Creating a Check Register by Vendor Name

Transcription

1 SAN MATEO COUNTY OFFICE OF EDUCATION CECC Financial System Procedures There are three components to creating a check register by vendor name. 1) You need to run an HP 3000 VEO300 Vendor History Report for a specified timeframe. This report will be downloaded and imported into Monarch. 2) From Monarch, the report will then be exported into Excel. 3) Once the report has been imported into Excel, the Subtotals function within Excel will be used to provide totals by vendor name. You have the option of creating this register in three ways. This is done within Monarch before exporting the report into Excel. 1) You can include information on any cancelled or voided checks. If the check was issued and voided within the specified timeframe, the check will net to zero on the report. If only the cancellation was recorded during the specified timeframe, only the negative cancellation amount will be included. If the cancellation was posted after the specified timeframe, the check amount will reflect the issued amount. 2) You can exclude information on any cancelled or voided checks. This option will only reflect the check issue amount. This may result in an overstatement of the amount paid to a vendor if the check was subsequently cancelled and re-issued during the specified timeframe. This option will create a report that will match an HP 3000 WAR200 Accounts Payable Warrant Status Report for the same specified timeframe. 3) You can report on cancelled or voided checks only. This option will show all the voided check information within the specified timeframe regardless of whether or not the check was issued during that timeframe. The amounts will be shown as negative amounts. These instructions assume you have a working knowledge of the HP 3000 file transfer process, Monarch, and Excel. Therefore some of the instructions are somewhat abbreviated.

2 San Mateo County Office of Education CECC Financial System Procedures Page 2 of Request an HP 3000 Commercial Vendor History Report VEHSUB You need to create a VEO300 Vendor History Report for the desired timeframe. The application name to generate this report is VEHSUB. Enter all the report parameters. In this example, we are running a report on all vendor payments from through Select the Detail option to include the vendor number, vendor name, 1099 flag, warrant number, posted date, entered date, reference, account number, description, and amount paid in the report. Select the sort option: 1 = by vendor number, 2 = by vendor name. To include all the checks issued during the specified timeframe, enter a zero in the Select by? field. After you enter all the report parameters, press the outside [Enter] key to generate the report.

3 San Mateo County Office of Education CECC Financial System Procedures Page 3 of Identify the Vendor History Report File Number on the HP 3000 PR In order to transfer the report you just created from the HP 3000 to your local computer, you need to determine the file number of the report. Type PR at the Select Option prompt to list all the print jobs. You will need to identify the file numbers to transfer. The file numbers are located in the first column. In this case the Vendor History Report fits in one report. Large reports are broken down into 600 page increments. You ll know this because the same Job Number is attached to two File numbers. If your Vendor History Report spans multiple reports, refer to the Downloading Expenditure Transactions to Excel documentation for instructions on how to combine multiple reports into one report. In this case, we have only one report to download. Once you note the file number, click the [Exit] button to exit this screen. In this example the file number is 337.

4 San Mateo County Office of Education CECC Financial System Procedures Page 4 of Transfer the Files to Your Local Computer FT Type FT at the Select Option prompt to begin the file transfer procedure. Select the Transfer option from the File Menu or Click on the File Transfer icon.

5 San Mateo County Office of Education CECC Financial System Procedures Page 5 of 22 Click the [Show Host Files] button to display all the print file numbers.

6 San Mateo County Office of Education CECC Financial System Procedures Page 6 of 22 After you click the [Show Host Files] button, the print files will be displayed on the upper right side of the window. The print files will begin with the letter P followed by a 7-digit number. Find the file number you need to transfer. In this example, the file number is P Click on that file number. You can also type the P directly into the Host file names: box. Browse to the directory where you want to place the downloaded file. The directory is displayed in the lower left corner of the window. Type the name you want to assign to the file you will be downloading from the HP 3000 in the Local file names box in the upper left corner. Add a.txt extension to the file name. Click on the arrow pointing to the left to transfer the files from the HP 3000 to your local computer.

7 San Mateo County Office of Education CECC Financial System Procedures Page 7 of 22 Once the file transfer is complete, click the [Close] button and type Exit to leave the file transfer program. You may also exit the HP 3000 at this time. 4. Use Monarch to Export the Vendor Payments Report to Excel The HP 3000 VEO300 Vendor History Report contains encumbrance activity that is not needed in a check register. The Vendor Payments Monarch model strips out the unnecessary information. The export feature within Monarch will convert the report into Excel format. Launch Monarch and select the Open Report option on the File Menu.

8 San Mateo County Office of Education CECC Financial System Procedures Page 8 of 22 Browse to the directory where you placed the file you downloaded from HP Open that file. In this example our download file is named D60 Vendor Payments.txt. Once the file is open, select the Open Model option from the File Menu.

9 San Mateo County Office of Education CECC Financial System Procedures Page 9 of 22 Open the Vendor Payments model provided by the San Mateo County Office of Education.

10 San Mateo County Office of Education CECC Financial System Procedures Page 10 of 22 Once you open the model, click on the Table Window icon on the toolbar to convert the report to a table using the Vendor Payments model. This will convert your report to a table format.

11 San Mateo County Office of Education CECC Financial System Procedures Page 11 of 22 To determine if you want to include or exclude information on cancelled and voided warrants, click on the Filters icon.

12 San Mateo County Office of Education CECC Financial System Procedures Page 12 of 22 To include information on the cancelled and voided warrants, select the No Filter radio button. To exclude information on the cancelled and voided warrants, select the Exclude Cancelled Warrants radio button. To report on cancelled and voided warrants only, select the Cancelled Warrants Only radio button. In this example, we are excluding all the information on cancelled and voided warrants. Click the [OK] button to confirm your selection.

13 San Mateo County Office of Education CECC Financial System Procedures Page 13 of 22 Select File>Export to convert this data to Excel format.

14 San Mateo County Office of Education CECC Financial System Procedures Page 14 of 22 The Export Wizard will appear with the Data format Table selected. Click the [Next >] button to proceed to the next step.

15 San Mateo County Office of Education CECC Financial System Procedures Page 15 of 22 Click on the folder in the Export Wizard File Info window to specify the export file type and to give your export file a name. The Export Table window will appear. Browse to the folder where you want to place the exported file. Give your report a name. Be sure to select the Microsoft Excel (.xls) file type. Then click the [Save] button.

16 San Mateo County Office of Education CECC Financial System Procedures Page 16 of 22 Be sure that the Overwrite file radio button is selected in the When output file exists box. If the radio buttons are grayed out, it means there is no existing file with the name you specified. Click on the [Next >] button to proceed to the next window.

17 San Mateo County Office of Education CECC Financial System Procedures Page 17 of 22 Click on the [Run] button to proceed with the export.

18 San Mateo County Office of Education CECC Financial System Procedures Page 18 of 22 The following screen will appear when the export has been completed. Click the [OK] button. You can exit Monarch at this time.

19 San Mateo County Office of Education CECC Financial System Procedures Page 19 of Use Excel Subtotals Function to Provide Totals by Vendor Name You now need to open the file you just exported from Monarch in Excel. Once the file is open you can use the Subtotals function to summarize the data by vendor name. Launch Excel and open the file you just exported from Monarch. In this example the file is called D60 Vendor Payments Dec 2006.xls. Select the entire spreadsheet by clicking in the upper left hand corner of the spreadsheet. From the Data menu, select the Subtotals option.

20 San Mateo County Office of Education CECC Financial System Procedures Page 20 of 22 In the At each change in dropdown box, select the Vendor Name column. In the Use function dropdown box, select the Sum function. In the Add subtotal to dropdown box, make sure there is a checkmark in the Amount Paid column. Make sure there are checkmarks in the Replace current subtotals checkbox and the Summary below data checkbox. Click the [OK] button.

21 San Mateo County Office of Education CECC Financial System Procedures Page 21 of 22 You ll see some numbers and lines appear on the left-hand side of your spreadsheet. These indicate the subtotal levels. Click on the [2] to see the subtotals by Vendor Name.

22 San Mateo County Office of Education CECC Financial System Procedures Page 22 of 22 You ll see the subtotals by Vendor Name. To expand the detail for any individual Vendor Name, click on the [+] to the left of the Vendor Name Total row. To expand all the detail, click on the [3] to the left of the Vendor Number column. You can use Excel s Page Setup options add additional formatting to make the report easier to read when printed. Within the Page Setup window, you can also add any desired headings or footings. You may also want to setup heading Row 1 to print on every page. Be sure to File>Save all the changes made to this report.