.00
------------
TOTAL 210.00
1300 Computer Supplies
----------------------
05-30-89 I Computer cables 50.00 0.00 50.00
05-09-89 I Computer Supplies 3,150.00 0.00 3,150.00
------------
TOTAL 3,200.00
1500 Coastside Communications
-----------------------------
05-16-89 I Phone System 5,000.00 0.00 5,000.00
------------
TOTAL 5,000.00
1800 Tree & Landscape Service
-----------------------------
01-31-89 I Yearly maint. contract 350.00 0.00 350.00
------------
TOTAL 350.00
============
GRAND TOTAL 10,374.75
PAGE 57
FINANCE MANAGER II - ACCOUNTS PAYABLE
JUL-8-89 YOUR COMPUTER COMPANY PAGE 1
11:30am WORK Demo Accounts Test
PAYABLE AGING
As of JUN-8-89
------ Days Past Due -----
VEND VENDOR NAME CURRENT 1 - 30 31 - 60
---- ------------------------------ ------------ ------------ ------------
1000 Hooper International 0.00 0.00 114.75
1100 Jones Corporation 3,000.00 1,500.00 1,500.00
1200 ABC Office Supplies 0.00 0.00 210.00
1300 Computer Supplies 15,000.00 3,200.00 0.00
1400 Soaps Inc. 0.00 0.00 0.00
1500 Coastside Comunications 0.00 5,000.00 0.00
1600 The Happy Balloon Ltd. 0.00 0.00 0.00
1700 John Smith and Associates 0.00 0.00 0.00
1800 Tree & Landscape Service 0.00 15.75 0.00
------------ ------------ ------------
18,000.00 9,715.75 1,824.75
PAGE 58
FINANCE MANAGER II - ACCOUNTS PAYABLE
JUL-8-89 YOUR COMPUTER COMPANY PAGE 1
11:31am WORK Demo Accounts Test
SCHEDULE OF PAYABLES
JUN-89
VEND VENDOR NAME BALANCE
---- ----------------------------- -------------
1000 Hooper International 114.75
1100 Jones Corporation 4,500.00
1200 ABC Office Supplies 210.00
1300 Computer Supplies 18,200.00
1400 Soaps Inc. 0.00
1500 Coastside Comunications 5,000.00
1600 The Happy Balloon Ltd. 0.00
1700 John Smith and Associates 0.00
1800 Tree & Landscape Service 365.75
-------------
Total Payable 28,390.50
PAGE 59
FINANCE MANAGER II - ACCOUNTS PAYABLE
JUL-8-89 YOUR COMPUTER COMPANY PAGE 1
11:31am WORK Demo Accounts Test
SCHEDULE OF PAYABLES
APR-89 Through JUN-89
VEND VENDOR NAME APR-89 MAY-89 JUN-89
---- ---------------------------- ------------- ------------- -------------
1 test 0.00 0.00 0.00
1000 Hooper International 114.75 114.75 114.75
1100 Jones Corporation 1,500.00 3,000.00 4,500.00
1200 ABC Office Supplies 210.00 210.00 210.00
1300 Computer Supplies 18,200.00 18,200.00 18,200.00
1400 Soaps Inc. 0.00 0.00 0.00
1500 Coastside Comunications 5,000.00 5,000.00 5,000.00
1600 The Happy Balloon Ltd. 0.00 0.00 0.00
1700 John Smith and Associates 0.00 0.00 0.00
1800 Tree & Landscape Service 350.00 365.75 365.75
------------ ------------- -------------
Total Payable 25,374.75 26,890.50 28,390.50
PAGE 60
FINANCE MANAGER II - ACCOUNTS PAYABLE
JUL-8-89 YOUR COMPUTER COMPANY PAGE 1
11:31am WORK Demo Accounts Test
OPEN INVOICES
DUE DATE T DESCRIPTION INVOICE ORIG AMOUNT UNPAID AMOUNT
-------- - ------------------------------ --------- ------------- -------------
1000 Hooper International
-------------------------
04-22-89 I Finance Manager G/L 8700001 40.00 40.00
04-22-89 I Finance Manager Acct. Reconcil 8700001 15.00 15.00
04-22-89 I Finance Manager Fin. Utilities 8700001 20.00 20.00
04-22-89 I Finance Manager A/R 8700001 30.00 30.00
04-22-89 I Finance Manager A/P 8700001 30.00 30.00
04-22-89 D Multi order discount 15% 8700001 -20.25 -20.25
------------- -------------
TOTAL 114.75 114.75
1100 Jones Corporation
----------------------
05-16-89 I Monthly office rent 1,500.00 1,500.00
------------- -------------
TOTAL 1,500.00 1,500.00
1200 ABC Office Supplies
------------------------
04-22-89 I Office supplies 87123 210.00 210.00
------------- -------------
TOTAL 210.00 210.00
1300 Computer Supplies
----------------------
05-09-89 I Computer Supplies 3,150.00 3,150.00
05-30-89 I Computer cables 6478 50.00 50.00
------------- -------------
TOTAL 3,200.00 3,200.00
1500 Coastside Communications
-----------------------------
05-16-89 I Phone System 870000 5,000.00 5,000.00
------------- -------------
TOTAL 5,000.00 5,000.00
1800 Tree & Landscape Service
-----------------------------
01-31-89 I Yearly maint. contract 1234 350.00 350.00
------------- -------------
TOTAL 350.00 350.00
-------------
GRAND TOTAL 10,374.75
PAGE 61
FINANCE MANAGER II - ACCOUNTS PAYABLE
JUL-8-89 YOUR COMPUTER COMPANY PAGE 1
11:31am WORK Demo Accounts Test
VENDOR ACCOUNT HISTORY
APR-89
DATE T DESCRIPTION INVOICE REFERENCE AMOUNT
-------- - ------------------------------ --------- --------- -------------
1000 Hooper International
-------------------------
BEGINNING BALANCE 0.00
04-07-89 I Finance Manager G/L 8700001 8700001 40.00
04-07-89 I Finance Manager Acct. Reconcil 8700001 8700001 15.00
04-07-89 I Finance Manager Fin. Utilities 8700001 8700001 20.00
04-07-89 I Finance Manager A/R 8700001 8700001 30.00
04-07-89 I Finance Manager A/P 8700001 8700001 30.00
04-07-89 D Multi order discount 15% 8700001 8700001 -20.25
-------------
ENDING BALANCE 114.75
1100 Jones Corporation
----------------------
BEGINNING BALANCE 0.00
04-01-89 I Monthly office rent 1,500.00
-------------
ENDING BALANCE 1,500.00
1200 ABC Office Supplies
------------------------
BEGINNING BALANCE 0.00
04-07-89 I Office supplies 87123 87123 210.00
-------------
ENDING BALANCE 210.00
1300 Computer Supplies
----------------------
BEGINNING BALANCE 3,150.00
04-15-89 I Computer cables 6478 6478 50.00
-------------
ENDING BALANCE 3,200.00
1400 Soaps Incorporated
-----------------------
BEGINNING BALANCE 0.00
-------------
ENDING BALANCE 0.00
1500 Coastside Communications
-----------------------------
BEGINNING BALANCE 0.00
04-01-89 I Phone System 870000 870000 5,000.00
-------------
ENDING BALANCE 5,000.00
-------------
GRAND TOTAL 10,024.75
PAGE 62
FINANCE MANAGER II - ACCOUNTS PAYABLE
JUL-8-89 YOUR COMPUTER COMPANY PAGE 1
11:32am WORK Demo Accounts Test
VENDOR ACCOUNTS LISTING
ACT# VENDOR NAME & ADDRESS PHONE TERMS
---- ------------------------------ ------------ ----------------
1000 Accounts Receivable 813-466-0050 Disc Pct : 0.00 %
Hooper International Discount Days: 0
P.O. Box 08430 Net Due Days :10
Fort Myers FL 33908-8430
1100 Attn: John Jones 800-555-1212 Disc Pct : 0.00 %
Jones Corporation Discount Days: 0
555 Main Street Net Due Days :15
Fort Myers FL 33111
1200 Mrs. Smith 206-123-4040 Disc Pct : 0.00 %
ABC Office Supplies Discount Days: 0
4753 Supply Blvd. Net Due Days :15
Seattle WA 98000
1300 Attn: C. Crabtree 912-555-1212 Disc Pct : 2.00 %
Computer Supplies Discount Days:10
2010 Seacoast Drive Net Due Days :45
Atlanta GA 11111
1400 Accounts Receivable 813-555-1212 Disc Pct : 0.00 %
Soaps Inc. Discount Days: 0
1011 First Street NW Net Due Days :30
Fort Myers FL 33333
1500 Accounts Receivable 813-511-1000 Disc Pct : 2.00 %
Coastside Comunications Discount Days:10
8100 Tech Center Drive Net Due Days :45
Fort Myers FL 33123
1600 Rick Johnston 813-444-3333 Disc Pct : 0.00 %
The Happy Balloon Ltd. Discount Days: 0
6434 102nd Avenue Net Due Days :30
Fort Myers FL 33911
1700 Attn: Accounts Payable Dept. 303-123-4567 Disc Pct : 0.00 %
John Smith and Associates Discount Days: 0
3000 Main Street Net Due Days :45
Denver CO 80000-0000
1800 Jerry Smith 213-444-3000 Disc Pct : 0.00 %
Tree & Landscape Service Discount Days: 0
755 Picosa Street Net Due Days :30
Fort Myers FL 33900
PAGE 63
FINANCE MANAGER II - ACCOUNTS PAYABLE
YOUR COMPUTER COMPANY
WORK Demo Accounts Test
VENDOR LABELS
1300
Attn: C. Crabtree
Computer Supplies
2010 Seacoast Drive
Atlanta GA 11111
1100
Attn: John Jones
Jones Corporation
555 Main Street
Fort Myers FL 33111
1500
Accounts Receivable
Coastside Comunications
8100 Tech Center Drive
Fort Myers FL 33123
1400
Accounts Receivable
Soaps Inc.
1011 First Street NW
Fort Myers FL 33333
1800
Jerry Smith
Tree & Landscape Service
755 Picosa Street
Fort Myers FL 33900
1000
Accounts Receivable
Hooper International
P.O. Box 08430
Fort Myers FL 33908-8430
1600
Rick Johnston
The Happy Balloon Ltd.
6434 102nd Avenue
Fort Myers FL 33911
1700
Attn: Accounts Payable Dept.
John Smith and Associates
3000 Main Street
Denver CO 80000-0000
PAGE 64
FINANCE MANAGER II - ACCOUNTS PAYABLE
JUL-8-89 YOUR COMPUTER COMPANY PAGE 1
11:32am WORK Demo Accounts Test
NON POSTED TRANSACTIONS JOURNAL
DATE VEND VENDOR NAME INVOICE REFER # T AMOUNT
-------- ---- ----------------------------- -------- -------- - -------------
04-07-89 1000 Hooper International 8700001 8700001 I 40.00
Finance Manager G/L
04-07-89 1000 Hooper International 8700001 8700001 I 15.00
Finance Manager Acct. Reconcil
04-07-89 1000 Hooper International 8700001 8700001 I 20.00
Finance Manager Fin. Utilities
04-07-89 1000 Hooper International 8700001 8700001 I 30.00
Finance Manager A/R
04-07-89 1000 Hooper International 8700001 8700001 I 30.00
Finance Manager A/P
04-07-89 1000 Hooper International 8700001 8700001 D -20.25
Multi order Discount 15%
01-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
02-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
03-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
04-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
05-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
06-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
07-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
04-07-89 1200 ABC Office Supplies 8700002 8700002 I 210.00
Office Supplies
03-25-89 1300 Computer Supplies I 3,150.00
Purchase AT clone computer
04-15-89 1300 Computer Supplies 8700003 8700003 I 50.00
Computer cables
04-25-89 1300 Computer Supplies 67534 67534 I 15,000.00
Purchase Computer Inventory
04-01-89 1500 Coastside Comunications 8700000 8700000 I 5,000.00
Phone System
01-01-89 1800 Tree & Landscape Service 1234 1234 I 350.00
Yearly maint. contract
05-01-89 1800 Tree & Landscape Service 1234 1234 C 15.75
Finance Charge
-------------
34,390.50
PAGE 65
FINANCE MANAGER II - ACCOUNTS PAYABLE
JUL-8-89 YOUR COMPUTER COMPANY PAGE 1
11:32am WORK Demo Accounts Test
PAYMENTS JOURNAL
DATE VEND VENDOR NAME ACT# CHECK# AMOUNT
-------- ---- ----------------------------- ---- ------ ------------
05-01-89 1000 Hooper International 1010 1001 114.75
05-01-89 1200 ABC Office Supplies 1010 1002 210.00 VOIDED
05-01-89 1800 Tree & Landscape Service 1010 1003 365.75
05-15-89 1200 ABC Office Supplies 1010 1004 210.00
------------
690.50
PAGE 66
FINANCE MANAGER II - ACCOUNTS PAYABLE
JUL-8-89 YOUR COMPUTER COMPANY PAGE 1
11:32am WORK Demo Accounts Test
PAYABLES G/L DISTRIBUTION
JAN-89 Through DEC-89
ACT# ACCOUNT NAME DEBITS CREDITS
---- ------------------------- ----------- -----------
1010 Checking Account #1 690.50
1300 Software Inventory 5,000.00
1400 Hardware Inventory 10,000.00
1500 IBM Personal Computer 3,150.00
1530 Other Computer Equipment 50.00
1550 Computer Software 114.75
1600 Office Building 5,000.00
2000 Accounts Payable 29,200.00
5620 Office expenses 200.00
5630 Rent on business property 6,000.00
5670 Sales tax expense 10.00
5900 Misc other expenses 365.75
----------- -----------
29,890.50 29,890.50
PAGE 67
FINANCE MANAGER II - ACCOUNTS PAYABLE
FINANCE MANAGER II USER COMMENT FORM
_ _
Product being used: |_|General Ledger |_|Account Reconciliation
_ _
|_|Accounts Receivable |_|Accounts Payable
_ _
|_|Financial Utilities |_|Payroll
_ _ _
Use of product: |_|Business |_|Personal |_|Other____________________
What type of computer are you using:__________________________________
Do you have a unique use for this product?_____ If so please explain.
______________________________________________________________________
Please circle your rating: Poor Fair Average Very Good Excellent
---- ---- ------- --------- ---------
Performance. x x x x x
Documentation. x x x x x
Ease of learning. x x x x x
Ease of use. x x x x x
Manual Reliability. x x x x x
Error Handling. x x x x x
Support. x x x x x
Value. x x x x x
Did you find any problems in using this product? Please describe.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Do you have any suggestions for improving this program and/or
documentation. Use the reverse side of this form if necessary:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Please add any other comments about product on reverse side of form.
RETURN THE COMPLETED FORM AND HOOPER INTERNATIONAL
ANY ADDITIONAL CORRESPONDENCE TO: P.O. Box 62219
Colorado Springs, CO 80962
PAGE 68
FINANCE MANAGER II - ACCOUNTS PAYABLE
-----------------------------------------------------------------------
| F I N A N C E M A N A G E R II O R D E R F O R M |
| |
| MAIL:Hooper International 24 Hr ORDER LINE:1-800-245-7789 |
| TO P.O. Box 62219 24 Hr FAX line:(719) 528-8997 |
| Colorado Springs, CO 80962 |
| U.S.A. Tech Support:(719) 528-8989 |
|---------------------------------------------------------------------|
| Mastercard:___ Visa:___ Amex:___ Check:___ (U.S. FUNDS ONLY) |
| |
| Card Number:________________________________ Expiration:__________ |
| |
| Name:______________________________ Signature:_____________________ |
| |
| Company Name:_______________________________ PC Brand:_____________ |
| |
| Address:____________________________________ DISK SIZE:3"___ 5"___ |
| |
| City:____________________________ State:____ Zipcode:____________ |
| |
| Country:______________________________ Phone:(____)_____________ |
| |
| Registration number on disk you were evaluating:___________________ |
| |
| How did you hear about FINANCE MANAGER?___________________________lap
|---------------------------------------------------------------------|
| ITEMS ORDERED - Version 1.3 |QTY|UNIT PRICE| AMOUNT |
|--------------------------------------------|---|----------|---------|
| FINANCE MANAGER II - REGISTERED COPIES: | | | |
| | | | |
| GENERAL LEDGER (Main module) | _ | $49.95 | $ |
| | | | |
| Accounts Receivable | _ | $36.95 | $ |
| | | | |
| Accounts Payable | _ | $36.95 | $ |
| | | | |
| Payroll | _ | $41.95 | $ |
| | | | |
| Account Reconciliation | _ | $14.95 | $ |
| | | | |
| Financial Utilities | _ | $25.95 | $ |
| | | | |
| | | | |
| EVALUATION COPY of General Ledger Lite | _ | $ 3.00 | $ |
|-----------------------------------------------------------|---------|
| SUBTOTAL | $ |
|-----------------------------------------------------------|---------|
| LESS QUANTITY DISCOUNT SCHEDULE PER ORDER | |
| 3 or 4 modules = 10% discount, 5+ modules 15% discount|$< >|
|-----------------------------------------------------------|---------|
| ADD Shipping/Handling charge | $ 3.00 |
|-----------------------------------------------------------|---------|
| ADD AIR MAIL POSTAGE for orders $3.00 | |
| shipped out of North America per module | $ |
|-----------------------------------------------------------|---------|
| TOTAL | $ |
|-----------------------------------------------------------|---------|
| Colorado residents add 6.5% sales tax | $ |
|-----------------------------------------------------------|---------|
| Prices subject to change. | |
| All amounts in US currency. GRAND TOTAL (US $) | $ |
-----------------------------------------------------------------------
PAGE 69
FMAP.DOC
FINANCE MANAGER II
ACCOUNTS PAYABLE LITE
USER'S MANUAL
Version 1.3f
Hooper International
P.O. Box 62219
Colorado Springs, CO 80962
Copyright (C) 1986-1989 by Hooper International
All rights reserved.
COPYRIGHT NOTICE
FINANCE MANAGER is not a public domain program. It is Copyright (C)
1986-1989 by Hooper International.
No part of this manual may be reproduced, translated, in any form or
by any means, without the prior written permission of Hooper
International.
The software described in this manual is protected by copyright laws.
Copyright (C) 1986-1989 Hooper International
RESTRICTED PERMISSION TO COPY
Clubs and other non-profit organizations are granted permission by
Hooper International to copy the evaluation version of this program,
as well as its documentation, for member use only. It is imperative
that you be aware that said member use is subject to the following
strictly-enforced restrictions:
No price may be charged, by club or user group, for the software
or documentation. A distribution fee may be charged solely for
the cost of the diskette, as long as the total charge does not
exceed $8.
It is imperative that club members be informed of the
user-support concept, which allows them to become familiar with
FINANCE MANAGER through evaluation and hands-on use. It is also
imperative that member users be informed that the program as well
as its documentation is the sole property of Hooper
International. Members, without exception, must be encouraged to
support its use by sending their user payments directly to Hooper
International.
This software and documentation is fully copyrighted by Hooper
International and may not be modified in any way or manner
whatsoever. The complete package must be distributed intact, as
a self-complementing unit.
i
WARRANTY INFORMATION
HOOPER INTERNATIONAL LICENSES THIS SOFTWARE AND MANUAL "AS IS" WITHOUT
WARRANTY OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING, BUT NOT
LIMITED TO, THE PARTICULAR PURPOSE. HOOPER INTERNATIONAL DOES NOT
WARRANT THAT THE "FINANCE MANAGER" SOFTWARE WILL MEET YOUR
REQUIREMENTS, OR THAT THE OPERATION OF FINANCE MANAGER WILL BE
UNINTERRUPTED OR ERROR FREE.
IN NO EVENT WILL HOOPER INTERNATIONAL BE LIABLE FOR CONSEQUENTIAL,
INCIDENTAL, INDIRECT OR OTHER DAMAGES, INCLUDING ANY LOST PROFITS,
LOST SAVINGS, OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT
OF THE USE OF, OR INABILITY TO USE, THESE PROGRAMS, EVEN IF HOOPER
INTERNATIONAL HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, OR
FOR ANY CLAIM BY ANY OTHER PARTY.
Please keep in mind, WE DO NOT ACCEPT RETURNS OR GIVE REFUNDS ON
REGISTERED COPIES. Instead, we give you every opportunity to try the
software before you decide to register your copy. We will, however,
replace defective disks for a minimal shipping and handling charge of
$5.00, for up to a period of 90 days from initial shipping date.
Please note that defective disks must be returned prepaid and insured
by sender. In this way, we are assured of complete customer
satisfaction. And, as you can see, we value your business.
Information in this manual is subject to change without notice and
does not represent a commitment on the part of Hooper International.
This product could include technical inaccuracies or typographical
errors. Changes are periodically made to the information herein;
these changes may be incorporated in new additions of this
publication.
PRODUCT INFORMATION
FINANCE MANAGER II is an extraordinary, easy-to-understand,
user-supported software package. Since we are dedicated to customer
satisfaction, we heartily recommend that you take advantage of the
incredible money-saving opportunity that we offer, allowing you to use
the evaluation copy in order to determine its suitability to your
individual financial application. Please do this, and discover for
yourself that this software is easy to use and certainly what you've
been hoping it would be, before registering your copy with us. We
sincerely value customer satisfaction.
Since we are so confident of your satisfaction with our software, we
are able to offer evaluation copies at an unbelievable minimal cost to
you. We therefore urge you to take advantage of inspecting and
evaluating this software, including hands-on use for your particular
needs and financial applications. This is an unprecedented
opportunity for complete customer satisfaction before you make any
outlay of money for an individually-registered copy. We want your
name to be added to our ever-growing list of satisfied customers
throughout the world!
ii
Finance Manager II is User-Supported (Shareware) software. If you are
using this software, and find it to be of value to you, your payment is
necessary and appreciated.
You are encouraged to copy this software and share it freely with
others. You have the luxury of trying out the complete programs, at
your own pace and in the comfort of your own home or workplace. This
is not a crippled or "demo" copy, but the complete working version of
the program.
After you have used Finance Manager for a reasonable evaluation period
you should either discontinue use of the program or purchase a
licensed copy from Hooper International or from an authorized dealer.
Your support is important and greatly appreciated. With it,
User-supported (Shareware) authors are encouraged to design and
distribute new products. Without it, a great deal of high quality,
low cost software will cease to be available.
_______
____|__ | (tm)
--| | |------------------
| ____|__ | Association of
| | |_| Shareware
|__| o | Professionals
-----| | |--------------------
|___|___| MEMBER
Hooper International is a member of the Assocication of Shareware
Professionals and agrees with the association's standards of integrity
in software distribution.
iii
FINANCE MANAGER II - ACCOUNTS PAYABLE
TABLE OF CONTENTS
COPYRIGHT NOTICE ........................................... i
RESTRICTED PERMISSION TO COPY .............................. i
WARRANTY INFORMATION ....................................... ii
PRODUCT INFORMATION ........................................ ii
SECTION ONE - GETTING STARTED
1a - Introduction ...................................... 3
1b - System requirements ............................... 4
1c - System Flowcharts ................................. 5
1d - Using the demo accounts ........................... 6
1e - Running the Accounts Payable module ............... 6
SECTION TWO - THE ACCOUNTS PAYABLE MAIN MENU ............... 8
SECTION THREE - VENDOR ACCOUNTS ............................ 9
3a - What are vendor accounts .......................... 9
3b - Vendor accounts organization ...................... 9
3c - Vendor accounts data fields ....................... 9
3d - Getting familiar with vendor account .............. 10
3e - Entering your own vendor Accounts ................. 11
3f - Changing existing vendors ......................... 13
3g - Deleting vendors .................................. 14
3h - Suggested method for setting beginning balances.... 14
SECTION FOUR - TRANSACTIONS ................................ 16
4a - What are transactions ............................. 16
4b - Transaction data fields ........................... 16
4c - Getting familiar with transactions ................ 18
4d - Entering transactions ............................. 19
4e - Entering multiple distributions ................... 22
4f - Changing existing transactions .................... 23
4g - Deleting transactions ............................. 25
4h - Points to remember ................................ 26
SECTION FIVE - REPORTS ..................................... 28
5a - General instructions for generating reports ....... 28
5b - Printing the Accounts Payable Journal ............. 29
5c - Printing the Payable Aging Report ................. 30
5d - Printing the Schedule of Payables Report........... 31
5e - Printing the Open Invoices Report ................. 31
5f - Printing Vendor Account History ................... 31
5g - Printing the Vendor Accounts List ................. 32
5h - Printing the Vendor Address Labels ................ 33
5i - Printing the Non-posted Transaction Journal ....... 34
5j - Printing the Payments Journal ..................... 35
5k - Printing the General Ledger Distribution Report ... 35
SECTION SIX - MAKING VENDOR PAYMENTS ....................... 37
PAGE 1
FINANCE MANAGER II - ACCOUNTS PAYABLE
6a - Selecting invoices for payment .................... 37
6b - Selecting from all invoices ....................... 40
6c - Selecting by Vendor number ........................ 40
6d - Selecting by Invoice number ....................... 40
6e - Selecting by due date ............................. 41
6f - Selecting by discount date ........................ 41
6g - Paying specific amount to vendor .................. 41
6h - Paying all invoices ............................... 42
6i - Clearing selected payments ........................ 42
6j - Printing selected payments journal ................ 42
6k - Printing checks ................................... 43
6l - Voiding printed checks ............................ 44
6m - Entering manual checks ............................ 45
SECTION SEVEN - OTHER FEATURES AND FUNCTIONS ............... 46
7a - Configuration settings ............................ 46
7b - Sorting Transactions .............................. 48
7c - Posting to the General Ledger ..................... 50
SECTION EIGHT - ENHANCEMENTS & HINTS ....................... 52
8a - Enhancements by Version ........................... 52
8b - Helpful hints and suggestions ..................... 52
SECTION NINE - ACCOUNTS PAYABLE DISK FILE NAMES ............ 54
APPENDIX A - SAMPLE REPORTS ................................ 55
USER COMMENT FORM .......................................... 68
ORDER FORM ................................................. 69
PAGE 2
FINANCE MANAGER II - ACCOUNTS PAYABLE
SECTION ONE - GETTING STARTED
1a - INTRODUCTION
The FINANCE MANAGER "Accounts Payable" module provides you with a
wonderfully simple way to keep track of all of your vendor Payables.
Likewise, you'll be delighted to note that the module is an essential
element in easily managing your cash flow. Vendor (companies you
purchase from) information and balances are always available to you
through on-line features. This simple-to-use module will also greatly
enhance your ability to track and to pay your vendors on time.
Multiple distribution and full integration into your General Ledger
will save you hours of time, effort and money. Apply this module to
your needs and you will be thankful to us for allowing you, with
little cost, to become familiar with this incredible and easy-to-use
software. Be assured, we value you as our customer and are dedicated
to customer satisfaction.
Some of the helpful, time-saving, and outstanding features of this
module are as follows:
* Vendor accounts features
- Zipcode sorted labels
- Set discount days and percent
- Set net due days
- Up to 2,000 vendors (w/640K memory)
- Vendor accounts listing in company order
* Transaction entry features
- Multiple G/L distributions
- Prior period adjustments allowed
- Miscellaneous debits & credits
- Up to 32,000 transactions per year
- Easy to correct or delete transactions
- Multiple field transaction search capabilities
- All transactions can be posted to your GL
- Sort by date, Vendor or input order
* Check writing features
- Uses ANY continuous form top-stub checks
- Advanced payment selection options
- Selected payments journal
- Ability to void printed checks
- Manual checks can be entered
- Use window envelopes for checks
* Reports features
- Provides full range of reports including:
Payable journal
Open invoices report
Vendor account history
Aging report
Schedule of Payables
Vendor accounts list
Vendor address labels
Non-posted transactions journal
PAGE 3
FINANCE MANAGER II - ACCOUNTS PAYABLE
Payments journal
General Ledger distribution report
- Print reports on your printer, or
- Save reports on disk, or
- Display reports on your screen
- Reports may be printed multiple times
* Integration
- Transactions can be posted to the General Ledger with no
additional inputs required
* Fiscal year features
- Use with any fiscal year
- Multiple years on-line at one time
- Books need not be closed in order to begin next month or
year
* System features
- Posts to G/L in summary or detail format
- Posts each check written to proper G/L account
- Defaults for all input fields
- No monthly closing hassle to go through
- Allows you to post or pre-date all transactions
This manual assumes you have, from an accounting point of view, a
working knowledge of how an accounts-payable system operates. If you
are new to accounts-payable bookkeeping, however, we suggest you
either consult your accountant or get a book on accounts-payable
bookkeeping. We do, nevertheless, try to explain each feature and
function in layman terms, so it will be easy to understand with
minimal confusion. This system is uniquely set up for the ease of
operation by the novice. Consequently, sample basic transactions are
included on your disk (filename "WORK") for your practice sessions.
1b - SYSTEM REQUIREMENTS
- FINANCE MANAGER II General Ledger version 1.3
- IBM PC, XT, AT, PS/2 or compatible
- 384K memory (more memory allows more vendors)
- Two 360K disk drives (or 1 DSHD or Hard disk)
- Dos 2.0 or higher
PAGE 4
FINANCE MANAGER II - ACCOUNTS PAYABLE
1c - SYSTEM FLOWCHARTS
---------------------------------
| ACCOUNTS PAYABLE MAIN MENU |
---------------------------------
|
----------------------------------------------------
| | | | | |
INPUT CHANGE/DELETE REPORTS UPDATE PAYMENTS UTILITY
TRANS TRANSACTIONS MENU VENDOR MENU MENU
ACCOUNTS
---------------------------------
| ACCOUNTS PAYABLE REPORTS MENU |
---------------------------------
|
---------------------------------------------------------------
| | | | | | | | | |
A/P | SCHEDULE | VENDOR | VENDOR | PAYMENTS |
JOURNAL | OF | ACCOUNT | ADDRESS | JOURNAL |
| PAYABLES | HISTORY | LABELS | |
A/P OPEN VENDOR NON-POST G/L
AGING INVOICES ACCOUNTS TRANSACTION DISTRIBUTION
REPORT LIST JOURNAL
-----------------
| PAYMENTS MENU |
-----------------
|
-------------------------------------
| | | | |
PAYMENT SELECTED PRINT VOID MANUAL
SELECTION PAYMENTS CHECKS PRINTED CHECKS
JOURNAL CHECKS
------------------
| UTILITIES MENU |
------------------
|
-------------------------------------------
| | | |
SORT POST END OF A/P
TRANSACTIONS TRANSACTIONS PERIOD CONFIGURATION
TO G/L POSTING SETTINGS
PAGE 5
FINANCE MANAGER II - ACCOUNTS PAYABLE
1d - USING THE DEMO ACCOUNTS
Included, at no extra cost with the "Accounts Payable" module, is a
set of sample/demo accounts for practice use. On your disk are some
files with the name of "WORK". In order to use these demo files,
simply copy all of the "WORK.*" files onto a blank disk to be used as
your demo disk. When starting up FINANCE MANAGER, use this disk as
your data disk and put it in the appropriate disk drive (usually B:).
When FINANCE MANAGER asks you for the File name, enter "WORK". The
use of these demo files will very likely get you going faster and help
you to use this module to your best advantage.
It is important to remember that you do not use these demo files when
you are setting up your own live data, since demo files obviously
contain existing practice-only data as well as existing practice-only
demo vendors. Setting up a new "live" set of books, however, is very
simple and is thoroughly described in the following section.
1e - RUNNING THE ACCOUNTS PAYABLE MODULE
To run the "Accounts Payable" module, you must first install it by
following the instructions under "Installing FINANCE MANAGER" in the
"Getting Started" manual. After it is installed, follow the simple
steps in the order given below:
1. Start up FINANCE MANAGER per the instructions in the "Getting
Started" Manual. Upon starting FINANCE MANAGER, you must
decide to use either live data or the practice-only demo
accounts data on the Accounts Payable Documentation & Demo
disk. If you prefer to practice and experiment, you should
remember to use the Demo disk. If you wish to set up your own
live Accounts Payable, you should put your FINANCE MANAGER
General Ledger data disk in your drive B: (not necessary if you
have a hard disk).
2. At the disk drive prompt, enter the disk drive letter where you
put your Demo or G/L data disk, usually drive B: (or C: if you
have a hard disk).
3. At the Enter Filename prompt, enter the name of the data file
you want to use ("WORK" if you have the demo disk in drive B:,
or if you are using your live G/L data files enter the filename
of its files).
Remember, you can only use this module if you have previously
set up your General Ledger data files using the General Ledger
module. When using the demo data files, this has already been
done for you.
4. You will now be at the FINANCE MANAGER Master Menu.
5. OPTIONAL: If you have not already done so (when you set up your
G/L data files), you may go to the System Utilities
Menu and change any system defaults. This may,
PAGE 6
FINANCE MANAGER II - ACCOUNTS PAYABLE
however, be done at any time and is not necessary to
run FINANCE MANAGER. We do, however, suggest you set
up the "Compressed" and "Normal" print codes before
printing the A/P reports, since you will find it is
required for a few of them.
6. Next you must add an account to your General Ledger Chart of
Accounts. Set up an Accounts Payable (type L) account. This
G/L account is required to use the A/P module. See your
General Ledger documentation manual on setting up your Chart of
Accounts. If you have this account already setup in your
General Ledger Chart of Accounts, this step is not necessary.
7. From the FINANCE MANAGER master menu: If you have floppy disks,
put your Accounts Payable program disk into drive A: (if you
have not already done so). Then select menu "F3", and this
will take you into Accounts Payable. If this is the first time
you are using Accounts Payable for this set of books, the
system will ask you: Create File (Y/N), which you should answer
with a "Y". This procedure will create all the necessary
Accounts Payable Data files. Don't worry it will not damage
your General Ledger data files.
8. You should now select "F6", and then "F4", in order to set up
your A/P configuration settings. This step is important since
it will set up the interface with your General Ledger Chart of
Accounts. See section 7a for details.
9. Return to the A/P main menu and select "F4" to set up your
vendors. See section three on vendor Accounts.
10. After setting up your vendors, you may print a vendor Accounts
listing. See section 5 on reports.
11. You are now ready to input transactions (invoices). See
section 4 on Transactions.
12. After you have entered some transactions, you may print an
Accounts Payable Journal report to see what you have entered.
See section five on reports.
13. Print any other reports as required. The two most useful
reports are "OPEN INVOICES REPORT" and the "SCHEDULE OF
PAYABLES".
These basic steps are merely intended to show you the order of events
in setting up new Payable books.
PAGE 7
FINANCE MANAGER II - ACCOUNTS PAYABLE
SECTION TWO - THE ACCOUNTS PAYABLE MAIN MENU
The ACCOUNTS PAYABLE Main Menu is the starting point for all of the
various ACCOUNTS PAYABLE functions. It is a sort of "Table of
Contents" for the ACCOUNTS PAYABLE module. It can guide you to all of
the other useful sub-menus and practical features of the time and
money-saving ACCOUNTS PAYABLE module.
The ACCOUNTS PAYABLE Main Menu appears as follows:
|---- ACCOUNTS PAYABLE MAIN MENU ----|
| |
| ESC Return to Master Menu |
| F1 INPUT Transactions |
| F2 CHANGE/Delete Transactions |
| F3 REPORTS Menu |
| F4 Update VENDOR ACCOUNTS |
| F5 PAYMENTS Menu |
| F6 A/P Utility Menu |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
| A/P Configuration is not setup |
--------------------------------------
Note that many of the selections are used to go on to other menus.
All of the menu selections are discussed in later sections in this
documentation. If you get a message, as above, saying "A/P
Configuration is not set up" you should set up your configuration by
selecting "F6", and then "F4", to get to the configuration setup. For
clarification, this procedure is discussed in Section Seven -
Configuration settings.
As mentioned above, it is essential that you set up your
configuration. Jump to Section 7a to complete that easy-to-follow
procedure before continuing.
The next step is to set up your vendor accounts. This procedure is as
follows:
PAGE 8
FINANCE MANAGER II - ACCOUNTS PAYABLE
SECTION THREE - VENDOR ACCOUNTS
Your Vendor Accounts are the very foundation of your Accounts Payable.
To set up, or to change your vendors, select "F4 Update Vendor
Accounts" from the A/P main menu.
3a - WHAT ARE VENDOR ACCOUNTS
Your vendor accounts are used to keep track of all of your
accounts-payable balances by vendor (who you owe money to). It is
important to remember that any company or person you owe money to is a
vendor and should be set up in this system. If you purchase something
with cash and there is not a balance due, you do not have to set up
that vendor.
Whenever you receive a bill (invoice or statement) from a company, you
must set up that company as a vendor (if that vendor is not already
set up). Once set up, the vendor will always be available for more
invoices in the future. Each vendor must be given an account number,
to identify him, which will then be used whenever you are entering
transactions for that vendor.
3b - VENDOR ACCOUNTS ORGANIZATION
Your vendor account numbers, and their order within the program, are
totally up to you.
An important consideration for your account numbers is to group your
vendors into account-number ranges. For example, put all of your
out-of-state vendors into accounts 9000-9999. This may be useful when
printing reports which ask for an account range to print (i.e. vendor
labels). Different types of businesses may also be grouped in
specific ranges. Remember to always leave enough room for new
accounts to be added within your selected range.
3c - VENDOR ACCOUNTS DATA FIELDS
Each account in your vendor database represents one specific vendor.
As mentioned above, each vendor is assigned a unique account number
between 1 and 9999. Along with this account number is kept other
elements of information about each vendor. When you set up a vendor
account, the following information about each vendor will be needed:
VENDOR NUMBER A number between 1 and 9999 to be used to identify
each vendor. This number is decided by you and can
be any number.
ATTENTION This is used as the first address line for statements
and labels. It is usually the accounts receivable
contact person for this vendor.
COMPANY Name of the company. If a vendor is not a company,
simply enter that vendors name here.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
ADDRESS Street address for vendor. Used for checks and
labels.
CITY Vendors city.
STATE Vendors two digit State/Province code.
ZIPCODE Vendors zip or postal code. Used for sort order on
mailing labels. May be used for any other purpose as
well.
PHONE Up to 12 character telephone number. May be used for
other information if needed.
DISCOUNT PERCENT Percentage discount for early payment of invoice.
Enter percent between 0% and 99%.
DISCOUNT DAYS Number of days after invoice date that discount may
be applied.
NET DUE DAYS Default number of days until purchases or invoices
for this vendor are due. You will be able to
override it, if necessary, when entering invoices.
3d - GETTING FAMILIAR WITH VENDOR ACCOUNTS
Before beginning to enter your own vendors, follow the procedures
below using only the demo accounts.
1. From the Accounts Payable Main Menu select F4 on the menu. You
will then be prompted for the following information:
Vendor Number (1-9999):____
Attention:______________________________
Company :______________________________ Discount Pct :_____%
Address :______________________________ Discount Days:__
City :__________________ State:__ Net Due Days :__
Zipcode :__________ Phone:____________
2. The cursor will be positioned at the "Vendor Number" prompt.
On the lower half of your screen, you can see a portion of the
existing vendors. Seeing these accounts is helpful when you are
adding new vendors.
The highlighted account is a pointer, showing the selected vendor.
To move the highlighted account up or down, press the "up" or
"down" arrow keys on the right keypad, while the cursor is
positioned at this prompt. If you move the default pointer down a
few lines, notice how the list scrolls.
You may select an existing account number by moving the highlighted
pointer up or down to the desired account and then pressing the
enter key. To set up a new account, you simply type in the new
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FINANCE MANAGER II - ACCOUNTS PAYABLE
account (Vendor) number.
3. If you like, enter some data using the demo files for hands-on
practice. Remember to keep this demo file well marked, and do not
confuse its use with your actual file.
4. To return to the previous menu, press ESC.
Before entering your own vendors, practice adding, changing and
deleting vendor accounts by using the demo files to practice. This
will familiarize you with how to enter, change, or delete vendor
accounts. Changing and deleting vendor accounts is described in
easy-to-follow lay terms in the following how-to sections.
3e - ENTERING YOUR OWN VENDOR ACCOUNTS
When you actually enter your own vendor accounts, it would be a good
idea to collate your vendors into some kind of logical order in your
mind. This will be helpful to you later, each time you need to look
up vendors by account number.
In order to enter vendor accounts, first switch over to your live data
files. To do this, simply return to the FINANCE MANAGER Master Menu
(Press the ESC key until you are there). When you are at the Master
Menu, enter one more ESC. The program will then prompt "DO YOU WANT
TO RESTART (Y/N):_" enter "Y".
At this point (if you have your data on floppy disks) switch the data
disk to your live General Ledger data diskette. Select your real
General Ledger data file name. After you enter the Accounts Payable
module ("F3") again, the system should tell you that it did not find
your A/P files. Enter "Y" at the "Create new Files" prompt. From the
A/P main menu, select "F4" and you will be ready to enter your vendor
accounts.
1. At the input screen, the cursor will be positioned at the vendor
account number field. Unless you are entering your very first
vendor account, there should be default data in this field.
2. Instead of using the default data (if any), enter a new vendor
number of your choice. The step by step input procedure for a
example vendor account is as follows:
3. First, enter the vendor account number. For example:
Vendor Number (1-9999):100_
4. Input the attention name:
Attention:Attn: Accounts Receivable Dept
5. Input the company name:
Company:John Smith and Associates_____
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FINANCE MANAGER II - ACCOUNTS PAYABLE
6. Input the company mailing address:
Address:3000 Main Street______________
7. Input the city:
City:Denver____________
8. Input the state:
State:CO
9. Input the zip or postal code:
Zipcode:80900_____
10. Input the vendors phone number:
Phone:303-123-4567
11. Input the vendors discount percent (if any):
Discount Pct:2____%
When entering the discount percent please note that 2% discount is
input as "2" not ".02".
12. Input the number of days the discount percent is good for (if
any):
Discount Days:10
13. Input the net due days (the number of days until invoices for this
vendor will be due):
Net Due Days:30
14. If you make a mistake in a field, and would like to correct it,
you can easily back up to a previous field by pressing the
backspace key.
15. Once all of the data has been entered correctly, answer "Y" at the
"ARE INPUTS CORRECT Y/N" prompt. If you answer with an "N", the
cursor will return to the Account Number prompt and previous input
will be ignored.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
16. If you answered with a "Y", the new account has been added and you
will automatically return to the vendor account number prompt.
You are then ready for more input.
NOTE: Please note that the account number you have just added is
inserted into the list at the bottom half of your screen.
Use the cursor keys (when at the account number field)
described above, in order to scroll through the active
vendor accounts to search for the account you have just
added. If you have added your account correctly, it will
automatically be in numerical order within this list.
17. The cursor will once again be at the account number field. Repeat
steps 2 - 16 until you have finished entering all of your vendors.
18. In order to return to the menu when you have finished entering, or
at any other time that you wish to return to menu, simply press
the ESC key. Your inputs will then be saved onto the disk and you
will be back at the previous menu.
19. Any time you need to print a current vendor list, you may do so by
going to the reports menu and printing the Vendor Accounts List
(see section five - reports).
3f - CHANGING EXISTING VENDORS
The steps below outline the procedure for making changes to your
existing vendor accounts.
1. Select "F4" at the Accounts Payable main menu.
2. With the cursor at the vendor number prompt, type in the account
number you wish to change. Instead of typing a number, you may
accept the default account by simply pressing ENTER. In order to
choose a different account, move the highlighted pointer by using
the up and down keypad arrows.
3. Because the account number you have entered is an existing vendor
account, the system prompts:
ACTIVE ACCOUNT Modify/Delete/Quit(M/D/Q):_
Answer this prompt with "M". You are now in the change mode.
4. Make any desired changes. Press ENTER to leave any field
unchanged.
5. If you want to go back to a previous field while you are changing
data, you may do so by pressing the Backspace key.
6. After you have changed the data, press return until you get the
"ARE INPUTS CORRECT (Y/N):" prompt. Press "Y" to accept your
changes. If you enter a "N" instead, the system will ignore all
changes to that account and the cursor will return to the account
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FINANCE MANAGER II - ACCOUNTS PAYABLE
number field.
3g - DELETING VENDORS
When deleting vendors, there cannot be any transactions for that
vendor number. If there are transactions for the account to be
deleted, FINANCE MANAGER will not allow the account to be deleted.
Remember, you will not be able to delete that vendor unless he has a
zero balance when you run your end-of-period posting at the end of the
year. You will then be able to delete the account.
Be sure to practice deleting accounts by simulation on your dummy demo
accounts. Do remember, only after a bit of practice should you be
deleting a "real" vendor from your real data files.
To delete a vendor account follow the steps below:
1. Select "F4" at the Accounts Payable main menu.
2. Then enter the number of the account to be deleted while at the
Account Number prompt. The system will then prompt:
ACTIVE ACCOUNT Modify/Delete/Quit(M/D/Q):_
3. Select "D". The account will be deleted. However, if the account
has transactions entered, the system will automatically tell you
so. Fortunately, the account will not be deleted if the account
shows activity.
3h - SUGGESTED METHOD FOR SETTING BEGINNING BALANCES
When setting up your Accounts Payable, as well as vendor starting
balances, you must be sure that you are in balance with your general
ledger. This is a vitally important procedure to remember when
setting up your books. The following steps will insure that all
accounts are in balance:
1. Set up all your vendor accounts which have a non-zero starting
balance (Section 3).
2. Be sure that your GENERAL LEDGER Accounts Payable account has a
zero beginning balance and current balance (i.e. set up a new
account for this modules use only).
3. Enter all vendor starting balances due by entering all non-paid
invoices for each vender (Section 4). Be sure to enter proper
invoice, discount, and due dates.
4. After all have been entered, print a Schedule of Payables or Vendor
balance report and verify all current vendor balances.
5. After you have verified all account balances you are now up to date
and fully operational. If you want your General Ledger Accounts
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FINANCE MANAGER II - ACCOUNTS PAYABLE
Payable account to reflect the current balances of all Payable
accounts, you should go to the A/P Utility menu and post the
transactions to the General Ledger. See section 7d for detailed
information.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
SECTION FOUR - TRANSACTIONS
4a - WHAT ARE TRANSACTIONS
A transaction is any invoice or statement received from a vendor.
Each time you receive a bill from a vendor, it must be entered as a
transaction into the accounts payable system. Likewise, any other
adjustments (interest, returns) to the account balance must be entered
as a transaction. The only exception is when payments are made
(checks written). Checks (payments) are discussed in section six -
Making Vendor Payments.
4b - TRANSACTION DATA FIELDS
The transactions input fields are described below. Each of these
fields has a default of the last data entered into that field. When
entering your data, this default saves keystrokes when doing
repetitive data inputting.
VENDOR NUMBER This is the account number for the vendor you are
entering a transaction for. The account number of the
company through which the purchase was made. Required.
ITEM DATE This is the date when the transaction occurred, or it
is the date on the invoice being entered. Required.
DESCRIPTION A short description of the transaction. Optional.
REFERENCE NUM Any 8 character reference to this transaction. This
field will show up on the check stub as well as the
Vendor Balance Report. To clear old data, simply press
the space key. Optional.
INVOICE NUM Any 8 character invoice number used to reference a
specific invoice. It will be printed on the check stub
detail. In order to clear old data, simple press the
space key. Optional.
TYPE CODE The type of transaction this is, I,D,C for Invoice (a
purchase), Debit (debit to account or decrease account
balance) and Credit (credit to account or increase
account balance) respectively. Generally, you will be
using type "I" when you receive an invoice from a
vendor. The type "D" and "C" are for miscellaneous
balance changes (returns, finance charges, etc.)
Required.
DUE DATE Date when payment is due for a purchase (type I). This
field is only used for type "I" transactions. Its
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FINANCE MANAGER II - ACCOUNTS PAYABLE
default is the Tran Date above, plus the number of "Net
Due Days" set up for the vendor selected. Of course,
the default may be overwritten. This is required for
type "I" transactions only.
DISCOUNT % Percentage amount of the allowed discount if the
payment is made by the discount date. The default
percentage is the percent entered for this particular
vendor. The default may be overwritten by entering a
new number. Enter a space or a zero in order to clear.
Optional.
DISCOUNT DATE This is the date the invoice must be paid in order to
take the above discount percent off the bill. The
default is the Tran Date above, plus the number of
"Discount Days" set up for the vendor selected. The
default may be overwritten by entering a new date.
This field is required only if there is a discount
percentage entered above.
DEPARTMENT If you are using departments, enter the department for
which this transaction is for. Optional.
DEBIT ACCOUNT The General Ledger debit account number. If you
entered a "D" in the type code field above, the General
Ledger Accounts Payable account will automatically be
placed here since this type of transaction requires a
debit to this account. Otherwise, enter the G/L
account to debit. For type "I" transactions, this is
the account for which the purchase was made. If you
purchased an asset, debit the asset account. If you
purchased an expense item (e.g. office supplies, rent),
debit the expense account. Required.
DEBIT AMOUNT Enter the amount to be debited. For a vendor purchase,
this is normally the amount of the purchase for the
debit account above. Required.
CREDIT ACCOUNT The General Ledger credit account number. If you
entered a "I" or "C" in the type code field above, the
General Ledger Accounts Payable account will
automatically be placed here since these types of
transactions require a credit to this account.
Otherwise, enter the G/L account to credit. Required.
CREDIT AMOUNT This amount is normally the same as the debit amount.
The ability to change this amount is provided as an
advanced feature for those who wish to make multiple
distributions to several G/L accounts (see section 4e).
The default will be the debit amount entered above.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
Required.
4c - GETTING FAMILIAR WITH TRANSACTIONS
Before beginning to enter your own transactions, follow the procedures
listed below by doing some practice simulation using only the demo
accounts. This will aid you in learning how to enter transactions
without using live data.
1. From the Accounts Payable Main Menu select "F1" on the menu. You
will then be prompted for the following information:
Vendor Number:____
Item Date :__-__-__ Description:______________________________
Reference Num:________ Invoice Num:________ Type Code(I,D,C):_
Due Date :__-__-__ Discount % :_____% Disc Date :__-__-__
Dept :____
DEBIT :Account:____ _________________________ Amount:___________
CREDIT:Account:____ _________________________ Amount:___________
2. The cursor will be positioned at the "Vendor Number" prompt.
On the lower half of your screen, you will see a pop-up accounts
window which shows a portion of the existing vendors. Seeing these
accounts is helpful when you are selecting vendors.
The highlighted account is a pointer, showing the selected vendor.
In order to move the highlighted account up or down, press the up
or down arrow keys on the right keypad, while the cursor is
positioned at this prompt. If you move the default pointer down a
few lines, notice how the list scrolls.
You may select an existing account number by moving the highlighted
pointer up or down to the desired account and then pressing the
enter key.
This select-an-account mode will also work for account numbers when
at the debit account, as well as at the credit account fields.
This advanced feature allows you to scroll through your vendors and
accounts without ever having to memorize, or even type in, an
account number.
3. If you like, enter some data using the demo files for practice.
4. To return to the previous menu, press ESC.
Before entering your own transactions, practice adding, changing and
deleting transactions by using the demo files. This will familiarize
you with how to enter, change, or delete transactions. Changing and
deleting transactions is described in the following sections.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
EVERY transaction has either a debit or a credit to the G/L accounts
Payable account. For type "D" transactions it will be a debit, for
type "I" and "C" transactions it will be a credit. Because of this,
FINANCE MANAGER will always select that account number for you and
then will skip on over to the amount field. This amount is the change
you are making to the vendors account (the amount you owe). In
effect, you are changing the vendor balance while, at the same time,
you are changing the general ledger accounts Payable account. This
keeps your general ledger Payables automatically up to date. Posting
to the G/L is, of course, required to see this impact in your G/L
reports.
4d - ENTERING TRANSACTIONS
As you enter each transaction, FINANCE MANAGER saves this information
and changes the vendor account as appropriate. A list of transactions
entered may be printed by printing the Accounts Payable Journal report
(see section five - reports).
Each transaction entered is automatically checked to insure that it is
in balance (i.e. debit amounts = credit amounts). This will
effortlessly insure that you will always be in balance.
1. In order to begin entering transactions , select "F1" from the
Accounts Payable Main Menu. You will then be prompted for the
following information:
Vendor Number:____
Item Date :__-__-__ Description:______________________________
Reference Num:________ Invoice Num:________ Type Code(I,D,C):_
Due Date :__-__-__ Discount % :_____% Disc Date :__-__-__
Dept :____
DEBIT :Account:____ _________________________ Amount:___________
CREDIT:Account:____ _________________________ Amount:___________
2. When entering transactions, the last transaction entered always
provides the default data (unless, of course, this is your very
first transaction). To accept the default data, simply press ENTER
and you will move to the next field. In order to change data,
simply type in the new data and then press ENTER.
3. First enter the vendor number:
Vendor Num :2000
The existing vendors are shown on the lower half of the screen.
You may either select a vendor from this list by using the keypad
arrow keys (as described earlier), or you may type in the vendor
number. If you are using the keypad arrow keys, be sure the Num
Lock key is off.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
4. Enter the Item (or invoice) date:
Item Date :_1-_7-89
5. Enter the description:
Description:Purchase PC clone computer____
6. Enter the reference number:
Reference Num:T001____
7. Enter the invoice number:
Invoice Num:87-0001_
When entering the Invoice number you may use the "+" key to
automatically increment the invoice number. Also, if you are
entering the same number in the invoice field as in the Reference
field you may use the "=" key to input the same number
automatically.
8. Enter the transaction type code:
Type Code(I,D,C):I
9. If the transaction code is NOT type "I" then this field will be
skipped, otherwise enter the due date:
Due Date :_2-_6-89
10. Enter the Discount percentage:
Discount % :2____%
11. Enter the discount date:
Disc Date :_1-17-89
12. If you are using departments, enter the department name for this
transaction.
Dept :R&D_
13. If the transaction type code is "I" or "C", simply enter the G/L
account to be debited. For other types of transactions, this
field will be preset by the system.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
DEBIT :Account:1500
The existing G/L accounts are shown on the lower half of the
screen. You may either select an account from this list by using
the keypad arrow keys (as described earlier), or you may type in
the account number. If you are using the keypad arrow keys, be
sure the Num Lock key is off.
In this example, we selected General Ledger account 1500. Since
this transaction was a type "I" (Invoice), we debited the G/L
Computer Hardware Asset account since this purchase increased that
asset account.
14. Enter the transaction amount:
Amount:899.89_____
15. If the transaction type code is "D" enter the G/L account to be
credited. For other types of transactions, this field will
automatically be preset by the system.
CREDIT:Account:2000
Again, the existing G/L accounts are shown on the lower half of
the screen. You may either select an account from this list by
using the keypad arrow keys (as described earlier), or you may
type in the account number. If you are using the keypad arrow
keys, be sure the Num Lock key is off.
In this example, since the type code is "I", the system
automatically selects a credit account 2000. This is the General
Ledger Accounts Payable account as set up in the configuration.
16. Enter the credit amount:
Amount:899.89_____
The default amount will be the amount entered above. You should
press ENTER to accept this amount. If you have multiple
distributions, and need a different amount, see the following
section on Entering multiple distributions.
If you enter an amount different from the debit amount, the system
will tell you that you are out of balance. Press the backspace
key to backup and correct the amount.
17. If you are entering a transaction and you want to go back to a
previous field, you may back up by using the Backspace key.
18. You may abort the transaction at any time by pressing ESC.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
19. To accept the transaction:
ARE INPUTS CORRECT(Y/N):Y
Answer the prompt with "Y". The transaction will then be accepted
and saved. The cursor will then automatically return to the
Vendor Number field and be ready for the next transaction. If you
answer this prompt with a "N", you will return to the Vendor
Number field and be allowed to make any changes or corrections as
necessary.
20. After you have entered all desired transactions, press ESC to
return to the Accounts Payable Main Menu.
4e - ENTERING MULTIPLE DISTRIBUTIONS
Many transactions have only one debit and one credit account. There
are instances, however, when there are several debits or credits
within a single transaction.
Let's take the example shown above, except that we had to add 5% sales
tax to the purchase. This transaction would have one debit of 899.89
to account 1500 (as above). However, we would now have a second
credit of 44.99 for the sales tax, making the total purchase 944.88.
This type of multiple-distribution transaction would be entered as
follows:
1. Follow steps 1-15 in "Entering Transactions" above.
2. Enter the credit transaction amount:
Amount:944.88_____
This is the total amount you owe the vendor, purchase plus taxes.
3. The system will now tell you that the transaction is out of
balance:
TRANSACTION IS OUT OF BALANCE, CONTINUE (Y/N):Y
We know that we did not make an error, so we would answer with a
"Y".
4. When the screen reappears, notice that there is a column labeled
"CUM AMT", at the right, which registers the cumulative debit and
credit amounts entered.
5. Now the second part of the transaction needs to be recorded,
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FINANCE MANAGER II - ACCOUNTS PAYABLE
namely, the sales tax for the transaction.
6. Since this is the second part of the transaction, the cursor will
skip down to the debit account field. You will notice that all of
the date, description, type code, invoice, etc. fields are left as
they were in the first part of the transaction. They cannot be
changed, and are displayed only as a reminder of which transaction
you happen to be working on.
Enter the second debit account:
CREDIT:Account:5670
In this example we selected General Ledger account 5670, the G/L
Sales tax expense account.
7. Enter the debit amount for account 5670:
Amount:44.99______
Note that the system default for the amount is the cumulative
remaining amount which is required to balance the transaction. The
system thus saves you keystrokes in completing the transaction.
8. Answer the "ARE INPUTS CORRECT" prompt with a "Y":
ARE INPUTS CORRECT (Y/N):Y
9. In this example, the transaction would now be in balance and you
would be ready for the next one.
You may have a situation in which there are more than one credit for
two debits, or visa versa. As long as the cumulative amounts are not
equal, you will be allowed to enter more accounts and amounts (up to
25 total parts).
When you are entering multiple distributions, FINANCE MANAGER will go
to either the debit or credit side of the transaction, depending on
which has a lower cumulative amount (it assumes this is where you will
put another amount). If you wish to put an amount on the other side
of the transaction, move to the next or previous field by using the
return or backspace keys respectively.
4f - CHANGING EXISTING TRANSACTIONS
If you discover an error in an earlier transaction, or if you would
like to change previously entered information, FINANCE MANAGER II
allows you to do so. Outlined below are the procedures for changing
previously entered transactions:
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FINANCE MANAGER II - ACCOUNTS PAYABLE
1. Select "F2" at the Accounts Payable Main Menu.
2. The system prompts you for "Transaction Search Data".
3. Enter data in the fields where you want to match that data. For
example, if you want to search for all transactions which have a
description of "Purchase PC clone", you would move to the
description field and enter the description. Upper and lower case
does not matter, and you do not have to complete the description.
For example, if you entered only the first part of the description
"Purc", FINANCE MANAGER will find all descriptions which begin with
the letters "purc" (i.e. "Purchase PC Clone"). You could also add
a month and year parameter to the search and, consequently, find
only the "purc" descriptions in a particular month.
Any field left blank is an assumed wild card for that field. Thus,
if you leave ALL of the fields blank, all transactions are selected
by the search.
While you are at one of the Account Number fields and do not
remember the account number you are seeking press "F2" and a pop-up
window will appear to select your account number from. To remove
the select-an-account window press the Esc or Enter keys.
4. Next, FINANCE MANAGER II searches for all transactions containing
the values you have specified. As each transaction is displayed,
the program displays the following prompt:
Modify/Delete/Continue/Reverse/Begin/End/+/-/Quit:
You must select M,D,C,R,B,E,+,-, or Q. Where:
M = Modify (change) transaction shown.
D = Delete (remove) transaction shown.
C = Continue (find next transaction that matches search).
R = Reverse continue (find prior tran. that matches search).
B = Beginning (go to first transaction in file).
E = Ending (go to last transaction in file).
+ = Go to next consecutive transaction in file.
- = Go to prior consecutive transaction in file.
Q = Quit transaction search.
5. As long as you continue to answer the above prompt with "C",
FINANCE MANAGER continues searching for all transactions containing
the values you have specified. Selecting "R" does the same as "C"
except it searches backwards.
6. Answering the prompt with a "+" causes FINANCE MANAGER to display
the next consecutive transaction; a "-" shows you the previous
transaction.
7. Entering a "B" or an "E" will take you to the Beginning or End of
the transaction file respectively. It ignores your search
parameters.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
8. When the search function displays the transaction you wish to
change, answer the prompt with an "M" (Modify).
9. You are now in the change mode. ENTER leaves a field unchanged.
Change data in any field by typing in the new value for the given
field.
If the transaction has been posted to your General Ledger, the
changes allowed will be minimal. This is necessary to avoid
out-of-balance conditions with your General Ledger. If it is
posted, there will be a "Transaction Posted Changes Limited"
message on the screen, and you will only be allowed to change the
dates, description, reference and invoice fields. Changes to any
other fields would cause a conflict with your General Ledger.
If you need to change other fields of a posted transaction, we
suggest that you enter a new transaction which reflects an
adjustment to the original transaction.
10. If you have made a mistake, or would like to return to a previous
field, use the Backspace key. Use the ESC key to ignore your
changes and return to the Main Menu.
11. If your changes cause the transaction to be out of balance, the
system will not accept your change. You must re-enter your
changes, making sure your cumulative debits equal cumulative
credits.
NOTE: If you are changing a transaction with multiple debits
and/or credits you can not change the number of parts the
transaction had originally. If you need to change the
number of parts of a transaction we suggest that you delete
the old transaction and add a completely new one.
4g - DELETING TRANSACTIONS
To delete or remove a transaction permanently, do the following:
1. Select F2 at the Accounts Payable Main Menu.
2. Enter search data and find desired transaction as described in
"Changing Transactions".
3. When the transaction you wish to delete is displayed on the screen,
answer "D" at the prompt below.
Modify/Delete/Continue/Reverse/Begin/End/+/-/Quit:
If the transaction has been posted to the General Ledger, the
system will not allow you to delete it. This would cause a
conflict with your General Ledger.
If you need to delete a posted transaction, we suggest that you
enter a new transaction which reflects a reversal of the original
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FINANCE MANAGER II - ACCOUNTS PAYABLE
transaction.
4. When you are deleting a multiple-part transaction, all parts of the
transaction are deleted.
5. After you have deleted the desired transaction(s), you may use the
"Sort" function. (See Section Seven "Other features and functions
- Sorting Transactions.") When sorting the transactions, the
program frees disk space which was formerly used by deleted
transactions.
4h - POINTS TO REMEMBER
When entering transactions in this module, you are basically entering
transactions with debits and credits, just as you would when you are
entering transactions into your General Ledger. In fact, all of the
debits and credits which you have entered will be posted to your
General Ledger as if you had entered them into your General Ledger
yourself.
The only difference between entering transactions in your General
Ledger, or the Accounts Payable module, is that this module keeps
detailed information on each vendor without cluttering up your General
Ledger.
In fact, you could set up an Accounts Payable account (one for each
vendor) in your General Ledger, and do exactly what this module is
doing for you. The only disadvantage of doing that would be, for
example, if you had 200 vendors, you would have 200 Accounts Payable
accounts in your General Ledger Chart of Accounts liabilities.
Obviously these would clutter up your balance sheet significantly. Of
course, this module also allows you to do many vendor-related
functions which you cannot do with your General Ledger.
Each transaction must have at least one debit account and one credit
account (just like in General Ledger transactions). However, it also
needs one more account: the vendor account number. This third account
number, the vendor account, is what allows you to keep track of each
vendor individually. Other than this third account number, and other
vendor related inputs, this transaction is the same as a General
Ledger transaction. Think of debits and credits just as you would
when entering purchases or payments in your General Ledger.
Be sure to remember that any transactions which are entered here,
should not be entered in your General Ledger transactions since they
will automatically be placed there when you post to the General Ledger
(see section 7c - Posting to the General Ledger).
The accounts Payable module uses accrual accounting. This means that
purchases are recorded at date of invoice, and not at the time that a
payment is made. Thus, when recording a purchase, the system will
always credit your Accounts Payable account, and you should debit the
G/L account which is affected by this purchase. At time of payment
(when you generate a check), the system will credit your G/L asset
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FINANCE MANAGER II - ACCOUNTS PAYABLE
checking account and debit the related vendor account balance as well
as the G/L Accounts Payables account.
There are three different types of transactions. A brief description
of each, as well as typical debits and credits follow:
----- GENERAL LEDGER ACCOUNT ------
DESCRIPTION TYPE DEBIT CREDIT
--------------------- ---- ----------------- -----------------
PURCHASE I Asset account or Accts Payable
(receive invoice) Expense account (System Selected)
MISC DEBIT TO ACCOUNT D Accts Payable Asset account or
(For example, A purchase (System Selected) Expense account
return or other REDUCTION
of the account balance).
MISC CREDIT TO ACCOUNT C Asset account or Accts Payable
(For example, A finance Expense account (System Selected)
charge or other INCREASE
of the account balance).
PAGE 27
FINANCE MANAGER II - ACCOUNTS PAYABLE
SECTION FIVE - REPORTS
The Accounts Payable Reports Menu allows you to generate a full
spectrum of Payable reports from your database. The reports menu
("F3" from the Accounts Payable Main Menu) appears as follows:
|--- ACCOUNTS PAYABLE REPORTS MENU ----|
| |
| ESC Return to A/P Main Menu |
| F1 Payable Journal |
| F2 Payable Aging |
| F3 Schedule of Payables |
| F4 Open Invoices |
| F5 Vendor Account History |
| F6 Vendor Accounts List |
| F7 Vendor Address Labels |
| F8 Non-Posted Transaction Journal|
| F9 Payments Journal |
| F10 G/L Distribution Report |
| ENTER YOUR SELECTION: |
| |
----------------------------------------
Reports can be generated to show results for a specific month, a range
of months, a quarter, a year, etc. All reports may be generated at
any time and for any time period. This means that you are not limited
to printing a report only once, and it also means that you can print a
report for a prior period as well.
Samples of each report are shown in Appendix A, or may be printed
while using the DEMO accounts.
5a - GENERAL INSTRUCTIONS FOR GENERATING REPORTS
While printing any report you may, if desired, interrupt the printing
in one of two ways:
PAUSE THE PRINTER: When you are printing reports on your printer, you
may pause the printing by pressing any key. Please
keep in mind that most printers have a print
buffer. Consequently, the report continues to
print until the buffer is empty. Pressing any key
again will continue your printout. This function
will not work if you are sending reports to the
screen, since reports will stop automatically as
each screen is full.
STOP THE PRINTER: If, while printing, you wish to stop the printer
and return to the menu, all you have to do is press
the "Esc" key. Please keep in mind that most
printers have a print buffer, causing the report to
continue to print until the buffer is empty. You
will, however, return to the menu immediately.
When generating reports, you have three output destination options.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
First, you may simply list reports to the screen. Second, if you have
a printer, you can print a hard copy of the reports. You also have
the option of sending your reports to a disk file, instead of to the
printer. With this useful option, reports can be stored and then
printed at a later date.
This "Destination" prompt is an option for each of the available
reports. To select the destination, answer the prompt below:
TO SCREEN/PRINTER/DISK (S/P/D):_
If you select "D" for disk, the system will prompt you for a disk
filename. Enter a filename of up to eight characters. The file will
be saved on your data disk, with the file extension of ".RPT". If a
file with the name entered already exists, the system will tell you so
and ask if you want to delete the old file. If you answer "N", the
report will be appended to the already existing disk file.
For some reports, you also need to specify reporting dates via the
"Date" prompt. The date prompt appears as follows:
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
These dates determine which months and years are shown on your
reports. The ending month and year must be within twelve months of
the starting month and year. To get a year-to-date report you might
select the dates 1-89 through 12-89. Likewise, if you want a first
quarter report you could select 1-89 through 3-89.
When entering prompts for reports, remember that you may back up to a
previous field by pressing the Backspace key. If you want to go back
to the reports menu while you are at the input screen, press ESC. If
you want to return to the reports menu after your report has finished
listing to the screen, press ENTER.
Since there are different reporting options within reports, some of
the different types of screen options follow, as well as the reports
to which they apply.
5b - PRINTING THE ACCOUNTS PAYABLE JOURNAL
This report is a listing of all transactions which took place during a
specified period of time.
When printing the Accounts Payable Journal (F1), be sure to employ the
following procedures:
a. Select "F1" from the reports menu.
b. The following screen will appear:
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FINANCE MANAGER II - ACCOUNTS PAYABLE
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
ENTER TRANSACTION TYPE:_
(I,D,C or space)
space = all types
ENTER DEPARTMENT:____
c. First, type in the destination for your report. Then, enter the
date range wanted for your report.
d. Next, enter the type of transactions to be included in this report.
If you enter a space all transaction types will be included. The
transaction types are the same types used when the transactions
were entered. Unless you want only a specific type of transaction
shown you would normally enter a space (for all types).
e. If you are using departments, enter the department you would like
included in this report. Blank or space equals all departments.
f. The report will then be printed.
5c - PRINTING THE PAYABLE AGING REPORT
This report shows vendor payables by due-date age. It allows quick
access in order to show your payment habits as well as your past due
invoice amounts.
When printing the Payable Aging report (F2), the following procedures
apply:
a. Select "F2" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER REPORT DATE:__-__-__
c. Type in the destination for your report. Next, select the date you
want the report to show. Normally this would be the current date.
By selecting a future or past date, however, you can see how your
vendor aging looked last week, versus what it might look like next
week. By using different dates, you can readily see how you have
been paying your vendors. You may, moreover, do cash-flow
forecasting by selecting a date in the future.
d. The report will then be printed.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
5d - PRINTING THE SCHEDULE OF PAYABLES REPORT
This report shows vendor balances for any selected month. Trended
option shows vendor balances, by month, for payables balances history.
When printing the Schedule of Payables (F3), the following procedures
apply:
a. Select "F3" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
DO YOU WANT A TRENDED REPORT(Y/N):_
c. First, type in the destination for your report. Next, enter the
date range wanted for your report.
d. Then, answer the "Trended Report" prompt with "Y" or "N". See
Appendix A for examples of trended and non-trended reports.
e. The report will then be printed.
5e - PRINTING THE OPEN INVOICES REPORT
This report shows all open invoices by vendor regardless of invoice
and due dates.
a. Select "F4" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
c. Type in the destination for your report.
d. The report will then be printed.
5f - PRINTING VENDOR ACCOUNT HISTORY
This report shows all activity (transactions & payments) for any
selected vendor. It shows beginning balance, transactions and ending
balance for a specific period of time. When printing this report be
sure to employ the following procedures:
a. Select "F5" from the reports menu.
b. The following screen will appear:
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FINANCE MANAGER II - ACCOUNTS PAYABLE
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
ACCOUNT NUMBER RANGE:
STARTING ACCOUNT:____
ENDING ACCOUNT:____
c. First, type in the destination for your report. Next, enter the
date range wanted for your report. Finally, enter the vendor
account number range which you want printed (i.e. vendor number
1000 through 2000).
d. The report will then be printed.
5g - PRINTING THE VENDOR ACCOUNTS LIST
This report is a listing of all vendors, showing all information
currently set up for each vendor.
When printing this report, the following procedures apply:
a. Select "F6" from the reports menu.
b. The following screen will appear:
|--------- SELECT SORT ORDER --------|
| |
| ESC Return to Reports Menu |
| F1 Vendor Number Order |
| F2 Zipcode Order |
| F3 Vendor Name Order |
| |
| |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
--------------------------------------
c. Select either "F1", "F2", or "F3" depending on the order you what
the labels to be in.
d. Next, the following will be prompted:
TO SCREEN/PRINTER/DISK (S/P/D):_
e. Type in the destination for your report.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
f. The report will then be printed.
5h - PRINTING THE VENDOR ADDRESS LABELS
This report provides mailing labels for your vendors, sorted by vendor
account or zipcode order. Use one-up labels with any length from 6 to
99 lines per label.
When printing this report the following procedures apply:
a. Select "F7" from the reports menu.
b. The following screen will appear:
|------ VENDOR ADDRESS LABELS -------|
| |
| TO SCREEN/PRINTER/DISK (S/P/D):_ |
| |
| |
| Number of lines per label:__ |
| |
| |
| Labels for Printed Checks(Y/N):_ |
| |
| ACCOUNT NUMBER RANGE: |
| STARTING ACCOUNT:____ |
| ENDING ACCOUNT:____ |
| |
| Do you want an Alignment(Y/N):_ |
--------------------------------------
c. Type in the destination for your report.
d. Enter the number of lines per label (6-99). This is the number of
print lines from the top of one label to the top of the next.
Usually 6 lines for 15/16 inch long labels.
e. If you want labels for only vendors whom you last printed checks
for answer the "Labels for Printed Checks" prompt with "Y". If you
want labels for ALL vendors answer with a "N". If you answered
with a "Y" go to step G.
f. Enter the vendor account number range for which you want labels
(i.e. vendor number 1000 through 3000).
g. Finally, load your printer with blank labels. In order to be sure
you have them lined up properly, answer the alignment prompt with a
"Y". Repeat this until your labels are aligned properly in your
printer. Then answer with a "N".
h. Next the following screen will appear:
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FINANCE MANAGER II - ACCOUNTS PAYABLE
|--------- SELECT SORT ORDER --------|
| |
| ESC Return to Reports Menu |
| F1 Vendor Number Order |
| F2 Zipcode Order |
| F3 Vendor Name Order |
| |
| |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
--------------------------------------
i. Select either "F1", "F2", or "F3" depending on the order you what
the labels to be in.
j. The labels will then be printed.
5i - PRINTING THE NON-POSTED TRANSACTION JOURNAL
This report is a listing of ALL transactions which have not yet been
posted to your General Ledger.
When printing this report the following procedures apply:
a. Select "F8" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER TRANSACTION TYPE:_
(I,D,C or space)
space = all types
ENTER DEPARTMENT:____
c. Type in the destination for your report.
d. Next, enter the type of transactions to be included in this report.
If you enter a space all transaction types will be included. The
transaction types are the same types used when the transactions
were entered. Unless you want only a specific type of transaction
shown you would normally enter a space (for all types).
e. If you are using departments, enter the department you would like
included in this report. Blank or space equals all departments.
f. The report will then be printed.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
5j - PRINTING THE PAYMENTS JOURNAL
This report is a listing of ALL payments which have not yet been
posted to your General Ledger.
a. Select "F9" from the reports menu.
b. The following screen will appear:
|----------- PAYMENTS JOURNAL ----------|
| |
| TO SCREEN/PRINTER/DISK (S/P/D):_ |
| |
| ENTER DATE RANGE FOR REPORTS: |
| STARTING Month:__ Year:__ |
| ENDING Month:__ Year:__ |
| |
| CHECK NUMBER RANGE: |
| STARTING CHECK #:_____ |
| ENDING CHECK #:_____ |
| |
| ACCOUNT NUMBER RANGE: |
| STARTING ACCOUNT:____ |
| ENDING ACCOUNT:____ |
| |
| Just NON-POSTED Payments (Y/N):_ |
-----------------------------------------
c. First, type in the destination for your report.
d. Next, enter the date range you would like included in this report.
e. Then, enter the starting and ending check numbers you would like
included in this report. Check numbers 1 through 99999 for
starting and ending respectively will include all checks.
f. Enter the vendor account number range which you want printed
(vendor number 1 through 9999 will print all vendors).
g. Lastly, if you only want to show non-posted payments select "N" at
the "Just NON-POSTED Payments" prompt. A "Y" will select both
posted and non-posted payments.
h. The report will then be printed.
5k - PRINTING THE GENERAL LEDGER DISTRIBUTION REPORT
This report shows the total amount of Accounts Payable transactions
(including payments) posted to each General Ledger account number.
a. Select "F10" from the reports menu.
b. The following screen will appear:
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FINANCE MANAGER II - ACCOUNTS PAYABLE
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
c. First, type in the destination for your report. Then, enter the
date range wanted for your report.
d. The report will then be printed.
PAGE 36
FINANCE MANAGER II - ACCOUNTS PAYABLE
SECTION SIX - MAKING VENDOR PAYMENTS
This section discusses the most important and powerful feature of this
module. The biggest advantage of using this module is its ability to
select invoices for payment while allowing the computer do all the
thinking, including writing the check for you. Selection of invoices
for payment by different methods allows you to maximize your cash flow
and lessen your working capital requirements. The object is to select
invoices for payments based on due dates and discount dates. You can
avoid paying invoices early (and loosing cash flow) AND avoid paying
invoices late (and incurring finance charges). As a result, your bank
book may be fatter and your venders happier. In addition, you may
even give your company a better credit rating.
This section will discuss how to select invoices to pay, print the
checks by computer, void any mistakes, and produce non-computer
generated checks, if desired. The heart of these features lies within
the Payments Menu.
In order to get to the Payments Menu, select F5 from the A/P Main
Menu. It appears as follows:
|---------- PAYMENTS MENU -----------|
| |
| ESC Return to A/P Main Menu |
| F1 PAYMENT Selection Menu |
| F2 Print Selected Payments Journal|
| F3 Print CHECKS |
| F4 VOID Printed Checks |
| F5 MANUAL Checks |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
--------------------------------------
We will discuss each of the above menu selections in the sections
which follow.
6a - SELECTING INVOICES FOR PAYMENT
After arriving at the Payments Menu, the first selection is "F1
PAYMENT Selection Menu". The "F1" menu selection is the first step in
making vendor payments (printing checks). This is how you tell the
computer which checks it should write. Select "F1" and the following
screen will appear.
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FINANCE MANAGER II - ACCOUNTS PAYABLE
----------------------------------
| |
| PAY THROUGH DATE:__-__-__ |
| |
----------------------------------
Enter the date where you will pay invoices. This date is used to
validate discount dates and their expirations. The default is the
current date.
After entering the payment date you will be at the PAYMENTS SELECTION
MENU. This screen is seen as follows:
|------ PAYMENT SELECTION MENU ------|
| |
| ESC Return to Payments Menu |
| F1 Select From ALL |
| F2 Select By VENDOR Number |
| F3 Select By INVOICE Number |
| F4 Select By DUE DATE |
| F5 Select By DISCOUNT DATE |
| F6 SPECIFIC AMOUNT to Vendor |
| F7 PAY ALL |
| F8 CLEAR Selected Payments |
| |
| |
| ENTER YOUR SELECTION: |
| TOTAL SELECTED: 0.00 |
--------------------------------------
As you can see, there are seven different methods available for
selecting invoices for payment. Don't let all of the choices worry or
confuse you. As we continue, we will discuss each in detail. In
simple terms, the most important selection method is "F4 SELECT By DUE
DATE". This is the way you would select payments if your main concern
was to pay invoices on the due date. The "F8" option allows you to
de-select payments in case you make an error in selecting.
In each of the "Select" (F1 - F5) options, you will be shown
individual invoices and you will be able to tell FINANCE MANAGER
whether or not you want to pay that invoice. F6 and F7 are automatic
selection methods where the computer decides what to pay, rather than
letting you choose.
After selecting F1, F2, F3, F4 or F5 FINANCE MANAGER will search for
non-paid invoices. When it finds one, it will display the transaction
and ask you if you want to pay it. The screen display when selecting
invoices is as follows:
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FINANCE MANAGER II - ACCOUNTS PAYABLE
Vendor Number:____
Item Date :__-__-__ Description:______________________________
Reference Num:________ Invoice Num:________ Type Code(I,D,C):_
Due Date :__-__-__ Discount :_____% Disc Date :__-__-__
Dept :____
DEBIT :Account:____ _________________________ Amount:___________
CREDIT:Account:____ _________________________ Amount:___________
------------------------------------------------------------------
| Discount Amount:__________ Total Amount :__________ |
| Approved Amount:__________ Total Paid :__________ |
| Discount Taken :__________ |
| Are Inputs Correct (Y/N):_ End Balance Due:__________ |
------------------------------------------------------------------
Select for payment? (Y/N):_ Total Selected: 0.00
The procedure for selecting individual transactions for payment is as
follows:
1. The cursor will be at the "Select for payment? (Y/N)" prompt. You
may skip (not pay) this transaction by answering "N", or you may
select it for payment by answering "Y".
If you answer with a no, the computer will search for the next
transaction and ask you again. Whenever you wish to stop and
return to the menu, simply press the ESC key.
2. If you answered with a yes, you will then be prompted for the
"Discount Amount" to take on this payment. If there is no discount
percentage in the selected transaction, this input field will be
skipped.
The default for this field is calculated from the discount percent
and amount for this transaction. If the payment date is past the
discount date, the default discount will be zero. If you wish, you
may change the default discount by entering another amount.
3. Next, enter the "Approved Amount". This is the amount you want to
pay on this transaction. This is the net check amount (i.e. after
discounts). If you do not pay the entire balance (amount due less
discount), FINANCE MANAGER will not allow you to take a discount at
this time and will zero out the "Discount Amount". The full
discount may be taken at the time you pay the transaction in full.
4. Answer the "Are Inputs Correct? (Y/N)" prompt with a "Y" or "N"
accordingly. If you answer with an "N", you will be returned to
the "Discount Amount" prompt, and if you answer "Y", your selection
will be saved and you will move to the next unpaid transaction.
If you wish to stop selecting transactions, simply press the ESC key
and you will return to the menu.
Some points to remember: when selecting type "D" transactions, this
PAGE 39
FINANCE MANAGER II - ACCOUNTS PAYABLE
Miscellaneous Debit is a reduction in what you owe a vendor and will
thus reduce the total amount paid. When selecting "D" type
transactions, you are in effect applying that transaction to your
payment and thus reducing the amount paid.
Also, if you run through the selection process two or more times and
see a non-zero "Approved Amount", this means that you selected that
amount to be paid during your last pass at selecting payments. You
may skip it (approved amount will remain unchanged) by not selecting
it a second time, or you may change the amount paid by selecting it
for payment again.
You may also de-select a payment by entering a zero in the approved
amount field of a selected transaction.
We will now explain each selection method (and the time to use it) in
detail.
6b - SELECTING FROM ALL INVOICES
Choosing the menu option "F1 Select From All" allows you to select
invoices for payment by showing you all open (non-paid) invoices and
letting you decide whether or not to pay each one. This is an easy
way to look at each transaction and decide whether you want to pay it.
6c - SELECTING BY VENDOR NUMBER
Selecting "F2 Select by VENDOR Number" will allow you to select only
those transactions for a specific vendor. It is useful when one
vendor must be paid now, or if you only want to pay specific vendors.
Upon choosing this selection method you will be prompted for the
vendor number you want to select. The prompt is as follows:
ENTER VENDOR NUMBER:____
As with all account number input requests, you may select the vendor
from the list on the bottom of the screen by using the keypad arrow
keys or by typing in the specific vendor number.
After choosing your vendor you will be at the payment selection menu
as described above. Only transactions for the selected vendor will be
shown. You may select any or all transactions for this vendor.
6d - SELECTING BY INVOICE NUMBER
Selecting "F3 Select by INVOICE Number" will allow you to select only
those transactions for a specified vendor and with a specific invoice
number. It is useful when a vendor is requesting payment for a
specific invoice.
Upon choosing this selection method you will be prompted for a vendor
number and invoice number. The prompt is as follows:
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FINANCE MANAGER II - ACCOUNTS PAYABLE
ENTER VENDOR NUMBER:____
ENTER INVOICE NUMBER:________
As with all account number input requests, you may select the vendor
from the list on the bottom of the screen by using the keypad arrow
keys or by typing in the specific vendor number.
If you leave the invoice number field blank, you will be selecting
those transactions with no invoice number.
After entering your responses you will be at the payment selection
menu as described above. Only transactions for the selected vendor
and invoice number will be shown. You may select any or all of the
transactions for this vendor.
6e - SELECTING BY DUE DATE
Selecting "F4 Select by DUE DATE" will allow you to select those
transactions which fall on or before a specified due date. This
selection option is useful when you want to pay all bills which are
due on or before a certain date (e.g. pay all bills due by the end of
the month).
Invoices selected for payment are based on the "Pay through Date"
selected earlier (see section 6a). Only transactions which have a due
date on or before this date will be displayed. You may select any or
all displayed transactions.
6f - SELECTING BY DISCOUNT DATE
Choosing the menu option "F5 Select by DISCOUNT DATE" allows you to
select transactions for payment based on the "Payment Date" selected
earlier. All transactions which have a discount date on or before the
payment date will be shown for selection.
This method of selection is a great way to be sure you do not miss any
discounts for early payments. You may select all or any of the
displayed transactions.
6g - PAYING SPECIFIC AMOUNT TO VENDOR
This selection option "F6" allows you pay a vendor only a specific
amount. This is a marvelous method to use when you prefer to make
monthly payments to a vendor. The selected payments are made
automatically by FINANCE MANAGER, based on due dates, and with oldest
transactions first. If any debit or credit type transactions are
found they are also applied in date order.
Upon choosing this selection option you will be prompted for a vendor
number and an amount to pay. The input display is as follows:
ENTER VENDOR NUMBER:____
ENTER AMOUNT TO PAY:________
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FINANCE MANAGER II - ACCOUNTS PAYABLE
As with all account number input requests, you may select the vendor
from the list on the bottom of the screen simply by using the keypad
arrow keys or by typing in the specific vendor number.
Next, enter the amount you want to pay that vendor. FINANCE MANAGER
will then search for transactions and select them AUTOMATICALLY. You
will not be prompted for specific ones to pay.
After FINANCE MANAGER makes its selections, both the total amount
requested to pay and the approved to pay for that vendor will be
displayed.
6h - PAYING ALL INVOICES
Menu selection "F7" will allow FINANCE MANAGER to SELECT ALL non-paid
transactions. The difference between this and "F1 Select from ALL" is
that you will not be prompted for each transaction. FINANCE MANAGER
will select ALL for payment without any prompts. This method of
payment selection is useful for those persons who have enough money to
pay all invoices regardless of due dates.
6i - CLEARING SELECTED PAYMENTS
The menu selection "F8 CLEAR Selected Payments" provides a way to undo
all of the transactions which you have selected. It is useful if you
have made a mistake in selecting payments and you want to start over.
During all selection procedures, you will notice that the total amount
you have selected is displayed on the lower half of the screen.
Likewise, you will notice after you clear selected payments this
number will return to zero.
6j - PRINTING SELECTED PAYMENTS JOURNAL
After you have selected all the transactions you wish to pay, you
would return to the PAYMENTS MENU by pressing ESC. This menu is again
shown below:
PAGE 42
FINANCE MANAGER II - ACCOUNTS PAYABLE
|---------- PAYMENTS MENU -----------|
| |
| ESC Return to A/P Main Menu |
| F1 PAYMENT Selection Menu |
| F2 Print Selected Payments Journal|
| F3 Print CHECKS |
| F4 VOID Printed Checks |
| F5 MANUAL Checks |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
--------------------------------------
By selecting "F2" at this menu a journal report will be printed
listing all of the transactions which you have selected. You will be
prompted for the destination of the report as follows:
TO SCREEN/PRINTER/DISK (S/P/D):_
Select the report destination and your selected payments journal will
then be printed. This report will show you, by vendor, the amount of
each check to be written as well as the total of all checks to be
written. It is suggested that you always review this report before
actually printing checks so as to ensure you have selected the correct
transactions for payment. A sample of this report is shown in
Appendix A. After reviewing this report you are ready to print
checks. This is clearly described in the following section.
6k - PRINTING CHECKS
After you have selected the transactions for payment, and you have
reviewed the Selected Payments Journal report, you are now ready to
print checks.
Load your printer with your pre-printed continuous-form checks and
check to be sure you have set up the A/P configuration (utilities
menu) for the checks you will be using. Select "F3" from the PAYMENTS
MENU and you will be prompted for the following information:
Enter DATE for Checks:__-__-__
Enter Next Check Number:_____
G/L Check Account Number:_____
1. Enter the date you want printed on your checks.
2. Enter the check number of the first check in the printer (FINANCE
MANAGER will increment the number for each check lineup you print).
If your checks do not happen to have check numbers, enter the
number you wish to have printed on the first LIVE (non-lineup)
check.
PAGE 43
FINANCE MANAGER II - ACCOUNTS PAYABLE
3. Enter the G/L checking account number for the checks you are
writing. It is important that you get the correct account number
for the checks you are writing or the funds will come out of the
wrong account.
4. After entering the account number FINANCE MANAGER will ask you if
you want a check lineup pattern printed.
PRINT AN ALIGNMENT PATTERN? (Y/N):_
Answer with a "Y" until you have the checks properly lined up.
When you answer this prompt with an "N", your checks will be
printed.
Until you answer the alignment pattern with a "N", you may at any time
abort the check printing process and return to the menu by pressing
the ESC key.
6l - VOIDING PRINTED CHECKS
The last check written to a specific vendor may be voided by selecting
"F4" from the payments menu. This function will allow you to void the
last check written, either computer generated, or manual. Upon
selecting this function the following screen will appear:
ENTER VENDOR NUMBER:____
Enter the vendor number of the check to be voided. Finance Manager
will then search for the check and ask if you want to void it. The
following screen is displayed:
------------ VOID CHECK --------------
| |
| ENTER VENDOR NUMBER:____ |
| |
| CHECK NUMBER:______ |
| VOID THIS CHECK? (Y/N):_ |
| |
--------------------------------------
If you do not wish to void this check, answer with an "N" and you will
be allowed to enter another vendor number. If you do want to void it,
answer with a "Y". After answering with a "Y", in order to void the
check, FINANCE MANAGER will show you a detail of all transactions that
were paid with that check. Then you will be asked one more time if
you want to "VOID THIS CHECK?" in order to be sure that you really
want to void it.
After the check is voided you will return to the Payments Menu.
NOTE: You will only be allowed to void the last check written to any
one vendor.
PAGE 44
FINANCE MANAGER II - ACCOUNTS PAYABLE
6m - ENTERING MANUAL CHECKS
Another great feature included in the FINANCE MANAGER Accounts
Payables module is the ability to enter checks manually. This allows
you the flexibility of hand writing those checks which must be paid,
even if you do not want to do a full check run.
In order to use this feature, select "F5" from the Payments Menu.
Upon selecting this function you will be prompted for a vendor number
as below:
ENTER VENDOR NUMBER:____
After entering the vendor number for the manual check you wish to
write, you will be allowed to select transactions for payment as in
Section 6c - Selecting by Vendor Number. After you have selected the
transactions for payment, the following screen is displayed:
Enter DATE for Checks:__-__-__
Enter Manual Check Number:_____
G/L Check Account Number:_____
Enter the DATE, CHECK NUMBER and G/L ACCOUNT NUMBER as in section 6k -
Printing Checks. This procedure is just like printing checks, except
that no check will be printed. The transactions will be paid and the
total paid by the manual check will be displayed when it is finished.
You will then be returned to the Payments Menu for further processing.
PAGE 45
FINANCE MANAGER II - ACCOUNTS PAYABLE
SECTION SEVEN - OTHER FEATURES AND FUNCTIONS
The remainder of the features and functions of the Accounts Payable
Module are contained on the Accounts Payable Utilities Menu. These
features are also very powerful and important functions of this
module. To use these features select "F6" while on the Accounts
Payable Main Menu. The following menu will be shown:
|--------- A/P UTILITY MENU ---------|
| |
| ESC Return to A/P Main Menu |
| F1 SORT Transactions |
| F2 POST Transactions to GL |
| F3 A/P CONFIGURATION Settings |
| |
| |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
--------------------------------------
In this section we will discuss each function as well as its uses and
features. Since Configuration settings are required before you will
be able to enter any transactions, we will discuss this selection
first.
7a - CONFIGURATION SETTINGS
The configuration settings allow you to configure this module to your
specific company, and to its specific G/L account numbers. This
configuration is very important to your transactions, to pre-printed
continuous form checks, and to GL account numbers used.
By selecting "F3" from the Configuration menu you will see the
following screen:
ROW COLUMN
CHECK NUMBER( 6):27 73 STARTING ROW OF STUB:5
DATE( 8):31 45 MAXIMUM DETAIL LINES PER STUB:14
VENDOR NAME(30):35 12 NEXT CHECK NUMBER:1001
DECIMAL AMOUNT(14):31 65 VENDOR ADDRESS ON CHECK (Y/N):Y
AMOUNT WITH WORDS(50):33 12 DETAIL POSTING TO G/L (Y/N):Y
SIZE OF CHECK :42 80 G/L ACCOUNTS PAYABLE ACCOUNT:____
The configuration settings must be set up for each set of books which
you happen to have. Be sure to carefully employ the following
procedures when setting up your configuration settings:
PAGE 46
FINANCE MANAGER II - ACCOUNTS PAYABLE
1. The input fields on the left are the row and column print positions
on the continuous form checks which you will be using. The
defaults are set up to use the following pre-printed checks from
Nebs, Inc., Groton, MA 01471. To order, phone toll free
1-800-225-9550. The following product numbers should be ordered.
Continuous form checks Product 9021-1 (1 part)
9021-2 (2 part)
9021-3 (3 part)
Envelopes Product 775 DU-O-VUE
If you already have continuous form checks, or want to use another
kind, you may do so by changing the check printing location fields
above. The only requirement is that you use a TOP-STUB check.
There are eight print fields which you must specify for your
checks.
To set up the A/P check printing for your own checks you must tell
FINANCE MANAGER where to print the fields listed above. These are
as follows:
CHECK NUMBER: Location of check number on check
DATE: Location of check date
VENDOR NAME: Location of vendors name (and address)
DECIMAL AMOUNT: Location of decimal amount (i.e. 500.00)
AMOUNT WITH WORDS: Location of amount spelled out
(i.e. ***FIVE HUNDRED and NO/100)
SIZE OF CHECK: This is the number of rows and columns on the
physical check. Usually a check (including top
stub) is 7" X 8 1/2", which is 42 rows and 85
columns.
STARTING ROW: This is the first line available (from the
OF STUB top) for printing detail invoice information on
the check stub.
MAXIMUM DETAIL: This is the maximum number of detail text
LINES PER STUB lines that fit on the check stub.
Enter the data into the input fields for your specific pre-printed
checks. If your pre-printed check does not have a specific field
for one of the 5 print position fields, simply enter zero (0) in
the row field and the field will not be printed on your checks.
2. Next, enter your starting check number for your computer generated
checks. (i.e. Your first check number.)
3. At the VENDOR ADDRESS ON CHECK field, enter either "Y" or "N",
depending on whether or not your vendor's address is printed on the
check.
PAGE 47
FINANCE MANAGER II - ACCOUNTS PAYABLE
4. The next selection "DETAIL POSTING TO G/L" allows the option of
posting transactions to your G/L in detail or summary format.
Selecting detail posting will post each A/P transaction as a
separate G/L transaction; while answering "N" will cause the A/P
transactions to be grouped and summarized keeping the total number
of transactions posted to the G/L to a minimum. Which ever method
you choose the financial results will be the same. There is one
other difference, however, if you select the detail posting each
A/P transaction's date will be used in the resultant G/L
transaction while summary posting will prompt you for a date at the
time you post and use that date on the G/L transactions. If you
are a beginner and do not have many transactions, we suggest that
you select "Y" at this prompt.
5. Prior to setting up this configuration, you must set up (add) an
Accounts Payable account in your General Ledger Chart of Accounts
(using the General Ledger module). This account must be active in
your General Ledger Chart of Accounts in order to be able to select
it for use in this configuration setup. We recommend that you set
up the account for use by the Accounts Payable module only (i.e. do
not use these account numbers when entering your General Ledger
transactions).
This General Ledger account is the interface account, and is used
to interface the Accounts Payable Module with your General Ledger
Module. It's important to remember that the Accounts Payable
Module cannot be used without this important GL account.
Enter your G/L Accounts Payable account number at the input field.
You may use the "select account" feature by using the keypad arrow
keys. For easy selection, all active G/L liabilities accounts are
shown on the bottom half of the screen.
6. Finally, at the "ARE INPUTS CORRECT (Y/N)" prompt, answer "Y". If
you answer with "N", you will be returned to the first input line
in order to allow you to make more changes.
You may leave or skip over any field simply by pressing "return". You
may back up to a previous field simply by pressing the Backspace key.
Or you can easily quit, without saving any input, merely by pressing
the Esc key.
7b - SORTING TRANSACTIONS
The Accounts Payable module normally keeps transactions organized in
the order in which they are input. The Sort function allows the user
to choose the manner in which FINANCE MANAGER sorts or organizes the
transactions. Transactions may be sorted either by date of input,
transaction date, or vendor number order.
The sort procedure is not a required feature but it is useful, for
example, when printing transaction journals or vendor balance reports
and you would like to be sure that all transactions are in date order.
To accomplish this, all you have to do is select date order sort. It
PAGE 48
FINANCE MANAGER II - ACCOUNTS PAYABLE
would be good practice to sort the transactions once a month before
printing your reports. The sort order does not affect any report
balances and it is purely for cosmetic purposes.
To start sorting transactions, select "F1" at the Accounts Payable
Utilities Menu. The following screen appears:
|--------- SORT TRANSACTIONS --------|
| |
| ESC Return to Utilities Menu |
| F1 Transaction Input Order |
| F2 Date Order |
| F3 Vendor Number Order |
| F4 Department Order |
| |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
--------------------------------------
1. Select the order in which you would like to sort the transactions.
2. FINANCE MANAGER automatically sorts all transactions.
3. Press any key to exit and return to the Main Menu when the sort is
completed.
If you have more transactions than memory can hold at one time, the
default disk drive is used to store a temporary file while sorting
transactions. It is important to remember, therefore, that the
default drive must have adequate remaining disk space, and it must NOT
be "write protected".
If there is not enough space on your default drive to sort your file,
you must put an empty disk in this drive (usually drive A:) before
selecting your sort order. If you DO run out of disk space, your sort
is aborted and your transaction file remains unchanged.
If a temporary disk file is required for the sort, the system will
inform you and it will allow you to put a blank disk in your default
disk drive (NOT YOUR DATA DISK DRIVE). It is most important that you
DO NOT take out your data disk from its drive, or the program will be
aborted.
PAGE 49
FINANCE MANAGER II - ACCOUNTS PAYABLE
7c - POSTING TO THE GENERAL LEDGER
Accounts Payable Utilities Menu selection "F3" will post all
transactions entered into this module to your General Ledger books.
Depending on whether you selected the detail or summary post option in
the configuration (described above) your Accounts Payables
transactions are posted individually or are read, then summarized, and
then posted to your General Ledger in summary format.
You'll be pleased to know that this posting procedure is a smart
procedure. It will only post the transactions which have not already
been posted. Because of this incredible time-saving feature, you may
accidentally post as many times as you wish without the worry of any
errors or double posting.
This posting process is mandatory in order to interface with the G/L,
and should be done before you run any General Ledger reports. Without
running this procedure, no transactions or activity from this module
will be shown on your General Ledger reports.
NOTE: After this posting procedure is complete, the transactions which
were posted may no longer be changed as far as type, account
numbers or amounts.
Because of this unique safety feature, we recommend that you only post
after you are absolutely sure all transactions have been entered
correctly and that any adjustments have been made. Generally, a good
rule for you to follow is to post transactions once a month, on the
last day of that month.
After you have run this procedure, you can print any General Ledger
reports, and all activity from this module will be automatically
included in your General Ledger reports.
In order to run this procedure, select "F2" on the Accounts Payable
Utilities menu. If you selected the detail post configuration option
the posting will commence. If you did not select detail post you will
be prompted for a date to use when posting transactions to the General
Ledger. This prompt is as follows:
Enter Post Transaction Date:__-__-__
When using the summary post option this date will show on your General
Ledger transactions as the date of the posting. Usually this date
should be the current date (i.e. the last date for the current month).
If detail post was selected the General Ledger transactions will have
the same date as they do in the Accounts Payable Journal.
After you enter this date, the posting process will be run. You will
be able to watch its progress on the screen as it is reading
transactions and posting them to your General Ledger accounts.
PAGE 50
FINANCE MANAGER II - ACCOUNTS PAYABLE
PAGE 51
FINANCE MANAGER II - ACCOUNTS PAYABLE
SECTION EIGHT - ENHANCEMENTS & HINTS
8a - ENHNACEMENTS BY VERSION
Version 1.1 - First Release of this module.
Version 1.2 - All changes included in version 1.2 of the General
Ledger module.
- Provide "=" and "+" keys for invoice number input to get
same-as-reference-number or incremental invoice numbers
respectively.
- Added label sort by vendor company name.
- Added Payments Journal.
- Added G/L Distribution Report.
- Option to print labels only for last checks printed.
- Added transaction type selection to A/P Journal.
- Allow check writing to 85 columns for wide carriage
printers.
- Added sort by company name to Vendor Accounts Listing.
- Added "DETAIL POST" to General Ledger option.
- Payments posted to G/L now show Vendor Name, account and
check number.
- Fixed delete vendor problem.
Version 1.3 - All system changes included in version 1.3 of the
General Ledger module.
- Pop-up vendor selection window when selecting report
options.
- Pop-up vendor/chart of accounts window while entering
transaction search parameters.
- Enhanced format of Selected Payments Journal report.
- Added Vendor Account History report.
- Added new Open Invoices Report.
8b - HELPFUL HINTS AND SUGGESTIONS
* Keep a CURRENT backup copy of your data disk each time you update
your data. This will safeguard against loss of data due to a power
or other problem.
* Use the Shift PrtSc keys to make a hardcopy of current screen
display.
* You may run this module WITHOUT the interface to the General Ledger
module simply by not posting to the General Ledger (F2 on the
Utilities Menu). The system will, however, post to your General
Ledger when you do an End of Period Posting (F3 on the Utilities
Menu). To totally avoid any interface, simply set up this module
with a separate data file, using a different name than your General
Ledger data file name. You will, however, have to set up a few
dummy G/L accounts (the required G/L accounts needed to run this
module).
* When printing checks, be sure that your printer is in its default 10
character per inch mode, and that it is set with its normal margins.
PAGE 52
FINANCE MANAGER II - ACCOUNTS PAYABLE
Deviation from this will result in the inability to line up your
pre-printed checks.
PAGE 53
FINANCE MANAGER II - ACCOUNTS PAYABLE
SECTION NINE - ACCOUNTS PAYABLE DISK FILE NAMES
Listed below is a description of files on your accounts Payable disk.
File name Description
------------ ---------------------------------------------------
FMAP-DOC ARC - Archived A/P documentation manual (see PRINT-AP).
FMAP 000 - A/P module program overlay 0.
FMAP 001 - A/P module program overlay 1.
FMAP 002 - A/P module program overlay 2.
FMAP 003 - A/P module program overlay 3.
FMAP 004 - A/P module program overlay 4.
FMAP 005 - A/P module program overlay 5.
FMAP 006 - A/P module program overlay 6.
FMAP CHN - A/P program module.
PRINT-AP BAT - Prints documentation manual on your printer (PRN).
PKUNPAK EXE - De-Archive program for manual.
ORDER DOC - Blank order form which can be printed.
README BAT - Display this information on screen.
WORK APC - WORK demo A/P configuration file.
WORK APK - WORK demo A/P check data file.
WORK APV - WORK demo A/P vendor data file.
WORK APT - WORK demo A/P transaction data file.
WORK CHR - WORK demo Chart of Accounts data file.
WORK CNF - WORK demo System configuration file.
WORK GLT - WORK demo G/L transaction data file.
PAGE 54
FINANCE MANAGER II - ACCOUNTS PAYABLE
APPENDIX A - SAMPLE REPORTS
Table of Contents
Payable Journal ........................................ 56
Selected Payments Journal .............................. 57
Payable Aging Report ................................... 58
Schedule of Payables ................................... 59
Schedule of Payables - Trended ......................... 60
Open Invoices Report ................................... 61
Vendor Account History ................................. 62
Vendor Accounts List ................................... 63
Vendor Address Labels .................................. 64
Non-Posted Transaction Journal ......................... 65
Payments Journal ....................................... 66
General Ledger Distribution Report ..................... 67
PAGE 55
FINANCE MANAGER II - ACCOUNTS PAYABLE
JUL-8-89 YOUR COMPUTER COMPANY PAGE 1
11:28am WORK Demo Accounts Test
ACCOUNTS PAYABLE JOURNAL
JAN-89 Through JUN-89
DATE VEND VENDOR NAME INVOICE REFER # T AMOUNT
-------- ---- ----------------------------- -------- -------- - -------------
01-01-89 1800 Tree & Landscape Service 1234 1234 I 350.00
Yearly maint. contract
01-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
02-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
03-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
03-25-89 1300 Computer Supplies I 3,150.00
Purchase AT clone computer
04-01-89 1500 Coastside Comunications 8700000 8700000 I 5,000.00
Phone System
04-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
04-07-89 1000 Hooper International 8700001 8700001 I 40.00
Finance Manager G/L
04-07-89 1000 Hooper International 8700001 8700001 I 15.00
Finance Manager Acct. Reconcil
04-07-89 1000 Hooper International 8700001 8700001 I 20.00
Finance Manager Fin. Utilities
04-07-89 1000 Hooper International 8700001 8700001 I 30.00
Finance Manager A/R
04-07-89 1000 Hooper International 8700001 8700001 I 30.00
Finance Manager A/P
04-07-89 1000 Hooper International 8700001 8700001 D -20.25
Multi order Discount 15%
04-07-89 1200 ABC Office Supplies 8700002 8700002 I 210.00
Office Supplies
04-15-89 1300 Computer Supplies 8700003 8700003 I 50.00
Computer cables
04-25-89 1300 Computer Supplies 67534 67534 I 15,000.00
Purchase Computer Inventory
05-01-89 1800 Tree & Landscape Service 1234 1234 C 15.75
Finance Charge
05-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
06-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
-------------
32,890.50
PAGE 56
FINANCE MANAGER II - ACCOUNTS PAYABLE
Jul-8-89 YOUR COMPUTER COMPANY PAGE 1
11:28am WORK Demo Accounts Test
SELECTED PAYMENTS JOURNAL
DUE DATE T DESCRIPTION INVOICE AMT DISC. AMT NET AMOUNT
-------- - ------------------------------ ------------ ---------- ------------
1000 Hooper International
-------------------------
04-22-89 D Multi order discount 15% 20.25 -20.25
04-22-89 I Finance Manager A/P 30.00 0.00 30.00
04-22-89 I Finance Manager A/R 30.00 0.00 30.00
04-22-89 I Finance Manager Fin. Utilities 20.00 0.00 20.00
04-22-89 I Finance Manager Acct. Reconcil 15.00 0.00 15.00
04-22-89 I Finance Manager G/L 40.00 0.00 40.00
------------
TOTAL 114.75
1100 Jones Corporation
----------------------
05-16-89 I Monthly office rent 1,500.00 0.00 1,500.00
------------
TOTAL 1,500.00
1200 ABC Office Supplies
------------------------
04-22-89 I Office supplies 210.00 0.00 210.00
------------
TOTAL 210.00
1300 Computer Supplies
----------------------
05-30-89 I Computer cables 50.00 0.00 50.00
05-09-89 I Computer Supplies 3,150.00 0.00 3,150.00
------------
TOTAL 3,200.00
1500 Coastside Communications
-----------------------------
05-16-89 I Phone System 5,000.00 0.00 5,000.00
------------
TOTAL 5,000.00
1800 Tree & Landscape Service
-----------------------------
01-31-89 I Yearly maint. contract 350.00 0.00 350.00
------------
TOTAL 350.00
============
GRAND TOTAL 10,374.75
PAGE 57
FINANCE MANAGER II - ACCOUNTS PAYABLE
JUL-8-89 YOUR COMPUTER COMPANY PAGE 1
11:30am WORK Demo Accounts Test
PAYABLE AGING
As of JUN-8-89
------ Days Past Due -----
VEND VENDOR NAME CURRENT 1 - 30 31 - 60
---- ------------------------------ ------------ ------------ ------------
1000 Hooper International 0.00 0.00 114.75
1100 Jones Corporation 3,000.00 1,500.00 1,500.00
1200 ABC Office Supplies 0.00 0.00 210.00
1300 Computer Supplies 15,000.00 3,200.00 0.00
1400 Soaps Inc. 0.00 0.00 0.00
1500 Coastside Comunications 0.00 5,000.00 0.00
1600 The Happy Balloon Ltd. 0.00 0.00 0.00
1700 John Smith and Associates 0.00 0.00 0.00
1800 Tree & Landscape Service 0.00 15.75 0.00
------------ ------------ ------------
18,000.00 9,715.75 1,824.75
PAGE 58
FINANCE MANAGER II - ACCOUNTS PAYABLE
JUL-8-89 YOUR COMPUTER COMPANY PAGE 1
11:31am WORK Demo Accounts Test
SCHEDULE OF PAYABLES
JUN-89
VEND VENDOR NAME BALANCE
---- ----------------------------- -------------
1000 Hooper International 114.75
1100 Jones Corporation 4,500.00
1200 ABC Office Supplies 210.00
1300 Computer Supplies 18,200.00
1400 Soaps Inc. 0.00
1500 Coastside Comunications 5,000.00
1600 The Happy Balloon Ltd. 0.00
1700 John Smith and Associates 0.00
1800 Tree & Landscape Service 365.75
-------------
Total Payable 28,390.50
PAGE 59
FINANCE MANAGER II - ACCOUNTS PAYABLE
JUL-8-89 YOUR COMPUTER COMPANY PAGE 1
11:31am WORK Demo Accounts Test
SCHEDULE OF PAYABLES
APR-89 Through JUN-89
VEND VENDOR NAME APR-89 MAY-89 JUN-89
---- ---------------------------- ------------- ------------- -------------
1 test 0.00 0.00 0.00
1000 Hooper International 114.75 114.75 114.75
1100 Jones Corporation 1,500.00 3,000.00 4,500.00
1200 ABC Office Supplies 210.00 210.00 210.00
1300 Computer Supplies 18,200.00 18,200.00 18,200.00
1400 Soaps Inc. 0.00 0.00 0.00
1500 Coastside Comunications 5,000.00 5,000.00 5,000.00
1600 The Happy Balloon Ltd. 0.00 0.00 0.00
1700 John Smith and Associates 0.00 0.00 0.00
1800 Tree & Landscape Service 350.00 365.75 365.75
------------ ------------- -------------
Total Payable 25,374.75 26,890.50 28,390.50
PAGE 60
FINANCE MANAGER II - ACCOUNTS PAYABLE
JUL-8-89 YOUR COMPUTER COMPANY PAGE 1
11:31am WORK Demo Accounts Test
OPEN INVOICES
DUE DATE T DESCRIPTION INVOICE ORIG AMOUNT UNPAID AMOUNT
-------- - ------------------------------ --------- ------------- -------------
1000 Hooper International
-------------------------
04-22-89 I Finance Manager G/L 8700001 40.00 40.00
04-22-89 I Finance Manager Acct. Reconcil 8700001 15.00 15.00
04-22-89 I Finance Manager Fin. Utilities 8700001 20.00 20.00
04-22-89 I Finance Manager A/R 8700001 30.00 30.00
04-22-89 I Finance Manager A/P 8700001 30.00 30.00
04-22-89 D Multi order discount 15% 8700001 -20.25 -20.25
------------- -------------
TOTAL 114.75 114.75
1100 Jones Corporation
----------------------
05-16-89 I Monthly office rent 1,500.00 1,500.00
------------- -------------
TOTAL 1,500.00 1,500.00
1200 ABC Office Supplies
------------------------
04-22-89 I Office supplies 87123 210.00 210.00
------------- -------------
TOTAL 210.00 210.00
1300 Computer Supplies
----------------------
05-09-89 I Computer Supplies 3,150.00 3,150.00
05-30-89 I Computer cables 6478 50.00 50.00
------------- -------------
TOTAL 3,200.00 3,200.00
1500 Coastside Communications
-----------------------------
05-16-89 I Phone System 870000 5,000.00 5,000.00
------------- -------------
TOTAL 5,000.00 5,000.00
1800 Tree & Landscape Service
-----------------------------
01-31-89 I Yearly maint. contract 1234 350.00 350.00
------------- -------------
TOTAL 350.00 350.00
-------------
GRAND TOTAL 10,374.75
PAGE 61
FINANCE MANAGER II - ACCOUNTS PAYABLE
JUL-8-89 YOUR COMPUTER COMPANY PAGE 1
11:31am WORK Demo Accounts Test
VENDOR ACCOUNT HISTORY
APR-89
DATE T DESCRIPTION INVOICE REFERENCE AMOUNT
-------- - ------------------------------ --------- --------- -------------
1000 Hooper International
-------------------------
BEGINNING BALANCE 0.00
04-07-89 I Finance Manager G/L 8700001 8700001 40.00
04-07-89 I Finance Manager Acct. Reconcil 8700001 8700001 15.00
04-07-89 I Finance Manager Fin. Utilities 8700001 8700001 20.00
04-07-89 I Finance Manager A/R 8700001 8700001 30.00
04-07-89 I Finance Manager A/P 8700001 8700001 30.00
04-07-89 D Multi order discount 15% 8700001 8700001 -20.25
-------------
ENDING BALANCE 114.75
1100 Jones Corporation
----------------------
BEGINNING BALANCE 0.00
04-01-89 I Monthly office rent 1,500.00
-------------
ENDING BALANCE 1,500.00
1200 ABC Office Supplies
------------------------
BEGINNING BALANCE 0.00
04-07-89 I Office supplies 87123 87123 210.00
-------------
ENDING BALANCE 210.00
1300 Computer Supplies
----------------------
BEGINNING BALANCE 3,150.00
04-15-89 I Computer cables 6478 6478 50.00
-------------
ENDING BALANCE 3,200.00
1400 Soaps Incorporated
-----------------------
BEGINNING BALANCE 0.00
-------------
ENDING BALANCE 0.00
1500 Coastside Communications
-----------------------------
BEGINNING BALANCE 0.00
04-01-89 I Phone System 870000 870000 5,000.00
-------------
ENDING BALANCE 5,000.00
-------------
GRAND TOTAL 10,024.75
PAGE 62
FINANCE MANAGER II - ACCOUNTS PAYABLE
JUL-8-89 YOUR COMPUTER COMPANY PAGE 1
11:32am WORK Demo Accounts Test
VENDOR ACCOUNTS LISTING
ACT# VENDOR NAME & ADDRESS PHONE TERMS
---- ------------------------------ ------------ ----------------
1000 Accounts Receivable 813-466-0050 Disc Pct : 0.00 %
Hooper International Discount Days: 0
P.O. Box 08430 Net Due Days :10
Fort Myers FL 33908-8430
1100 Attn: John Jones 800-555-1212 Disc Pct : 0.00 %
Jones Corporation Discount Days: 0
555 Main Street Net Due Days :15
Fort Myers FL 33111
1200 Mrs. Smith 206-123-4040 Disc Pct : 0.00 %
ABC Office Supplies Discount Days: 0
4753 Supply Blvd. Net Due Days :15
Seattle WA 98000
1300 Attn: C. Crabtree 912-555-1212 Disc Pct : 2.00 %
Computer Supplies Discount Days:10
2010 Seacoast Drive Net Due Days :45
Atlanta GA 11111
1400 Accounts Receivable 813-555-1212 Disc Pct : 0.00 %
Soaps Inc. Discount Days: 0
1011 First Street NW Net Due Days :30
Fort Myers FL 33333
1500 Accounts Receivable 813-511-1000 Disc Pct : 2.00 %
Coastside Comunications Discount Days:10
8100 Tech Center Drive Net Due Days :45
Fort Myers FL 33123
1600 Rick Johnston 813-444-3333 Disc Pct : 0.00 %
The Happy Balloon Ltd. Discount Days: 0
6434 102nd Avenue Net Due Days :30
Fort Myers FL 33911
1700 Attn: Accounts Payable Dept. 303-123-4567 Disc Pct : 0.00 %
John Smith and Associates Discount Days: 0
3000 Main Street Net Due Days :45
Denver CO 80000-0000
1800 Jerry Smith 213-444-3000 Disc Pct : 0.00 %
Tree & Landscape Service Discount Days: 0
755 Picosa Street Net Due Days :30
Fort Myers FL 33900
PAGE 63
FINANCE MANAGER II - ACCOUNTS PAYABLE
YOUR COMPUTER COMPANY
WORK Demo Accounts Test
VENDOR LABELS
1300
Attn: C. Crabtree
Computer Supplies
2010 Seacoast Drive
Atlanta GA 11111
1100
Attn: John Jones
Jones Corporation
555 Main Street
Fort Myers FL 33111
1500
Accounts Receivable
Coastside Comunications
8100 Tech Center Drive
Fort Myers FL 33123
1400
Accounts Receivable
Soaps Inc.
1011 First Street NW
Fort Myers FL 33333
1800
Jerry Smith
Tree & Landscape Service
755 Picosa Street
Fort Myers FL 33900
1000
Accounts Receivable
Hooper International
P.O. Box 08430
Fort Myers FL 33908-8430
1600
Rick Johnston
The Happy Balloon Ltd.
6434 102nd Avenue
Fort Myers FL 33911
1700
Attn: Accounts Payable Dept.
John Smith and Associates
3000 Main Street
Denver CO 80000-0000
PAGE 64
FINANCE MANAGER II - ACCOUNTS PAYABLE
JUL-8-89 YOUR COMPUTER COMPANY PAGE 1
11:32am WORK Demo Accounts Test
NON POSTED TRANSACTIONS JOURNAL
DATE VEND VENDOR NAME INVOICE REFER # T AMOUNT
-------- ---- ----------------------------- -------- -------- - -------------
04-07-89 1000 Hooper International 8700001 8700001 I 40.00
Finance Manager G/L
04-07-89 1000 Hooper International 8700001 8700001 I 15.00
Finance Manager Acct. Reconcil
04-07-89 1000 Hooper International 8700001 8700001 I 20.00
Finance Manager Fin. Utilities
04-07-89 1000 Hooper International 8700001 8700001 I 30.00
Finance Manager A/R
04-07-89 1000 Hooper International 8700001 8700001 I 30.00
Finance Manager A/P
04-07-89 1000 Hooper International 8700001 8700001 D -20.25
Multi order Discount 15%
01-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
02-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
03-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
04-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
05-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
06-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
07-01-89 1100 Jones Corporation I 1,500.00
Monthly Office Rent
04-07-89 1200 ABC Office Supplies 8700002 8700002 I 210.00
Office Supplies
03-25-89 1300 Computer Supplies I 3,150.00
Purchase AT clone computer
04-15-89 1300 Computer Supplies 8700003 8700003 I 50.00
Computer cables
04-25-89 1300 Computer Supplies 67534 67534 I 15,000.00
Purchase Computer Inventory
04-01-89 1500 Coastside Comunications 8700000 8700000 I 5,000.00
Phone System
01-01-89 1800 Tree & Landscape Service 1234 1234 I 350.00
Yearly maint. contract
05-01-89 1800 Tree & Landscape Service 1234 1234 C 15.75
Finance Charge
-------------
34,390.50
PAGE 65
FINANCE MANAGER II - ACCOUNTS PAYABLE
JUL-8-89 YOUR COMPUTER COMPANY PAGE 1
11:32am WORK Demo Accounts Test
PAYMENTS JOURNAL
DATE VEND VENDOR NAME ACT# CHECK# AMOUNT
-------- ---- ----------------------------- ---- ------ ------------
05-01-89 1000 Hooper International 1010 1001 114.75
05-01-89 1200 ABC Office Supplies 1010 1002 210.00 VOIDED
05-01-89 1800 Tree & Landscape Service 1010 1003 365.75
05-15-89 1200 ABC Office Supplies 1010 1004 210.00
------------
690.50
PAGE 66
FINANCE MANAGER II - ACCOUNTS PAYABLE
JUL-8-89 YOUR COMPUTER COMPANY PAGE 1
11:32am WORK Demo Accounts Test
PAYABLES G/L DISTRIBUTION
JAN-89 Through DEC-89
ACT# ACCOUNT NAME DEBITS CREDITS
---- ------------------------- ----------- -----------
1010 Checking Account #1 690.50
1300 Software Inventory 5,000.00
1400 Hardware Inventory 10,000.00
1500 IBM Personal Computer 3,150.00
1530 Other Computer Equipment 50.00
1550 Computer Software 114.75
1600 Office Building 5,000.00
2000 Accounts Payable 29,200.00
5620 Office expenses 200.00
5630 Rent on business property 6,000.00
5670 Sales tax expense 10.00
5900 Misc other expenses 365.75
----------- -----------
29,890.50 29,890.50
PAGE 67
FINANCE MANAGER II - ACCOUNTS PAYABLE
FINANCE MANAGER II USER COMMENT FORM
_ _
Product being used: |_|General Ledger |_|Account Reconciliation
_ _
|_|Accounts Receivable |_|Accounts Payable
_ _
|_|Financial Utilities |_|Payroll
_ _ _
Use of product: |_|Business |_|Personal |_|Other____________________
What type of computer are you using:__________________________________
Do you have a unique use for this product?_____ If so please explain.
______________________________________________________________________
Please circle your rating: Poor Fair Average Very Good Excellent
---- ---- ------- --------- ---------
Performance. x x x x x
Documentation. x x x x x
Ease of learning. x x x x x
Ease of use. x x x x x
Manual Reliability. x x x x x
Error Handling. x x x x x
Support. x x x x x
Value. x x x x x
Did you find any problems in using this product? Please describe.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Do you have any suggestions for improving this program and/or
documentation. Use the reverse side of this form if necessary:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Please add any other comments about product on reverse side of form.
RETURN THE COMPLETED FORM AND HOOPER INTERNATIONAL
ANY ADDITIONAL CORRESPONDENCE TO: P.O. Box 62219
Colorado Springs, CO 80962
PAGE 68
FINANCE MANAGER II - ACCOUNTS PAYABLE
-----------------------------------------------------------------------
| F I N A N C E M A N A G E R II O R D E R F O R M |
| |
| MAIL:Hooper International 24 Hr ORDER LINE:1-800-245-7789 |
| TO P.O. Box 62219 24 Hr FAX line:(719) 528-8997 |
| Colorado Springs, CO 80962 |
| U.S.A. Tech Support:(719) 528-8989 |
|---------------------------------------------------------------------|
| Mastercard:___ Visa:___ Amex:___ Check:___ (U.S. FUNDS ONLY) |
| |
| Card Number:________________________________ Expiration:__________ |
| |
| Name:______________________________ Signature:_____________________ |
| |
| Company Name:_______________________________ PC Brand:_____________ |
| |
| Address:____________________________________ DISK SIZE:3"___ 5"___ |
| |
| City:____________________________ State:____ Zipcode:____________ |
| |
| Country:______________________________ Phone:(____)_____________ |
| |
| Registration number on disk you were evaluating:___________________ |
| |
| How did you hear about FINANCE MANAGER?___________________________lap
|---------------------------------------------------------------------|
| ITEMS ORDERED - Version 1.3 |QTY|UNIT PRICE| AMOUNT |
|--------------------------------------------|---|----------|---------|
| FINANCE MANAGER II - REGISTERED COPIES: | | | |
| | | | |
| GENERAL LEDGER (Main module) | _ | $49.95 | $ |
| | | | |
| Accounts Receivable | _ | $36.95 | $ |
| | | | |
| Accounts Payable | _ | $36.95 | $ |
| | | | |
| Payroll | _ | $41.95 | $ |
| | | | |
| Account Reconciliation | _ | $14.95 | $ |
| | | | |
| Financial Utilities | _ | $25.95 | $ |
| | | | |
| | | | |
| EVALUATION COPY of General Ledger Lite | _ | $ 3.00 | $ |
|-----------------------------------------------------------|---------|
| SUBTOTAL | $ |
|-----------------------------------------------------------|---------|
| LESS QUANTITY DISCOUNT SCHEDULE PER ORDER | |
| 3 or 4 modules = 10% discount, 5+ modules 15% discount|$< >|
|-----------------------------------------------------------|---------|
| ADD Shipping/Handling charge | $ 3.00 |
|-----------------------------------------------------------|---------|
| ADD AIR MAIL POSTAGE for orders $3.00 | |
| shipped out of North America per module | $ |
|-----------------------------------------------------------|---------|
| TOTAL | $ |
|-----------------------------------------------------------|---------|
| Colorado residents add 6.5% sales tax | $ |
|-----------------------------------------------------------|---------|
| Prices subject to change. | |
| All amounts in US currency. GRAND TOTAL (US $) | $ |
-----------------------------------------------------------------------
PAGE 69
GO.TXT
╔═════════════════════════════════════════════════════════════════════════╗
║ <<<< Disk #1546 ACCOUNTS PAYABLE LITE Disk 2 of 2 (1545) >>>> ║
╠═════════════════════════════════════════════════════════════════════════╣
║ To intsall program to either a floppy drive system or a hard drive ║
║ system, insert disk #1545 and type: INSTALL (press enter) ║
║ ║
║ To print documentation, type: PRINT-AP (press enter) ║
╚═════════════════════════════════════════════════════════════════════════╝
ORDER.DOC
-----------------------------------------------------------------------
| F I N A N C E M A N A G E R II O R D E R F O R M |
| |
| MAIL:Hooper International 24 Hr ORDER LINE:1-800-245-7789 |
| TO P.O. Box 62219 24 Hr FAX line:(719) 528-8997 |
| Colorado Springs, CO 80962 |
| U.S.A. Tech Support:(719) 528-8989 |
|---------------------------------------------------------------------|
| Mastercard:___ Visa:___ Amex:___ Check:___ (U.S. FUNDS ONLY) |
| |
| Card Number:________________________________ Expiration:__________ |
| |
| Name:______________________________ Signature:_____________________ |
| |
| Company Name:_______________________________ PC Brand:_____________ |
| |
| Address:____________________________________ DISK SIZE:3"___ 5"___ |
| |
| City:____________________________ State:____ Zipcode:____________ |
| |
| Country:______________________________ Phone:(____)_____________ |
| |
| Registration number on disk you were evaluating:___________________ |
| |
| How did you hear about FINANCE MANAGER? PC-SIG_____________________ |
|---------------------------------------------------------------------|
| ITEMS ORDERED - Version 1.3 |QTY|UNIT PRICE| AMOUNT |
|--------------------------------------------|---|----------|---------|
| FINANCE MANAGER II - REGISTERED COPIES: | | | |
| | | | |
| GENERAL LEDGER (Main module) | _ | $49.95 | $ |
| | | | |
| Accounts Receivable | _ | $36.95 | $ |
| | | | |
| Accounts Payable | _ | $36.95 | $ |
| | | | |
| Payroll | _ | $41.95 | $ |
| | | | |
| Account Reconciliation | _ | $14.95 | $ |
| | | | |
| Financial Utilities | _ | $25.95 | $ |
| | | | |
| | | | |
| EVALUATION COPY of General Ledger Lite | _ | $ 3.00 | $ |
|-----------------------------------------------------------|---------|
| SUBTOTAL | $ |
|-----------------------------------------------------------|---------|
| LESS QUANTITY DISCOUNT SCHEDULE PER ORDER | |
| 3 or 4 modules = 10% discount, 5+ modules 15% discount|$< >|
|-----------------------------------------------------------|---------|
| ADD Shipping/Handling charge | $ 3.00 |
|-----------------------------------------------------------|---------|
| ADD AIR MAIL POSTAGE for orders $3.00 | |
| shipped out of North America per module | $ |
|-----------------------------------------------------------|---------|
| TOTAL | $ |
|-----------------------------------------------------------|---------|
| Colorado residents add 6.5% sales tax | $ |
|-----------------------------------------------------------|---------|
| Prices subject to change. | |
| All amounts in US currency. GRAND TOTAL (US $) | $ |
-----------------------------------------------------------------------
Directory of PC-SIG Library Disk #1546
Volume in drive A has no label
Directory of A:\
FMAP DOC 173217 1-01-89
FMAP-DOC ARC 61424 1-01-89
ORDER DOC 4844 1-01-89
PKUNPAK EXE 15112 8-02-88
PRINT-AP BAT 463 1-01-89
README BAT 1981 1-01-89
WORK APC 128 1-01-89
WORK APK 36 1-01-89
WORK APT 2805 1-01-89
WORK APV 2256 1-01-89
WORK CHR 3735 1-01-89
WORK CNF 182 1-01-89
WORK GLT 4042 1-01-89
GO TXT 617 10-17-89 9:57a
GO BAT 38 1-01-80 1:56a
FILE1546 TXT 4106 10-16-89 10:24p
16 file(s) 274986 bytes
38912 bytes free