WinTen² Accounts Payable

Transcription

1 WinTen² Accounts Payable Preliminary User Manual User Manual Edition: 3/16/2005 Your inside track for making your job easier!

2 Tenmast Software 132 Venture Court, Suite 1 Lexington, KY Support: (877) support@tenmast.com Marketing: (877) info@tenmast.com Fax: (859) WinTen² Accounts Payable Preliminary User Manual User Manual Edition: 3/16/2005 Copyright 2005 Tenmast Software. All rights reserved. This manual, as well as the software described in it, is furnished under license and may be used and/or copied only in accordance with the terms of such license. The content of this manual is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Tenmast Software. Tenmast Software assumes no liability for any errors or inaccuracies that may appear in this manual. Except as permitted by such license, no part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, recording, or otherwise, without the prior written permission of Tenmast Software. Permission to produce copies for official use is expressly granted to organizations and individuals with a current Update and Support Agreement with Tenmast Software for the maintenance and support of Tenmast Software s WinTen² Accounts Payable program. Any references to company, housing authority, or individual names or identities in examples or screen images are for demonstration purposes only and are not intended to refer to any actual organization or person.

3 CONTENTS Introduction WinTen² Basics Navigation Mouse Actions Keyboard Actions Buttons Standard Buttons Grayed Out Options Pull-Down Menus Dialog Boxes Drop-Down Selection Boxes Calendar Boxes Check Boxes Radio Buttons Scrollbars Tabs Function Keys Print Dialog Box Wizards Maintain Notes Screen Program Overview Cyclical Actions Main Menu Setup Accounts Payable Setup Screen Default Settings Screen Browse Bank Accounts Screen Maintain Bank Accounts Screen Maintain Management Codes Screen Maintain Check / Voucher Format Screen Maintain Vendor Types Screen Maintain Vendors Browse Vendors Screen Maintain Vendor Screen Main Tab Categories Tab Maintain Invoices Browse Invoices Screen Maintain Invoice Detail Screen Invoice Creation Methods Basic Invoice Creation Recurring Invoice Creation Recurring Invoice Template Creation Creating a New Invoice from a Recurring Template Purchase Order Invoice Creation Copying a Paid Invoice

4 Process Checks Check Processing Wizard Voiding Checks Void Checks Wizard Reports Reports Screen Vendors Tab Payables Tab Accrue Payables

5 INTRODUCTION The WinTen² Accounts Payable program is designed for use on computers running the Windows NT, 2000, or XP operating system. The interface is designed in a Windows environment and includes point-and-click mouse actions, pull-down menus, and Windows-based help functions. This manual contains all of the information you need to use the WinTen² Accounts Payable program (hereafter referred to as Accounts Payable or Payables). Version Information This is a preliminary user manual written as of 3/16/2005. Some sections of this manual may be incomplete in regard to the program released as of that date. Some sections may be inaccurate in regard to later versions of the program. It does not apply to previous versions of the program (including MS-DOS-based ones). When Tenmast issues an update to a piece of software, we post a documentation update on our Web site at If you have a current Update & Support Agreement for Accounts Payable, you may download both the updated program and the updated documentation at no charge. See the Client Service Area of our Web site for detailed instructions. Getting Help Although we have made every effort to make this manual as comprehensive as possible, no document can cover all contingencies. If you encounter problems with Accounts Payable, please call the Tenmast Training & Support Department toll-free at (877) or send to support@tenmast.com. Revisions To better serve our clients, we constantly update our manuals, just as we constantly make improvements in our programs. If you find an error or omission in this documentation or have a suggestion for improving it, please call the Tenmast Marketing/Communication Services Department toll-free at (877) or send to info@tenmast.com. WinTen² Accounts Payable 3/16/2005 Edition Introduction Page 1.1

6 WINTEN² BASICS The WinTen² programs are designed to provide quick and easy access to commands and data throughout Tenmast s programs. In WinTen² programs, the mouse is the primary navigation tool. The WinTen² system consists of more than 20 independent data management programs that are capable of sharing data with one another. Though each program has its own unique functions and features, they all share certain common ones. The following WinTen² introduction explains these common functions and features and how to use them. Navigation Mouse Actions In many instances, this manual instructs you to click something in order to give the program a command. This refers to executing a command with your mouse. There are four different ways in which you may need to click to execute a command: Click or Point-and-Click Position the mouse pointer over the indicated object on the screen, then quickly press and release the left mouse button once. Double-Click Position the mouse pointer over the indicated object on the screen, then quickly press and release the left mouse button twice. Right-Click Position the mouse pointer over the indicated object on the screen, then quickly press and release the right mouse button once. Drag and Drop Position the mouse pointer over the indicated object on the screen, then press and hold down the left mouse button. While still holding down the button, move the mouse pointer to where you want to place the object and then release the button. the mouse pointer WinTen² Accounts Payable 3/16/2005 Edition WinTen² Basics Page 1.2

7 Keyboard Actions There are many ways to issue commands in the WinTen² programs with your keyboard. When this manual instructs you to press a key or keys, it refers to the keys on your keyboard. The manual indicates a specific key by enclosing it in less-than and greater-than signs. For example, <Enter> means the Enter key. Moving Focus When you first enter a screen, focus is on a particular button or data field. The program shows focus with a dotted line around the inside of a button (as shown at right) or a flashing cursor in a data field. When a button has focus, you can activate it by pressing <Enter>, which has the same effect as if you had clicked on it. When a data field has focus, you can type data into it. You can move focus in either situation by pressing <Tab>. If you are on a menu of buttons, you can also move focus by using the arrow keys. Keyboard Shortcuts Some commands have keyboard shortcuts. This means you can execute the command through a combination of keys. Keyboard shortcuts use a combination of a letter or number key plus either the <Alt> (Alternate) or <Ctrl> (Control) key. The manual abbreviates these commands in the format <key+key>. For example, a command that you give by pressing <Alt+X> is performed by holding down <Alt> and pressing <X>. The <Ctrl> and <Alt> keys are keys that modify the way that the computer interprets other keys, much like <Shift> does. When a key combination includes one of these keys, it s best to press and hold the modifying key before pressing the other key in the combination, because the modifying key won t type anything. To continue the previous comparison, this is like using <Shift> to capitalize the letter a while doing word processing. If you pressed and held <A> before pressing <Shift>, you d type something like aaaaaaaa. However, if you pressed and held <Shift> first, you d just type A. The same holds true for issuing commands with key combinations that include <Alt> or <Ctrl>. with focus without focus WinTen² Accounts Payable 3/16/2005 Edition WinTen² Basics Page 1.3

8 Buttons In all WinTen² programs, the screens contain buttons to access functions. Buttons are square or rectangular and may contain pictures, text, or both. This manual indicates a button with its name ( the Reports button ) and/or a picture (as shown at right). You can use buttons in three ways: 1. Point-and-click. 2. Move focus to the button and press <Enter> (remember, you move focus with <Tab> or the arrow keys). 3. Press the key that corresponds to the underlined letter on the button, if the button has text on it. On the Reports button shown to the right, this would be <R>. Standard Buttons Several buttons are standard in all WinTen² programs. This means they always have the same function regardless of the program in which they appear. Main Menu Buttons These standard buttons are found on the Main Menu screen. Change Password Button This button opens the Change Password dialog box. To change your WinTen² password, you must fi rst enter your old password to confi rm your identity. Then type your new password in two separate fi elds, which keeps you from accidentally mistyping your new password and setting it to something other than what you intended. The OK button remains disabled until you have the same thing in both new password fi elds. NOTE: The Change Password button is not available if you do not have Tenmast Security activated. Change Directories Button This button opens the Program Directories dialog box (shown at far right). This dialog box allows you to change the data area in which you are working. Click the desired data area to select it, then click the OK button. NOTE: The Change Directories button is not available if the program only has one data area in which to work. WinTen² Accounts Payable 3/16/2005 Edition WinTen² Basics Page 1.4

9 Version Button This button opens a dialog box (shown at far right) that displays the version date of the program. Click the OK button to close this dialog box. Reports Button The Reports button opens the program s Reports screen. The specific reports you can view and print from this screen vary depending on the program in question. See the appropriate chapter of this manual for details. Index Button The Index button allows you to re-index and/or pack the program s databases. See the appropriate chapter of this manual for details. Setup Button The Setup button opens the program s Setup screen. This screen allows you to change the basic information that the program uses to generate reports and/or track and present data. See the appropriate chapter of this manual for details. Exit Button The Exit button shuts down the program and closes all associated windows. Toolbar Icons Many screens in the WinTen² programs contain a toolbar at the top of the screen. The toolbar contains the icons used to execute commands specific to that screen. The example below is the standard toolbar found in many Add and Edit screens. The following icons are standard in every WinTen² program, and most toolbars contain some or all of them. Exit Icon The Exit icon is a doorway. This icon closes the current screen or window and returns you to the program s Main Menu screen or to the previous screen or window. Add Icon The Add icon is a plus sign. This icon adds a new record to the current database. After you click the Add icon, the program allows you to enter the appropriate information for the record that you are adding. In some cases, this icon starts a wizard (described later) for adding a new record to the database. WinTen² Accounts Payable 3/16/2005 Edition WinTen² Basics Page 1.5

10 Delete Icon The Delete icon is a minus sign. This icon deletes the currently selected record from the database. In most cases, the program prompts you to confirm your intent to delete that record. This is a safeguard to prevent accidental loss of data. Once you have deleted a record, you cannot bring it back - there is no undo feature in WinTen² programs. Edit Icon The Edit icon is a pencil eraser in action. Many data screens in WinTen² programs are locked when you first open them. They display data but do not respond to any attempt to change it. This is a safeguard to prevent accidental loss of data. The Edit icon unlocks the currently selected record and allows you to enter updates or changes. Save Icon The Save icon is a floppy disk. After editing or entering data, click this icon to save your work on the currently selected record to the database. Cancel Icon The Cancel icon is a circle with a line through it. This icon allows you to abandon any changes you have made to the currently selected record. In many cases, the program will prompt you to confirm your cancellation. This is a safeguard to prevent accidental loss of data. Previous Icon The Previous icon is a left-pointing arrow. Clicking on this icon takes you to the previous record in the current database. Next Icon The Next icon is a right-pointing arrow. Clicking on this icon takes you to the next record in the current database. Print Icon The Print icon is a picture of a printer. If you are in the Reports screen of a program, this icon opens the Print Report dialog box to print the currently selected report. If you are in any other screen, this icon opens a drop-down menu that allows you to select and print a report that is relevant to that screen. Print Preview Icon The Print Preview icon is a sheet of paper with a starburst behind it. This icon opens a screen that shows you what your document would look like if you chose to print it. This feature allows you to make sure that your print job is correct without using paper for a test print run. Hint: Edit Mode and View Mode When a record is editable (usually after you click the Edit icon), it is in edit mode. When it is not editable (before you click the Edit icon, or after you edit data and click the Save icon), it is in view mode. WinTen² Accounts Payable 3/16/2005 Edition WinTen² Basics Page 1.6

11 Search Icon The Search icon is a flashlight. It saves you time by opening a Search screen which contains a table of all the records in the current database. Use this Search screen to find the desired record instead of scrolling through records one at a time with the Previous and Next icons. Report Generator Icon The Report Generator icon is an open book. This icon accesses the user-defined data fields for the current database. For more information, see the Tenmast Custom Report Generator manual. If your agency does not use this program, this icon has no effect. Other Functions Icon The Other Functions icon is a set of tools. This icon opens a drop-down menu of additional commands that are specific to the screen on which it is located. If a screen has the Other Functions icon, these commands will be described under the Other Functions or Tasks header for that screen. Typically, the Other Functions menu enables you to use one or more wizards (described later in this chapter). Notes Icon The Notes icon is a (musical) note. It appears on screens that contain one record in a database. This icon opens the Maintain Notes screen (described later), which allows you to add, review, and edit notes on the selected record. Show/Hide Icon The Show/Hide icon is a window shade. It appears on screens which have both large tables and data fields. This icon hides the data field portion of such a screen, allowing you to view the table in the full area of the screen. If the data fields have already been hidden, clicking the Show/Hide icon again brings them back into view. See the two screen images below for an example of this icon in action: WinTen² Accounts Payable 3/16/2005 Edition WinTen² Basics Page 1.7

12 Other Standard Buttons The following buttons appear throughout the WinTen² programs. They allow you to make choices on screens and in dialog boxes. OK and Yes Buttons Click the OK or Yes button if you want to accept the data presented or continue the action you started. Some dialog boxes - those that only display information without giving you command options - have OK buttons that close them when clicked. Cancel and No Buttons Click the Cancel or No button if you want to abandon the current screen or the action you started. Grayed Out Options Some controls, buttons, or data fields may appear light gray rather than appearing with their normal full-color images (these buttons are colorized in the WinTen² programs, even though they may appear in black-and-white in this manual). We refer to this condition as grayed out. This indicates that those options are disabled and cannot be accessed at the present time. Grayed out options return to their normal colors and become accessible again once the program reaches a set of conditions that allows the option to work again. For example, when you initially enter an Edit/ Review screen to review data, the Save button is grayed out (because you have not made any changes that need to be saved). Once you click the Edit button and edit the data on the screen, the Save button becomes active, returning to full color. You can then use the Save button to save your changes. Save button grayed out Save button active WinTen² Accounts Payable 3/16/2005 Edition WinTen² Basics Page 1.8

13 Pull-Down Menus Pull-down menus are located above the toolbar and consist of one or more words, each with one letter underlined. A pull-down menu is another way to access the functions on the toolbar, and some pull-down menus contain additional options that are explained in each program s documentation. To open a pull-down menu, either click the word or press <Alt+(the underlined letter of the word)>. For example, to open the Tools menu shown to the right, you would press <Alt+T>. When the menu opens, it displays a list of commands that you can execute, as shown to the right. The open pull-down menu to the right contains standard options such as Next Item, Previous Item, and Search. It also contains additional commands that are specific to the Tenant Accounts Receivable program, the program in which this particular pulldown menu appears. To execute pull-down menu commands with the mouse, click on them. You can also use the keyboard to access the menu options in two ways: 1. Use the <up arrow> and <down arrow> keys to move focus to the desired option, then press <Enter> to execute it. 2. Some commands have a keyboard shortcut, shown to the right of the menu option (see Keyboard Shortcuts, above). These keyboard shortcuts can be used at any time, even if the pull-down menu is not open. Note that many of the options that have keyboard shortcuts have corresponding toolbar buttons. Dialog Boxes Occasionally, a small window appears on top of the screen in which you re currently working. This is called a dialog box. The contents of dialog boxes vary. Some contain pertinent information and have a single button which makes them disappear, while others allow you to specify options for a procedure that you ve told the program to perform. WinTen² Accounts Payable 3/16/2005 Edition WinTen² Basics Page 1.9

14 Drop-Down Selection Boxes Some screens have a data entry field with a small black downward-pointing triangle to its immediate right. Clicking on this triangle opens a small list of pre-set options for that data field s contents. This is known as a drop-down selection box. Click an option to select it. Calendar Boxes Some data screens require you to enter dates. The data field for the date has a small button next to it that depicts a calendar page. Clicking the button opens a calendar box. The current system date is circled in red. The currently selected date has a gray oval over it. To move between months, click the left- and right-pointing arrows at the top of the calendar box. To select a day, click on it. To change years, click on the displayed year. It becomes highlighted and two small buttons with up- and down-pointing arrows will appear next to it. Click the appropriate arrow to move the year forward or backward. Check Boxes A small white box like the one shown to the right is a check box. Click in the box to check or uncheck it. Check boxes are used just like check boxes on pencil-and-paper forms - they are simple yes-no conditions. In the example at right, Receivables and Payables are checked and Payroll is unchecked. Radio Buttons A cluster of small white circles, each with a label, is a set of radio buttons. They have this name because they work in a manner similar to the preset station buttons on your car radio - you can only have one radio station, or one radio button, selected at a time. To select a radio button, click on it and a black dot will appear in the circle. Radio buttons are used when you have two or more choices but only one of those choices applies at any given time. WinTen² Accounts Payable 3/16/2005 Edition WinTen² Basics Page 1.10

15 Scrollbars Many times, a table of records holds more records than the program can fit on the screen. The scrollbar is found on the right edge of the table. To move up or down through the table, click on the small black triangles at the top and bottom of the scrollbar. The small box between the triangles is a rough indicator of where you are within the table; think of it as being similar to an elevator s display that shows how close to the top or bottom of the building the car is. Some tables also have horizontal scrollbars if they contain more information than will fit across the screen. Use the small black triangles at the bottom left and right corners of the table to move from side to side within it. NOTE: Some drop-down selection boxes have vertical scrollbars if they have more options than will fit in the selection box when it is open. These function in exactly the same manner as the scrollbars on tables of records. Tabs Some screens have large amounts of information that must be divided so that it is easier to track and access. In the WinTen² programs, these screens are divided into tabs, which are so named because they resemble the index tabs on file folders. Clicking on a tab changes the data displayed on the screen and the toolbar options available. WinTen² Accounts Payable 3/16/2005 Edition WinTen² Basics Page 1.11

16 Sub-Tabs Some tabs also have large amounts of information that must be divided so that it is easier to track and access. These tabs have a second row of tabs, known as sub-tabs, along their bottom edge. Clicking on a sub-tab changes the data displayed on the tab, and thus changes the data available on that screen. Function Keys Across the top of your keyboard is a set of twelve keys designated <F1> through <F12>. These are the function keys. Currently, only <F1> and <F9> have functions in the WinTen² programs. F1 Key (Help) Pressing <F1> opens a Help dialog box for the program. Help is context-sensitive; the Help information shown corresponds to the current field or screen in the program. The WinTen² programs use the standard Windows-based help system. With this type of help, you can search for any help topic, print the current topic, mark a specific topic using a bookmark, or jump to another help screen by clicking the underlined keywords. F9 Key (Change Password) Pressing <F9> is equivalent to clicking the Change Password button. This only works when you are at the Main Menu of a program in which Tenmast Security is active. WinTen² Accounts Payable 3/16/2005 Edition WinTen² Basics Page 1.12

17 Print Dialog Box Because of the way in which the Windows family of operating systems handles printing on various types of printers, WinTen² programs use a print dialog box that differs from the standard one you may be used to seeing in other Windows-based programs. The following print dialog box appears whenever you print from a WinTen² program. Print Dialog Box Features and Options Printer The Printer options allow you to select the printer to which you want to send the material you are printing and to specify the font that it will use. Many of these settings cannot be changed - they are determined by the report that you have chosen to print. Name This drop-down selection box lists the system names of every printer that your computer can print to. Use this drop-down box to select the printer to which the report should be sent. Type This is the make and model of the selected printer. This data field changes depending on the printer that you have chosen with the Name drop-down selection box. Where This is the network location of the selected printer. This data field changes depending on the printer that you have chosen with the Name drop-down selection box. Font Name This drop-down selection box lists every font that you can use to print the selected report. When the Print dialog box opens, this field is set to the default font of the selected report. Paper Orientation This data field tells whether the report will print in portrait or landscape orientation. You cannot change this setting; it is pre-set by your report selection. Paper Size This is the size of the paper on which the report will be printed. You cannot change this setting; it is pre-set by your report selection. WinTen² Accounts Payable 3/16/2005 Edition WinTen² Basics Page 1.13

18 Draft This check box is only available if you are sending a report that supports fast draft printing to a dotmatrix printer. In such a case, you may check this box to print the report in fast draft mode. If you do not check this box, the report will print in letter-quality mode, which will look better but take significantly longer. Restore Report Font Button Click this button to set the Font Name field to the default font for the selected report. Print Range The Print Range set of radio buttons allows you to specify whether to print all pages of the report or just a selected range. If you select the Pages radio button, the From and To data fields next to it become available. Enter the starting and ending page numbers of the range of pages you want to print in these data fields. Copies Number of Copies This data field allows you to specify how many copies of the report you want to print. This field is always set to 1 when the dialog box first opens. Collate If you have chosen to print more than one copy of the report and the printer to which you are sending the report supports multiple copy collation, this check box becomes available. Check this check box if you want the copies to be collated. Paper Source Output Options This drop-down selection box allows you to select the paper source that the printer will use for the paper on which the report will be printed. Duplex If the printer support duplex (both sides of the paper) printing, this drop-down selection box is available. You can use it to select no duplexing, duplexing along the long side of the paper, or duplexing along the short side of the paper. Hint: Fast Draft Printing Fast draft printing is a function that Tenmast has incorporated into this program to overcome the speed limitations of the Windows operating systems when printing to dot-matrix printers. For more information on this option, please refer to the Fast Draft Printing Implementation Guide, available on our Web site. WinTen² Accounts Payable 3/16/2005 Edition WinTen² Basics Page 1.14

19 Wizards In software terms, a wizard is a part of a program that guides you through the sequence of specific tasks that make up a procedure. In the WinTen² programs, Tenmast uses wizards for specific data processing tasks that require a step-by-step approach, such as processing checks or moving an applicant into a vacant unit. Step One When you start a wizard, it opens as a dialog box, as shown at right. The top of the wizard s dialog box summarizes the current step, which is always Step One. The main area has data fields and controls for you to review and/or enter required data. The bottom of the tab has a brief set of instructions and a set of buttons. Click the Start button or pesss <Page Down> to begin the wizard s task and move to Step Two. Click the Cancel button to cancel the wizard s task and close the wizard. Intermediate Steps When you continue to the next step, the wizard changes to show the data fields and controls for that step. Enter any data that is needed. Click the Next button or press <Page Down> to move to the next step, click the Back button or press <Page Up> to return to the previous step, or click the Cancel button to cancel the wizard s task and close the wizard. Last Step When you continue to the last step, the wizard changes to show a summary of the data you have entered in all previous steps. Review it to make sure it is correct. Click the Back button or press <Page Up> to return to the previous step, click the Cancel button to cancel the wizard s task and close the wizard, or click the Finish button or press <Page Down> to save all of the data you have entered and complete the wizard s task. WinTen² Accounts Payable 3/16/2005 Edition WinTen² Basics Page 1.15

20 Maintain Notes Screen The Maintain Notes screen opens when you click the Notes button. It contains all of the notes for one selected record in a database. The very top of this screen identifies the record whose notes you are currently viewing. The table in the middle of the screen lists all of the notes for that record in chronological order. The bottom of the screen displays the date, subject, and contents of the currently selected note. To add a new note, click the Add button. Enter the date, subject, and content of the note, then click the Save button. To edit an existing note, select it in the table and click the Edit button. Make your changes, then click the Save button. Notes icon WinTen² Accounts Payable 3/16/2005 Edition WinTen² Basics Page 1.16

21 PROGRAM OVERVIEW The Accounts Payable program is designed to provide comprehensive control over the payables portion of your agency s financial activities. This includes four critical functions: Tracking how much your agency owes each vendor and what your agency s current financial status is. Issuing checks and vouchers to pay those vendors. Keeping comprehensive internal records of all payables transactions. Recording those transactions in your agency s master accounting records (General Ledger). Accounts Payable performs these functions in accordance with both GAAP and HUD accounting standards. Program Integration As with all WinTen² modules, Accounts Payable is designed to integrate with other programs in the WinTen² product line. This data sharing allows for more efficient operation, as multiple programs can pass data back and forth without the need for operator intervention. Accounts Payable integrates with the following other WinTen² modules: Purchase Order Payables can import the invoice data from received purchase orders, turning this into ready-to-be-paid invoices for the vendors already in its database. Tenant Accounts Receivable Receivable can create vendor records in Accounts Payable for tenants or former tenants who need to be issued refund checks. It can also create invoices for these checks. WinTen² Accounts Payable 3/16/2005 Edition Program Overview Page 2.1

22 WinTen² Accounts Payable 3/16/2005 Edition Program Overview Page 2.2

23 CYCLICAL ACTIONS Accounts Payable, like most programs that deal with financial data, operates on a monthly activity cycle. At the beginning and end of each month, you need to perform certain actions to close the books on the old month and open them for the new month. Tenmast calls this process initialization, and this manual examines initialization in more detail in the Initialization chapter. During each month, you also go through a normal cycle of activity, as tenants move in, undergo changes, incur charges, make payments, and move out. The following lists are Tenmast s recommendations for the actions you should perform during each part of the Accounts Payable operational cycle. Beginning of the Month Review the program s setup scheme to make sure everything is correct. Under most circumstances, you should not need to make changes. Print a Hold Code Report to determine if any invoices have been held over from the previous month. Determine the value of all outstanding invoices. Print a Complete Invoice Report for all invoices with discount dates that fall within the current month. This helps you to determine if any invoices will be eligible for a discount within the month. During the Month Add new vendors. Enter payables/invoice records. Mark the invoices you wish to pay. Print checks, following the steps given in the corresponding chapter of this manual. Void checks as necessary. End of the Month Print Complete Invoice Report (paid invoices) and General Ledger Journal Report. Accrue unpaid invoices (the process posts those expenses to the General Ledger). WinTen² Accounts Payable 3/16/2005 Edition Cyclical Actions Page 2.3

24 End of the Calendar Year Check Tenmast s Web site ( for information regarding year end data processing. Run the Update Manager program to ensure that you have the most current versions of the Accounts Payable and IRS 1099/Magnetic Media programs. Check all year-ending data to ensure accuracy. Initialize vendor totals to the new calendar year. Run the necessary 1099 forms using the WinTen² IRS 1099/Magnetic Media program. Archive payables history for the previous year. End of the Fiscal Year Initialize vendor totals to the new fiscal year. WinTen² Accounts Payable 3/16/2005 Edition Cyclical Actions Page 2.4

25 MAIN MENU The Main Menu is the starting point for using each function of the Accounts Payable program. This manual details each of these functions in its respective chapter, except Maintain Form Letters. For help on using the Maintain Form Letters function, please see the user manual for WinTen² Form Letters. WinTen² Accounts Payable 3/16/2005 Edition Main Menu Page 2.5

26 WinTen² Accounts Payable 3/16/2005 Edition Main Menu Page 2.6

27 SETUP The first time you run Accounts Payable, the first option you should select from the Main Menu is Setup. All WinTen² programs have Setup functions. The settings in the Setup screen control the program environment, and you can change many aspects of the program s operation through these settings. Be careful to enter the proper information, as inaccurate settings can cause Accounts Payable to function in an unexpected manner. The individual in charge of your WinTen² programs should periodically review each program s Setup to ensure that it is still correct. Access to the Setup screen should be restricted through the Tenmast Security program after the initial settings have been entered in order to prevent accidental changes to the settings. To use the Setup functions, click the Setup button or press <S> at the Main Menu. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.1

28 ACCOUNTS PAYABLE SETUP SCREEN The Accounts Payable Setup screen has seven function areas, accessed by a set of seven buttons. Each of the setup function buttons opens a corresponding screen for setting up that aspect of the program. This manual addresses all of these functions, except Maintain Policies and Maintain Form Letters. Policies are advanced programming options within Accounts Payable that can affect many different aspects of the computer program s behavior. A Tenmast staff member may direct you to modify program policies. NOTE: It is extremely important that you do not modify any program policies, expect in direct consultation with Tenmast Training & Support staff. For help on using the Maintain Form Letters function, please see the user manual for WinTen² Form Letters. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.2

29 Default Settings Screen The Default Settings screen opens when you click the Settings button on the Accounts Payable Setup screen. This screen contains your agency s address information, default financial data for some of Accounts Payable s functions, and your agency s identification for IRS and HUD reporting purposes. It also displays some information that Tenmast personnel may use for diagnostic purposes if you encounter difficulties in processing checks. Use the standard WinTen² controls to edit the data and save or cancel your changes. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.3

30 Default Settings Screen Controls Color Settings Button The Color Settings button opens the Color dialog box. Click on a color to set the background of the Accounts Payable screens to that color. Some parts of some screens may remain unchanged so they remain readable. Hint: Color Settings A color setting, like any other setting, is only applied to the current data area. Many agencies use this feature to colorcode their data areas so users can tell at a glance which data area they re currently using. Default Tab Data Fields Organization Name This is the name of your agency. Address This is your agency s street address. City, State, Zip These are your agency s city, state, and zip code. Phone # This is your agency s phone number. Address This is your agency s address. Federal ID # for 1099 This is your agency s IRS tax identification number for filing 1099 forms. State ID # If your agency has a state identification code, it goes here. If not, leave this field blank. Post to General Ledger If this box is checked, Accounts Payable automatically posts transactions to the General Ledger journal when a Accounts Payable user prints and posts checks. This box should be checked unless A) your agency doesn t use General Ledger, or B) you want to manually enter invoices and checks in the General Ledger journal rather than allowing Payables to perform this function. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.4

31 Default Bank Account This drop-down selection box provides you with a list of all the bank accounts you have set up in Accounts Payable (see next section). Select the default bank account from which to write checks. When you add a new vendor to Accounts Payable, the program automatically enters this account in the appropriate data field. First Month of Fiscal Year Set this drop-down selection box to the month in which your agency s fiscal year begins. Accrual Account Accounts Payable allows you to accrue unpaid invoices in the General Ledger journal. This dropdown selection box contains a list of all account numbers in General Ledger s master list. This should be set to the account to which Accounts Payable should accrue invoices Normally, this is the Accounts Payable account (2111). This is the liability portion of the transaction. HUD-2516 Contact This is the name of the individual who is your agency s primary point of contact with HUD. Organization Kind Select the radio button that corresponds to your agency s type: Public Housing Authority (PHA) or Indian Housing Authority (IHA). WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.5

32 Browse Bank Accounts Screen Most housing authorities use a very small number of checking accounts (sometimes just one) to pay all their invoices, regardless of which program or fund in their operation incurred the expenses in question. This means that several funds may be drawing from the same bank account. In order to ensure that transactions affecting the checking account(s) are recorded properly, you will need to define the General Ledger account numbers where you want to record each bank account transaction. The Maintain Bank Accounts feature allows you to define a General Ledger account number for each bank account your agency uses so that checks can be recorded in the correct General Ledger fund account. To use this function, click the Bank Accounts button on the Accounts Payable Setup screen. This opens the Browse Bank Accounts screen, which contains a table of all of the bank accounts in Accounts Payable s database. From this screen, you can add a new account or review and edit an existing account. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.6

33 Browse Bank Accounts Screen Controls Ordered By This field determines the order in which the account records are displayed in the table. Search For This data field enables you to search for a specific account record. Enter the target of your search in this data field and click the Go button. The program searches your records and highlights the first record in the table that matches your search target. Add Icon Click this icon to add a new account. This opens the Maintain Bank Accounts screen to a blank account record. This screen is described in more detail on the following pages. Edit Icon Click this icon to review and/or edit the currently selected account. This opens the Maintain Bank Accounts screen on that account s record. This screen is described in more detail on the following pages. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.7

34 Maintain Bank Accounts Screen The Maintain Bank Accounts screen contains all of the Accounts Payable data for the selected account. This data is divided among two tabs: Main and ACH Transmissions. This screen always opens on the Main tab, as shown below. Main Tab The General tab displays the detailed information on an individual bank account. Use the standard WinTen² icons to add, edit, or delete bank accounts and save or cancel your changes. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.8

35 Main Tab Data Fields Bank Information Bank Account ID This is a unique identifying number for this bank account, intended for your agency s internal use. Bank Account Description This is a brief description of the bank account in question (e.g., operating account or local government funding ) for your agency s internal use. Ledger Account Number This drop-down selection box allows you to select the General Ledger account where transactions affecting this checking account will be recorded. Next Paper Check Number This is the number of the next printed check that will be written from this account. Next $0 Check Number This is the number of the next direct deposit check that will be written from this account. Check Processing Status If a WinTen² accounting program is currently assigning check numbers to transactions being paid from this account, this field reads locked. You cannot edit this field. Export File Specification Some banks offer Positive Pay fraud protection for checking accounts. Use the two fields in this section if you use Positive Pay for this account. A Positive Pay service helps the bank identify fraudulent checks presented for payment against your agency s account. Here is how the service typically works: On a regular basis (usually after each check run), you will transmit to the bank an electronic file that lists the checks you have written. As checks are presented to the bank for payment, the bank will pay any check that appears in a file you have sent. If a check presented for payment is not listed in a file you have sent, the bank will flag the check as suspect and notify your agency. You can then decide whether to pay the check or return it unpaid. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.9

36 Export Format and Export File Name Select the file format and enter the file name, respectively, that the bank requires for Positive Pay notification. NOTE: If you use a Positive Pay service for this account, verify with the bank the Export Format and Export File Name to use, as well as when to generate the file and how to transmit it to the bank. Direct Deposit Information Enable Direct Deposit (ACH) for This Bank Check this box to enable direct deposit transactions for the selected account. Bank Name This is the financial institution where the account is located. Bank Routing # This is the ABA routing number that the financial institution uses to process checks written on this checking account. Bank Account # This is the actual account number used by the bank for this checking account. Federal Reserve Name This is the name of the Federal Reserve Bank to which direct deposit information for this account should be sent. Federal Reserve Routing # This is the Federal Reserve routing number for the direct deposit account. Direct Deposit (ACH) Format This drop-down selection box allows you to select the format for direct deposit data transmissions. Company TIN Prefix - File This is your agency s TIN prefix, if applicable, for use in transmission files. Company TIN Prefix - Batch This is your agency s TIN prefix, if applicable, for use in file headers. Transmission File Prefix Data This is a long (94-character) field for the data prefix that should be on every transmission file for ACH transactions involving this account. Can Include Tax Deposits If this account s direct deposit transactions can include tax deposits, check this box. Hint: Before you use ACH Before starting to use Federal Reserve Bank information and direct deposit transactions, please contact Tenmast to ensure that you have current and complete information on your selected federal reserve bank. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.10

37 Treat Federal Reserve as Origin If direct deposit transactions involving this account should treat the specified federal reserve bank as the originating institution, check this box. Next Direct Deposit Number This is the direct deposit number that will be attached to the next direct deposit transaction involving this account. Next Reference Code Number This is an internal reference number for your direct deposit transactions. Do not change this field unless instructed to do so by Tenmast personnel. Next Batch Number This is an internal reference number for your direct deposit transactions. Do not change this field unless instructed to do so by Tenmast personnel. Next Trace Number This is an internal reference number for your direct deposit transactions. It is the total number of direct deposit checks that have been processed for the selected account. Do not change this field unless instructed to do so by Tenmast personnel. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.11

38 ACH Transmissions Tab The ACH (Automated Clearing House) Transmissions tab contains a record of every direct deposit transmission that the WinTen² system has processed for the selected account. This tab is divided into two tables. The top table contains a list of all direct deposit transmissions that have been processed for the selected account. The bottom table contains a list of all transactions in the transmission you have currently selected in the top table. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.12

39 ACH Transmissions Tab Other Functions Recreate ACH Transmission File You can use the Recreate ACH Transmission File function on this tab to resend failed transmissions. NOTE: This function is only for resending specific transmissions that were not accepted for some reason. You cannot use this function to duplicate or re-use prior transmissions. This function recreates the selected ACH transmission file for the selected checking account. When you select this option, a confirmation dialog box opens that asks you if you are certain you want to recreate the selected file. Review the unique identifying information to be certain that you have selected the correct file. If you click Yes, a standard Windows file save dialog box opens. Select the location to which to save the submission file and enter the file name under which to save it, then click OK. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.13

40 Maintain Management Codes Screen The Maintain Management Codes screen opens when you click the Management Code button on the Accounts Payable Setup screen. Management codes are user-defined codes for sorting and filtering vendor records. You can attach a single management code to any vendor record. This enables you to filter reports so they only show vendors with a selected management code. Edit the data on this screen and save or cancel your changes with the standard WinTen² controls. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.14

41 Maintain Management Codes Screen Controls Change Management Code Icon This icon opens the Change Management Code dialog box. This dialog box enables you to edit the selected management code s unique identifier. When you change a management code, the program updates its databases, changing that management code to its new value in every vendor record that has that code. Management Code Tab Data Fields Management Code This is the unique identifier of the selected management code (up to 10 characters). Description This is a brief (40 character) description of the selected management code. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.15

42 Maintain Check / Voucher Format Screen The Maintain Check / Voucher Format screen opens when you click the Checks button on the Accounts Payable Setup screen. It enables you to configure the manner in which Accounts Payable prints checks and vouchers (check stubs). The Maintain Check / Voucher Format screen is divided into two tabs: Check Kinds and Check Formats. This screen always opens on the Check Kinds tab, as shown below. Check Kinds Tab The Check Kinds tab allows you to select the style of check you print for vendors and enter the dimensions of the check. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.16

43 CAUTION Check formatting can be a difficult and time-consuming process, even for experienced WinTen² users. If your agency has a training data area set up, practice formatting checks with this data before formatting checks with your agency s live data. If you encounter difficulties or need further instruction, please contact Tenmast Training & Support at (877) or support@tenmast.com. It s easier and less expensive to get clarification before proceeding than it is to fix broken check formatting! Check Kinds Tab Editable Data Fields Check Options These five radio buttons allow you to specify the style of check you print for vendors. The first two options are for use with dot-matrix printers; the last three options are for use with laser printers. For example, if your agency uses laser checks with two vouchers after each check, select the third option, Check Voucher Voucher. Top Margin This is the amount of blank space, in inches, that the program will leave between the top edge of the paper and the point at which the program begins printing. Bottom Margin This is the amount of blank space, in inches, that the program will leave between the bottom edge of the paper and the point at which the program ends printing. Left Margin This is the amount of blank space, in inches, that the program will leave between the left edge of the paper and the point at which the program begins printing. Usable Width This is the entire physical width of the paper, in inches. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.17

44 Check Formats Tab The Check Formats tab allows you to set the arrangement of the data fields that will print on your checks and vouchers. Use the standard WinTen² icons to edit your formats and save or cancel your changes. The Check Formats tab is divided into two subtabs: Payables Check and Payables Voucher. This tab always opens on the Payables Check subtab, as shown below. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.18

45 Check Formats Tab Data Fields Size This is the physical height of the check or voucher, in inches. This field determines how much space you have to work with when configuring your check or voucher. If you are uncertain what value to enter here, measure your document with a ruler. Header Size This field applies only to vouchers. It sets the height, in inches, of the header area of the voucher. (Information in the header prints only once on the voucher.) Detail Lines This field also applies only to vouchers. It indicates the maximum number of detail lines that will print on the voucher. (The detail area of the voucher repeats for each transaction included in the voucher.) You cannot directly edit the Detail Lines field. The Header Size field determines the number of detail lines. (The greater the header size, the fewer detail lines, and vice versa.) Available Data This unlabeled field to the right of the Detail Lines field allows you to select data fields, text labels, and images to place on your check or voucher. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.19

46 Adding a Data Field, Image, or User- Defined Text To add any information to your check or voucher, first select the appropriate option in the Available Data field. To add data, select the data field by name. To add an image, select one of the Image options. (Images are available only for checks, not vouchers.) To add a user-defined text label, select one of the User Text options. Next, move your mouse pointer to the Available Data field. Click and hold on this field. Drag the field to where you want it to be located on the check or voucher. Finally, release the mouse to place the field. Adding User-Defined Text If you want to add your own text label, first place one of the User Text options. The text is immediately editable when you place it. Type your text and then press Enter. (To edit user-defined text after you have entered it, double-click the text to make it editable.) WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.20

47 Adding an Image If you want to add an image to a check, first place one of the Image options. The Select Check Image dialog box opens. Click the Browse for File icon (the page icon located to the right of the File Name data field). The Select Image File dialog box opens. This is a standard Windows file selection dialog box. Navigate to the location on your hard drive or network that contains the image you want to place, select it, and click Open. The Select Image File dialog box closes. In the Define User Field dialog box, set the Scale To field to make the selected image the desired size, then click OK. Removing a Data Field To remove a data field from a check or voucher, click once to select it and then press Delete. Editing a Data Field s Font To change the font in a data field or text label, rightclick on it and then click Font. The Font dialog box opens. This is a standard Windows font selection dialog box. It enables you to select the font face, style, and size to use. In some Windows programs, you can also set the font color, but for purposes of check printing, all font colors will come out black on the printed checks. Set the font options you want and click OK to save them or Cancel to cancel your changes. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.21

48 Aligning Multiple Data Fields You can align multiple data fields along their top, left, or right edges. Select one field to be the anchor field the field whose alignment the other fields will take. Move the anchor field to where it needs to be. Press and hold Ctrl and click each field you want to align. Right-click the anchor field and then click Align Top, Align Left, or Align Right. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.22

49 Payables Check Sub-Tab The Payables Check sub-tab enables you to format checks. Use the formatting controls discussed on the previous pages to configure the check format. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.23

50 Payables Voucher Sub-Tab The Payables Voucher sub-tab enables you to format the vouchers that will be attached to your checks. Use the formatting controls discussed on the previous pages to configure the voucher format. Note that a voucher is divided into three areas by horizontal lines in the editing area: Header, Detail, and Footer. In the header and footer areas, the fields you set up will print only once on each voucher. In the header, enter text fields for column headers for the detail rows. In the footer, enter data fields for the totals line. In the detail area, you have room for only one row of data fields. This row will repeat for each detail line (each transaction) on the voucher. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.24

51 Maintain Vendor Types Screen The Maintain Vendor Types screen opens when you click the Vendor Types button on the Accounts Payable Setup screen. This screen contains a table of the vendor type codes that Accounts Payable uses to classify vendors. Use the standard WinTen² controls to add, edit, or delete vendor type codes. Maintain Vendor Types Screen Data Fields Prefix This is the two-letter prefix that Accounts Payable attaches to the vendor number of every vendor in this category. Description This is a short (20 characters) description of the vendor type. Next Vendor Number This is the number that will be assigned to the next vendor entered in the database. After you change this value, you must click the Update button or the change will not take effect. Hint: Default Vendor Types Most Accounts Payable users find that three basic vendor types fulfill most of their classification needs: VN (Vendor), TN (Tenant), and MS (Miscellaneous). These three types are standard in Accounts Payable and cannot be edited or deleted. However, if your agency needs more detailed classification, you may enter as many additional vendor types as you desire. WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.25

52 WinTen² Accounts Payable 3/16/2005 Edition Setup Page 3.26

53 MAINTAIN VENDORS The core purpose of the Accounts Payable module is to maintain vendor and invoice records. The Maintain Vendors area of the program enables you to review and edit the records of your agency s vendors. To enter this area, click the Vendor button or press <V> at the Main Menu. WinTen² Accounts Payable 3/16/2005 Edition Maintain Vendors Page 4.1

54 BROWSE VENDORS SCREEN The first screen that opens when you enter the Maintain Vendors and Payables area is the Browse Vendors screen. It contains a table of all vendors in the Accounts Payable database. From this screen, you can add a new vendor or review and edit an existing one. WinTen² Accounts Payable 3/16/2005 Edition Maintain Vendors Page 4.2

55 Browse Vendors Screen Controls View The two View fields allow you select whether to view active vendors, inactive vendors, active tenants, or inactive tenants. Active vendors are those from whom you are currently purchasing items. Inactive vendors are those with whom you no longer have an active business relationship. Similarly, active tenants are those who are currently receiving assistance from your agency. Inactive tenants are those who once received assistance from your agency, but currently do not. Category This field allows you to view only vendors who supply a certain category of item. Ordered By This field determines the order in which the vendor records are displayed in the table. Search For This data field enables you to search for a specific vendor record. Enter the target of your search in this data field and click the Go button. The program searches whichever set of records you have selected with the View fields and highlights the first record in the table that matches your search target. Add Icon Click this icon to add a new vendor. This opens the Add Vendor Wizard, which we discuss later in this chapter. Delete Icon Click this icon to mark the currently selected vendor as inactive. Edit Icon Click this icon to review and/or edit the currently selected vendor. This opens the Maintain Vendors screen on that vendor s record. This screen is described in more detail on the following pages. WinTen² Accounts Payable 3/16/2005 Edition Maintain Vendors Page 4.3

56 MAINTAIN VENDOR SCREEN The Maintain Vendor screen contains all of the Accounts Payable data for the selected vendor. This data is divided among two tabs: Main and Categories. This screen always opens on the Main tab, as shown below. Main Tab The Main tab displays the vendor s identifying information and classifications. This tab is divided into two sub-tabs: General Info and HUD It always opens on the General Info sub-tab, as shown below. WinTen² Accounts Payable 3/16/2005 Edition Maintain Vendors Page 4.4

57 General Info Sub-Tab This sub-tab displays the vendor s basic identifying and accounting information. Use the standard WinTen² controls to edit the data on this tab and save or cancel your changes. General Info Sub-Tab Data Fields Identification SSN/EIN This is the vendor s Social Security Number (if the vendor is an individual) or Employer Identification Number (if the vendor is a company). Type This field identifies the type of vendor. You can maintain your agency s custom-defined list of available vendor types on the Maintain Vendor Types screen in Setup. First Name This is the vendor s first name. If the vendor is a company rather than an individual, leave this field blank. Last Name This is the vendor s last name. If the vendor is a company rather than an individual, leave this field blank. Full Name This is the vendor s full name. If the vendor is a company rather than an individual, enter the company name directly in this field. Main Contact Info Contact If correspondence mailed to this vendor needs to be sent to the attention or care of a specific individual, enter that person s name here. Street and Street 2 This is the vendor s street and/or PO box address. City, State, Zip These are the city, state, and zip code portions of the vendor s address. Phone and Ext This is the vendor s phone number and extension. Fax This is the vendor s fax number. This is the vendor s address. WinTen² Accounts Payable 3/16/2005 Edition Maintain Vendors Page 4.5

58 Remit To Remit To If you check this box, any checks that you create in Accounts Payable for this vendor will have the Remit To address printed on them. Payee This is the payee name to whom this vendor s checks should be written. Care Of This is the name of the individual to whose attention checks should be remitted. Street and Street 2 This is the street and/or PO box portion of the vendor s Remit To address. City, State, Zip These are the city, state, and zip code portions of the vendor s Remit To address. Terms Term Days This is the number of days within which your agency has agreed to pay this vendor s invoices. NOTE: Term Days is a default value for the vendor. You can change this value on individual invoices. Discount Days Some vendors, particularly those from which your agency buys materials in bulk, may offer a discount on the actual amount you pay for their goods or services if you pay the invoice within a certain period of time. This field is the number of days within which you must pay this invoice to receive a discount. Discount % This is the percentage discount that your agency will receive if invoices are paid by the discount deadline (determined by the Discount Days field). Misc Status This non-editable field identifies the vendor as active or inactive. You can inactivate a vendor by deleting the vendor either from the Browse Vendors screen or from the Main tab of the Maintain Vendors screen. Management Code This field offers your agency-defined list of Management Codes, which you maintain in Setup. Hold Code This is the current hold code that is applied to this vendor. If you want to hold this vendor s checks, mark this field H for hold. Accounts Bank Account This is the default bank account from which checks written to this vendor will be paid. Default Debit Account This is the default General Ledger expense account to which checks written to this vendor are applied. Flags Show on Bidder List The WinTen² Purchase Order program allows you to solicit quotes (bids) prior to making purchases. Check this box if you wish to allow quotes from this vendor. Allow to Make Purchases from this Vendor Uncheck the box if you do not wish to allow future purchases from this vendor. Minority Check this box if this vendor qualifies as a minority. Send 1099 Form If your agency needs to report payments to this vendor to the IRS on Form 1099 (usually only individual, non-corporate vendors), check this box. Have W-9 on File If your agency has a Form W-9 on file for this vendor, check this box. WinTen² Accounts Payable 3/16/2005 Edition Maintain Vendors Page 4.6

59 HUD-2516 Sub-Tab The HUD-2516 sub-tab contains the information for this vendor s inclusion on the Form HUD-2516 report. Some housing authorities may not be required to submit this form; check with your Executive Directory to determine your agency s reporting requirements. Use the standard WinTen² controls to edit the data on this tab and save or cancel your changes. WinTen² Accounts Payable 3/16/2005 Edition Maintain Vendors Page 4.7

60 HUD-2516 Sub-Tab Data Fields Section 3 If this vendor falls under Section 3 classification, check this box. Woman Owned If the vendor falls under the government classification of Woman Owned, check this box. Race Code This is the vendor s race code as it should appear on the HUD-2516 report. Trade Code This is the vendor s trade code as it should appear on the HUD-2516 report. Program Code This is the vendor s program code as it should appear on the HUD-2516 report. HUD Grant/Project # This is the number of the HUD grant or project that provides the funds for your payments to this vendor, if there is such a grant or project. Sub-Contractor EIN/SSN This is the vendor s Employer Identification Number (EIN) or Social Security Number (SSN), if the vendor is a subcontractor for work commissioned by your agency. Section 3 Sub-Contractor If the vendor is a Section 3 subcontractor, check this box. You must have a valid EIN or SSN in the Sub-Contractor EIN/SSN field to check this box. WinTen² Accounts Payable 3/16/2005 Edition Maintain Vendors Page 4.8

61 Categories Tab This tab allows you to assign item categories to individual vendors. Use the standard WinTen² controls to edit the data on this tab and save or cancel your changes. Item categories group together or categorize vendors by the types of items they supply. This makes it much easier to process requests for similar items and to match them to vendors who supply those types of items. You can also run various reports based on category. The right half of the Categories tab contains a list of categories, if any, that you have already assigned to this vendor. The left half of the screen lists the remainder of your agency s categories. To assign a single category to the vendor, select it in the list of available categories and click the Add Category [>] button. To assign all categories, click the Add All Categories [>>] button. Hint: Agency-Defined Item Categories Item categories are also used by the WinTen² Purchase Order and Consumable Inventory programs. You can maintain your agency s custom list of item categories in the Setup area of either of those programs. To remove a single category from the vendor, select it in the list of vendor categories on the right and click the Remove Category [<] button. To remove all categories, click the Remove All Categories [<<] button WinTen² Accounts Payable 3/16/2005 Edition Maintain Vendors Page 4.9

62 WinTen² Accounts Payable 3/16/2005 Edition Maintain Vendors Page 4.10

63 MAINTAIN INVOICES The primary purpose of Accounts Payable is to track and process vendor and invoice (payable items) data. While you can view invoice data from the Maintain Vendors area of the program (see previous chapter), the best way to work with outstanding invoices is through the Maintain Invoices functions. To access these functions, click the Invoice button or press <I> at the Main Menu. WinTen² Accounts Payable 3/16/2005 Edition Maintain Invoices Page 5.1

64 BROWSE INVOICES SCREEN The first screen that appears when you enter the Maintain Invoices area is the Browse Invoices screen. This screen contains a table of all of the invoices in Accounts Payable s database. From this screen, you can add a new invoice or review and edit an existing one. Browse Invoices Screen Controls View The View drop-down selection box at the top of the screen enables you to select which set of data you are working with: open invoices, paid invoices, held invoices, or recurring templates. Open invoices are the invoices in your system which are outstanding (unpaid). Paid invoices have been paid and held invoices have been placed on hold. Recurring templates are invoice templates that are set up for use in creating regular periodic invoices. WinTen² Accounts Payable 3/16/2005 Edition Maintain Invoices Page 5.2

65 Ordered By The Ordered By drop-down selection box enables you to sort the table of invoices. You can sort by vendor number, vendor name, invoice number, invoice date, due date, or amount. Search For/Go The Search For data field enables you to search for a specific invoice record. Enter the target of your search in this data field and click the Go button. The program searches whichever field the table is currently sorted by and highlights the first record in the table that matches your search target. Add Icon The Add icon enables you to add a new invoice. Click this icon to open the Add Invoice Wizard. For details on this wizard, see the end of this chapter. Edit Icon The Edit icon enables you to review and/or edit the currently selected invoice. Click this icon to open the Maintain Invoice Detail screen on that invoice s record. We discuss this screen on the following pages. Browse Invoices Screen Wizards Import from PO This command starts the Import Invoices from Purchase Order wizard, which enables you to create new invoices from purchase order records in the WinTen² Purchase Order program. For details on this wizard, see the end of this chapter. Import from Recurring This command starts the Create Recurring Invoice wizard, which enables you to create a new invoice from a recurring invoice. For details on this wizard, see the end of this chapter. NOTE: The Import from PO and Import from Recurring options are available only if you are viewing open invoices. Import from Paid (History) This command starts the Create Invoices from Paid Invoices wizard, which enables you to create a new invoice from a previously-paid (history) invoice. For details on this wizard, see the end of this chapter. NOTE: The Import from Paid (History) option is available only if you are viewing paid invoices. WinTen² Accounts Payable 3/16/2005 Edition Maintain Invoices Page 5.3

66 MAINTAIN INVOICE DETAIL SCREEN The Maintain Invoice Detail screen contains all of the data on one selected invoice. This screen opens when you edit an existing invoice from the Browse Invoices screen or when you complete one of the invoice creation wizards described at the end of this chapter. Use the standard WinTen² controls to edit the data on this screen and save or cancel your changes. WinTen² Accounts Payable 3/16/2005 Edition Maintain Invoices Page 5.4

67 Maintain Invoice Detail Screen Controls Add Invoice If you are viewing an open or held invoice, this command lets you create a new, basic invoice. If you are viewing a recurring invoice template, this command lets you create a new template. Add Invoice Detail Line This command lets you add a new detail line to the selected invoice. (You must be in Edit mode to select this command.) Delete Invoice This command deletes the selected invoice. Delete Invoice Detail Line This command deletes the currently selected detail line from the invoice. (You must be in Edit mode to select this command.) WinTen² Accounts Payable 3/16/2005 Edition Maintain Invoices Page 5.5

68 Maintain Invoice Detail Screen Data Fields General Information The top area of the screen contains the basic information on the invoice, including identification and payment terms. Vendor # This is the vendor number of the invoice s vendor. Click the magnifying glass button at the right side of this data field to open the Select Vendor screen, from which you can select a vendor. If this field has a valid vendor number, that vendor s name appears to the right of the field. Invoice # This is the invoice s unique identifying number. This field is not available if you are editing a recurring invoice template or a paid invoice. Invoice Date This is the date on which the invoice was created. Total Amount This is the total amount of the invoice. You cannot edit this field; the program calculates it from the value of the individual items in the table below. Bank Account This is the bank account from which this invoice will be paid (or was paid). Due Date This is the date on which the invoice is or was due. Discount % This is the percentage discount your agency will receive for payment by the discount date. Discount Amt This is the flat discount your agency will receive for payment by the discount date. Discount Date This is the date by which the invoice must be paid for the discount terms to apply. Invoice Description This is an extended description of the invoice. WinTen² Accounts Payable 3/16/2005 Edition Maintain Invoices Page 5.6

69 For Open and Held Invoices and Recurring Invoice Templates The following fields appear only for open and held invoices and for recurring invoice templates. Tagged for Payment Check this box to tag the invoice for payment in the next check processing sequence. Hold Code / Date This is the hold code, if any, that places this invoice payment on hold and the date on which the hold will be released. For Paid Invoices The following fields appear only for paid invoices. NOTE: You cannot edit any information on a paid invoice. Check Number This is the number of the check used to pay the invoice. Check Date This is the date of the check used to pay the invoice. Table of Items Columns The table in the middle of the screen contains the individual line items on the invoice. When the screen is in edit mode, you can edit these items directly in the table. To add a new item, select the last item on the table and press Tab until a new line appears, just as you would in a Windows spreadsheet program. Description This is a brief (40-character) description of the item. Amount This is the item s price. Allocation Code This is an optional allocation code (multi-distribution table) to distribute the cost of an item across multiple accounts, funds, or projects. Debit Account This is the general ledger account against which the item will be debited. WinTen² Accounts Payable 3/16/2005 Edition Maintain Invoices Page 5.7

70 INVOICE CREATION METHODS Accounts Payable provides four methods for creating invoices: basic invoices recurring invoices invoices created from purchase orders new invoices copied from paid invoices All invoices are the same once they enter your system, but the data from which you create them and the methods by which you create them are rather different. Basic Invoice Creation The default method for creating invoices is simply to enter all of the invoice s data manually. This is the most common method for invoice creation that most agencies use. It is appropriate when you have no prior information for the invoice in your Accounts Payable or Purchase Order databases. You will use the Add Invoice Wizard to do this. To start the Add Invoice Wizard from the Browse Invoices screen, verify that the View field is set to Open Invoices and then click the Add icon. To start the Add Invoice Wizard from the Maintain Invoice Detail screen, verify that you are viewing an open or held invoice on that screen. (The screen title will read Maintain Invoice Detail. ) Then click the Add icon drop-down arrow and click Add Invoice. WinTen² Accounts Payable 3/16/2005 Edition Maintain Invoices Page 5.8

71 Add Invoice Wizard The Add Invoice wizard lets you enter a new invoice from scratch. It contains three steps. Step 1: Enter Invoice Header Information Step 1 allows you to select the vendor and enter basic invoice information. Enter the data, then press PageDown or click the Start button. Step 1 Editable Data Fields Vendor # To select the vendor for this invoice, click the Lookup icon after this field. This opens the Select Vendor screen. Click to choose the vendor and then click the Select button. Invoice # Enter the invoice number issued by the vendor. Tagged for Payment Check this box to tag the invoice for payment in the next check processing sequence. Invoice Date Enter the date of the invoice. Bank Account Select the bank account from which to pay this invoice. Invoice Description Enter an optional description of the invoice. Hold Code / Date If you wish to hold payment on this invoice, select the hold code and then enter the date on which to release the hold. Step 2: Enter Invoice Detail Information Step 2 allows you to enter discount information and to specify the items in the invoice. Enter the data, then press PageDown or click the Next button. Step 2 Editable Data Fields Discount Information The fields in this section populate by default based on the term days and discount information, if any, you have entered for this vendor on the Maintain WinTen² Accounts Payable 3/16/2005 Edition Maintain Invoices Page 5.9

72 Vendors screen. (See the Maintain Vendors chapter of this manual.) You can change these defaults, if necessary. Due Date Verify or enter the due date of the invoice. Discount % Verify or enter the percentage discount the vendor is offering. Discount Amt This field calculates the discount amount based on the Discount % and the total cost of the items you enter in the item table, below. Discount Date Verify or enter the date by which you must pay the invoice in order to receive the discount. Item Table A blank item table fills the bottom part of the screen. Enter each line item of the invoice in a separate row of the table. Immediately above the table, it has its own set of standard WinTen² icons (Add, Delete, Edit, Save, and Cancel). Use these standard controls to add and save the line items in this invoice. You may edit or delete items, if necessary. Description Enter a description for each item in the invoice. Amount Enter the cost of each item in the invoice. Allocation Code Select an optional allocation code (multi-distribution table) to distribute the cost of any item across multiple accounts, funds, or projects. Debit Account Select the general ledger expense account to debit for each item. Step 3: Confirmation Step 3 allows you to confirm all of the information before you finish adding an invoice. The fields on this step are not editable. If anything is incorrect, press PageUp or click the Back button to go to the previous step(s) and correct it. If everything is correct, press PageDown or click the Finish button to finish adding the invoice. WinTen² Accounts Payable 3/16/2005 Edition Maintain Invoices Page 5.10

73 Recurring Invoice Creation A recurring invoice is an invoice that repeats itself periodically. Usually, a recurring invoice is one from the same vendor for the same product or service that your agency purchases on a regular basis. If you have such a situation, you can create a recurring invoice template for future use. You can then use that recurring invoice template to create individual invoices whenever your agency receives the product or service. The recurring invoice template is the master record for the items or services, and it contains all of the information that is the same from invoice to invoice. We will walk through creating both a recurring invoice template and a new invoice from a recurring template. Recurring Invoice Template Creation You can use the Add Recurring Invoice Wizard to create a recurring invoice template. To start the Add Recurring Invoice Wizard from the Browse Invoices screen, verify that the View field is set to Recurring Templates and then click the Add icon. To start the Add Recurring Invoice Wizard from the Maintain Invoice Detail screen, verify that you are viewing a recurring template on that screen. (The screen title will read Recurring Invoice Detail. ) Then click the Add icon drop-down arrow and click Add Invoice. WinTen² Accounts Payable 3/16/2005 Edition Maintain Invoices Page 5.11

74 Add Recurring Invoice Wizard The Add Recurring Invoice wizard lets you create a recurring invoice template. It contains three steps. Step 1: Enter Invoice Header Information Step 1 allows you to select the vendor and enter basic invoice information. Enter the data, then press PageDown or click the Start button. Step 1 Editable Data Fields Vendor # To select the vendor for this invoice, click the Lookup icon after this field. This opens the Select Vendor screen. Click to choose the vendor and then click the Select button. Invoice # Enter the invoice number issued by the vendor. Tagged for Payment Check this box to tag the invoice for payment in the next check processing sequence. Invoice Date Enter the date of the invoice. Bank Account Select the bank account from which to pay this invoice. Invoice Description Enter an optional description of the invoice. Hold Code / Date If you wish to hold payment on this invoice, select the hold code and then enter the date on which to release the hold. Step 2: Enter Invoice Detail Information Step 2 allows you to enter discount information and to specify the items in the invoice. Enter the data, then press PageDown or click the Next button. Step 2 Editable Data Fields Discount Information The fields in this section populate by default based on the term days and discount information, if any, you have entered for this vendor on the Maintain WinTen² Accounts Payable 3/16/2005 Edition Maintain Invoices Page 5.12

75 Vendors screen. (See the Maintain Vendors chapter of this manual.) You can change these defaults, if necessary. Due Date Verify or enter the due date of the invoice. Discount % Verify or enter the percentage discount the vendor is offering. Discount Amt This field calculates the discount amount based on the Discount % and the total cost of the items you enter in the item table, below. Discount Date Verify or enter the date by which you must pay the invoice in order to receive the discount. Item Table A blank item table fills the bottom part of the screen. Enter each line item of the invoice in a separate row of the table. Immediately above the table, it has its own set of standard WinTen² icons (Add, Delete, Edit, Save, and Cancel). Use these standard controls to add and save the line items in this invoice. You may edit or delete items, if necessary. Description Enter a description for each item in the invoice. Amount Enter the cost of each item in the invoice. Allocation Code Select an optional allocation code (multi-distribution table) to distribute the cost of any item across multiple accounts, funds, or projects. Debit Account Select the general ledger expense account to debit for each item. Step 3: Confirmation Step 3 allows you to confirm all of the information before you finish adding a template. The fields on this step are not editable. If anything is incorrect, press PageUp or click the Back button to go to the previous step(s) and correct it. If everything is correct, press PageDown or click the Finish button to finish adding the recurring template. WinTen² Accounts Payable 3/16/2005 Edition Maintain Invoices Page 5.13

76 Creating a New Invoice from a Recurring Template You can use the Create Recurring Invoice Wizard to create a new, individual invoice from a recurring invoice template. You can start the Create Recurring Invoice Wizard from the Browse Invoices screen. Verify that the View field is set to Open Invoices. Then click the Wizards icon drop-down arrow and click Import From Recurring. Create Recurring Invoice Wizard The Create Recurring Invoice wizard lets you create a new invoice from a recurring invoice template. It contains three steps. Step 1: Select Recurring Invoice Template Step 1 contains a table of all of your recurring invoice templates. Click to select the template for creating the new invoice. Then press PageDown or click the Start button. WinTen² Accounts Payable 3/16/2005 Edition Maintain Invoices Page 5.14

77 Step 2: Assign Invoice # Step 2 allows you to enter the number and date of the new invoice. Enter the data, then press PageDown or click the Next button. Step 2 Editable Data Fields Invoice # Enter the invoice number issued by the vendor. Invoice Date Enter the date of the invoice. Step 3: Confirmation Step 3 allows you to confirm all of the information before you finish adding an invoice. The fields on this step are not editable. If anything is incorrect, press PageUp or click the Back button to go to the previous step(s) and correct it. If everything is correct, press PageDown or click the Finish button to finish adding the invoice. WinTen² Accounts Payable 3/16/2005 Edition Maintain Invoices Page 5.15

78 Purchase Order Invoice Creation Accounts Payable shares data with the WinTen² Purchase Order program. If you have a purchase order in your Purchase Order database that has not yet been invoiced, you can create an invoice from that PO. This saves you the work of entering the same data in two separate programs. You can use the Import Invoices from Purchase Order Wizard to create an invoice from one or more purchase orders. You can start the Import Invoices from Purchase Order Wizard from the Browse Invoices screen. Verify that the View field is set to Open Invoices. Then click the Wizards icon drop-down arrow and click Import From PO. Import Invoices from Purchase Order Wizard The Import Invoices from Purchase Order Wizard lets you create an invoice from one or more purchase orders. It contains six steps. Step 1: Select Vendor Step 1 contains a table of all of your vendors. Click to select the vendor for whom you are creating the new invoice. Then press PageDown or click the Start button. Hint: What if I have multiple outstanding POs? You can create a single invoice from multiple purchase orders for the same vendor. Select all the POs you want to include, and the program will combine the data into the new invoice. Step 2: Select Purchase Order Step 2 displays a table of every purchase order for the selected vendor that has been received, but not invoiced. The first column of the table is labeled Invoice PO? and contains values of Yes and No. All POs marked Yes will be included in the new invoice. Click the Mark All button to mark all POs Yes. Click the Unmark All button to mark all POs No. To change an individual PO from No to Yes (or vice versa), double-click its row of the table. Select the POs you wish to include in the new invoice. Then press PageDown or click the Next button. WinTen² Accounts Payable 3/16/2005 Edition Maintain Invoices Page 5.16

79 Step 3: Enter PO Information Step 3 displays a table of every line item on every selected purchase order that has been received, but not invoiced. In the table, enter the quantity of each item that you want to invoice in the Qty to Invoice column. Click the Invoice All button to mark the maximum quantity of all items on the PO for invoicing. Click the Clear All button to reset all quantities to zero. Press PageDown or click the Next button to proceed to Step 4. Step 4: Enter Account Information Step 4 displays a table of the same line items that were on Step 3. In the table, select the general ledger expense account (Debit Account) to debit for each item. You can also select an optional Allocation (multidistribution table) to distribute the cost of any item across multiple accounts, funds, or projects. Press PageDown or click the Next button to proceed to Step 5. Step 5: Enter Invoice Header Information Step 5 allows you to enter basic invoice information. Enter the data, then press PageDown or click the Next button. Step 5 Editable Data Fields Invoice Information Invoice # Enter the invoice number issued by the vendor. Tagged for Payment Check this box to tag the invoice for payment in the next check processing sequence. Invoice Date Enter the date of the invoice. Bank Account Select the bank account from which to pay this invoice. Invoice Description Enter an optional description of the invoice. WinTen² Accounts Payable 3/16/2005 Edition Maintain Invoices Page 5.17

80 Discount Information The fields in this section populate by default based on the term days and discount information, if any, you have entered for this vendor on the Maintain Vendors screen. (See the Maintain Vendors chapter of this manual.) You can change these defaults, if necessary. Due Date Verify or enter the due date of the invoice. Discount % Verify or enter the percentage discount the vendor is offering. Discount Amt This field calculates the discount amount based on the Discount % and the total cost of the items you enter in the item table, below. Discount Date Verify or enter the date by which you must pay the invoice in order to receive the discount. Hold Code Information Hold Code / Date If you wish to hold payment on this invoice, select the hold code and then enter the date on which to release the hold. Step 6: Confirmation Step 6 allows you to confirm all of the information before you finish adding the invoice. The fields on this step are not editable. If anything is incorrect, press PageUp or click the Back button to go to the previous step(s) and correct it. If everything is correct, press PageDown or click the Finish button to finish adding the invoice. WinTen² Accounts Payable 3/16/2005 Edition Maintain Invoices Page 5.18

81 Copying a Paid Invoice Accounts Payable maintains a history database of all invoices that the program has processed (i.e., all previously paid invoices). If you have a new invoice that is identical to a previous one, you can use a paid invoice from this invoice history database as the basis for the new invoice s record. You can use the Create Invoices from Paid Invoices Wizard to create a new invoice from a paid one. You can start this wizard from the Browse Invoices screen. Verify that the View field is set to Paid Invoices. Then click the Wizards icon drop-down arrow and click Import From Paid (History). Import Invoices from Purchase Order Wizard The Import Invoices from Purchase Order Wizard lets you create a new invoice from a paid one. It contains four steps. Step 1: Select Vendor Step 1 contains a table of all of your vendors. Click to select the vendor for whom you are creating the new invoice. Then press PageDown or click the Start button. Step 2: Select Paid Invoice Step 2 displays a table of every paid invoice for the selected vendor. Click to select the invoice you wish to duplicate. Then press PageDown or click the Start button. WinTen² Accounts Payable 3/16/2005 Edition Maintain Invoices Page 5.19

82 Step 3: Assign Invoice # Step 3 allows you to enter the number and date of the new invoice. Enter the data, then press PageDown or click the Next button. Step 3 Editable Data Fields Invoice # Enter the invoice number issued by the vendor. Invoice Date Enter the date of the invoice. Step 4: Confirmation Step 4 allows you to confirm all of the information before you finish adding the invoice. The fields on this step are not editable. If anything is incorrect, press PageUp or click the Back button to go to the previous step(s) and correct it. If everything is correct, press PageDown or click the Finish button to finish adding the invoice. WinTen² Accounts Payable 3/16/2005 Edition Maintain Invoices Page 5.20

83 PROCESS CHECKS Accounts Payable writes checks and performs all associated calculations in a thirteen-step sequence. This sequence is controlled by the Check Processing screen. To process checks, click the Checks button or press <C> at the Main Menu. WinTen² Accounts Payable 3/16/2005 Edition Process Checks Page 6.1

84 CHECK PROCESSING WIZARD The Check Processing wizard uses a simple graphic representation to show your progress through the processing sequence. Steps that you have completed without error have green check marks next to them, steps that you have skipped or that the program cannot perform have blue dashes next to them, and steps that you have completed but that have generated errors in the program have red Xs next to them. The next step in the sequence is highlighted in bold type. WinTen² Accounts Payable 3/16/2005 Edition Process Checks Page 6.2

85 Wizard Controls Exit Icon This icon exits the Check Processing wizard and returns you to the Main Menu. If you start the wizard and then exit before completing it, the Accounts Payable program records the point at which you exited the sequence. The next time you enter the wizard, the program returns you to the step at which you exited. Start Button (becomes Next button) This button is only available at the beginning of the wizard. It begins the check processing sequence. Once you move past Step 1, it becomes the Next button. Back Button This button moves you back one step in the wizard sequence. Next Button This button moves you to the next step in the wizard sequence. Skip Button This button skips the next step in the wizard sequence. Void Posted Checks Icon This icon opens the View Printed Checks screen, from which you can void one or more printed checks. We discuss this option at the end of this chapter. (See Voiding Checks.) WinTen² Accounts Payable 3/16/2005 Edition Process Checks Page 6.3

86 Step 1: Change Check Date When you click the Start button to begin the wizard, the Change Check Date dialog box opens. Verify or enter the date to be printed on the checks. Then click the OK button to save any changes or the Cancel button to cancel them. NOTE: You cannot backdate checks (select a date before the current system date), nor can you set a check date outside the current month. Step 2: Select Kind of Check Some WinTen² programs are capable of producing multiple kinds of checks in different formats. Accounts Payable, however, only generates one kind of check. Thus, on Step 2, the program automatically selects vendor checks as the check type and marks Step 2 as having been completed successfully. The program then moves to Step 3. Step 3: Select Checking Account Click the Next button. The Select Checking Account dialog box opens. It allows you to select the checking account from which to write the checks. Click to choose the checking account and then click the OK button to close the box and proceed to Step 4. WinTen² Accounts Payable 3/16/2005 Edition Process Checks Page 6.4

87 Step 4: Select Items to Pay Click the Next button. The Select and Mark Items to Pay screen opens. This screen displays a table of all unpaid invoices. To tag a specific invoice for payment during this check processing sequence, double-click it. You can also perform batch tagging by using the buttons and data fields at the top of the screen. When you have tagged every invoice to pay during this check processing sequence, click the Exit icon. WinTen² Accounts Payable 3/16/2005 Edition Process Checks Page 6.5

88 Batch Tagging Controls and Options As of Due Date This allows you to tag every invoice with a due date on or before the selected date. Enter the date using the calendar box and click the Tag button next to this field. As of Discount Date This allows you to tag every invoice with a discount date on or before the selected date. Enter the date using the calendar box and click the Tag button next to this field. Vendor Number This allows you to tag every invoice that is to be paid to a specific vendor. Enter the vendor number and click the Tag button next to this field. As of Invoice Date This allows you to tag every invoice that is dated on or before the selected date. Enter the date using the calendar box and click the Tag button next to this field. Tag All Button This button tags every invoice in the table. Untag All Button This button untags every invoice in the table. Mark/Unmark Button This button tags or untags the currently selected invoice. Reverse All Button This button tags all currently untagged invoices and untags all currently tagged invoices. WinTen² Accounts Payable 3/16/2005 Edition Process Checks Page 6.6

89 Step 5: Print Pre-Check Report When you proceed to Step 5, the Print Pre-Check Report dialog box opens. This allows you to print a comprehensive report on all the checks you are about to produce. You may sort this report by vendor number, vendor name, or check number, and you may choose to print a detailed report or a summary report. Select the sort order and detail level, then print the report. CAUTION Before you print checks, print a pre-check report and examine it carefully. If you find any errors, do not print checks until you have corrected them. Once you have printed a pre-check report, a dialog box appears that asks you if that report is correct. Click Yes to proceed to Step 6, or click No to return to the Print Pre-Check Report dialog box. If you return to the Print Pre-Check Report dialog box, you may exit it to return to the Print Checks dialog box between Steps 3 and 4. From there, you can exit to the Main Menu. You can then enter the Maintain Vendors and Payables area to make any needed corrections to your invoices. WinTen² Accounts Payable 3/16/2005 Edition Process Checks Page 6.7

90 Step 6: Print Checks When you move to Step 6, the Print Vendor Checks screen opens. This screen contains a table of all the checks you are about to print. You may sort this table by vendor number, vendor name, or check number, using the Order Checks by Payee set of radio buttons. CAUTION Once you proceed with Step 6, you cannot go back. Every step prior to Step 6 can be reversed. Although you can void checks that you have printed, printing them is an action that you cannot revoke. Be certain that all data is in order before you begin printing. The table s leftmost column is labeled Print and contains values of Yes and No. All checks with a Yes in this column will be printed the next time you click the Print Checks icon. WinTen² Accounts Payable 3/16/2005 Edition Process Checks Page 6.8

91 Print Vendor Checks Screen Controls Print Test Check Alignment Icon Click this icon to print a test check to ensure that your checks are properly aligned in the printer. Accounts Payable automatically marks this check as voided and records its number as a void. Print Checks Icon Click this icon to print every check that has a Print value of Yes. Reverse Print Button This button reverses the Print value of the currently selected check or checks, switching it between Yes and No. To reverse multiple checks, hold down <Ctrl> and click each check you want to switch. Then click the Reverse Print button to switch the print value of the selected checks. Unmark All to Print Button This button sets the Print value of all unprinted checks on the screen to No. Print Vendor Checks Sub-Screen Data Fields Next Check Number This data field determines what number will be assigned to the next check to be printed. This number should match that of the next check that will be fed through the printer. When you are done printing checks, click the Exit icon to continue to Step 7. WinTen² Accounts Payable 3/16/2005 Edition Process Checks Page 6.9

92 Step 7: Edit Check Numbers When you move to Step 7, the Edit Vendor Check Numbers screen opens. This screen allows you to edit the numbers of the checks you printed in Step 6, adjusting Accounts Payable s records to match the numbers that were pre-printed on those checks. WinTen² Accounts Payable 3/16/2005 Edition Process Checks Page 6.10

93 Edit Vendor Check Numbers Screen Controls Renumber One Button To change the number of a single check, click on it in the table of printed checks to select it. Then enter its number in the First Check Number field and click the Renumber One button. Renumber Rest Button To change the numbers of a series of checks, click the first check in the series. Then enter its correct number in the First Check Number field and click the Renumber Rest button. That check and every check after it receives a new number, assigned in ascending order from the First Check Number value you entered. Add Spoiled Button This button inserts a spoiled check immediately before the currently selected check. Spoil Printed Button This marks a selected check as spoiled. A spoiled check will not be posted as a transaction. Use this to mark the records of a check that was printed but cannot be issued. CAUTION Once you mark a check as spoiled, you cannot unmark it. Delete Spoiled Button This button deletes the currently selected spoiled check. Hint: Spoiled Checks Spoiled checks are checks that have been used but do not contain valid information. These include checks that you printed to test printer alignment and checks that the printer damaged. Spoiled checks that Accounts Payable automatically inserts have TSAMNET in the ID field and *Spoiled in the Payee field. WinTen² Accounts Payable 3/16/2005 Edition Process Checks Page 6.11

94 Step 8 Print Excess Vouchers Under most circumstances, your vouchers will have enough space for all the needed detail lines. If a given invoice has more detail lines than will fit on a standard voucher, you will be able to print excess vouchers, or vouchers that contain all the information for a given invoice. The check that corresponds to that invoice will bear a notation of see attached voucher. If none of the checks that you printed in Step 6 needed excess vouchers, the Check Wizard skips Step 8. If any of the checks that you printed in Step 6 needed excess vouchers, the Check Wizard prints those vouchers when you move to step 8, then moves to Step 9 and waits for you to proceed. Step 9: Process Direct Deposit Click the Next button. If you are paying any invoices by direct deposit, a standard report preview screen opens with the Direct Deposit Report for this check processing sequence. Review the report and print it if necessary, then close the report preview screen to proceed to Step 10. If you have no direct deposits, the wizard skips this step. Step 10: Print Pre-Posting Report Click the Next button. A standard report preview screen opens with the Pre-Posting Report for this check processing sequence. It is a comprehensive report on all the checks you are about to post to General Ledger s Accounts Payable journal. CAUTION Before you post, print the pre-posting report and examine it carefully. If you find any incorrect check numbers, do not post your checks to the General Ledger until you have corrected those numbers. If you find other errors, you must finish the check processing sequence and then void the check(s) in question. After you have printed and reviewed the report, close the report preview screen to proceed to Step 11. WinTen² Accounts Payable 3/16/2005 Edition Process Checks Page 6.12

95 Step 11: Post Checks Click the Next button to post your checks to General Ledger. During this process, Accounts Payable updates its own databases of invoices by moving paid invoices from current records to history records. It also updates the vendor totals for all vendor to whom you wrote checks and creates an entry for each check in the records of the WinTen² Bank Reconciliation program (if you are using that module). The program goes through the posting process, which may take several minutes or longer if you have a lot of financial data to process. You may see several progress dialog boxes during the process. When posting is complete, a message box appears telling you that you have successfully completed the check processing. Click the OK button. Step 12: Print Expense Allocation Report Click the Next button. A standard report preview screen opens with the Expense Allocation Report for this check processing sequence. Review the report and print it if necessary, then close the report preview screen to proceed to Step 13. Step 13: Print Check Listing Report Click the Next button. A standard report preview screen opens with the Check Listing Report for this check processing sequence. Review the report and print it if necessary, then close the report preview screen to complete the Check Processing wizard. WinTen² Accounts Payable 3/16/2005 Edition Process Checks Page 6.13

96 Voiding Checks To void a check, enter the Check Processing screen while it is not in the middle of a check processing sequence. Click the Void Posted Checks icon. The View Printed Checks screen opens with a table of printed checks. It gives you access to the Void Checks Wizard, which allows you to void one or more checks. WinTen² Accounts Payable 3/16/2005 Edition Process Checks Page 6.14

97 Void Checks Wizard The Void Checks wizard walks you through three steps to void checks. To start the wizard, select the check you want to void (or the first check in the series of checks you want to void). Then click the Void Printed Checks icon on the View Printed Checks screen. Step 1: Enter Check Range Step 1 contains two editable fields, From and To. Enter the numbers of the first and last checks in the range you want to void. (Enter the same number for both if you are voiding only one check.) Click the Start button to go to Step 2. Step 2: Verify Void Data Step 2 contains a table of the checks you identified on Step 1. The table s leftmost column is labeled Void? and contains values of Yes and No. All checks with a Yes in this column will be voided. To simultaneously mark all checks as Yes, click the Mark All button. To simultaneously mark all checks as No, click the Unmark All button. To change a single check from Yes to No (or vice versa), double-click the check in the table. Click the Next button to go to Step 3. WinTen² Accounts Payable 3/16/2005 Edition Process Checks Page 6.15

98 Step 3: Confirmation Nothing on Step 3 is editable. It contains a table of the checks you chose to void on Step 2 (all checks marked Yes ). All checks in this table will be voided. If anything is incorrect, click the Back button to go to the previous step(s) and correct it. If everything is correct, click the Finish button to void these checks. WinTen² Accounts Payable 3/16/2005 Edition Process Checks Page 6.16

99 REPORTS Information needs to be summarized and presented in an easy-to-understand form so the reader can make informed decisions. The Reports screen is where Accounts Payable turns all of its data into meaningful reports. To enter this screen, click the Reports button or press <R> at the Main Menu. WinTen² Accounts Payable 3/16/2005 Edition Reports Page 7.1

100 REPORTS SCREEN The Reports screen is divided into five tabs: Vendors and Payables. Each tab contains printing and formatting options for one type of report. The Reports screen always opens on the Vendors tab, as shown below. WinTen² Accounts Payable 3/16/2005 Edition Reports Page 7.2

101 Producing a Report To produce a report, select its radio button. Set all of the formatting options for the report, then click the Print or Print Preview icon. If you click the Print icon, a standard WinTen² print report dialog box opens. Select the printing options for the report and click OK. If you click the Print Preview icon, a print preview screen opens with the selected report. Review the report from this screen and close it when you are finished. Vendors Tab The Vendors tab contains four reports on the vendors in the Accounts Payable database and their financial activities. The left side of the tab contains a set of radio buttons that enables you to select a report to preview or print. The right side of this tab contains the sorting and formatting options for the selected report. These options vary by report, but many vendor reports can be filtered by vendor category or by vendor number. Available Reports Vendor Listing By Category Vendor Hold Code Listing Vendor W9 Listing Vendor 1099 Listing WinTen² Accounts Payable 3/16/2005 Edition Reports Page 7.3

102 Payables Tab The Payables tab enables you to produce reports on Accounts Payables financial transactions. The tab contains a set of radio buttons that enables you to select a report to preview or print. As with all reports, the available formatting options on this tab change depending on which report you select. Available Reports Open Invoice Listing Paid Invoice Listing Hold Code Invoice Listing Aged Cash Requirement Check Listing Report WinTen² Accounts Payable 3/16/2005 Edition Reports Page 7.4

103 ACCRUE PAYABLES The accrual process posts selected unpaid and unaccrued invoices to the General Ledger database. This allows you to keep General Ledger balances current. The transaction will enter a liability based on the default accrual account that is set for Accounts Payable (this default can be changed in the Setup screen). To begin the accrual process, click the Accrue button or press <U> at the Main Menu. This opens the Accrue Payables dialog box. WinTen² Accounts Payable 3/16/2005 Edition Accrue Payables Page 8.1

104 Accrue Payables Dialog Box When you accrue payables, you post all invoices with invoice dates on or before a selected date. The Accrue Payables dialog box has a data field for this date, which defaults to today s date. Set this date using the calendar box. To proceed with accrual, click the OK button. To abort the process and return to the Main Menu, click the Cancel button. If you click the OK button, a confirmation dialog box opens. Click Yes to continue or No to return to the Accrue Payables dialog box. If you click Yes, accrual begins. A progress dialog box appears which shows you a rough estimate of the process completion in graphical terms. Once this is complete, all associated dialog boxes close and the program returns to the Main Menu. Hint: Paid Invoices The accrual process only accrues unpaid invoices. It does not accrue paid invoices with invoice dates prior to the selected date. WinTen² Accounts Payable 3/16/2005 Edition Accrue Payables Page 8.2