PURCHASING MODULE USER'S GUIDE

Transcription

1 PURCHASING MODULE USER'S GUIDE This document is non-technical and explains the operation of the Purchasing Module programs. It is intended for both accounting staff and operators.

2 COPYRIGHT 2017 AgTrax Copyright by AgTrax 1632 E. 23 rd Ave PO Box 2044 Hutchinson, KS The software described in this document is furnished under contract for use only on a single computer system and may be copied only with the inclusion of the above copyright notice. The software is furnished under a license and may be used or copied only in accordance with the terms of such license agreement. The information in this document is subject to change without notice and should not be construed as a commitment by AgTrax. AgTrax assumes no responsibility for any errors that may appear in this document. Title to the software shall at all times remain with AgTrax, regardless of any modifications made by the users. Software cannot be used on any other computer system without a License Agreement and payment of royalty.

3 TABLE OF CONTENTS INTRODUCTION PURCHASING MODULE OVERVIEW... i PURCHASING DATA FILES... i VENDOR MASTER FILE... i MISCELLANEOUS VENDOR NAME AND ADDRESS... ii PURCHASE ORDER MASTER... ii PURCHASE ORDER DETAIL PRODUCT... ii PURCHASE ORDER DETAIL GENERAL LEDGER... ii PURCHASE ORDER DETAIL COMMENTS... iii PURCHASE ORDER DETAIL ADDON... iii PURHCASE ORDER RECURRING ORDER... iii PU ACCOUNTS PAYABLE DETAIL INVOICE... iii PU ACCOUNTS PAYABLE DETAIL CHECK... iv PU ACCOUNTS PAYABLE DETAIL AFFECTS... iv PU ACCOUNTS PAYABLE GENERAL LEDGER AFFECTS... iv RECOMMENDED PROCEDURES... v GETTING STARTED... v DAILY ROUTINE... vi MONTH END... vi CALENDAR YEAR END... vi FISCAL YEAR END... vi USER'S GUIDE U S E R S G U I D E... 1 PURCHASING SYSTEM MENU... 2 FILE MAINTENANCE 11. VENDOR MASTER PREPAID CONTRACT MAINTENANCE DAILY ACTIVITY 21. PURCHASING ENTRY ADD MODE (INVOICING ONLY) APPLICATION WINDOW ADD MODE (QUICK CHECK) ADD MODE (PURCHASE ORDER) COST ADD ON DISTRIBUTION WINDOW ADD MODE (RECURRING INVOICE) ADD MODE (PREPAID DEPOSIT) APPLICATION WINDOW ADD MODE (PREPAID CONTRACT APPLICATION) CHANGE MODE DELETE MODE INQUIRY MODE P/O PRINT RECURRING PURCHASE RELEASE INVOICE SELECTION FOR CHECKS CHECK WRITING CHECK DETAIL REPORT PURCHASING CHECK REGISTER AUDIT AND UPDATE

4 REPORTING 31. CONTROL TOTALS A/P REPORTS MENU TRIAL BALANCE INVOICES / CHECK DETAIL LISTING CASH REQUIREMENTS LIST G/L AFFECTS REPORT G/L BALANCING REPORT CHECK LISTING CHECK REGISTER REPRINT P/O REPORTS MENU COST RECEIPT VARIANCE UNINVOICED PURCHASE ORDERS VENDOR PURCHASES P/O DETAIL LISTING FILE MAINTENANCE REPORTS MENU VENDOR REPORT PREPAID CONTRACT REPORT MONTHLY / GENERAL 41. PURCHASING INQUIRY / MAINTENANCE CHECK / VOUCHER INQUIRY INVOICE INQUIRY ORDER INQUIRY PREPAID CONTRACT INQUIRY PRINT FUNCTION REPRINT CHECKS G/L AUDIT TRAIL & UPDATE BANK RECONCILIATION MENU BANK MAINTENANCE ACH ROUTING MAINTENANCE ACH ACCOUNT MAINTENANCE ENTRY / MAINTENANCE SELECT TRANSACTIONS TO CLEAR CLEAR OUTSTANDING TRANSACTIONS EXPORT CHECKS FOR A BANK AUDIT/EXPORT ACH TRANSACTIONS TRANSACTION LISTING RECONCILIATION REPORT ACH ACCOUNT LISTING BANK ACCOUNT MASTERS RE-POST SYSTEM TRANSACTIONS PURGE RECONCILIATION DETAIL UT UTILITIES MENU UT2 B/R OPTIONS UT4 CLEAR TERMINAL LOCK FILE UTILITIES UT. UTILITIES MENU UT.2 PURCHASING OPTIONS UT.4 PURCHASE ORDER TYPE UT.5 TERMS CODE MAINTENANCE UT.6 COMPANY NAME & G/L CONTROL ACCTS UT.7 BANK MAINTENANCE UT.8 AUTO NUMBERS MAINTENANCE UT.9 SHIP VIA MAINTENANCE

5 UT.10 AUTHORIZATION NAME MAINTENANCE UT.11 BUYER NAME MAINTENANCE UT.12 REQUESTOR NAME MAINTENANCE UT.13 FOB LOCATION MAINTENANCE UT.14 MISCELLANEOUS FLAG MAINTENANCE APPENDICIES APPENDIX I STANDARD CONVENTIONS SETUP REPORTS CHAIN PROGRAMS JOURNAL PROGRAMS PROGRAM SECURITY SECURITY BY FUNCTION ACCRUAL OR UPDATE PROGRAMS SECURITY TRANSACTIONAL PROGRAMS SECURITY TRANSACTIONAL PROGRAMS USE PRINT FORMS AND LABELS PRINT TO CSV FILE PRINT TO PDF FORM MENU HOPPING DATE PROMPTS REPORT DELIVERY APPENDIX II BANK RECONCILIATION SETUP AND USE APPENDIX III IMPORTING CLEARED CHECK RECORDS FROM AN OUTSIDE BANK APPENDIX IV SUGGESTED PROCEDURES FOR PURCHASING APPENDIX V MASS DATE MAINTENANCE UTILITY APPENDIX VI PAYMENT FOR AN EXPENSE INVOICE PRIOR TO G/L POSTING DATE APPENDIX VII EXPORT CHECK RECORD INFORMATION APPENDIX VIII COMMENTS LINES ON CHECK STUBS APPENDIX IX PURCHASING PREPAID CONTRACTS APPENDIX X ACH (DIRECT DEPOSIT) APPENDIX X1 TRAXREPORT `

6 Purchasing Introduction Page i PURCHASING MODULE OVERVIEW The Purchasing Module comprises a complete set of programs designed for the processes necessary to track purchases of product from time of order through invoice payment. It also contains Bank Reconciliation programs to aide in the balancing of General Ledger to a Bank Statement. Data entry programs are designed to give operators flexibility in how the module is used. One organization may wish to incorporate the full features of the module by using purchase orders. This allows the user to track each product as it is ordered, received, invoiced and paid. By using Inventory Item Masters to create detail line items on a purchase order, the operator can update pertinent activity to Inventory data files. Another organization may wish to only use the Accounts Payable portion of the module by entering invoices and then paying them. General Ledger account numbers or Inventory Item Masters may be used in entering detail line items for invoices. Those detail line items entered using Inventory Item Masters will update information to Inventory data files. Invoice payment may be direct deposited to a Vendor account via an ACH file. Options on the Bank Reconciliation Menu allow the user to pull bank related activity from other accounting modules, flag records as having cleared the bank and generating a reconciliation report. Reporting functions include: Reports that an auditor may require for completion of an audit. Daily audit / update reports of any invoices or checks entered. Reports to verify outstanding invoices total to General Ledger control accounts. Month end accrual report for products received but not invoiced. Various reports for Accounts Payable invoices, Purchase Order detail, Vendor information and check registers. PURCHASING DATA FILES Each of the Purchasing Utility Menu Options, where setup information is defined for the module, has its own data file for storing that information. In addition to these data files the module also utilizes the following data files. VENDOR MASTER FILE Information in this file is stored by: Vendor Number Status Customer A/R number (if any) Last name First name Middle Name Address 1 and Address 2 City State

7 Purchasing Introduction Page ii Zip Other screen prompts for PU11 are also stored in this file. There are two exceptions Vendor contacts and comments for each contact are stored in system files (System_contacts and System_Remarks). MISCELLANEOUS VENDOR NAME AND ADDRESS Each time the miscellaneous Vendor master is used and the predefined name / address maintained, the changes are stored in this file. Master serial ID Name Address Line 1 Address Line 2 Address Line 3 PURCHASE ORDER MASTER In PU21 answers to program prompts on screen one make up a purchase order master. Records are stored by: Purchase Master Serial ID PO Type Number Branch Number Purchase Number Vendor Other screen prompts are also kept in this record. PURCHASE ORDER DETAIL PRODUCT Detail records attached to each Purchase Order Master can be any one of four transaction types. Detail lines created using an Inventory Product number are stored in this file. Detail file serial ID Serial ID s are also kept tying this record to the Purchase Order Master file, IV receipt file, and invoice file. Record Type Detail sequence line number Vendor Status Branch number Product number G/L number on Item master Detail Description Also information keyed in the Receiving / Invoicing Window is a part of each record. PURCHASE ORDER DETAIL GENERAL LEDGER Detail lines created using a General Ledger number are stored in this file. Detail file serial ID Serial ID s are also kept tying this record to the Purchase Order Master file and invoice file. Record Type Detail sequence line number Vendor Status G/L number Detail Description

8 Purchasing Introduction Page iii Also information keyed in the Receiving / Invoicing Window is a part of each record. PURCHASE ORDER DETAIL COMMENTS Detail lines created as comments are stored in this file. Detail file serial ID Serial ID s are also kept tying this record to the Purchase Order Master, invoice file and cost line file. Record type Detail sequence line number Vendor Status Comment Description PURCHASE ORDER DETAIL ADDON Detail lines created as cost add-on have records in two files. The first contains the total dollar amount of add-on with serial ID s to the Purchase Order Master file, Product detail line and the second add-on file. The second file contains: Detail file serial ID Serial ID s to the Purchase Order Master file, IV Receipt file invoice file. Record type Detail sequence line number Vendor Status Detail description Extended amount Also information keyed in the Receiving / Invoicing Window is a part of each record. PURHCASE ORDER RECURRING ORDER A Recurring Order uses several files to track all of its information. In addition to the normal information contained in a Purchase Order Master and each detail line record, there are also a Recurring Order Master and Recurring Order Detail. The Master file contains: Master serial ID PO type number Recurring times The Detail file contains: Master serial ID Invoice date Due date Discount date Released master serial ID PU ACCOUNTS PAYABLE DETAIL INVOICE To track the payables functionality of the Purchasing Module, the System uses several data files. One of these files contains invoice information. Serial ID

9 Purchasing Introduction Page iv Record type Vendor Invoice date Last remaining affected date Remaining amount Back out date Also information keyed in the Receiving / Invoicing Window is a part of each record. PU ACCOUNTS PAYABLE DETAIL CHECK The second AP function file contains check record detail. Serial ID Record type Vendor Check number Check date Check register ID Company Number Bank number Check G/L date Check amount Discount amount taken Back out date PU ACCOUNTS PAYABLE DETAIL AFFECTS To preserve the ability to print some point in time reports, the System keeps track of activity affecting any given record. Each new activity must have an accounting date equal to or greater than the last activity. Record information in this file includes: Detail affects serial ID Affect type Detail affected serial ID Affected date Dollars of affect PU ACCOUNTS PAYABLE GENERAL LEDGER AFFECTS Each activity that creates an entry that will affect General Ledger is stored in this file. Transaction type Transaction serial ID Posting date General Ledger number Date and time stamp G/L type Operator number Amount Quantity

10 Purchasing Introduction Page v RECOMMENDED PROCEDURES GETTING STARTED Initially, this sequence of procedures should be followed to set up the Purchasing module: Create all files required by the new Purchasing Module using program UT-1. INITIALIZE ALL FILES. Define Purchasing Module settings in PUUT02. Note that this menu option sets the defaults for: the System auto assigning numbers for new vendor masters, a vendor master to use as a miscellaneous vendor and check writing options. Purchase Order types are defined in PUUT04. Each PO Type defines what program prompts are seen in PU21 entry. Define Terms Codes in PUUT05. Terms codes are used to establish due dates as new invoices are entered. They also define vendor discount policies. Once Terms Codes have been defined they are assigned to corresponding vendors. However, it is not mandatory than a Terms Code is assigned to each vendor master. Any invoice entered using a vendor master with no Terms Code assigned to it will use the invoice date as the due date and will not auto calculate any invoice discount. Utilities Menu option 6 contains the General Ledger control accounts. They are used as the credit side of the entry for an invoice and the debit side for any check issued. Define any banks to be used in UT-7. The bank General Ledger number in this menu option is used for the credit entry side of any check issued. To have the System auto assign a number to each new purchase order, set the Inventory branch to YES for AUTO NUMBER P/O and set the starting number in PUUT-8. For Purchase Order type entry, operators may include optional information that will print on the purchase order. This information is predefined in each of the following menu options. UT-9 SHIP VIA MAINTENANCE UT-10 AUTHORIZATION NAME MAINTENANCE UT-11 BUYER NAME MAINTENANCE UT-12 REQUESTOR NAME MAINTENANCE UT-13 FOB LOCATION MAINTENANCE Operators will also want to add any Vendor Masters (PU11) to be used in the Entry program. Several of the programs in the Purchasing Module provide for Security By Function. This allows the organization to define by operator what functions they are allowed to perform in certain programs. Menu options that provide for this feature include PU11 (VENDOR MASTER), PU21 (PURCHASING ENTRY), PU23 (RECURRING PURCHASE RELEASE), PU25 (INVOICE SELECTION FOR CHECKS), PU30 (AUDIT & UPDATE) and PU33.2 (UNINVOICED RECEIPTS). Setup for Security By Function is done in System Maintenance. The programs also check accounting dates on invoice detail lines and checks written to help the operator avoid posting errors. Detail lines entered using an Inventory Item number are verified against a receipt cut-off date in IVUT02 and transaction cut-off date in IV14. Verification is made against the older date. Accounting dates on invoices are checked against cut-off dates established in GL11 and GLUT02. Check dates are verified against the invoice Accounts Payable GL date (earliest date that a check can be written for that invoice) and PUUT02.

11 Purchasing Introduction Page vi Also, any subsequent activity to a record must be equal to or greater than the last action against that record (E.G. back out a check). Users may want to verify how they are presently using these other menu settings to see if any changes need to be made to accommodate checks and balances in Purchasing. To use DIRECT DEPOSIT for a vendor payment, Bank Reconciliation Utilities option 2 must be set AUTO POST PURCHASING SYSTEM = YES and banking information for the vendor defined in BR14. DAILY ROUTINE Simply stated daily activity consists of new record entry, invoice selection for check payment, check writing and General Ledger update. NEW DATA ENTRY. All entry is made through program PU21. Operators have the choice of entering a Purchase order at the time an order is placed with a particular vendor. Later they can record the receipt of those products. Finally the products may be invoiced to show they are ready for payment. In lieu of the purchase order, operators may combine steps and record all activity as a payable invoice. INVOICE SELECTION. As invoices come due, the operator will use PU25 to choose those invoices to include for payment. A printed report may be reviewed and modifications made prior to checks being printed. CHECK WRITING. Once a final proposed check listing has been printed, PU26 is used to print checks for those invoices. GENERAL LEDGER UPDATE. All invoice activity in the Purchasing Module is available for check selection and check writing without printing any type of audit or updating General Ledger. At some point during the day or week, the operator will want to complete PU30 and PU45 to send any General Ledger transactions to the General Ledger data files to keep them current. MONTH END If outstanding invoices in Purchasing have not been balanced back to General Ledger on a daily basis, users will to do so at month end. Use PU31, PU32.1 or PU32.5 for this purpose. See those sections of the manual for more detail in this matter. Those organizations using purchase orders can make an accrual to General Ledger for any receipted products that have not been invoiced. Use PU33.2 fro this purpose. CALENDAR YEAR END Calendar year end is the same as other month ends. The exception would be the possibility of any 1099 records that may need to be printed. Consult the AgTrax Calendar Year End packet for detailed instructions. FISCAL YEAR END Complete all normal month end activities. Print a copy of the Trial Balance Report (PU32.1) with detail for the auditor.

12 Purchasing User s Guide Page 1 U S E R S G U I D E Written with the operator in mind, this section of the User s Guide contains detailed instructions for each Purchasing Module program. When displayed on-screen, the Purchasing Module system appears as a menu. Various programs are listed on this main menu. Each Purchasing program is identified by a program number. To access a program, enter the number of the desired program. When the operator exists a program, the System displays the main Purchasing menu. For Standard Conventions (common keystrokes, prompts, printer use, cursor movement, etc.) used in every program refer to Appendix I, STANDARD CONVENTIONS. For an explanation of the menu-hopping feature used throughout the Purchasing Module, refer to Appendix I, STANDARD CONVENTIONS Menu Hopping.

13 Purchasing User s Guide Page 2 PURCHASING SYSTEM MENU INSTRUCTIONS This menu is used to select the desired PURCHASING MODULE program. All Purchasing programs are accessed from the Purchasing Menu. This menu may be displayed by choosing option 1 on the Agtrax Main Menu or using the HOP code of PU. CHOICE Enter a program number as displayed on the screen. Once an operator leaves a given Purchasing program, the System will return to this menu. Enter E to return to a higher AgTrax menu.

14 Purchasing File Maintenance Page VENDOR MASTER INSTRUCTIONS The Vendor Master program is used to ADD (and later CHANGE) new suppliers to the Vendor Master File. Organizations may want to define one Vendor Master to use as a MISCELLANEOUS VENDOR. This will allow for checks to be issued to those suppliers who are one-time or very infrequent providers of products or services without having their own individual master record. A Vendor Master is added through PU11 then designated as the Miscellaneous Vendor in Utilities Option 2. During entry in PU21 the program will stop in the vendor name and address field each time that Vendor Master number is used allowing the operator to change name and address information to fit current needs. Key strokes have changed to make the Check Writing window easier to access. In Change mode touch TAB 3 times. This will display the Contacts for Vendor window. Touch ENTER to remove the window. Touch TAB 1 more time or the ENTER key 5 times to display Check Writing. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. This program provides for security-by-function. Organizations may define by individual operator which functions (ADD, CHANGE, DELETE or INQUIRY) they are authorized to perform. TRANSACTIONAL PROGRAMS SECURITY Programs that allow an operator to directly add or maintain records in a file are referred to as Transactional Programs. They are quickly identified by their functions of Inquire, Add, Change and Delete. Each function is controlled by a separate flag in Security By Function. So an operator may be

15 Purchasing File Maintenance Page 4 allowed to Inquire or Change existing records but not allowed to Add new records or Delete existing records. The Purchasing Module also recognizes two additional flag settings for Receive and Invoice. TRANSACTIONAL PROGRAMS USE Transactional programs default to INQUIRE mode when a program is selected. Operators have the choice of choosing an alternate function immediately (Add, Change or Delete) or keying required data to display a particular record, then switching to the desired function (Change or Delete). A help window may be accessed by operators to view the functions available in a particular program. VENDOR Enter a vendor master number for the new record. Vendor master numbers may be up to seven characters in length. While this field is alphanumeric, we urge organizations to use numbers for vendor masters. It will make the sorting on reports printed in vendor number order make more sense. If a number is entered that is already in use the operator will receive a warning message to that effect. Operators may use the option of having the System assign vendor master numbers. This feature is activated in PUUT02. When active, this field is by-passed and operators cannot over-ride a System assigned number. The System will start with a number predefined by the operator. Then will go in numeric sequence as each new vendor master is added. If a number has already been assigned to a vendor master, that number will be skipped and the next available one used. Two changes have been made when auto numbering for the next vendor master number is active. 1) In ADD mode the cursor does not stop at vendor number. Previously the cursor stopped at this field. If the operator keyed an alternate number it resulted in an error. 2) In ADD mode if the operator uses DOWN ARROW then <E> to exit without saving a new record the program returns to INQUIRE mode. This was necessary as the program would get into a loop between the next auto number and trying to exit the program. Where auto numbering is not active the program will stay in ADD mode until the operator chooses to exit. In ADD mode the SELECT key (END) will produce a vendor lookup in Numeric order. The HOME key continues to produce a lookup based upon vendor short name. LAST / COMPANY NAME FIRST NAME MIDDLE NAME For a company name, enter the complete name on line 1. This is the way the name will redisplay and print on any reports or checks. For individual names, they may be entered the same as company names or entered in the corresponding field of the name. How a name redisplays and prints on reports is determined by PUUT02. In PUUT02, operators define the format to be used for reports. It can be printed as LAST, FIRST MIDDLE or the same as checks (FIRST MIDDLE LAST). Depending upon which preference is selected the name will redisplay that way.

16 Purchasing File Maintenance Page 5 Operators should note that on reports printed in name sort order, the first method of name entry would place John T Brown in the J section of a report. The second method will place it in the B section of a report. With PUUT02 set to LAST, FIRST MIDDLE the name will print as Brown, John T. Otherwise it will print as John T. Brown. ACTIVE Only active vendor masters may be used in generating new records or maintaining existing ones. To cease using a vendor master without deleting all history associated with it and the vendor master, change the ACTIVE flag to NO. This field is accessible only in CHANGE mode. CUSTOMER NUMBER If this specific vendor is also a customer (within A/R program 11. CUSTOMER MASTER) enter that customer number in this field. The customer s address is retrieved from the Accounts Receivable Module and displayed in the appropriate fields. ADDRESS 1 ADDRESS 2 CITY Enter the vendor mailing address. Up to 30 characters are available for each line of address and city. AgTrax is suggesting that ADDRESS 1 be used for IN CARE OF information or those addresses that will not fit on ADDRESS 2. STATE ZIP + 4 PHONE FAX Key the two character U.S. Postal state mailing code. Enter the vendor s zip code. Include the dash when entering zip + 4. Enter the vendor s main telephone number with extension and fax number. Key these as a continuous string of numbers. The System will insert brackets or dashes as needed. These fields are informational. They appear on the vendor master report. The telephone number can be set to print on purchase orders. MISC. FLAGS At this prompt the miscellaneous field window displays on the screen. Maintain any predefined fields that are applicable to this vendor. Miscellaneous Flags are defined in Utilities Option 14 (MISCELLANEOUS FLAG MAINTENANCE).

17 Purchasing File Maintenance Page 6 REMARKS Notes for this vendor can be saved in the remarks window. (For example- Orders must be placed by 5pm on Tues. for Fri. delivery.) These notes are in addition to and separate from notes for contact remarks. The REMARKS window is a free form text window where operators may record up to ten lines of information. Within the REMARKS window, standard word processing commands are used. <INS> - At the cursor location any character(s) typed will be added to existing text. <DEL> - Removes a character at the cursor position each time the key is touched. <TAB> - Moved the cursor forward 7 positions. ARROW Will move the cursor one position in the direction of the arrow key depressed. <BACKSPACE> - Moves the cursor left one position. <SEL> - Moves the cursor down to SCREEN OK. SCREEN OK- YES accepts the screen as displayed and returns to the contact screen. NO allows the operator to maintain screen contents. Remarks for the Vendor Master can be included on the Vendor Master Report.

18 Purchasing File Maintenance Page 7 HOLD PAYMENT As the Purchasing Module is being used, operators may decide to hold payments to a specific vendor. For example, until a quality issue is resolved. At that time, change HOLD PAYMENT to YES. The System will not issue any checks to this particular vendor until HOLD PAYMENT has been changed back to NO. ALWAYS TAKE DISCOUNTS Enter YES if any early payment discounts are to be subtracted from the payment total to this vendor even if the final discount date has passed for an invoice. In such situations the operator will receive a message in the check writing program (PU26) informing them that there are discount due dates less than the check date. Even though the operator may choose <I> to IGNORE those discounts, the System will honor this prompt setting and take those discounts for this vendor. EMPLOYEE NUMBER If this vendor is also an employee of the local organization, enter the payroll number used for the employee. The employee number may be up to 4 digits in length. NOTE - The defined defaults for Company number and Bank number in Purchasing Utilities menu option 2 are used when adding a new vendor. If those prompts are zero the system will use the smallest Company number and Bank number on file. COMPANY NUMBER Enter a company number for the current vendor or touch <ENTER> for the System default of the smallest company number on file. This is used as a default in PU21 entry. The default may be overridden at that time. Company numbers were previously defined in PUUT06. BANK NUMBER Key a bank number for the current vendor or touch <ENTER> for the System default of the smallest bank number on file for the COMPANY selected. This is used as a default in PU21 entry. The default may be over-ridden at that time. Bank numbers were previously defined in PUUT07.

19 Purchasing File Maintenance Page 8 A/P NUMBER Accounts Payable General Ledger liability numbers were matched to a valid company number in PUUT06. Enter the corresponding liability number that goes with the current vendor. PU21 will use this number as a default which may be over-ridden as needed. For each invoice entered the system will use this A/P number as the credit side of the General Ledger posting. Later during check printing it will be used as the debit entry to General Ledger. The System can track up to 15 different A/P General Ledger numbers. TERMS CODE Enter a payment terms code or touch <ENTER> for the System default of zero. This Terms Code will be used as a default in PU21 entry of invoices for this vendor. The System uses this Terms Code to calculate a due date and any discounts, where applicable. If the Terms Code is set to zero, then the due date becomes the same date as the invoice date and no discounts are calculated. Terms Codes were previously defined in PUUT05 (TERMS CODE MAINTENANCE). HOLDBACK % Key HOLDBACK % or touch <ENTER> for a default of blank. The field will hold up to four digits including decimal places. A holdback percentage of twenty percent would be entered as To remove a holdback % key the number zero. Whenever an invoice is recorded for this vendor through PU21, the System will reduce or holdback any payment by this percentage during check writing. In order to generate a check for the holdback amount, the operator must first release it through PU41. CREDIT LIMIT Key the CREDIT LIMIT that this vendor has your organization. The value can be up to 10 digits in length, including two decimal places. If the value is not known, leave this field blank. This field is informational only. CONTACTS Multiple contacts for a vendor may be stored on the vendor master. At this prompt a window displays for adding those additional contacts and their information. A sample window appears below.

20 Purchasing File Maintenance Page 9 In the example above, John Smith has been added as an additional contact. By using <LEFT ARROW> or <RIGHT ARROW> the columns will rotate between PHONE NUMBER, EXTENSION, TITLE, MOBILE NUMBER, and . A remarks window is also available for each contact. To view any remarks that may have been entered for a contact, select the sequence number of that contact. If there are more than one page of contacts, use <PAGE DOWN> or <PAGE UP> to go from screen to screen. To add a new contact, use the <INSERT> key. The following window will display. CONTACT Enter this contact s name. Up to 40 characters are available. TITLE Key the employee s title or position in the company. Up to 40 characters may be entered.

21 Purchasing File Maintenance Page 10 PHONE Enter telephone number including extension. MOBILE If they have a cell phone number, enter it. Enter the contacts address. REMARKS A free form text window is available to record up to ten lines of information. Within the REMARKS window, standard word processing commands are used. <INS> - At the cursor location any character(s) typed will be added to existing text. <DEL> - Removes a character at the cursor position each time the key is touched. <TAB> - Moved the cursor forward 7 positions. ARROW Will move the cursor one position in the direction of the arrow key depressed. <BACKSPACE> - Moves the cursor left one position. <SEL> - Moves the cursor down to SCREEN OK. SCREEN OK- YES accepts the screen as displayed and returns to the contact screen. NO allows the operator to maintain screen contents. Contacts and their remarks can be included on the Vendor Master Report. MAIN CONTACT Enter the main contact for this vendor. Up to 15 characters may be keyed. If a main contact has been added with other contacts, their information may be retrieved from that list by using the <HOME> key. MAIN CONTACT PHONE Key the telephone number for this contact as a continuous string of numbers. If the main contact was retrieved from a lookup this field is also filled. OUR ACCOUNT# Key the local organizations account number with this vendor. Up to 16 digits may be entered. This information is available for printing on checks. WEB ADDRESS Enter the vendor s internet web address if there is one.

22 Purchasing File Maintenance Page TYPE If all or part of the activity for this vendor is to be reported on a 1099 form at the end of the calendar year, enter the form type. Otherwise, leave this prompt blank. This field setting will be used during PU21 entry as a default for an invoice header. Individual detail lines may be flagged differently as needs require. Valid 1099 TYPES are; A - Attorney D - Dividend I - Interest M - Miscellaneous P - Patronage R - Rent Operators may also choose X for exempt. As with 1099 TYPES this setting is used a default for the invoice header. Individual detail lines may be flagged differently as needed. TAX ID/SSN Enter the vendor Federal ID number or Social Security Number. This is informational only unless the vendor is flagged for a 1099 TYPE. In that case, the number is required for the 1099 form. The Federal ID Number is masked in INQUIRY mode so only the last four digits display. The complete number displays in ADD, CHANGE or DELETE modes NAME When a vendor is to be issued a 1099 form and the vendor name does not match the name associated with the TAX ID / SSN number, enter the name that does belong with the Tax ID number. Otherwise leave this field blank. Up to 30 characters may be entered for a 1099 Name.

23 Purchasing File Maintenance Page 12 CHECK TO VENDOR Enter a CHECK TO VENDOR number or touch <ENTER> to default this field to VENDOR #. This field is used in check writing (PU26) to determine where the check should be sent. In most cases, a check is sent to the same address as is located at the top of the vendor master screen. In other situations, an organization may be doing business with a branch store and checks are to be mailed to the main office. By setting the main office up as a separate vendor master and entering that vendor number here, the System will use that mailing address for any check issued to this particular vendor. CHECK MINIMUM Enter a minimum check amount or touch <ENTER> to accept the System default of blank. Up to 7 seven digits including two decimal places may be entered. During check writing, the System will not issue a check to this vendor for any amount less than the indicated CHCEK MINIMUM. To remove a minimum check amount, key zero to blank the field. GRACE DAYS Touch <ENTER> for a default of blank or key a number of grace days for this vendor. A number between 1 99 may be entered. During check writing, the GRACE DAYS will be added to the invoice DISCOUNT DATE and the discount will be taken if the payment falls within this period even if the DISCOUNT DATE has passed. REMITTANCE SHEET In varying situations, operators may or may not want to print invoices being paid on the check stub. When REMITTANCE SHEET is set to YES then none of the invoice information prints on the check stub. It prints only on a check detail report (remittance sheet). This field setting is secondary to the System setting in PUUT02. PRINT CHECK DETAIL REPORT must be set to REMIT before the System will read this field.

24 Purchasing File Maintenance Page PREPAID CONTRACT MAINTENANCE INSTRUCTIONS This program is used to add or maintain all vendor prepaid contracts. Any deposits or product receipts against a contract are made through PU21. Note that quantity and price fields used in defining a Product specific contract type are not checked when making applications to a contract. For a detailed discussion of contract setup and use, see Appendix IX. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. TRANSACTIONAL PROGRAMS SECURITY Programs that allow an operator to directly add or maintain records in a file are referred to as Transactional Programs. They are quickly identified by their functions of Inquire, Add, Change and Delete. Each function is controlled by a separate flag in Security By Function. So an operator may be allowed to Inquire or Change existing records but not allowed to Add new records or Delete existing records. The Purchasing Module also recognizes two additional flag settings for Receive and Invoice. TRANSACTIONAL PROGRAMS USE Transactional programs default to INQUIRE mode when a program is selected. Operators have the choice of choosing an alternate function immediately (Add, Change or Delete) or keying required data to display a particular record, then switching to the desired function (Change or Delete). A help window may be accessed by operators to view the functions available in a particular program.

25 Purchasing File Maintenance Page 14 FUNCTION After users have completed screen prompts for an individual contract they will see one of three function questions depending upon the type of transaction: Add, Change or Delete. OK TO ADD OK TO CHANGE OK TO DELETE Having accepted entry for an individual contract, the operator uses the DOWN ARROW to return to the Function line. Here they are presented with the following prompt: MAINTAIN AGAIN Y =YES Return to the Vendor # prompt O =OPEN Allows the operator to reopen a contract. The System automatically closes a contract when the remaining balance goes to zero. T =TRANSFER Used to move prepaid dollars from one contract to another for the same vendor Transfer amounts may not exceed the remaining balance. R =RECALCULATE Reads all purchase order detail lines whose status is Ordered or Received verifying that ON ORDER is correct. If not, the System recalculates ON ORDER and MEMO BALANCE. E =EXIT Cancel this program and return to the previous menu. VENDOR Enter an existing vendor number that is to be associated with the new prepaid contract. CONTRACT LOOKUP BY DESCRIPTION CONTRACT LOOKUP BY NUMBER In Function modes other than ADD the user may look up existing contracts by either the contract description or contract number. The only difference in the display depends upon which prompt calls the window. When it is called from CONTRACT DESCRIPTION, that column displays to the left of THEIR CONTRACT #. When the window is called from THEIR CONTRACT #, the two columns of information are reversed.

26 Purchasing File Maintenance Page 15 By using the <FORWARD ARROW> or <BACKWARD ARROW> the operator can rotate the screen to display Contract Type / Product Group Description or Contract balances. The screen defaults to a display of only open contracts. Use the <SELECT> key to show closed contracts. CONTRACT DESCRIPTION Enter up to thirty characters to describe this contract. Entry is optional. However we would suggest this field or the following be used so the contract can be identified in a lookup. Description may be maintained in change mode by using the <LEFT ARROW> key to access the field. THEIR CONTRACT Operators may use the vendors contract number as reference information. This field is 20 characters long. It may be maintained in change mode. CONTRACT DATE Enter a calendar date for this contract. This date may be maintained in change mode. Operators will want to make sure that any date entered is at least as old as any activity to be posted to the contract. Otherwise, the Prepaid Contract Report may not print accurate information when run as a point in time report. STATUS This prompt is by-passed in ADD mode. The System defaults new contracts to OPEN. When a remaining Balance goes to zero the System will close the contract. If for any reason the operator needs to re-open a contract use Function O. CLOSED DATE A date is entered by the System during the close process. CONTRACT TYPE Choose from one of the three available options. Once a contract has any detail attached to it, the contract type may not be changed. PRODUCT Refers to a specific Inventory product number. Any detail line items on purchase orders must be for the same product in order to make application to the contract. The match for product is organization wide, not by a certain Inventory branch number. Enter P to choose PRODUCT. GROUP Refers to particular Inventory products having the same major group number. Any detail line items on purchase orders for products having the group number may be applied to the contract. Enter G to choose GROUP. GENERIC Refers to a catch all type contract. Any detail line item on a purchase order can be applied to the contract. Choose E for GENERIC.

27 Purchasing File Maintenance Page 16 PRODUCT NUMBER Enter the Inventory product number for the current contract. This prompt is by-passed for Group or Generic contract types. Once a contract has any detail attached to it the product number may not be maintained. Items used as ingredients in feed and not sold otherwise may have the Product defined as For Sale = No and be used on a contract. GROUP NUMBER Key the Inventory major group number to associate with the current contract. A group number may not be changed once detail is attached to a contract. This prompt is by-passed for Product or Generic contract types. QUANTITY PRICE Enter the BUYING Unit Of Measure quantity for this contract. If fertilizer is purchased by the ton and fifty tons were booked, enter Quantity may be maintained in CHANGE mode. This prompt is accessible for only Product contract types. Key the BUYING Unit Of Measure purchase price. Price may be maintained in CHANGE mode. This prompt is accessible for only Product contract types. EXTENDED AMOUNT For Product contract types the System calculates an extended amount. If an operator keys over a calculated amount the System will recalculate PRICE to keep the formula (QUANTITY X PRICE = EXTENDED AMOUNT) in balance. Enter a total dollar amount for either Group or Generic contract types. Extended Amounts can be maintained in CHANGE mode for those contract types. DEPOSIT PRICE For Product specific contract types enter the BUYING Unit Of Measure deposit amount, if there is one. This unit price will be used to multiply the units invoiced. The resulting answer is added to APPLIED dollars thereby decreasing the contract BALANCE. When the status of a detail line item goes from ORDERED to RECEIVED, the units received are multiplied by any deposit price. The resulting answer is added to ON ORDER thereby decreasing the MEMO BALANCE. PREPAID G/L NUMBER The System will default this field to the PREPAID ASSET number on the Inventory Group Master for Product or Group contract types. For Generic contract types, the system reads the Purchasing Options screen. If a valid General Ledger number can not be found one must be entered before the contract can be accepted. The operator can over-ride the default by keying an alternate General Ledger number. Once detail has been attached to a contract, the General Ledger can not be maintained. Each of the following fields is maintained by the System and is not accessible. PREPAID Reflects the total deposit dollars applied to a contract. TRANSFER Contains the dollar amounts transferred to / from a contract. Transfer to a contract will display as positive whereas transfers from a contract will display as negative. APPLIED Invoice line items that have been applied to the contract. BALANCE- Net amount of PREPAID minus / plus TRANSFER minus APPLIED.

28 Purchasing File Maintenance Page 17 ON ORDER Invoice line items that have been applied to a contract with a status of Ordered or Received. When a line item status changes to INVOICED the dollar amount moves from ON ORDER to APPLIED. MEMO BALANCE Net amount of BALANCE minus ON ORDER.

29 Purchasing Daily Activity Page PURCHASING ENTRY INSTRUCTIONS Purchasing Entry is the program used to enter all data in the PURCHASING MODULE. Operators choose an Order Type previously defined in PUUT04. The Order Type determines what information will be entered and program prompts to be accessed for use. On the Order Type Users specify: 1) General Ledger account number, Inventory Item number or a combination will be entered. 2) Quick checks will be allowed during entry. 3) Entry will be invoice only or purchase order. 4) Recurring invoices are allowed. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. This program provides for security-by-function. Organizations may define by individual operator which functions (ADD, CHANGE, DELETE or INQUIRY) they are authorized to perform. For purchase order entry security can also be set to restrict who may RECEIVE and / or INVOICE detail lines. TRANSACTIONAL PROGRAMS SECURITY Programs that allow an operator to directly add or maintain records in a file are referred to as Transactional Programs. They are quickly identified by their functions of Inquire, Add, Change and Delete. Each function is controlled by a separate flag in Security By Function. So an operator may be allowed to Inquire or Change existing records but not allowed to Add new records or Delete existing records. The Purchasing Module also recognizes two additional flag settings for Receive and Invoice. TRANSACTIONAL PROGRAMS USE Transactional programs default to INQUIRE mode when a program is selected. Operators have the choice of choosing an alternate function immediately (Add, Change or Delete) or keying required data to display a particular record, then switching to the desired function (Change or Delete). A help window may be accessed by operators to view the functions available in a particular program. A sample of that window appears below.

30 Purchasing Daily Activity Page 19 Due to the number of different variables, functions are covered individually.

31 Purchasing Daily Activity Page PURCHASING ENTRY ADD MODE (INVOICING ONLY) SCREEN ONE ADD MODE is used to create new records in the System. Once a record has been accepted CHANGE or DELETE MODE in this menu option or PU41 are used to maintain it. For orders to the Miscellaneous Vendor, the preferred Order Type will be quick check. If that is not used the check will be printed through PU41. As one invoice is accepted, the program returns to screen one. Vendor information, invoice number and invoice dates are defaulted to the previous entry. The cursor stops in the vendor number field. Touch <ENTER> to use screen defaults or key an alternate vendor number to start over for any program prompt. ORDER TYPE Select an Order Type predefined for invoice entry only. BRANCH Even though the current entry is to be invoice only, the System still ties all records to an Order Number. Enter the Inventory branch number to be used for numbering Orders. Once a record has been added to the System, an operator can access it by using the invoice number associated with the order number. VENDOR Key the vendor number of the vendor who sent the invoice. ORDER #

32 Purchasing Daily Activity Page 21 When auto numbering is in use this prompt is by-passed and the System assigns a purchase order number to the new record. In situations where auto numbering is not used, key a purchase order number for this record. Up to eight digits mat be entered. NAME / ADDRESS Any name and/or address information associated with the vendor number are pulled from the Vendor Master file. For the Miscellaneous Vendor enter the alternate Name and address at this point. INVOICE # Key the document number of the invoice to be entered. Invoice numbers may be up to 20 characters in length. The System will auto assign an invoice number if none is entered. The System assigned number will be YEAR/MONTH/DAY. In the above example this would translate to AMOUNT Key the invoice total amount. This information is used as a proofing amount to the total of detail lines keyed on screen two. INVOICE DATE Enter the calendar date of the invoice. G/L DATE The General Ledger posting date defaults to Invoice Date or Today s Date depending upon the setting in PUUT02. The System does 2 checks to validate available posting dates. 1) It looks at the General Ledger ID Center master (GL111) CUTOFF DATE. This day plus 1 becomes the oldest posting date allowed. If this prompt is blank then the lat day of the previous fiscal year plus 1 becomes the oldest posting date allowed. 2) General Ledger Options (GLUT02) is checked. The prompt setting for POSTING DAYS ALLOWED becomes the newest date forward from the current calendar date that can be used. DUE DATE The date that the invoice is due for payment is determined by the terms code assigned to the Vendor Master. If a terms code is not defined for this Vendor Master then today s calendar date is used. DISCOUNT DATE If this vendor offers discounts for early payment and those terms are defined on the terms code master associated with the current vendor, this field will be defaulted to the last payment date that a discount may be taken. Otherwise a date may be entered or the field left blank for no discount. DISCOUNT % The percentage of available discount defined on the terms code master is displayed. Actual discounts are calculated or entered detail line by detail line on screen two.

33 Purchasing Daily Activity Page 22 HOLDBACK % Any holdback percentage that is in place on the Vendor Master is displayed. This percentage is used to calculate a holdback detail line by detail line. The holdback amount must be maintained to zero in PU41 before that portion of an invoice may be paid. COMPANY # Company number is defaulted from the Vendor Master company setting. Enter to accept the default or key an alternate company number. BANK # Bank number is defaulted from the Vendor Master. Enter to accept the default or key an alternate bank number. A/P G/L # A General Ledger Liability account number is defaulted from the Vendor Master. Enter to accept the default or key an alternate G/L number. The System can track up to 15 G/L numbers for Accounts Payable Liability CODE Enter a 1099 code if this invoice is to be reported at calendar year end for taxable purposes. Entering a code for this prompt flags all detail lines to be included. Individual detail lines may be flagged on screen two. Valid 1099 codes are: - None A - Attorney D - Dividend I - Interest M - Miscellaneous P - Patronage R - Rent X Exempt SHIP TO This prompt refers to the branch location where the product is to be delivered. If a branch number other than the Order Header branch is entered, it is used as the default BRANCH on screen two. Inventory branch locations were previously defined in IV14.

34 Purchasing Daily Activity Page PURCHASING ENTRY ADD MODE (INVOICING ONLY) SCREEN TWO All detail line items are added to an invoice on screen two. To add a new detail line, choose the transaction type and answer all other prompts on that line. The cursor will move down the screen to automatically start a new line as each line is completed. Use the <LEFT ARROW> or <RIGHT ARROW> keys to move up and down the screen between lines. To insert a new line between existing lines, position the cursor on the detail line that will be below the new line to be inserted. Touch <INSERT>. A new line will be opened above the line where the cursor was positioned. Individual detail lines may be maintained by positioning the cursor as the front of the line and <ENTER>. The Delete key will remove a detail line while in the add mode. When the Order Type is defined for General Ledger entry only, each new detail line will default to the General Ledger account number of the previous line. T! Depending upon the Order Type definition, operators may enter only General Ledger numbers, only Inventory item numbers or a combination of the two. In the example above, line one shows entry using an Inventory item number and line two entry by General Ledger number. Both will affect General Ledger the same way but only line one will have any affect on Inventory data files. Valid Transaction types are: C = COMMENT Up to 50 characters may be entered as a comment line. This will print on the purchase order form and some reports. G = GENERAL LEDGER Use General Ledger entry for the current line. P = PRODUCT Use an Inventory Item master number for the current line. A = COST ADD ON Create a cost add on for other detail lines. S = STATUS PROMPT Skip to the STATUS prompt. <END>= SELECT KEY For line items that were previously entered and their status is either received or invoiced, the operator can view the

35 Purchasing Daily Activity Page 24 BR! RECEIVING / INVOICE INFORMATION WINDOW. E = PREPAID CONTRACT Allows the operator to make a deposit on a prepaid Vendor contract. NOTE If the order type is defined to use only General Ledger Account numbers or Inventory Item numbers, the opposite type will not display or be available. The same is true of Prepaid Deposits. If the Order Type is set to NO E will not display or be available. NOTE When entering a comment transaction type, the operator may be prompted to PRINT ON CHECK STUB. The default for this prompt is defined in PUUT04. If PUUT04 is set to NEVER display this prompt the operator will not see it. See Appendix VIII for a discussion on setup and use of this feature. Branch number defaults to BRANCH entered on screen one. This prompt is by-passed for General Ledger entry. For item entry operators may key an alternate Inventory branch number. PRODUCT NUMBER Key the Inventory Product number of the item that was purchased. This prompt is by-passed when making General Ledger entries. Where UPC codes are in use, the operator may use a bar code scanner to enter the Product Number or hand key the UPC code. Items used as ingredients in feed and not sold otherwise may have the Product defined as For Sale = No. DESCRIPTION The Inventory Product or General Ledger number descriptions are used to default this field. Operators may key alternate text to describe this detail line. The field may be accessed using the <LEFT ARROW> key. The check print routine will print an alternate description of a purchase order G/L detail line, if the General Ledger account is used only once on the check. Information from a purchase order is combined by General Ledger Code when invoicing and later updating to General Ledger. In this case, the detail line is a G/L entry and the General Ledger account number is not used by any other detail lines. A variable in the check format file (GL_DESC) needs to be set to YES in order for the alternate description to print. G/L NUMBER Enter a General Ledger number. Inventory Item entry will pull the COS General Ledger number from the item master. If that number is missing or invalid, the program will display a warning message. The operator may not continue until this number has been validated. QUANTITY Key the quantity for this detail line. Inventory Product entry requires a quantity not equal to zero. General Ledger account entry may be zero. ESTIMATED COST Enter a purchase price per unit. This prompt is skipped when General Ledger number entry is used. If there is a BUYING COST on the Inventory Item master that will be used as a default unit cost.

36 Purchasing Daily Activity Page 25 EXTENDED AMOUNT Quantity times Estimated Cost equals Extended Amount. If Quantity or Estimated Cost were left at zero, the operator must key extended amount. When the extended amount calculated by the system is over-written, the System will re-calculate unit cost and replace it. STATUS For Invoice entry the Status will always default to INVOICED while in ADD MODE. This is the equivalent of saying that the detail line is complete. APPLICATION WINDOW At the end of each detail line, the operator will see an application window. (For invoice entry only, the Order Type may be set to not display this window. However this will prevent any maintenance to a detail line that may be different than the Order Header screen one.) **NOTE Operators can use one of two methods to enter invoices. Since the System operates from the perspective of an Order, Invoices could be entered on a one to one basis (one order for each invoice). Or by using the application window, the operator could start one Order then by individual line item tie them to different invoices (one order for multiple invoices). RECEIVING For Inventory Product entry any fields in the window may be maintained for Receiving or Invoicing. If the status of a detail line is changed from Receipted to Invoiced, split to two lines and the unit cost changed all in the same step; the system creates two receipt IDs in this scenario. A receipted detail line item that is cancelled will back out the original receipt in Inventory provided no portion of the receipt has been transferred. Sales or adjustments allocated against the receipt will be removed from the original receipt; the receipt record cancelled and allocated records moved to another receipt. If another receipt does not exist the next positive entry to Inventory will be used. Where a transfer

37 Purchasing Daily Activity Page 26 involving all or a portion of a receipt has been made and the detail line status in PU21 is changed to cancelled; the system will use oldest open receipt. Anytime that information is entered in the RECEIVING portion of the RECEIVING & INVOICING WINDOW for a LOT based item, the operator will be prompted for an Available Date. LOT NUMBER EXPIRATION DATE AVAILABLE DATE If this Inventory Item Master is set up as a COSTING METHOD of LOT, a lot number and expiration date must be entered before the operator can proceed. A Lot number may be up to 30 characters in length. These prompts are by-passed if the item is not a LOT based item. ADD NEW LOT If the LOT number entered does not exit the operator will be prompted to add that number to the Lot file. EXPIRATION DATE Key the expiration date of this LOT or touch <ENTER> to leave the prompt blank. AVAILABLE DATE - The operator may enter through the field and the System will fill the prompt with the Invoice Date from screen 1. DATE - Since Receipt Date is after the prompt for Available Date, if Receipt Date is any date other than the Invoice Date, the System will change Available Date to match Receipt Date. Should the operator decide that Available Date needs to be different that Receipt Date; they may <LEFT ARROW> to that field to enter an alternate date. Any date entered must be equal to or greater than Receipt Date and Less than or equal to Expiration Date. Any date entered outside that range will result in an error message. REFERENCE DATE Up to 20 characters may be entered as reference information. This could be a TDR number or packing slip number. Key a calendar date that product was received. The System will default to the invoice date used on screen one. NOTE Where an IV CUTOFF DATE has been defined in IV14 or IVUT02, the date entered must be greater than the cutoff date. QUANTITY Enter the quantity of this product that was received. The quantity ordered is used as a default. If a quantity smaller than that ordered is entered, the System will split the detail line and make a new one for the remaining amount. This new detail line can be received at a later date or CANCELLED if no more product is to be received. If the quantity received is greater than the ordered amount, the detail line will be recalculated to match the received amounts. If the quantity entered is negative (Return of product) and the product is a LOT based product, the LOT number entered must already exist. If that LOT does not exist the system will return an error

38 Purchasing Daily Activity Page 27 message. Returns against a valid LOT number will have the same expiration date in Purchasing as the original LOT receipt. CREATE NEW ORDERED LINE COST This prompt is accessed only when the Received Quantity is less than the Ordered Quantity. To create a new line indicating that the balance of Ordered Quantity will be received at a later date answer YES. Answer NO to change Ordered Quantity to Received Quantity and ignore the difference. Unit cost is pulled from the detail line EST. COST. Enter a corrected cost if that is not right. EXTENDED AMOUNT QUANTITY times COST equals extended dollar amount. If the System calculated amount is changed, COST will be adjusted to keep the formula in balance. AVAILABLE LAST COST These fields are display only. The quantity ON HAND and BUYING COST are pulled from the Inventory item master. INVOICING On General Ledger detail lines only Invoicing fields may be maintained. **NOTE Operators may have the same invoice number attached to several detail lines on the same purchase order or even detail lines on several purchase orders. If this situation happens prior to PU30 being updated, the operator will get a screen question asking if these detail records are to be combined into one invoice. A YES response will combine all those records into one invoice. A NO response will create invoices for each detail line with the same invoice number. Where the same invoice number is used after a PU30 update, the System will generate separate invoices with same number. VENDOR # Vendor number is defaulted to the same Vendor Master used on screen one. It may be changed. INVOICE # Invoice number will also default to the same one used on screen one. Touch <ENTER> to accept that number or key an alternate number. Invoice numbers may be up to 20 characters in length. QUANTITY AMOUNT Detail lines created using Inventory Items will by-pass these prompts. If for some reason the invoiced information does not match what was received, CANCEL the original detail and key a new one. Detail lines created using a General Ledger number will by-pass quantity but dollar amount may be maintained. INVOICE DATE

39 Purchasing Daily Activity Page 28 This date prompt defaults to the same date used on screen one. A/P G/L DATE G/L DATE These default to the G/L Date entered on screen one. For any product detail line, G/L Date is skipped. If A/P G/L Date is maintained then the G/L Date prompt will change to that new date. On any detail line created using a General Ledger number G/L Date can be maintained, provided there is a PREPAID G/L EXPENSE NUMBER in PUUT02. The A/P G/L Date then becomes the earliest date that a check can be issued for the invoice. Accounts Payable Liability and Bank GL numbers are affected in General Ledger. G/L Date becomes the calendar date that expense is updated to General Ledger with an offsetting entry to Account Payable Liability. DUE DATE This date also defaults to the same date used on screen one. DISCOUNT DATE If this vendor offers discounts for early payment and those terms are defined on the terms code, this field will be defaulted to the last payment date that a discount may be taken. Otherwise a date may be entered or the field left blank for no discount. DISCOUNT AMT A discount amount is calculated based upon the TERMS CODE associated with the Vendor master. If the associated TERMS CODE is not defined to calculate a discount, one may be manually entered. This prompt is by-passed when the DISCOUNT DATE is blank. **NOTE If there is a Discount G/L number on the Terms Code master used for this vendor any discount amount will update to that G/L number. If that field is blank, the discount will update to the same General Ledger and/or Inventory Item used to create the detail line. HOLD BACK AMT Operators may make partial payments on invoices by keying a Hold Back Amount. This dollar figure will be deducted from the invoice total at payment time. It will not be paid until the Hold Back is released (changed to zero) in PU41. PREPAID CONTRACT If this vendor has a prepaid contract and all or a portion of it is to be used as payment for this invoice enter that contract number. Those contracts having a deposit amount per unit will reduce the total invoice due by the deposit unit amount times the number of units received. The balance of the invoice will be open and owing. MISC INFO Data in the Miscellaneous Information window defaults to the Order Header settings. Any fields may be modified to meet current needs.

40 Purchasing Daily Activity Page 29 OK TO ADD? After completing all detail lines, answer YES to add the new record to the System. PRINT P/O For invoice only entry this prompt can be kept from displaying by setting the PRINT FORMAT number in PUUT04 to zero. If an operator wants a printed copy of the purchase order associated with the invoice, it may be printed now or later through PU22. Records do not have to be printed in order to selected for payment.

41 Purchasing Daily Activity Page PURCHASING ENTRY ADD MODE (QUICK CHECK) SCREEN ONE AND TWO ADD MODE is used to create new records in the System. Once a record has been accepted CHANGE or DELETE MODE in this menu option or PU41 are used to maintain it. For Order Types used for check printing, screen prompts are the same as Invoice Entry only. The difference the operator will notice is that after accepting the Invoice portion of the entry, the System will load the check print program. For orders to the Miscellaneous Vendor, key the alternate Name and Address at those prompts.

42 Purchasing Daily Activity Page PURCHASING ENTRY ADD MODE (QUICK CHECK) CHECK PRINTING ORDER OF PRINT This prompt defaults to the setting in PUUT02. Since this is a single quick check the setting is not going to make any difference. LOAD CHECKS FOR BANK A Bank Name displays that is associated with the Bank Number entered on Screen 1. This field is not accessible. If the bank is incorrect, exit to PU41 and correct the invoice before going any future. MANUAL CHECK Available options are: Y = YES N = NO A = AUTO DEP R = REISSUE A manual check has been issued. Update the invoice status with that check number. Print a check at this time. Print a voucher and set the record type to be included in an ACH file. This option is not used for a quick check original issue. Normally the prompt defaults to NO. Where the vendor has an ACH account defined for this accounting module (Bank Reconciliation <PU> relationship) it will default to AUTO DEPOSIT. If the operator tries to change to AUTO when a bank ACH account is not defined a warning message will display.

43 Purchasing Daily Activity Page 32 Message Window NO DIRECT DEPOSIT ACCOUNTS FOUND FOR THIS CUSTOMER. PLEASE SET UP THE BANK ACCOUNT TO USE BEFORE USING THIS OPTION. <ENTER> Or if AUTO POST PURCHASING SYSTEM = NO in BRUT02 the following warning message displays. Message Window THE AUTO UPDATE FLAG IN BANK RECON IS SET TO NO. THIS FLAG MUST BE SET TO YES TO USE THE DIRECT DEPOSIT FEATURE <ENTER> ROUTING ACCOUNT The bank account designated as a default is used. If the vendor has more than one bank account relationship for this accounting module an alternate account number may be entered. STARTING NUMBER Starting check number is pulled from the Bank Master defined in PUUT07. Touch <ENTER> to accept this number or key an alternate check number. Where Auto Deposit is being used for the transaction a voucher is printed in place of a check. The same screen is read (PUUT07) to get the next voucher number. CHECK DATE The System will look at the setting in PUUT02. If the prompt under check writing for POSTING DAYS ALLOWANCE is set to TODAY, then the current calendar date is used as a default. If the General Ledger date on the invoice is less than today s date, the check date may be any date within the range of General Ledger date and today s date. On the other hand, if the General Ledger date is today s date, the check date must be today s date. If for some reason the General Ledger date is greater than today s date, a check cannot be issued until the General Ledger date. The alternate setting in PUUT02 for POSTING DAYS ALLOWANCE is a number from This allows the operator to go that many days ahead of today s calendar date as a valid check date. SCREEN OK Once the operator is satisfied with screen prompts, key YES to proceed.

44 Purchasing Daily Activity Page 33 CHECK PRINTING (SCREEN TWO) PRINT CHECK(S)? (Y/N/E): Choose one of the following responses: Y =YES Print the check. N =NO Change the check number before proceeding. E =EXIT Cancel this program without printing any checks. BEGINNING CHECK NUMBER The beginning check number may be accessed by answering NO to the previous prompt or using the <LEFT ARROW> key. ALIGNMENT COUNT When an operator wants to print a test alignment prior to the actual job they will: 1) Enter the number of alignment patterns to print. 2) The program will move to Screen Ok and Report Delivery Options. 3) After those have been answered the alignment will be sent to the printer and the screen will return to program prompting. 4) The prompt for Alignment will have a zero value. If another test pattern is desired change the value. Otherwise proceed to step 5. 5) Accept screen prompt settings and proceed to Delivery Options Window. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the

45 Purchasing Daily Activity Page 34 Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue. DID THE CHECK(S) PRINT OK Answer Yes to complete the check print routine or NO to reprint the check. When NO is the response the following reprint screen will display. CHECK REPRINT SCREEN REPRINT CHECK FROM Key the check number that is to be reprinted. STARTING CHECK NUMBER Enter the number of the new check form to be issued or touch <ENTER> to accept the program default. PRINT CHECKS Y =YES Accept settings and proceed with Check Printing N =NO Change prompt settings prior to check reprint E =END End reprint and return to menu.

46 Purchasing Daily Activity Page PURCHASING ENTRY ADD MODE (PURCHASE ORDER) SCREEN ONE ADD MODE is used to create new records in the System. Once a record has been accepted CHANGE or DELETE MODE in this menu option or PU41 are used to maintain it. Security by function is available in this program. Operators can be limited to only ordering, receiving or invoicing. As one invoice is accepted, the program returns to screen one. Vendor information, invoice number and invoice dates are defaulted to the previous entry. The cursor stops in the vendor number field. Touch <ENTER> to use screen defaults or key an alternate vendor number to start over for any program prompt. ORDER TYPE Select an Order Type predefined for purchase order entry. BRANCH Enter the Inventory branch number to be used for numbering Orders. The branch number will also be used as default Inventory branch number for each detail line on screen 2. VENDOR Key the vendor number of the vendor who sent the invoice. NAME / ADDRESS

47 Purchasing Daily Activity Page 36 Any name and/or address information associated with the vendor number are pulled from the Vendor Master file. SALES REP Enter the name of the vendor sales representative that took the order. Up to 20 characters may be entered. This is optional information that will print on a purchase order form. ORDER DATE Touch <ENTER> for today s date or key an alternate date. ATTENTION Enter the name of the organization employee, at the site where the product is to be shipped, that should be notified upon its arrival. If this is a special order an A/R customer enter their name. Up to 15 characters may be keyed. This is optional information that will print on a purchase order form. REFERENCE Any kind of reference information up to 15 characters can be entered. This is optional information that will print on a purchase order form. REQUESTOR Enter a requestor number or <ENTER> to leave this field blank. This is optional information that will print on a purchase order form. A requestor is the employee who ask the product(s) be ordered. BUYER Enter a buyer number or <ENTER> to leave this field blank. This is optional information that will print on a purchase order form. A buyer is the employee assigned the task of placing orders with supply vendors. AUTHORIZER Enter an authorizer number or <ENTER> to leave this field blank. This is optional information that will print on a purchase order form. An authorizer is the employee assigned to approve all orders before they are placed with the supply vendor. SHIP VIA Enter a ship via code or <ENTER> to leave this field blank. This is optional information that will print on a purchase order form. A/R CUSTOMER If the product(s) on this purchase order are special order items for an Accounts Receivable customer, enter their account number. This is optional information that will print on a purchase order form. SHIP TO When an A/R Customer number is keyed in the previous prompt, enter the number of the Ship To where the product is to be delivered or <ENTER> to leave this field blank. Ship To information for customers was previously defined in OE14.

48 Purchasing Daily Activity Page 37 On orders where A/R Customer is left blank, this prompt refers to the branch location where the product is to be delivered. If a branch number other than the Order Header branch is entered, it is used as the default BRANCH on screen two. Inventory branch locations were previously defined in IV14. This is optional information that will print on a purchase order.

49 Purchasing Daily Activity Page PURCHASING ENTRY ADD MODE (PURCHASE ORDER) SCREEN TWO All detail line items for a purchase order are entered on screen two. To add a new detail line, choose the transaction type and answer all other prompts on that line. The cursor will move down the screen to automatically start a new line as each line is completed. Use the <LEFT ARROW> or <RIGHT ARROW> keys to move up and down the screen between lines. To insert a new line between existing lines, position the cursor on the detail line that will be below the new line to be inserted. Touch <INSERT>. A new line will be opened above the line where the cursor was positioned. Individual detail lines may be maintained by positioning the cursor at the front of the line and <ENTER>. The Delete key will remove a detail line while in the add mode. T! Depending upon the Order Type definition, operators may enter only General Ledger numbers, only Inventory item numbers or a combination of the two. In the example above, line one shows entry using a General Ledger item number and line two entry by Inventory Item number. Both will affect General Ledger the same way but only line two will have any affect on Inventory data files. Valid Transaction types are: C = COMMENT Up to 50 characters may be entered as a comment line. This will print on the purchase order form and some reports. G = GENERAL LEDGER Use General Ledger entry for the current line. P = PRODUCT Use an Inventory Item master number for the current line. A = COST ADD ON Create a cost add on for other detail lines. S = STATUS PROMPT Skip to the STATUS prompt. <END>= SELECT KEY For line items that were previously entered and their status is either received or invoiced, the operator can view the RECEIVING / INVOICE INFORMATION WINDOW. E= PREPAID CONTRACT Allows the operator to make a deposit on a prepaid Vendor

50 Purchasing Daily Activity Page 39 BR! contract. NOTE If the order type is defined to use only General Ledger Account numbers or Inventory Item numbers, the opposite type will not display or be available. The same is true of Prepaid Deposits. If the order type is set to NO that type will not display or be available. NOTE When entering a comment transaction type, the operator may be prompted to PRINT ON CHECK STUB. The default for this prompt is defined in PUUT04. If PUUT04 is set to NEVER display this prompt the operator will not see it. See Appendix VIII for a discussion on setup and use of this feature. Branch number defaults to the order header BRANCH entered on screen one unless an Inventory branch number was entered for SHIP TO. Then the SHIP TO branch number is used. This prompt is by-passed for General Ledger entry. For item entry operators may key an alternate Inventory branch number. PRODUCT NUMBER Key the Inventory Product number of the item that was purchased. This prompt is by-passed when making General Ledger entries. Where UPC codes are in use, the operator may use a bar code scanner to enter the Product Number or hand key the UPC code. Items used as ingredients in feed and not sold otherwise may have the Product defined as For Sale = No. DESCRIPTION The Inventory Product or General Ledger number descriptions are used to default this field. Operators may key alternate text to describe this detail line. This field may be accessed by using the <LEFT ARROW>. The check print routine will print an alternate description of a purchase order G/L detail line, if the General Ledger account is used only once on the check. Information from a purchase order is combined by General Ledger Code when invoicing and later updating to General Ledger. In this case, the detail line is a G/L entry and the General Ledger account number is not used by any other detail lines. A variable in the check format file (GL_DESC) needs to be set to YES in order for the alternate description to print. G/L NUMBER Enter a General Ledger number. Inventory Item entry will pull the COS General Ledger number from the item master. If that number is missing or invalid, the program will display a warning message. The operator may not continue until this number has been validated. QUANTITY Key the quantity for this detail line. Inventory Product entry requires a quantity not equal to zero. General Ledger account entry may be zero. EST COST Enter a purchase price per unit. This prompt is skipped for General Ledger number entry. If there is a BUYING COST on the Inventory Item master that will be used as a default unit cost.

51 Purchasing Daily Activity Page 40 EXTENDED AMOUNT Quantity times Estimated Cost equals Extended Amount. If Quantity or Estimated Cost were left at zero, the operator must key extended amount. When the extended amount calculated by the system is over-written, the System will re-calculate unit cost and replace it. STATUS For purchase order entry the Status will always default to ORDERED while in ADD MODE. This is the equivalent of saying that an order has been placed with a supply vendor for this product. O = ORDERED Order has been placed with supply vendor. R = RECEIVING Product has been received from vendor. I = INVOICING The vendor bill has been received for the product. C = CANCEL FLAG AN ORDERED STATUS AS CANCELLED (NO RECEIVING OR INVOICING) **NOTE A detail line may not be cancelled using an accounting date prior to the Inventory Cut-Off Date defined in IVUT02. APPLICATION WINDOW At the end of each detail line where the STATUS is RECEIVED or INVOICED, the operator will see an application window. RECEIVING For Inventory Product entry any fields in the window may be maintained for Receiving or Invoicing. If a Cutoff Date for receiving has been established in Inventory Utilities Options the DATE entered for product received may not be prior to that date in IVUT02. If the status of a detail line is changed from Receipted to Invoiced, split to two lines and the unit cost changed all in the same step; the system creates two receipt IDs in this scenario.

52 Purchasing Daily Activity Page 41 A receipted detail line item that is cancelled will back out the original receipt in Inventory provided no portion of the receipt has been transferred. Sales or adjustments allocated against the receipt will be removed from the original receipt; the receipt record cancelled and allocated records moved to another receipt. If another receipt does not exist the next positive entry to Inventory will be used. Where a transfer involving all or a portion of a receipt has been made and the detail line status in PU21 is changed to cancelled; the system will use oldest open receipt. Anytime that information is entered in the RECEIVING portion of the RECEIVING & INVOICING WINDOW for a LOT based item, the operator will be prompted for an Available Date. LOT NUMBER EXPIRATION DATE AVAILABLE DATE If this Inventory Item Master is set up as a COSTING METHOD of LOT, a lot number and expiration date must be entered before the operator can proceed. A Lot number may be up to 30 characters in length. These prompts are by-passed if the item is not a LOT based item. ADD NEW LOT - If the LOT number entered does not exit the operator will be prompted to add that number to the Lot file. EXPIRATION DATE Key the expiration date of this LOT or touch <ENTER> to leave the prompt blank. AVAILABLE DATE - The operator may enter through the field and the System will fill the prompt with the Invoice Date from screen 1. DATE - Since Receipt Date is after the prompt for Available Date, if Receipt Date is any date other than the Invoice Date, the System will change Available Date to match Receipt Date. Should the operator decide that Available Date needs to be different that Receipt Date; they may <LEFT ARROW> to that field to enter an alternate date. Any date entered must be equal to or greater than Receipt Date and Less than or equal to Expiration Date. Any date entered outside that range will result in an error message. REFERENCE DATE Up to 20 characters may be entered as reference information. This could be a TDR number or packing slip number. Key a calendar date that product was received. The System will default to the invoice date used on screen one. NOTE Where an IV CUTOFF DATE has been defined in IV14 or IVUT02, the date entered must be greater than the cutoff date. QUANTITY Enter the quantity of this product that was received. The quantity ordered is used as a default. If a quantity smaller than that ordered is entered, the System will split the detail line and make a new one for the remaining amount. This new detail line can be received at a later date or CANCELLED if no more product is to be received.

53 Purchasing Daily Activity Page 42 If the quantity received is greater than the ordered amount, the detail line will be recalculated to match the received amounts. If the quantity entered is negative (Return of product) and the product is a LOT based product, the LOT number entered must already exist. If that LOT does not exist the system will return an error message. Returns against a valid LOT number will have the same expiration date in Purchasing as the original LOT receipt. CREATE NEW ORDERED LINE COST This prompt is accessed only when the Received Quantity is less than the Ordered Quantity. To create a new line indicating that the balance of Ordered Quantity will be received at a later date answer YES. Answer NO to change Ordered Quantity to Received Quantity and ignore the difference. Unit cost is pulled from the detail line EST. COST. Enter a corrected cost if that is not right. EXTENDED AMOUNT QUANTITY times COST equals extended dollar amount. If the System calculated amount is changed, COST will be adjusted to keep the formula in balance. AVAILABLE LAST COST These fields are display only. The quantity ON HAND and BUYING COST are pulled from the Inventory item master. INVOICING On General Ledger detail lines only Invoicing fields may be maintained. **NOTE Operators may have the same invoice number attached to several detail lines on the same purchase order or even detail lines on several purchase orders. If this situation happens prior to PU30 being updated, the operator will get a screen question asking if these detail records are to be combined into one invoice. A YES response will combine all those records into one invoice. A NO response will create invoices for each detail line with the same invoice number. Where the same invoice number is used after a PU30 update, the System will generate separate invoices with same number. VENDOR # Vendor number is defaulted to the same Vendor Master used on screen one. It may be changed. INVOICE # Invoice number will also default to the same one used on screen one. Touch <ENTER> to accept that number or key an alternate number. Invoice numbers may be up to 20 characters in length. QUANTITY AMOUNT

54 Purchasing Daily Activity Page 43 Detail lines created using Inventory Items will by-pass these prompts as their amounts are pulled from the RECEIVING portion of the window. If for some reason the invoiced information does not match what was received, CANCEL the original detail line and key a new one or get back to the RECEIVING portion of this and maintain the amounts there. Detail lines created using a General Ledger number will by-pass quantity but dollar amount may be maintained. INVOICE DATE This date prompt defaults to the current calendar date. A/P G/L DATE G/L DATE These default to the current calendar date also. For any product detail line, G/L Date is skipped. If A/P G/L Date is maintained, G/L Date will change to that new date also. On any detail line created using a General Ledger number G/L Date can be maintained, provided there is a PREPAID G/L EXPENSE NUMBER in PUUT02. The A/P G/L Date then becomes the earliest date that a check can be issued for the invoice. General Ledger is affected on the Invoice date with a Credit to Account Payable Liability and Debit to Prepaid Expense. When a check is issued, Accounts Payable Liability (Debit) and Bank GL (Credit) numbers are affected in General Ledger. G/L Date becomes the calendar date that expense (Debit) is updated to General Ledger with an offsetting entry to Account Payable Prepaid Expense.. DUE DATE This date also defaults to the same date used on screen one. DISCOUNT DATE If this vendor offers discounts for early payment and those terms are defined on the terms code, this field will be defaulted to the last payment date that a discount may be taken. Otherwise a date may be entered or the field left blank for no discount. DISCOUNT AMT A discount amount is calculated based upon the TERMS CODE associated with the Vendor master. If the associated TERMS CODE is not defined to calculate a discount, one may be manually entered. This prompt is by-passed when the DISCOUNT DATE is blank. **NOTE If there is a Discount G/L number on the Terms Code master used for this vendor any discount amount will update to that G/L number. If that field is blank, the discount will update to the same General Ledger and/or Inventory Item used to create the detail line. HOLD BACK AMT Operators may make partial payments on invoices by keying a Hold Back Amount. This dollar figure will be deducted from the invoice total at payment time. It will not be paid until the Hold Back is released (changed to zero) in PU41. PREPAID CONTRACT

55 Purchasing Daily Activity Page 44 If this vendor has a prepaid contract and all or a portion of it is to be used as payment for this invoice enter that contract number. Those contracts having a deposit amount per unit will reduce the total invoice due by the deposit unit amount times the number of units received. The balance of the invoice will be open and owing. MISC INFO Data in the Miscellaneous Information window defaults to the Order Header settings. Any fields may be modified to meet current needs. OK TO ADD? After completing all detail lines, answer YES to add the new record to the System. PRINT P/O A copy of the purchase may be printed at this time or later using PU23. In either case, the System reads PUUT04 (PURCHASE ORDER TYPES) to find which format file to use in printing the order. The printed copy of a purchase order will reflect the status of each detail line at the time the order is printed. If a detail line has been applied to a prepaid contract, the status description is shortened to include the letters PREPA.

56 Purchasing Daily Activity Page 45 COST ADD ON DISTRIBUTION WINDOW Anytime after entering a detail product line the operator may enter a cost adjustment against the line(s). Only those detail lines entered using Inventory Items are eligible for cost adjustment. To record additional expense against a General Ledger detail line, enter a new General Ledger detail line to the same G/L number. Any Cost Add On will not affect Inventory until the status of that detail line is RECEIVED or INVOICED. Operators cannot change the status of a Cost Add On line to RECEIVED or INVOICED until the detail lines that the Cost Add On affects have also been marked as either RECEIVED or INVOICED. If a Cost Add On is attached to an ORDERED line, then the status of the Ordered line is received and split due to a quantity difference; the System will split the Cost Add On dollars accordingly. The Cost Add On line can not be RECEIVED or INVOICED until all split lines are RECEIVED. Or the Operator maintains the original Cost Add On line to affect only those detail lines whose status is RECEIVED, then create a new Cost Add On line for the split detail lines. When a cost add-on affects the last purchase or transfer receipt for an item, the last buying cost will be set to the new unit cost for that receipt. A column has been added to the receipt selection window when doing a cost add-on. It is labeled STATUS and reflects the current status of any displayed receipts. The following table presents different types of status that an operator may see and their definition. COMP/PREPAID REC 05/12/2010 COMPLETED CANCELLED INV PHYS CNT INV PO RECPT INV ADJUST INV TRANSFER INV SALE INV F/G PROD A PU receipt that was applied to a vendor prepay contract and has been invoiced A PU receipt that has been received but not invoiced. A PU receipt that has been invoiced. A PU receipt that has been cancelled. Positive physical count adjustment IV21 recorded receipt or a PU receipt that system could not find detail line item. Positive adjustment entered through IV21 Positive side (Transfer In) of a branch transfer. Returned sale from OE23 or negative sale from IV21 Positive records from building floor stock in Production or OE23.

57 Purchasing Daily Activity Page 46 AMOUNT The operator will enter the dollar amount of cost add on. Cost add on amounts can be a positive or negative dollar amount. The amount entered should the total amount to be adjusted, not an amount per unit. The System will recognize a amount up to 999, DISTRIBUTION TYPE Amounts can be distributed by quantity, dollars, weight or equal amounts. Only those lines that match the DISTRIBUTION TYPE will be selected by the System. DESCRIPTION COST ADDON is a default description. Operators may type over this text. Up to 25 characters may be entered. This will print on the distribution report. SELECT Users can accept any detail lines as selected by the System (YES) or they may change the lines selected (NO). Any detail lines changed from YES to NO will redistribute the amount among other selected lines. Operators may also make a MANUAL selection for any line. This will allow the operator to maintain the dollar amount of distribution by detail line. DISTRIBUTION AMOUNT This column is accessible only when SELECT is set to MANUAL. AUTOMATIC / MANUAL / REMAINING These fields are maintained by the System as receipt lines are selected. REMAINING must be zero before proceeding.

58 Purchasing Daily Activity Page PURCHASING ENTRY ADD MODE (RECURRING INVOICE) SCREEN ONE ADD MODE is used to create new records in the System. Once a record has been accepted CHANGE or DELETE MODE in this menu option or PU41 are used to maintain it. In CHANGE mode operators may maintain the number of times to release the order, Invoice Date and Due Date. Prepaid Date may not be changed once an order is accepted. If there is a change to the release dollar amount, the operator may add a new detail line to adjust the original amount up or down. ORDER TYPE Select an Order Type predefined for recurring invoice entry only. BRANCH Even though the current entry is to be invoice only, the System still ties all records to an Order Number. Enter the Inventory branch number to be used for numbering Orders. Once a record has been added to the System, an operator can access it by using the invoice number associated with the order number. VENDOR Key the vendor number of the vendor who sent the invoice. NAME / ADDRESS Any name and/or address information associated with the vendor number are pulled from the Vendor Master file.

59 Purchasing Daily Activity Page 48 INVOICE # Key the document number of the invoice to be entered. The System will auto assign an invoice number if none is entered. The System assigned number will be YEAR/MONTH/DAY. AMOUNT Key the invoice amount that is to be released each period. This information is also used as a proofing amount to the total of detail lines keyed on screen two. INVOICE DATE Enter the calendar date of the invoice. The System will use this as a default in the RECURRING INFORMATION window. G/L DATE The General Ledger posting date defaults to Invoice Date or Today s Date depending upon the setting in PUUT02. The System does 2 checks to validate available posting dates. 1) It looks at the General Ledger ID Center master (GL111) CUTOFF DATE. This day plus 1 becomes the oldest posting date allowed. If this prompt is blank then the lat day of the previous fiscal year plus 1 becomes the oldest posting date allowed. 2) General Ledger Options (GLUT02) is checked. The prompt setting for POSTING DAYS ALLOWED becomes the newest date forward from the current calendar date that can be used. Operators can accept program defaults as the System will use dates in the RECURRING INFORMATION window each time a release is made. DUE DATE The date that the invoice is due for payment is determined by the terms code assigned to the Vendor Master. If a terms code is not defined for this Vendor Master then today s calendar date is used. DISCOUNT DATE If this vendor offers discounts for early payment and those terms are defined on the terms code master associated with the current vendor, this field will be defaulted to the last payment date that a discount may be taken. Otherwise a date may be entered or the field left blank for no discount. DISCOUNT % The percentage of available discount defined on the terms code master is displayed. Actual discounts are calculated or entered detail line by detail line on screen two. HOLD BACK % Any hold back percentage on the vendor master is displayed. Actual hold back amounts are calculated or entered detail line by detail line. COMPANY # Company number is defaulted to the Vendor Masters company. Enter to accept the default or key an alternate company number.

60 Purchasing Daily Activity Page 49 BANK # Bank number is defaulted from the Vendor Master. Enter to accept the default or key an alternate bank number. A/P G/L # A General Ledger Liability account number is defaulted from the Vendor Master. Enter to accept the default or key an alternate G/L number. The System can track up to 15 G/L numbers for Accounts Payable Liability CODE Enter a 1099 code if this invoice is to be reported at year end for taxable purposes. Entering a code for this prompt flags all detail lines to be included. Individual detail lines may be flagged on screen two. RECURRING INFORMATION WINDOW RECURRING ORDER Based upon the Order Type, this prompt is set to YES. As the cursor reaches this field the RECURRING INFORMATION WINDOW displays on the screen. SCREEN OK Touch <ENTER> to define the time periods for the recurring invoice. # TIMES TO RECUR

61 Purchasing Daily Activity Page 50 Key the number of times this invoice to be repeated. An invoice may be repeated up to 999 times. RELEASE ORDER TYPE Each time a recurring order is released it creates a new order and invoice. Enter the Order Type that is to be assigned to the new order. Normally this would be the same type used for invoice only entry. Do not use the same order type that is used to create a recurring order. INVOICE / A/P DATE Invoice day defaults to the same day as INVOICE DATE. The System will fill in the screen for the number of times to recur starting with the month/year of the Invoice Date and continuing in chronological order. The date in this field will be used as both an Invoice Date and A/P Date for each release. This field may be maintained at a later time in CHANGE mode. PREPAID EXP DATE This date will default to the same day as Invoice / AP Date in the first column. Provided there is a Prepaid Expense General Ledger number defined in PUUT02, the operator will be able to maintain dates in this column. Otherwise the column is by-passed. NOTE This date may not be maintained once the order has been accepted. DUE DATE The System will read the vendor master for a TERMS CODE. Based upon that code it will assign a due date for each recur line. If there is no terms code on the vendor master, the Invoice Date will become the due date also. In the above example, the terms code of the vendor master establishes a due date of the second day of the following month. Due Date may be maintained at a later time in CHANGE mode. DISCOUNT DATE According to terms code associated with the vendor master or any discount date / amount entered in those prompts in the RECEIVING / INVOICING WINDOW, the System will pull the discount date into this column for each release. BR / ORDER This column is maintained by the System each time a release is made. It will display the branch number where the new order was created and its number. MAINTAIN A RELEASE PERIOD Release periods may be maintained up to the time that they are to be released. There is no maintenance on the original order after release. However the new invoice created may be maintained. While still in ADD mode the operator may maintain any or all release periods established by the system. Position the cursor on the line to be maintained. If multiple lines are to be changed position the cursor on the first line to be maintained. Touch ENTER to display a Recurring Date Maintenance

62 Purchasing Daily Activity Page 51 window. INVOICE / A/P DATE PREPAID EXPENSE DATE DUE DATE DISCOUNT DATE Maintain any of the dates that need to be changed. Keying an alternate date will change only the current release period. SET FREQUENCE OF OCCURRENCES Each time the Frequency is set to YES the current row and all subsequent rows will be changed. STARTING DATE Enter a date for the new invoice to be created on the first release. The System defaults to INVOICE DATE. FREQUENCY Monthly is used a program default. If a release is to take place more frequently enter <D>ays. NUMBER OF DAYS Key the number of days to lapse between each release. For example, if the recurring amount is to be paid twice a month, enter 15. On the other hand if the recurring amount is to be paid every other month enter 60.

63 Purchasing Daily Activity Page PURCHASING ENTRY ADD MODE (RECURRING INVOICE) SCREEN TWO Screen two entry of a recurring order works the same as any other Order Type. Prompts are the same as is the Receiving / Invoicing Window. A listing of Recurring Orders may be printed through PU33.4 (P/O DETAIL LISTING).

64 Purchasing Daily Activity Page PURCHASING ENTRY ADD MODE (PREPAID DEPOSIT) SCREEN ONE ADD MODE is used to create new records in the System. Once a record has been accepted CHANGE or DELETE MODE in this menu option or PU41 are used to maintain it. Once a contract has been added for a vendor in PU12 an invoice is added to reflect the dollar amount of prepaid product to be received. The invoice adds prepaid dollars to the contract. Then a check issued for the invoice clears it from the outstanding / open list and removes money from the bank account. As one invoice is accepted, the program returns to screen one. Vendor information, invoice number and invoice dates are defaulted to the previous entry. The cursor stops in the vendor number field. Touch <ENTER> to use screen defaults or key an alternate vendor number to start over for any program prompt. ORDER TYPE Select an Order Type predefined for prepaid deposits in PUUT04. BRANCH Even though the current entry is to be invoice only, the System still ties all records to an Order Number. Enter the Inventory branch number to be used for numbering Orders. Once a record has been added to the System, an operator can access it by using the invoice number associated with the order number. VENDOR Key the vendor number of the company that matches the prepaid contract vendor.

65 Purchasing Daily Activity Page 54 ORDER # When auto numbering is in use this prompt is by-passed and the System assigns a purchase order number to the new record. In situations where auto numbering is not used, key a purchase order number for this record. Up to eight digits mat be entered. NAME / ADDRESS Any name and/or address information associated with the vendor number are pulled from the Vendor Master file. For the Miscellaneous Vendor enter the alternate Name and address at this point. INVOICE # Key the document number of the invoice to be entered. Invoice numbers may be up to 20 characters in length. The System will auto assign an invoice number if none is entered. The System assigned number will be YEAR/MONTH/DAY. In the above example this would translate to AMOUNT Key the invoice total amount. This information is used as a proofing amount to the total of detail lines keyed on screen two. INVOICE DATE Enter the calendar date of the invoice. G/L DATE The General Ledger posting date defaults to Invoice Date or Today s Date depending upon the setting in PUUT02. The System does 2 checks to validate available posting dates. 1) It looks at the General Ledger ID Center master (GL111) CUTOFF DATE. This day plus 1 becomes the oldest posting date allowed. If this prompt is blank then the lat day of the previous fiscal year plus 1 becomes the oldest posting date allowed. 2) General Ledger Options (GLUT02) is checked. The prompt setting for POSTING DAYS ALLOWED becomes the newest date forward from the current calendar date that can be used. DUE DATE The date that the invoice is due for payment is determined by the terms code assigned to the Vendor Master. If a terms code is not defined for this Vendor Master then today s calendar date is used. DISCOUNT DATE If this vendor offers discounts for early payment and those terms are defined on the terms code master associated with the current vendor, this field will be defaulted to the last payment date that a discount may be taken. Otherwise a date may be entered or the field left blank for no discount. DISCOUNT % The percentage of available discount defined on the terms code master is displayed. Actual discounts are calculated or entered detail line by detail line on screen two.

66 Purchasing Daily Activity Page 55 HOLDBACK % Any holdback percentage that is in place on the Vendor Master is displayed. This percentage is used to calculate a holdback detail line by detail line. The holdback amount must be maintained to zero in PU41 before that portion of an invoice may be paid. COMPANY # Company number is defaulted from the Vendor Master company setting. Enter to accept the default or key an alternate company number. BANK # Bank number is defaulted from the Vendor Master. Enter to accept the default or key an alternate bank number. A/P G/L # A General Ledger Liability account number is defaulted from the Vendor Master. Enter to accept the default or key an alternate G/L number. The System can track up to 15 G/L numbers for Accounts Payable Liability CODE Enter a 1099 code if this invoice is to be reported at calendar year end for taxable purposes. Entering a code for this prompt flags all detail lines to be included. Individual detail lines may be flagged on screen two. Valid 1099 codes are: - None A - Attorney D - Dividend I - Interest M - Miscellaneous P - Patronage R - Rent X Exempt

67 Purchasing Daily Activity Page PURCHASING ENTRY ADD MODE (PREPAID DEPOSIT) SCREEN TWO All detail line items are added to an invoice on screen two. To add a new detail line, choose the transaction type and answer all other prompts on that line. The cursor will move down the screen to automatically start a new line as each line is completed. Use the <LEFT ARROW> or <RIGHT ARROW> keys to move up and down the screen between lines. To insert a new line between existing lines, position the cursor on the detail line that will be below the new line to be inserted. Touch <INSERT>. A new line will be opened above the line where the cursor was positioned. Individual detail lines may be maintained by positioning the cursor as the front of the line and <ENTER>. The Delete key will remove a detail line while in the add mode. When the Order Type is defined for General Ledger entry only, each new detail line will default to the General Ledger account number of the previous line. In situations where the operator may have more than one contract for the same vendor, multiple detail lines may be added to the same purchase order, invoiced and then paid with one check. T! A separate order type does not have to be defined for use only with prepaid deposits. Therefore operators will the normal transactions types associated with other entry for the order type chosen on screen one. For the purpose of this order use a transaction type E. Depending upon the Order Type definition, operators may enter only General Ledger numbers, only Inventory item numbers or a combination of the two. In the example above, line one shows entry using an Inventory item number and line two entry by General Ledger number. Both will affect General Ledger the same way but only line one will have any effect on Inventory data files. Valid Transaction types are: C = COMMENT Up to 50 characters may be entered as a comment line. This will print on the purchase order form and some reports. G = GENERAL LEDGER Use General Ledger entry for the current line.

68 Purchasing Daily Activity Page 57 P = PRODUCT Use an Inventory Item master number for the current line. A = COST ADD ON Create a cost add on for other detail lines. S = STATUS PROMPT Skip to the STATUS prompt. <END>= SELECT KEY For line items that were previously entered and their status is either received or invoiced, the operator can view the RECEIVING / INVOICE INFORMATION WINDOW. E = PREPAID CONTRACT Allows the operator to make a deposit on a prepaid Vendor Contract. NOTE If the order type is defined to use only General Ledger Account numbers or Inventory Item numbers, the opposite type will not display or be available. The same is true of Prepaid Deposits. If the Order Type is set to NO E will not display or be available. NOTE When entering a comment transaction type, the operator may be prompted to PRINT ON CHECK STUB. The default for this prompt is defined in PUUT04. If PUUT04 is set to NEVER display this prompt the operator will not see it. See Appendix VIII for a discussion on setup and use of this feature. CONTRACT DESCRIPTION When choosing a transaction type E screen 2 prompts reset to accommodate prepaid deposit type entry. Inventory BRANCH, PRODUCT and DESCRIPTION are replaced with CONTRACT DESCRIPTION. Use the <HOME> key to activate a lookup window to choose the appropriate contract. G/L NUMBER The Prepaid G/L Number is pulled from the contract master so this prompt is by-passed. If the number is incorrect it should be maintained on the contract master prior to any activity being added to the contract. EXTENDED AMOUNT The difference between EXTENDED AMOUNT and PREPAID on the contract is used as a default. Operators can decrease the default but it can not be increased.

69 Purchasing Daily Activity Page 58 STATUS For Prepaid Deposit entry the Status will always default to INVOICED. Functionality in the program requires that the status be INVOICED and the System does not allow the operator to change it when using a transaction type E. APPLICATION WINDOW At the end of each detail line, the operator will see an application window. (For invoice entry only, the Order Type may be set to not display this window. However this will prevent any maintenance to a detail line that may be different than the Order Header screen one.) **NOTE Operators can use one of two methods to enter invoices. Since the System operates from the perspective of an Order, Invoices could be entered on a one to one basis (one order for each invoice). Or by using the application window, the operator could start one Order then by individual line item tie them to different invoices (one order for multiple invoices). RECEIVING Transaction Type E (Prepaid Deposits) does not allow access to the Receiving portion of this window. INVOICING On General Ledger detail lines only Invoicing fields may be maintained. **NOTE Operators may have the same invoice number attached to several detail lines on the same purchase order or even detail lines on several purchase orders. If this situation happens prior to PU30 being updated, the operator will get a screen question asking if these detail records are to be combined into one invoice. A YES response will combine all those records into one invoice. A NO response will create invoices for each detail line with the same invoice number. Where the same invoice number is used after a PU30 update, the System will generate separate invoices with same number.

70 Purchasing Daily Activity Page 59 VENDOR # Vendor number is defaulted to the same Vendor Master used on screen one. It can NOT be maintained on Prepaid Deposit transaction invoices. INVOICE # Invoice number will also default to the same one used on screen one. Touch <ENTER> to accept that number or key an alternate number. Invoice numbers may be up to 20 characters in length. QUANTITY AMOUNT Detail lines created using Transaction Type E will by-pass these prompts. INVOICE DATE This date prompt defaults to the same date used on screen one. A/P G/L DATE G/L DATE These default to the G/L Date entered on screen one. G/L Date is skipped. If A/P G/L Date is maintained then the G/L Date prompt will change to that new date. DUE DATE This date also defaults to the same date used on screen one. DISCOUNT DATE If this vendor offers discounts for early payment and those terms are defined on the terms code, this field will be defaulted to the last payment date that a discount may be taken. Otherwise a date may be entered or the field left blank for no discount. DISCOUNT AMT A discount amount is calculated based upon the TERMS CODE associated with the Vendor master. If the associated TERMS CODE is not defined to calculate a discount, one may be manually entered. This prompt is by-passed when the DISCOUNT DATE is blank. **NOTE If there is a Discount G/L number on the Terms Code master used for this vendor any discount amount will update to that G/L number. If that field is blank, the discount will update to the same General Ledger and/or Inventory Item used to create the detail line. HOLD BACK AMT Operators may make partial payments on invoices by keying a Hold Back Amount. This dollar figure will be deducted from the invoice total at payment time. It will not be paid until the Hold Back is released (changed to zero) in PU41. PREPAID CONTRACT The prompt is by-passed for the current transaction type.

71 Purchasing Daily Activity Page 60 MISC INFO Data in the Miscellaneous Information window defaults to the Order Header settings. Any fields may be modified to meet current needs. OK TO ADD? After completing all detail lines, answer YES to add the new record to the System. PRINT P/O For invoice only entry this prompt can be kept from displaying by setting the PRINT FORMAT number in PUUT04 to zero. If an operator wants a printed copy of the purchase order associated with the invoice, it may be printed now or later through PU22. Records do not have to be printed in order to selected for payment.

72 Purchasing Daily Activity Page PURCHASING ENTRY ADD MODE (PREPAID CONTRACT APPLICATION) SCREEN ONE Application to a vendor contract can be made on an order type defined for purchase order entry or invoicing. The prompts seen by the operator will depend upon the order type chosen. In either case prompts on screen one are answered as they would be for any other record entry. Operators have three different points at which they can apply detail line items to a contract. Those points correspond with the status of the detail line item. Each point is covered on Screen Two.

73 Purchasing Daily Activity Page PURCHASING ENTRY ADD MODE (PREPAID CONTRACT APPLICATION) SCREEN TWO All detail line items for a purchase order or invoice are entered on screen two. Entry for application to a vendor prepaid contract is made the same as any other detail line item. It does need to be an Inventory item entry versus a General Ledger entry. Actual application to the contract can be made at each status of the detail line: ORDERED, RECEIVED, or INVOICED. To add a new detail line, choose the transaction type and answer all other prompts on that line. The cursor will move down the screen to automatically start a new line as each line is completed. Use the <LEFT ARROW> or <RIGHT ARROW> keys to move up and down the screen between lines. To insert a new line between existing lines, position the cursor on the detail line that will be below the new line to be inserted. Touch <INSERT>. A new line will be opened above the line where the cursor was positioned. Individual detail lines may be maintained by positioning the cursor at the front of the line and <ENTER>. The Delete key will remove a detail line while in the add mode. T! Depending upon the Order Type definition, operators may enter only General Ledger numbers, only Inventory item numbers or a combination of the two. For Prepaid contract application the Order Type should allow the use of Inventory Items. Valid Transaction types are: C = COMMENT Up to 50 characters may be entered as a comment line. This will print on the purchase order form and some reports. G = GENERAL LEDGER Use General Ledger entry for the current line. P = PRODUCT Use an Inventory Item master number for the current line. A = COST ADD ON Create a cost add on for other detail lines. S = STATUS PROMPT Skip to the STATUS prompt. <END>= SELECT KEY For line items that were previously entered and their status is

74 Purchasing Daily Activity Page 63 BR! either received or invoiced, the operator can view the RECEIVING / INVOICE INFORMATION WINDOW. E= PREPAID CONTRACT Allows the operator to make a deposit on a prepaid Vendor contract. NOTE If the order type is defined to use only General Ledger Account numbers or Inventory Item numbers, the opposite type will not display or be available. The same is true of Prepaid Deposits. If the order type is set to NO that type will not display or be available. NOTE When entering a comment transaction type, the operator may be prompted to PRINT ON CHECK STUB. The default for this prompt is defined in PUUT04. If PUUT04 is set to NEVER display this prompt the operator will not see it. See Appendix VIII for a discussion on setup and use of this feature. NOTE Transaction Type E is NOT used when making product applications to a contract. Branch number defaults to the order header BRANCH entered on screen one unless an Inventory branch number was entered for SHIP TO. Then the SHIP TO branch number is used. This prompt is by-passed for General Ledger entry. For item entry operators may key an alternate Inventory branch number. PRODUCT NUMBER Key the Inventory Product number of the item that was purchased. This prompt is by-passed when making General Ledger entries. DESCRIPTION The Inventory Product or General Ledger number descriptions are used to default this field. Operators may key alternate text to describe this detail line. This field may be accessed by using the <LEFT ARROW>. The check print routine will print an alternate description of a purchase order G/L detail line, if the General Ledger account is used only once on the check. Information from a purchase order is combined by General Ledger Code when invoicing and later updating to General Ledger. In this case, the detail line is a G/L entry and the General Ledger account number is not used by any other detail lines. A variable in the check format file (GL_DESC) needs to be set to YES in order for the alternate description to print. G/L NUMBER Enter a General Ledger number. Inventory Item entry will pull the COS General Ledger number from the item master. If that number is missing or invalid, the program will display a warning message. The operator may not continue until this number has been validated. QUANTITY Key the quantity for this detail line. Inventory Product entry requires a quantity not equal to zero. General Ledger account entry may be zero.

75 Purchasing Daily Activity Page 64 EST COST Enter a purchase price per unit. This prompt is skipped for General Ledger number entry. If there is a BUYING COST on the Inventory Item master that will be used as a default unit cost. EXTENDED AMOUNT Quantity times Estimated Cost equals Extended Amount. If Quantity or Estimated Cost were left at zero, the operator must key extended amount. When the extended amount calculated by the system is over-written, the System will re-calculate unit cost and replace it. STATUS For purchase order entry the Status will always default to ORDERED while in ADD MODE. This is the equivalent of saying that an order has been placed with a supply vendor for this product. O = ORDERED Order has been placed with supply vendor. R = RECEIVING Product has been received from vendor. I = INVOICING The vendor bill has been received for the product. C = CANCEL FLAG AN ORDERED STATUS AS CANCELLED (NO RECEIVING OR INVOICING) <SEL> = SELECT KEY Detail line status is Ordered and application is to prepaid contract POINT ONE OF PREPAID CONTRACT APPLICATION When the status of a detail line on an order with an order type of purchase order is ORDERED, operators can use the <SELECT> key to access the prepaid contract window. Then use <HOME> to get a listing of those open contracts that match the detail line item being ordered. Amounts updated to a contract for detail lines whose status is Ordered will add to the ON ORDER amount and reduce the MEMO BALANCE.

76 Purchasing Daily Activity Page 65 The contract lookup window will display the contract price for item specific contracts. The CONTRACT PRICE column can be toggled to display THEIR CONTRACT by using the <SELECT> key. NOTE When entering a detail line as ordered the System will default UNIT COST to Current Buying Cost from the item master. The operator can maintain it while in the unit cost field or by choosing a prepaid contract for application the System will maintain the cost field to match contract unit price and recalculate extended dollars. APPLICATION WINDOW At the end of each detail line where the STATUS is RECEIVED or INVOICED, the operator will see an application window.

77 Purchasing Daily Activity Page 66 POINT TWO OF PREPAID CONTRACT APPLICATION The second point at which a purchase order line item can be applied is at receipt time. In the RECEIVING & INVOICING WINDOW the cursor will stop at the prompt for PREPAID CONTRACT. Use the <HOME> key to get a list of open matching contracts. Choose the desired contract. A detail line item with a status of RECEIVED will update to a contract as a MEMO posting. The detail line status description will display as REC/PREPA when a line flagged as received has been applied to a prepaid contract. RECEIVING For Inventory Product entry any fields in the window may be maintained for Receiving or Invoicing. LOT NUMBER EXPIRATION DATE AVAILABLE DATE If this Inventory Item Master is set up as a COSTING METHOD of LOT, a lot number and expiration date must be entered before the operator can proceed. A Lot number may be up to 30 characters in length. These prompts are by-passed if the item is not a LOT based item. ADD NEW LOT - If the LOT number entered does not exit the operator will be prompted to add that number to the Lot file. EXPIRATION DATE Key the expiration date of this LOT or touch <ENTER> to leave the prompt blank. AVAILABLE DATE - The operator may enter through the field and the System will fill the prompt with the Invoice Date from screen 1. DATE - Since Receipt Date is after the prompt for Available Date, if Receipt Date is any date other than the Invoice Date, the System will change Available Date to match Receipt Date. Should the operator decide that Available Date needs to be different that Receipt Date; they may <LEFT ARROW> to that field to enter an alternate date. Any date entered must be equal to or greater than Receipt Date and Less than or equal to Expiration Date. Any date entered outside that range will result in an error message. REFERENCE DATE Up to 20 characters may be entered as reference information. This could be a TDR number or packing slip number. Key a calendar date that product was received. The System will default to the invoice date used on screen one. NOTE Where an IV CUTOFF DATE has been defined in IV14 or IVUT02, the date entered must be greater than the cutoff date. QUANTITY Enter the quantity of this product that was received. The quantity ordered is used as a default.

78 Purchasing Daily Activity Page 67 If a quantity smaller than that ordered is entered, the System will split the detail line and make a new one for the remaining amount. This new detail line can be received at a later date or CANCELLED if no more product is to be received. If the quantity received is greater than the ordered amount, the detail line will be recalculated to match the received amounts. If the quantity entered is negative (Return of product) and the product is a LOT based product, the LOT number entered must already exist. If that LOT does not exist the system will return an error message. Returns against a valid LOT number will have the same expiration date in Purchasing as the original LOT receipt. CREATE NEW ORDERED LINE COST This prompt is accessed only when the Received Quantity is less than the Ordered Quantity. To create a new line indicating that the balance of Ordered Quantity will be received at a later date answer YES. Answer NO to change Ordered Quantity to Received Quantity and ignore the difference. Unit cost is pulled from the detail line EST. COST. Enter a corrected cost if that is not right. EXTENDED AMOUNT QUANTITY times COST equals extended dollar amount. If the System calculated amount is changed, COST will be adjusted to keep the formula in balance. PREPAID CONTRACT If this vendor has a prepaid contract and all or a portion of it is to be used as payment for this RECEIVED product choose that contract number. Those contracts having a deposit amount per unit will reduce the contract memo balance by the deposit unit amount times the number of units received. Amounts updated to a contract for detail lines whose status is Received will add to the ON ORDER amount. AVAILABLE LAST COST These fields are display only. The quantity ON HAND and BUYING COST are pulled from the Inventory item master. NOTE If a detail line is applied to a contract during invoicing the System does not check the cost against the unit price of the contract. The operator can maintain cost during the RECEIVING process or do it during INVOICING. If the operator elects to do it during INVOICING the System will make adjustments to the contract and Inventory records so all will match contract price. (THAT IS PROVIDED THE VENDOR INVOICE IS BILLED AT CONTRACT PRICE.) POINT THREE OF PREPAID CONTRACT APPLICATION The third point at which a detail line can be applied is at time of INVOICING. In the RECEIVING & INVOICING WINDOW the cursor will stop at the prompt for PREPIAD CONTRACT. Use the <HOME> key to get a list of open matching contracts. Choose the desired contract. A detail line item with a status of INVOICED updates to a contract as APPLIED.

79 Purchasing Daily Activity Page 68 At the time a detail line is invoiced the system verifies that the invoice date is equal to or later than the CONTRACT DATE of the prepaid contract. The system also verifies that the invoicing vendor is the same as the prepaid contract vendor. If either is not true a warning message is displayed and the operator is not allowed to complete invoicing of that detail line. NOTE The invoiced extended dollar amount of the detail line will be the amount to update the vendor contract and Inventory records. The System does no check against contract price. INVOICING On General Ledger detail lines only Invoicing fields may be maintained. **NOTE Operators may have the same invoice number attached to several detail lines on the same purchase order or even detail lines on several purchase orders. If this situation happens prior to PU30 being updated, the operator will get a screen question asking if these detail records are to be combined into one invoice. A YES response will combine all those records into one invoice. A NO response will create invoices for each detail line with the same invoice number. Where the same invoice number is used after a PU30 update, the System will generate separate invoices with same number. VENDOR # Vendor number is defaulted to the same Vendor Master used on screen one. It may be changed. INVOICE # Invoice number will also default to the same one used on screen one for Invoicing type entry. Purchase Order type entry will default to a System assigned number using YYYYMMDD. Touch <ENTER> to accept that number or key an alternate number. Invoice numbers may be up to 20 characters in length. QUANTITY AMOUNT Detail lines created using Inventory Items will by-pass these prompts as their amounts are pulled from the RECEIVING portion of the window. If for some reason the invoiced information does not match what was received, CANCEL the original detail line and key a new one or get back to the RECEIVING portion of this and maintain the amounts there. (This is true in ADD mode. In CHANGE mode the cursor will stop in AMOUNT.) Detail lines created using a General Ledger number will by-pass quantity but dollar amount may be maintained. INVOICE DATE INVOICE DATE defaults to the current calendar date. A/P G/L DATE G/L DATE These default to the current calendar date also. For any product detail line, G/L Date is skipped. If A/P G/L Date is maintained, G/L Date will change to that new date also. DUE DATE This date also defaults to the same date used on screen one.

80 Purchasing Daily Activity Page 69 DISCOUNT DATE If this vendor offers discounts for early payment and those terms are defined on the terms code, this field will be defaulted to the last payment date that a discount may be taken. Otherwise a date may be entered or the field left blank for no discount. DISCOUNT AMT A discount amount is calculated based upon the TERMS CODE associated with the Vendor master. If the associated TERMS CODE is not defined to calculate a discount, one may be manually entered. This prompt is by-passed when the DISCOUNT DATE is blank. **NOTE If there is a Discount G/L number on the Terms Code master used for this vendor any discount amount will update to that G/L number. If that field is blank, the discount will update to the same General Ledger and/or Inventory Item used to create the detail line. HOLD BACK AMT Operators may make partial payments on invoices by keying a Hold Back Amount. This dollar figure will be deducted from the invoice total at payment time. It will not be paid until the Hold Back is released (changed to zero) in PU41. PREPAID CONTRACT If this vendor has a prepaid contract and all or a portion of it is to be used as payment for this invoice enter that contract number. Those contracts having a deposit amount per unit will reduce the total invoice due by the deposit unit amount times the number of units received. The balance of the invoice will be open and owing. A detail line item with a status of INVOICED updates to a contract as APPLIED. PREPAID AMOUNT NET INVOICE AMT The System will use as much of a vendor contract as possible to cover the extended amount of the detail line item. If there is not enough left to cover the extended amount, the difference will appear in NET INVOICE AMT. That represents the invoice amount still due the vendor. Operators can maintain the amount of prepaid dollars used by the System to increase the Net Invoice Amount. However, once a vendor contract number has been selected, the Prepaid Amount can not be zero. MISC INFO Data in the Miscellaneous Information window defaults to the Order Header settings. Any fields may be modified to meet current needs.

81 Purchasing Daily Activity Page 70 OK TO ADD? After completing all detail lines, answer YES to add the new record to the System. PRINT P/O A copy of the purchase may be printed at this time or later using PU23. In either case, the System reads PUUT04 (PURCHASE ORDER TYPES) to find which format file to use in printing the order. NOTES In the status column the description of an ORDERED or INVOICED line has been shortened to include PREPAID when applied to a contract. Line items with a status of RECEIVED continue to show the date received. To view if the line has been applied to a contract use the <SELECT> key in either the TRANSACTION TYPE column or the STATUS column. Postings to a prepaid contract are not made until the purchase order is accepted in ADD or CHANGE mode. Therefore if multiple detail lines are made to the same order in one session, each time the operator views the prepaid contract window the REMAINING BALANCE will stay the same. The System will allow a MEMO BALANCE to go negative. However during the invoicing process only the BALANCE amount on the contract will be used to pay all or a portion of the invoice. Should the invoice be for more than the BALANCE, the excess will show as open and owing to the vendor. At the time a detail line is invoiced and the BALANCE goes to zero, if there are other detail lines attached to the contract that have not been invoiced, the operator will receive a warning message. Remember that as soon as a contract balance goes to zero the System automatically closes it. The contract can be re-opened in PU12, the EXTENDED AMOUNT increased, then additional prepaid dollars applied to it. Use the following steps to remove a line item from a contract: LINE ITEM STATUS IS ORDERED. In the STATUS column use the <SELECT> key to access the contract window. Touch <DELETE> to remove the line from the contract and leave it as ordered. If the line should be attached to a different contract, choose the correct contract from the display window.

82 Purchasing Daily Activity Page 71 LINE ITEM STATUS IS RECEIVED. To remove the detail from a contract and leave everything else as is; in the STATUS column use the <SELECT> key to access the contract window. Touch <DELETE> to remove the line from the contract and leave it as RECEIVED. If other information is incorrect on the detail line CANCEL the line item and re-enter it. Or if the line is ready to be invoiced the contract number can be changed or removed via the DELETE key during the INVOICE process. LINE ITEM STATUS IS INVOICED. Back out the invoice. Complete any other maintenance needed to the detail line. Any line item removed from a contract after the status had been flagged as INVOICED will show as a deduction and addition to the contract. Those line items removed while their status is either ORDERED or RECEIVED will not show on any detail for the contract. If a particular detail line is for a dollar amount that is greater than the BALANCE remaining on a prepaid contract, then the invoice will show as partially paid. See the following example. At the end of a contract period if there are prepaid dollars remaining on the contract they may be transferred to another contract. Or in some situations the vendor may issue a credit invoice or a check. 1) Where the vendor issue a credit invoice, create an order like a payment is to be made to the contract, only make the dollar amount NEGATIVE for the remaining BALANCE. This will take the additional dollars off of the contract, close it and make a credit invoice that can be used against other debit invoices. 2) If the vendor sends a check, make the entry outlined in step 1. In addition on the same purchase order key a G/L detail line coded to the General Ledger account used on the Order Entry ticket to record receipt of the check. Enter the G/L detail line as a positive dollar amount and use the same invoice information so the System will create a zero dollar invoice. This process will remove excess dollars from the contract, close it and offset the entry created for receipt of the check.

83 Purchasing Daily Activity Page PURCHASING ENTRY CHANGE MODE SCREEN ONE CHANGE mode allows the operator to maintain certain field prompts after a purchase order has been accepted. ORDER TYPE Enter any defined order type. If the order to be maintained does not match the order type keyed, the System will change this prompt to match the order type used when the record was created. BRANCH Enter the Inventory branch number where the order was created. Records must be maintained in the same branch where they were added to the System. VENDOR If the vendor number associated with the Purchase Order is known, enter it. This field can be left blank and the Order Number to be maintained keyed in the next prompt. ORDER # Enter the number of the order to be maintained. If the number is not known use the <HOME> key to display a listing of those open orders.

84 Purchasing Daily Activity Page 73 Only open orders for the BRANCH selected will display. If the VENDOR prompt was left blank then all open orders for the branch will display. Otherwise open orders for the vendor number keyed will appear in the help window. The <FORWARD ARROW> key can be used to display a reference number column. By using the <END> key, an operator can toggle between OPEN and CLOSED orders. If there are more than one screen of records displayed the <F4> key will take the operator to the last screen and <F3> will return to the first screen. After selecting an order, the System will make any necessary changes to ORDER TYPE and VENDOR to match the selected record. SAMPLE HELP WINDOW FOR OPEN ORDERS <FORWARD ARROW> TO DISPLAY REFERENCE NUMBER

85 Purchasing Daily Activity Page 74 HELP WINDOW TOGGLED TO SHOW CLOSED ORDERS Changes made here are recorded against a purchase order record. The main purpose of the CHANGE function in PU21 is to move the status of detail lines created using item numbers from ORDERED to RECEIPTED and INVOICED. However, additional detail lines may be added to a purchase order through the change mode. (e.g. Cost Add On)

86 Purchasing Daily Activity Page 75 Several programming standards should be kept in mind when using Change Mode. ORDER TYPES FOR INVOICING ONLY. Once a line has been invoiced only the General Ledger number can be changed. In such cases the operator will be prompted for a General Ledger posting date. When an invoice is backed out in PU41, any detail lines on purchase orders will have their status changed. Detail lines created using General Ledger numbers will be changed to CANCELLED. Detail lines made using Inventory Items will be changed to RECEIVED. To back the entry out of Inventory, the operator must change the status of that line on the purchase order to CANCELLED. Any detail line created using an Inventory item can not be cancelled if the COSTING METHOD of that item has been changed to LOT after the detail line was received. Any detail line created using an Inventory item can not be cancelled using an accounting date prior to the Inventory Cut-Off Date defined in IVUT02. Once a detail line has been changed to a STATUS of CANCELLED no further activity can take place against that line item. Even though CHANGE MODE has been selected, the operator can add more detail lines to the purchase order. ORDER TYPES FOR PURCHASE ORDER. The default status of a new detail line is ORDERED. Operators may move the status to either RECEIVED or INVOICED while in the ADD Mode. Once the purchase order is accepted, change mode is used from that point to move the status. If the status is changed to RECEIVED, only receiving information may be entered in the application window. When the RECEIVED quantity is less than the ORDERED quantity, the operator will be prompted to split the original line into two lines. Answering YES will create a new detail line for the amount of product that is to be received at some later date. A NO response tells the System that no more product is to be received and to adjust the ordered quantity to match received. Where RECEIVED quantity is more than ORDERED, the System will maintain the ordered line to match RECEIVED. Moving the status from ORDERED to INVOICED will allow the operator to enter both receiving and invoicing information in the application window. In such cases the quantity / dollar amount prompts in the invoicing section are skipped. It is presumed that correct information was keyed in the receiving section of the screen. Changing the status from RECEIVED to INVOICED allows the operator to key information only in the invoicing section of the application window. If either quantity or dollars are different from RECEIVED the System will make appropriate adjustments to Inventory. In situations where the quantity is smaller than received the System will split the line to show that there is remaining RECEIVED quantity to be INVOICED. Any detail line created using an Inventory item can not be cancelled if the COSTING METHOD of that item has been changed to LOT after the detail line was received. Even though CHANGE MODE has been selected, the operator can add more detail lines to the purchase order. Use PU41 for other maintenance functions.

87 Purchasing Daily Activity Page PURCHASING ENTRY DELETE MODE In Delete Mode the operator can use Right Arrow to move from Branch to Order Number without entering a Vendor Number. Only those orders that are in an ORDERED status can be deleted form the System. Once any detail line has been received and / or invoiced an order cannot be deleted. The operator will receive a warning message if any detail lines have been moved to RECEIVED or INVOICED. In place of deleting a purchase order, the operator can change the status of all detail lines to CANCELLED. The System will then consider this order to be complete. A Recurring Order can be deleted if it has not been released for any of the billings.

88 Purchasing Daily Activity Page PURCHASING ENTRY INQUIRY MODE Inquiry mode allows the operator to view all screens of a purchase order with no change capabilities. The Receiving / Invoicing window can be displayed on screen two by using the <END> key.

89 Purchasing Daily Activity Page P/O PRINT INSTRUCTIONS Purchase Orders may be printed as they are accepted in Entry (PU21) or as a group using PU22. Orders selected for printing may be chosen by: Order Type, Branch, Date range or Order number range. A sample of a printed purchase order appears below. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the

90 Purchasing Daily Activity Page 79 PAGE = <PAGE UP> or <PAGE DOWN> upper right hand corner of the screen. Key through the different saved parameters. SELECTION ORDER TYPE Key the Order Type to be printed. Whichever type is selected must have a valid format file number to use in printing. A format file number was previously defined in PUUT04. BRANCH DATE Inventory branch numbers may be selected by a <R>ange of branch numbers, <S>elect specific branch numbers, a s<i>ngle branch number, or <A>ll branches on file. Key a beginning and ending date range for the purchase orders to be included in this print run. Touch <ENTER> to use any calendar date. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. ORDER Touch <ENTER> to accept program default of all records on file matching other criteria. Otherwise key an order number or range of order numbers to print. PARAMETERS UNPRINTED ONLY Answer YES to print only those orders that have not been flagged as previously printed or NO to include those matching other criteria but have been printed. COMPLETED ORDERS When all detail lines on an order have a status of either INVOICED or CANCELLED, the order is considered to be complete. Completed orders can be included in the print run by selecting <I>. To exclude them from the print run choose <E>. NUMBER OF ALIGNMENTS When an operator wants to print a test alignment prior to the actual job they will: 1) Enter the number of alignment patterns to print. 2) The program will move to Screen Ok and Report Delivery Options. 3) After those have been answered the alignment will be sent to the printer and the screen will return to program prompting. 4) The prompt for Alignment will have a zero value. If another test pattern is desired change the value. Otherwise proceed to step 5. 5) Accept screen prompt settings and proceed to Delivery Options Window.

91 Purchasing Daily Activity Page 80 REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue. SAMPLE PRINTED PURCHASE ORDER SHIP TO: AGTRAX TYPE: PURCHASE ORDERS BRANCH...: 1 AGTRAX ORDER NUMBER : 33 ORDER DATE..: 01/10/2005 PAGE NUMBER.: 1 VENDOR: ONTJES VENDING COMPANY 1200 WEST 4TH ST VENDOR NUMBER: 2500 HUTCHINSON, KS BUYER: ATTENTION: TERMS: REFERENCE #: ================================================================================================================================= BRANCH / ITEM # / DESCRIPTION G/L NUMBER QUANTITY UOM COST TOTAL STATUS ================================================================================================================================= 1 1 ANHYDROUS AMMONIA TON RECEIVED 1 1 ANHYDROUS AMMONIA TON ORDERED TOTAL ORDER AMOUNT: ===============

92 Purchasing Daily Activity Page RECURRING PURCHASE RELEASE INSTRUCTIONS PU23 will release any line items on recurring order with a due date on or before the date specified. During the release the program will update the original order to show that a line has been released. The Branch and new order number created will be noted on the released detail line item. The new order will show as invoiced and be ready to pay. A General Ledger posting date on the new invoice must be within an acceptable date range. The date range is established by 1 day greater than the cut-off date on the General Leger ID Center master and POSTING DAYS ALLOWED in GLUT02. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. This program provides for security by function. Organizations can decide by operator who has the ability to UPDATE RECORDS and complete the release. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with purchase print. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu. S =SAVE Will save whatever ORDER TYPE and BRANCH are displayed at the top of the screen as program defaults. D =DELETE Remove saved prompts for the save name appearing in the upper right

93 Purchasing Daily Activity Page 82 PAGE XXXX hand corner of the screen. = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. = MENU-HOP Refer to Appendix I, STANDARD CONVENTIONS Menu Hopping SELECTION BRANCH Inventory branch numbers may be selected by a <R>ange of branch numbers, <S>elect specific branch numbers, a s<i>ngle branch number, or <A>ll branches on file. ALL ORDER TYPES For those organizations having only one recurring order type, it will make no difference how this prompt is answered. Organizations having more than one recurring order type can choose an individual order type or all types at once. Accept the program default to choose All order types. ORDER TYPE Choose the specific Order Type to be released. This prompt is only accessed when ALL ORDER TYPES is set to No. RELEASE THRU INVOICE DATE Recurring orders created through PU21 have a set number of times to release. Each release incident has an invoice date and due date for the new record that will be created. The calendar date entered here will be compared to any matching recurring order release invoice dates. Any that have a date equal to or less than this date and have not previously been released, will now be released. PARAMETERS PRINT ORDER DETAIL To include detail line information entered on screen two in PU21, answer YES. Otherwise answer NO. UPDATE FILES Operators have an option to print a listing of what will be released without actually updating any records. Set this prompt to NO to use that feature. When answering YES, the operator will prompted one final time if it is okay to continue with the update. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue.

94 Purchasing Daily Activity Page 83 SAMPLE OF RELEASE REPORT WITH ORDER DETAIL

95 Purchasing Daily Activity Page INVOICE SELECTION FOR CHECKS INSTRUCTIONS Periodically operators will want to select invoices for payment. PU25 serves that function. Invoices may be selected by: Due Date, Discount Date, Bank, range of Vendors or specific invoices for specific vendors. The selection process is by specific operator. A second operator can print checks for invoices selected by another operator, but only if the first operator has released them for payment. The check writing program (PU26) is designed to handle a combination of Checks and ACH vouchers. So the operator does not have to make those selections in separate sessions of the program. This program provides for security-by-function. Organizations may define by individual operator which functions (ADD, CHANGE, DELETE or INQUIRY) they are authorized to perform. In this particular program one employee (e.g. Controller) could be designated to edit / update the invoices selected for payment by other operators. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu

96 Purchasing Daily Activity Page 85 S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE OPERATOR = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. Only an operator with security set to update invoice selections for other operators can access this field. Use the <LEFT ARROW> key to reach this field. ORDER OF PRINT Program defaults to PUUT02 setting. Operators will probably want to print the selection report in the same order as the check print job. Available option are vendor number, vendor name or zip code. PAGE BREAK ON OPERATOR Set to YES the program will do a form feed to the top of the next sheet of paper after completing the information for each operator. To continue printing on the same sheet of paper, answer NO. G/L OR LAST AFFECT DATE In most cases an operator will probably want to see the General Ledger date included on the report. It is the first criterion for the oldest check date that can be used for payment of an invoice. In other situations, mainly where a check was issued as payment then backed out, the operator will want to see LAST AFFECTED DATE. To preserve point in time reports each new transaction for an invoice has to have a transaction date equal to or greater than the previous transaction date. Therefore in the background the System tracks a Last Affected Date. This date is not visible in PU41 or any other report. So if an operator is trying to do a check run and the System is asking for a check date newer than the date desired, rerun INVOICE SELECTION choosing to see LAST AFFECTED DATE. The operator should see at least one invoice with a Last Affected Date equal to the calendar date being asked for by PU26 (CHECK WRITING). At that point the operator can either un-select the invoice in question to pay all other selected invoices using the desired check date. Or they could back out the invoice in question and re-enter it so the System will allow use of the desired check date. CLEAR SELECTIONS Answer YES to remove any previous invoices selected and start over. Answer NO to add to previous selections. When answering YES the cursor will go to SCREEN OK. A positive response advances the cursor to ADDITIONAL SELECTIONS SELECT INVOICES

97 Purchasing Daily Activity Page 86 When CLEAR SELECTIONS and ADDITIONAL SELECTIONS are set to YES, this prompt is bypassed. If CLEAR SELECTIONS is answered NO, the program will stop at this prompt. Answer YES to make new selections. INVOICES FOR OPERATOR(S) Operators can select only those invoices they have entered by choosing their operator number. Other options are to choose invoices for any operator or choose specific operators. INVOICES WITH DISCOUNTS Organizations who record invoice discount amounts on individual detail lines in the discount field, as opposed to netting out detail line items on screen two, have several variables they can use in selecting invoices for payment. Other organizations will want to accept the program default of YES or choose A for ALL. Y = YES - INVOICES WITH DISCOUNT DATES WITHIN DISCOUNT DATE SELECTION, OR INVOICES WITH DUE DATES WITHIN THE DUE DATE SELECTION O = ONLY- ONLY INVOICES WITH DISCOUNTS AND WITHIN DISCOUNT DATE SELECTION, REGARDLESS OF DUE DATES A = ALL - ALL INVOICES DUE AT THIS TIME DUE DATE RANGE Enter a date range of invoice due dates to be paid. To insure that all invoices with a due date older than the ending date in the range are selected, leave the beginning date set to 01/01/1753. DISCOUNT DATE RANGE Enter a discount date range. Invoices with discount dates matching will be selected. Any special circumstances defined on the Vendor master can put other invoices into the selection. For example, the vendor master has a prompt for GRACE DAYS. Any number contained in that field will add that number of days to the discount date. So a vendor that has GRACE DAYS of 5 and an invoice discount date of 12/10/2014 would still have the discount taken if paid by 12/15/2014. **NOTE Invoices selected to pay indicate the available discount date. If checks are not actually written until after the available date, the check will print for the full invoice amount. COMPANY SELECTION Enter a company number or range of company numbers to use in selecting invoices. BANK SELECTION This field is accessed only when a single company number is chosen in the previous prompt. Operators may choose invoices that are linked to a specific bank or banks. VENDOR SELECTION If invoice selection is to be restricted to certain vendors, choose them in the VENDOR SELECTION WINDOW. Operators may choose one vendor, specific vendors or a range of vendors. Leave the

98 Purchasing Daily Activity Page 87 prompt defaulted to ALL where choosing specific vendors is not a criteria in invoice selection. SELECT BY INVOICE This prompt is skipped unless specific vendors are chosen in the previous prompt. Answer YES to choose by individual invoice. NO will use other screen criteria to select invoices for each vendor. If SELECT BY INVOICE was set to YES a window with all open invoices for the vendor will display on the screen. Choose any invoices to pay by setting the PAY flag to YES. In the above example, note that in the PAY column, invoices for vendor 100 have already been selected for payment by operator AG. Operator 1 cannot maintain them without proper security clearance. After selecting invoices for one vendor, the screen will return with open invoices for the next vendor and so on until all vendors chosen in the VENDOR SELECTION WINDOW have their invoices displayed. If at any time the operator wants to exit selection, key <E> at SCREEN OK? NOTE If the operator is going to make a combination of selections by due date and also individual invoices per vendor, make the selection by due date first. If individual invoices are selected first, other invoices for the vendor(s) could also be selected because they match DUE DATE or DISCOUNT DATE criteria. RELEASE FOR CHECK PRINTING RELEASING INVOICES WILL ALLOW ALL SELECTED INVOICES FOR OPERATOR: PRINTED ON CHECKS BY ANOTHER OPERATOR. TO BE PRINT FOR (O/R/A/E): OPERATOR: AG (OPERATOR /RELEASED INVOICES /ALL /END) The report of invoices selected may be printed in several ways. An operator who makes selections is probably only interested in the selections they made. This is the program default. An employee who is responsible for printing checks for multiple operators would more than likely want to print a listing of

99 Purchasing Daily Activity Page 88 only those invoices RELEASED to pay or possibly ALL invoices selected. Some invoices may print on the selection report because they matched selection criteria but will not be paid. For example, if an invoice due date fell with the range chosen but there is a hold on the vendor master due to a dispute. Another example would be invoices matching selection criteria for a particular vendor net to a credit balance. SCREEN OK Answer YES to continue with selections. ADDITIONAL SELECTIONS If the operator wants to make more selections at this time Answer Yes and go through the screen prompts to complete a second group of selections. **NOTE At this time if the operator will check the upper right hand corner of the screen, they will see a recap of the number of invoices selected with related dollar amounts. To call operators attention to a situation where invoices may not have checks printed, the following message will appear on the screen. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue. Message Window Invoices have been selected that will not print on checks. These invoices will not be processed, please review the proposed check listing for the list of vendors found. Press <ENTER> to continue: In the recap area of the invoice selection report, a total of all invoices matching the selection criteria is printed. A total dollar amount of invoices included that will NOT have checks printed follows. Finally a dollar amount for checks to be printed is listed.

100 Purchasing Daily Activity Page 89 SAMPLE OF PROPOSED CHECK LISTING REPORT: PU250U OP: AG PROPOSED CHECK LISTING - PAY THRU DUE DATE: 06/01/05 PAGE: 1 TIME.: 17:03 06/23/2005 AGTRAX BANK: WACHOVIA;, SELECTION OP: AG RELEASED VENDOR/INVOICE NO INVOICE DUE DATE DISCOUNT DISCOUNT PAST DUE HOLD% HOLDBACK PAYMENT OPER DATE G/L DATE REMAINING DATE AMOUNT DISCOUNT AMOUNT AMOUNT 18 ABC TRUCKING /02/ /10/2005 1, /10/2005 1, AG /30/ /30/ /15/ AG 18 05/17/ /17/ /01/ AG TOTAL FOR VENDOR 18 $1, $1, ACME TOWEL SERVICE /14/ /14/ /14/ % AG 5001 MARY E BROWN /10/ /10/ /10/ AG /10/ /10/ /10/ AG /01/ /01/ /15/ AG /30/ /30/ /10/ /10/ AG TOTAL FOR VENDOR 5001 $ $5.10 $ HEARTLAND AGRI SUPPLY, INC. ON HOLD /11/ /17/ /26/ % AG C /04/ /31/2004 2, /19/2004 AG C /08/ /14/ /23/ % AG TOTAL FOR VENDOR 84 $1, $1, $ GENE HERMAN /01/ /17/ /17/ AG /17/ /17/2005 9, /17/ /17/ , AG /17/ /17/ /17/ AG TOTAL FOR VENDOR 5003 $10, $8.00 $10, MISC VENDOR /15/ /15/ /02/ AG 2500 ONTJES VENDING COMPANY /15/ /15/ /15/ % AG /03/ /03/ /03/ % AG /26/ /26/ /26/ % AG 60 12/26/ /26/ /26/ % AG TOTAL FOR VENDOR 2500 $ $ $ VAN DIEST SUPPLY COMPANY /01/ /30/ /16/ AG TOTAL FOR BANK 1 $11, $13.10 $1, $12, TOTAL FOR COMPANY 1 $11, $13.10 $1, $12, TOTAL FOR OPERATOR AG $11, $13.10 $1, $12, REPORT: PU250U OP: AG PROPOSED CHECK LISTING PAGE: 2 TIME.: 17:03 06/23/2005 AGTRAX BANK: WACHOVIA;, SELECTION OP: AG VENDOR/INVOICE NO INVOICE DUE DATE DISCOUNT DISCOUNT PAST DUE HOLD% HOLDBACK PAYMENT OPER DATE G/L DATE REMAINING DATE AMOUNT DISCOUNT AMOUNT AMOUNT GRAND TOTAL $11, $13.10 $1, $12, VENDORS NOT BEING PAID $2, TOTAL NET CHECK AMOUNT $14, REPORT: PU250U OP: AG VENDOR(S) ON HOLD LISTING PAGE: 3 TIME.: 17:03 06/23/2005 AGTRAX BANK: WACHOVIA;, SELECTION OP: AG VENDOR/INVOICE NO INVOICE DUE DATE DISCOUNT DISCOUNT PAST DUE HOLD% HOLDBACK PAYMENT OPER DATE G/L DATE REMAINING DATE AMOUNT DISCOUNT AMOUNT AMOUNT 84 HEARTLAND AGRI SUPPL $1, $1, $.00

101 Purchasing Daily Activity Page 90 REPORT: PU250U OP: AG MISCELANEOUS VENDOR PAGE: 4 TIME.: 17:03 06/23/2005 AGTRAX BANK: WACHOVIA;, SELECTION OP: AG VENDOR/INVOICE NO INVOICE DUE DATE DISCOUNT DISCOUNT PAST DUE HOLD% HOLDBACK PAYMENT OPER DATE G/L DATE REMAINING DATE AMOUNT DISCOUNT AMOUNT AMOUNT 1000 MISC VENDOR $12.60 $12.60 REPORT: PU250U OP: AG NEGATIVE CHECK(S) LISTING PAGE: 5 TIME.: 17:03 06/23/2005 AGTRAX BANK: WACHOVIA;, SELECTION OP: AG VENDOR/INVOICE NO INVOICE DUE DATE DISCOUNT DISCOUNT PAST DUE HOLD% HOLDBACK PAYMENT OPER DATE G/L DATE REMAINING DATE AMOUNT DISCOUNT AMOUNT AMOUNT 442 VAN DIEST SUPPLY COM $ $92.00-

102 Purchasing Daily Activity Page CHECK WRITING INSTRUCTIONS Menu option 26 is used to print checks for invoices selected in option 25. If one employee is responsible for printing checks for several operators, those operators must release their selected invoices in PU25. This same program is loaded for the printing of Quick Checks in PU21. It is also used when printing individual checks from PU41 or reprinting multiple checks in PU42. If there is a combination of vendors to be paid that check and ACH vouchers will be issued, the program will load the check printing portion of the program first. After the operator answers YES to DID THE CHECKS PRINT OK?, the voucher print portion of the program will load. Detail information appearing on the check stub is controlled by settings in PUUT02 and the check print format file. A new variable has been added to the check format files allowing an organization to format the date printed on a check. Upon release the definition is open so that the date format defined in PUUT02 is used. When the variable is set with an alternate date format, that format is used on the check print. All other dates appearing on the check stub continue to use the setting in PUUT02. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. NOTE: Use PU27 (CHECK DETAIL REPORT) to print Remittance Sheets. Use PU28 (PURCHASING CHECK REGISTER) for a check listing after a check run.

103 Purchasing Daily Activity Page 92 SCREEN OK? (Y/N/E) Choose one of the following responses: Y =YES Proceed with check printing. N =NO Change screen prompts before proceeding with check print. E =END Cancel this program and return to the previous menu. OPERATOR SELECTION If invoices are selected for payment by several operators, how they answered the prompt RELEASE FOR CHECK PRINTING determines what the operator will see here. In situations where an operator answered NO to RELEASE FOR CHECK PRINTING, that operator will not appear in the list unless the operator selecting the invoices is also the one doing the check print. Where operators answer YES to RELEASE FOR CHECK PRINTING, it does not matter which of the operators enter PU26, all will display in the operator selection window. From that point, the operator can decide which of the operators displayed to issue checks. NOTE When this program is loaded from PU21 or PU41, OPERATOR SELECTION is not accessible. ORDER OF PRINT This prompt defaults to the setting in PUUT02. Checks / Vouchers may be printed in order by Vendor Name. Vendor Number or Zip Code. LOAD CHECKS FOR BANK A Bank Name displays that is associated with the Bank Number associated with the invoices selected. This field is not accessible. If the bank is incorrect, exit to PU41 and correct the invoice before going any future. In situations where invoices for more than one bank have been selected for payment, the screen will display the name of the first bank, after those checks have been printed successfully the program will return to this screen and display the name of the next bank and on until checks have been printed for all banks. STARTING CHECK / VOUCHER NUMBER Starting check number is pulled from the Bank Master defined in PUUT07. Touch <ENTER> to accept this number or key an alternate check number. NOTE When the check number is changed the system updates PUUT07 with the new number. CHECK / VOUCHER DATE The System will look at the setting in PUUT02. If the prompt under check writing for POSTING DAYS ALLOWANCE is set to TODAY, then the current calendar date is used as a default. If the General Ledger dates on the invoices selected is less than today s date, the check date may be any date within the range of newest General Ledger date and today s date. On the other hand, if the newest General Ledger date is today s date, the check date must be today s date. If for some reason the General Ledger date is greater than today s date, a check cannot be issued until the General Ledger date is equal to or less than the current calendar date.

104 Purchasing Daily Activity Page 93 The alternate setting in PUUT02 for POSTING DAYS ALLOWANCE is a number from This allows the operator to go that many days ahead of today s calendar date as a valid check date. WHAT SHOULD BE DONE WITH THESE DISCOUNTS If one or more selected invoices have a discount date that is less than the check date the operator must choose how to handle those records. I Ignore all discounts T Take all discounts E End check run for this bank SCREEN OK Once the operator is satisfied with screen prompt settings, answer YES to proceed.

105 Purchasing Daily Activity Page 94 CHECK PRINTING (SCREEN TWO) PRINT CHECK(S)? (Y/N/A/E): Choose one of the following responses: Y =YES Print the check. N =NO Change the check number before proceeding. E =EXIT Cancel this program without printing any checks. BEGINNING CHECK NUMBER The beginning check number may be accessed by answering NO to the previous prompt or using the <LEFT ARROW> key. ALIGNMENT COUNT When an operator wants to print a test alignment prior to the actual job they will: 6) Enter the number of alignment patterns to print. 7) The program will move to Screen Ok and Report Delivery Options. 8) After those have been answered the alignment will be sent to the printer and the screen will return to program prompting. 9) The prompt for Alignment will have a zero value. If another test pattern is desired change the value. Otherwise proceed to step 5. 10) Accept screen prompt settings and proceed to Delivery Options Window. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the

106 Purchasing Daily Activity Page 95 Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue. DID THE CHECK(S) PRINT OK Answer Yes to complete the check print routine or NO to reprint the check. When NO is the response the following reprint screen will display. CHECK REPRINT SCREEN REPRINT CHECK FROM Key the check number that is to be reprinted. STARTING CHECK NUMBER Enter the number of the new check form to be issued or touch <ENTER> to accept the program default. PRINT CHECKS Y =YES Accept settings and proceed with Check Printing N =NO Change prompt settings prior to check reprint E =END End reprint and return to menu.

107 Purchasing Daily Activity Page CHECK DETAIL REPORT INSTRUCTIONS When checks are generated through the Purchasing Module they are tied to a register number. Checks printed through PU26 or PU42 during a single run are tied to a register number. Likewise, Checks printed though PU21 or PU41 are assigned to a register. Each time an operator is in either program all check records generated during that session are tied to the same register. The Check register reprint allows the operator to print a listing of the checks created during any of these sessions The register in this program includes invoices paid by a particular check. It may also include the General Ledger entries per invoice. In cases where a particular vendor is defined to print check stub information on a separate sheet of paper, this report may be used for that purpose. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the

108 Purchasing Daily Activity Page 97 PAGE = <PAGE UP> or <PAGE DOWN> upper right hand corner of the screen. Key through the different saved parameters. REGISTER NUMBER Enter a Register number to be printed or select one from the available lookup. The program defaults to the most recent register. Registers are displayed in reverse numeric order in the lookup with most recent being first. REMITTANCE VENDORS ONLY Where an organization normally has a multitude of invoices from a vendor they may decide to print the check stub information on a separate report to save on the number of checks used in payment. A Vendor setting is used to designate those vendors who are to have check stub information printed a separate report. Answer YES to include only those Vendors with REMITTANCE SHEET flagged as Yes. Otherwise change the program default to NO. PAGE BREAK BY CHECK Enter YES to have each check detail information print on a separate sheet of paper. PRINT INV G/L AFFECTS General Ledger postings for each invoice associated with a check can be included as part of the check detail information. To include them answer YES. Otherwise enter NO. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue.

109 Purchasing Daily Activity Page 98 SAMPLE OF REGISTER REPRINT

110 Purchasing Daily Activity Page PURCHASING CHECK REGISTER INSTRUCTIONS When checks are generated through the Purchasing Module they are tied to a register number. Checks printed through PU26 or PU42 during a single run are tied to a register number. Likewise, Checks printed though PU21 or PU41 are assigned to a register. Each time an operator is in either program all check records generated during that session are tied to the same register. The Check register reprint allows the operator to print a listing of the checks created during any of these sessions The register in this program prints a single line per check. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen.

111 Purchasing Daily Activity Page 100 PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. REGISTER NUMBER Enter a Register number to be printed or select one from the available lookup. The program defaults to the most recent register. Registers are displayed in reverse numeric order in the lookup with most recent being first. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue. SAMPLE OF CHECK REGISTER

112 Purchasing Daily Activity Page AUDIT AND UPDATE INSTRUCTIONS Records within the Purchasing Module are updated as soon as they are accepted. This is to say that the Purchasing Module recognizes the record and any function can be used to maintain or pay that record. At some point operators will want a register of all activity since the last register was printed and updated. The Audit & Update program serves that purpose. It also builds any General Ledger transactions. If the System discovers any errors that would prevent a successful General Ledger posting the update is stopped. Errors must be corrected before an update will complete. Records that print on an update register are assigned a register number and that report may be printed again later. In most cases activity to the same General Ledger number on the same invoice is combines into a single line on the audit report. There are a couple of exceptions to this standard. In situations where a debit and credit are entered against the same General Leger number on the same invoice they will print as separate line items. When the description for a General Ledger number or Inventory item are replaced with operator entered text, each such record will print as a separate line item. If a General Ledger account is flagged as Stop Post between the time an invoice is entered and audited, it will be noted on the audit. The report MUST be printed to hard copy or device 4 when the UPDATE flag is set to YES. Security by Function is available in this program so that only certain operators can UPDATE. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window.

113 Purchasing Daily Activity Page 102 FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. OPERATOR The report can be printed for single or multiple operators. PREVIOUS UPDATE Allows the operator to reprint a previous register by answering YES. UPDATE LOOKUP A help window displays with a listing of all previous registers starting with the most recent one. Operators can display register(s) for a specific date by keying that calendar date as continuous string of numbers (e.g. Dec.30, 2004 as ) and touching their <FIND KEY>.

114 Purchasing Daily Activity Page 103 AS OF G/L DATE Enter a calendar date as the cut off time frame. The System defaults this prompt to today s date. Any records with posting General Ledger dates later than the day entered will be ignored. Therefore, this report can be run at any time and get a total amount outstanding as of the cut-off date. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. G/L AFFECTS ON INVOICES Yes will include the G/L number associated with each detail line item. G/L AFFECTS ON CHECKS Yes will include the bank and accounts payable G/L number. G/L GRAND TOTALS BY DAY This allows the operator to get a daily total by G/L number. PRINT ORDER INFO Even though purchase orders do not affect General Ledger until they are invoiced, the activity from those records can be included. NOTE The next two prompts allow the operator to create more white space on the report. In some situations this may make the report easier to read. With both prompts set to NO the report prints on each line of paper leaving no white space between records or detail lines of records. DOUBLE SPACE REPORT Set to YES the program will leave a blank line between each printed line of information, including the ledger recap. DOUBLE SPACE INVC / CHK Answer YES to leave a blank line between each invoice or check record that appears on the report. Detail lines for each invoice or check record will print with no white space between lines. UPDATE Answer YES to print a final audit and complete the update process. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery.

115 Purchasing Daily Activity Page 104 NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue. A SAMPLE OF THE AUDIT REPORT APPEARS ON THE NEXT PAGE NOTE The Purchasing module does not allow the use of a General Ledger account that has been set to STOP POST. If an account is changed to stop post between invoice entry and update, the detail and recap sections of the report will note this fact.

116 Purchasing Daily Activity Page 105 REPORT: PU300U PURCHASING AUDIT AND UPDATE PAGE: 1 TIME.: 09:09 01/16/2005 AGTRAX SELECTION OPERATOR...! ALL PREVIOUS UPDATE...: NO AS OF G/L DATE...: 01/16/2005 PARAMETERS G/L AFFECTS ON INVOICES?: YES G/L AFFECTS ON CHECKS?.: YES G/L GRAND TOTALS BY DAY?: YES PRINT ORDER INFO?...: YES (YES/NO) (YES/NO) (YES/NO) (YES/NO) (YES/NO) UPDATE?...: YES TYPE INVOICE/CHECK NUMBER G/L DATE TKT DATE VENDOR NUMBER / NAME AMOUNT UPDATE DATE GENERAL LEDGER ACCOUNT QUANTITY AMOUNT OPER INVC 18 12/10/ /10/ FRISBIE CONSTRUCTION $10.00 BRC/ORDER 10 / 27 12/10/ ACCOUNTS PAYABLE AG 12/10/ MISCELLANEOUS INCOME AG INVC 19 12/15/ /10/ FRISBIE CONSTRUCTION $20.00 BRC/ORDER 10 / 28 12/15/ ACCOUNTS PAYABLE AG 12/15/ GAIN (LOSS) ON EQUIPMENT AG INVC 20 12/15/ /15/ FRISBIE CONSTRUCTION $30.00 BRC/ORDER 10 / 29 12/15/ ACCOUNTS PAYABLE AG 12/15/ INTEREST COBANK OVERNIGH AG INVC /15/ /15/ FRISBIE CONSTRUCTION $2, BRC/ORDER 10 / 31 01/15/ ACCOUNTS PAYABLE 2, AG 01/15/ INTEREST COBANK OVERNIGH 2, AG INVC 25 12/15/ /15/ DIRECTOR OF TAXATION $ BRC/ORDER 10 / 34 12/15/ ACCOUNTS PAYABLE AG 12/15/ BC/BS INS. EXPENSE AG INVC 30 12/15/ /15/ BROTHERS EQUIPEMENT, INC. $ BRC/ORDER 10 / 35 12/15/ ACCOUNTS PAYABLE AG 12/15/ BONDS AND LICENSE EXPENS AG INVC /15/ /15/ WALKER STONE COMPANY, INC. $ BRC/ORDER 10 / 36 01/15/ ACCOUNTS PAYABLE AG 01/15/ INTEREST EXPENSE AG INVC 25 01/15/ /15/ DIRECTOR OF TAXATION $ BRC/ORDER 10 / 37 01/15/ ACCOUNTS PAYABLE AG 01/15/ BC/BS INS. EXPENSE AG INVC 30 01/15/ /15/ BROTHERS EQUIPEMENT, INC. $ BRC/ORDER 10 / 38 01/15/ ACCOUNTS PAYABLE AG 01/15/ BONDS AND LICENSE EXPENS AG INVC 1 12/10/ /10/ FARMLAND TRANSPORTATIONS INC $ BRC/ORDER 1 / 39 12/10/ ACCOUNTS PAYABLE AG 12/10/ MISCELLANEOUS INCOME AG 12/10/ AG CHEMICAL PURCHASES AG TOTALS... $3, INVOICE GENERAL LEDGER RECAP GAIN (LOSS) ON EQUIPMENT $ MISCELLANEOUS INCOME $ INTEREST COBANK OVERNIGH $2, BC/BS INS. EXPENSE $ BONDS AND LICENSE EXPENS $ INTEREST EXPENSE $ ACCOUNTS PAYABLE $3, AG CHEMICAL PURCHASES 5.00 $ G/L RECAP TOTAL... $.00 CHK 18 12/10/ /10/ FRISBIE CONSTRUCTION $ /10/ ACCOUNTS PAYABLE AG 12/10/ CASH IN BANK-WACHOVIA AG CHK 19 12/15/ /15/ FRISBIE CONSTRUCTION $ /15/ ACCOUNTS PAYABLE AG 12/15/ CASH IN BANK-WACHOVIA AG TOTALS... $30.00 CHECK GENERAL LEDGER RECAP CASH IN BANK-WACHOVIA $ ACCOUNTS PAYABLE $30.00 G/L RECAP TOTAL... $.00 EXP CH 1 12/10/ /10/ FARMLAND TRANSPORTATIONS INC BRC/ORDER 1 / 39 12/10/ ANYHDROUS AMMONIA PURCHA AG 12/10/ AG CHEMICAL PURCHASES AG EXPENSE CHANGE GENERAL LEDGER RECAP ANYHDROUS AMMONIA PURCHA 5.00 $ AG CHEMICAL PURCHASES $ G/L RECAP TOTAL... $.00 TOTAL G/L RECAP FOR: 12/10/ MISCELLANEOUS INCOME $ CASH IN BANK-WACHOVIA $ ACCOUNTS PAYABLE $ ANYHDROUS AMMONIA PURCHA 5.00 $ AG CHEMICAL PURCHASES $.00 G/L RECAP TOTAL... $.00 TOTAL G/L RECAP FOR: 12/15/ GAIN (LOSS) ON EQUIPMENT $ INTEREST COBANK OVERNIGH $ BC/BS INS. EXPENSE $ BONDS AND LICENSE EXPENS $ CASH IN BANK-WACHOVIA $ ACCOUNTS PAYABLE $ G/L RECAP TOTAL... $.00 TOTAL G/L RECAP FOR: 01/15/ INTEREST COBANK OVERNIGH $2, BC/BS INS. EXPENSE $ BONDS AND LICENSE EXPENS $ INTEREST EXPENSE $ ACCOUNTS PAYABLE $2, G/L RECAP TOTAL... $.00

117 Purchasing Utilities Page CONTROL TOTALS INSTRUCTIONS Periodically operators will want to verify that the total of outstanding invoices in Purchasing is in balance with the control account in General Ledger. There are several ways to accomplish this task. Probably the quickest and easiest way is to use this program. Based upon a cutoff date for an individual company this program will calculate the total amount outstanding in Purchasing and retrieve the General Ledger amount for the same cutoff date. Users want to keep in mind that all invoices / checks entered through the Purchasing Module have to be updated to General Ledger in order for this to be a valid test. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter.

118 Purchasing Utilities Page 107 D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. COMPANY NUMBER Enter the company number to verify outstanding invoices against the control account(s) in General Ledger. CUT OFF DATE Key a calendar date to balance the two modules. The System will default to today s calendar date. The prompt is designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue The example above indicates a $386, difference between Purchasing and General Ledger. Check each step in the update process to insure that all records have been updated to General Ledger.

119 Purchasing Utilities Page A/P REPORTS MENU INSTRUCTIONS Use the A/P REPORTS MENU to generate reports relating to invoices or checks that have been entered through the Purchasing Module. There are record detail reports in addition to reports that can be used to balance to General Ledger. CHOICE: Key the menu number of the report to be selected. Enter E to return to the Purchasing Module Menu.

120 Purchasing Utilities Page TRIAL BALANCE INSTRUCTIONS The Trial balance report will calculate the amount outstanding in Purchasing by company as of a specific cut off date. The report can be printed in summary or detail. When printing detail the operator has an option to include a recap by General Ledger number. This report can also be used to get a listing of outstanding invoices by select vendors as of a specific cutoff date. Since the report can be run as of a specific cut off date, it is one of the tools to use in balancing to General Ledger. It is also a good report at fiscal year end to give to auditors for payables outstanding as of fiscal year end. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter.

121 Purchasing Utilities Page 110 D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. SELECTION COMPANY NUMBER Key the number of the company to have a trial balance printed. A/P G/L # For those organizations using more than one General Ledger Liability Account number to track outstanding invoice amounts, the Trial Balance Report may be run by individual Liability Account Numbers. Each Liability Account number is assigned to a sequence number in PUUT06. Enter the sequence number that corresponds with the Liability Account(s) to be included on the report. Touch <ENTER> to include all Liability Account Numbers. AS OF G/L DATE Enter a calendar date as the cut off time frame. The System defaults this prompt to today s date. Any records with posting General Ledger dates later than the day entered will be ignored. Therefore, this report can be run at any time and get a total amount outstanding as of the cut-off date. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. VENDOR Operators can choose specific vendors by a Single vendor, Select vendors or a Range of vendor numbers. To include all vendors, accept the program default of ALL. PARAMETERS REPORT SEQUENCE PRINT Operators may sort this report by Vendor name or Vendor account number. A choice of SUMMARY will print a total dollar amount outstanding by individual vendor. Detail will include the invoices that make up the total per vendor. PRINT G/L DETAIL The General Ledger postings per outstanding invoice can be included by a YES response. NO will print only the invoice total. A YES response will also include a recap by General Ledger number at the end of the report.

122 Purchasing Utilities Page 111 This prompt is accessible only if PRINT is set to DETAIL. CREDIT INVOICES Operators can include vendor credit invoices or exclude them from the report. A report can also be generated that has only credit invoices on it. PRINT HOLDBACK AMTS ONLY Users can withhold partial payment of a vendor s invoice(s) by setting a holdback amount. This is deducted during the check printing process and will not be paid until it is released through PU41. Operators can generate a listing of only those amounts by answering YES. Otherwise the holdback is included as part of other report information. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue.

123 Purchasing Utilities Page 112 A SAMPLE OF THE TRIAL BALANCE REPORT WITH DETAIL APPEARS BELOW AND ON THE NEXT PAGE REPORT: PU3201 ACCOUNTS PAYABLE TRIAL BALANCE PAGE: 1 TIME.: 11:34 09/28/2005 YOUR FIRM NAME SELECTION COMPANY NUMBER...! 1 PRO AG MARKETING ASSOC IN A/P G/L # FROM...! BEGINNING OF FILE THRU...! END OF FILE AS OF G/L DATE...: 08/31/2005 VENDOR...! ALL PARAMETERS REPORT SEQUENCE...: NAME PRINT...: DETAIL PRINT G/L DETAIL?...: YES CREDIT INVOICES?...: INCLUDE PRINT HOLDBACK AMTS ONLY?.: NO (VENDOR <N>AME, N<U>MBER) (<S>UMMARY, <D>ETAIL) (YES/NO) (<I>NCLUDE, <E>XCLUDE, <O>NLY) (YES/NO) OUTSTANDING INVOICES AS OF: 08/31/2005 FOR: ACCOUNTS PAYABLE VENDOR NUMBER / NAME INVOICE NUMBER INV DATE G/L DATE DUE DATE HOLDBACK AMOUMT DISC DATE DISCOUNT AMOUNT REMAINING AMOUNT TRANS DATE GENERAL LEDGER NUMBER / DESCRIPTION QUANTITY AMOUNT 163 ABILENE MACHINE /12/ /12/ /22/ /29/ /29/ /29/ , /29/ SNACK/POP SALES , /25/ /25/ /25/ /25/ LUBRICANTS ACME FENCE & IRON CO, INC /12/ /12/ /22/ TOTAL REMAINING 20, TOTAL REMAINING ADFASFASDFFD /24/ /24/ /24/2004 1, /24/ LIQUID FERTILIZER PURCH , TOTAL REMAINING 1, ADM/GROWMARK /12/ /12/ /22/ /25/ /25/ /25/ /25/ PREPAID EXPENSES /04/ ADVERTISING/CONTRIB. EXP /04/ PREPAID EXPENSES TOTAL REMAINING ADVANCE INSURANCE COMPANY /12/ /12/ /22/ TOTAL REMAINING ADVANTAGE GLASS PLUS /31/ /31/ /06/ /31/ MARK TEST TOTAL REMAINING 10.00

124 Purchasing Utilities Page 113 REPORT: PU3201 ACCOUNTS PAYABLE TRIAL BALANCE PAGE: 35 TIME.: 11:34 09/28/2005 YOUR FIRM NAME OUTSTANDING INVOICES AS OF: 08/31/2005 FOR: ACCOUNTS PAYABLE VENDOR NUMBER / NAME INVOICE NUMBER INV DATE G/L DATE DUE DATE HOLDBACK AMOUMT DISC DATE DISCOUNT AMOUNT REMAINING AMOUNT TRANS DATE GENERAL LEDGER NUMBER / DESCRIPTION QUANTITY AMOUNT TOTAL REMAINING ================ PAYABLES TOTAL 303, G/L RECAP WHO CARES $ SNACK/POP SALES $ GASOLINE SALES NON-TAX $ LUBRICANTS.000 $ SEED SALES.000 $ NH3 SALES $ MARK TEST $ TES.000 $ SNACKS/POP PURCH $ LIQUID FERTILIZER PURCH $

125 Purchasing Utilities Page INVOICES / CHECK DETAIL LISTING INSTRUCTIONS This report is designed to print check and / or invoice detail based upon company, vendor and date range. Operators can also use this report to get a listing of only paid or only open invoices by vendor. Records that have been backed out can be included on the report. Or the operator may elect to generate a report with only backed out records. If the user is having problems locating any differences between Purchasing and General Ledger or they are questioning a remaining amount on an invoice, this report may help. It will verify detail records to see that they have updated data files correctly. To use the report for this purpose, accept all default screen prompts. Choose device five to bring the report back to the terminal screen. At the bottom of the first screen, type INVALID. The program will then search for any records with a problem. It will highlight any that are found. Call Customer Support to have these detail records fixed. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default

126 Purchasing Utilities Page 115 parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. SELECTION COMPANY NUMBER Enter the number of the company to include on this report. VENDOR Vendors may be selected by a <R>ange of account numbers, <S>elect specific vendors, a S<I>ngle vendor or <A>ll vendors on file. INVOICE...FROM TO Key an invoice number or range of invoice number to include. Touch <ENTER> to include on all invoice numbers matching other selection criteria. CHECK...FROM TO Touch <ENTER> to include all check numbers matching other selection criteria. Otherwise key a beginning and ending check number for those records to include. G/L DATE...FROM TO Key the beginning and ending accounting date of the records to print, or touch <RETURN> to get all records on file. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. PARAMETERS PRINT VENDOR ADDRESS Answer YES to include Vendor address information. PRINT INVOICES Operators can include both invoice and check information on this report. To include invoice information answer YES. Otherwise answer NO. NOTE The following four prompts are accessible only if PRINT INVOICES is set to YES. SORT BY

127 Purchasing Utilities Page 116 Invoice records on the report may be sorted Alpha or Numeric. ALL/OPEN/PAID/PART Invoice information may be restricted to those invoices that Open, Paid or Partially Paid. Select ALL to ignore this parameter and include invoices regardless of their payment status. PRINT G/L AFFECTS Answer YES to include detail line General Ledger posting for each invoice. PRINT CHECK DETAIL Answering YES will print the check number, date and check amount directly below each invoice. PRINT CHECKS Operators can include both invoice and check information on this report. To include check information answer YES. Otherwise answer NO. NOTE The following two prompts are accessible only if PRINT CHECKS is set to YES. PRINT G/L AFFECTS Answer YES to include the bank and accounts payable General Ledger entries of each check. PRINT INV DETAIL Answering YES will print any invoice number, date and amount that the check paid directly below the check record. Otherwise only check information prints. SUMMARY OR DETAIL The previous prompt has to be set to YES in order to access this prompt. A setting of SUMMARY will print only the invoice number, date and amount. DETAIL will include General Ledger postings of the invoice. The operator does not have to print check General Ledger information to include invoice General Ledger activity. DOUBLE SPACE REPORT Operators can create two blank lines between vendor breaks on the report by answering YES. Otherwise only a single blank line will be used between vendor breaks. PRINT BACKOUTS Any invoice or check records that have been backed out can be included on a listing by answering YES. Operators can also exclude them by answering NO. Or they can get a listing of only back out records.

128 Purchasing Utilities Page 117 REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue. The following screen shows an invalid detail record as described in the INSTRUCTIONS section of this program. This type of data problem requires a programmer to fix it, so please call CUSTOMER SUPPORT.

129 Purchasing Utilities Page 118 SAMPLE OF THE DETAIL REPORT WITH ALL DETAIL REPORT: PU3202 CHECK / ALL INVOICES DETAIL LISTING PAGE: 1 TIME.: 10:58 07/31/2006 AGTRAX VENDOR NUMBER / NAME TICKET TYPE / NUMBER G/L DATE INVC DATE AMOUNT GENERAL LEDGER NUMBER / DESCRIPTION QUANTITY AMOUNT 27 FARMLAND INDUSTRIES EXT 0 INVC /14/ /14/2005 $17, ACCOUNTS PAYABLE 7, , GASOLINE PURCHASES 2, , DIESEL FUEL PURCHASES 4, , CHK /01/2006 $45, INVC /14/ /14/2005 $17, ACCOUNTS PAYABLE 7, , GASOLINE PURCHASES 2, , DIESEL FUEL PURCHASES 4, , CHK /01/2006 $45, INVC /14/ /14/2005 $17, ACCOUNTS PAYABLE 7, , GASOLINE PURCHASES 2, , DIESEL FUEL PURCHASES 4, , INVC /14/ /14/2005 $17, ACCOUNTS PAYABLE 7, , GASOLINE PURCHASES 2, , DIESEL FUEL PURCHASES 4, , INVC /25/ /25/2006 $ ACCOUNTS PAYABLE PREPAID FERTILIZER , ANYHDROUS AMMONIA PURCHA , INVC /30/ /30/2006 $ ACCOUNTS PAYABLE PREPAID FERTILIZER , ANYHDROUS AMMONIA PURCHA , INVC /14/ /14/2005 $ B/O 09/14/ ACCOUNTS PAYABLE NOTES RECEIVABLE NOTES RECEIVABLE ACCOUNTS PAYABLE INVC /14/ /14/2005 $ B/O 09/14/ ACCOUNTS PAYABLE DIESEL FUEL PURCHASES ACCOUNTS PAYABLE DIESEL FUEL PURCHASES INVC /14/ /14/2005 $17, ACCOUNTS PAYABLE 7, , GASOLINE PURCHASES 2, , DIESEL FUEL PURCHASES 4, , INVC /01/ /01/2006 $10, ACCOUNTS PAYABLE , PREPAID FERTILIZER , CHK /01/2006 $45, TOTAL VENDOR INVOICES $96, CHK /01/ /01/2006 $45, ACCOUNTS PAYABLE , CASH IN BANK-WACHOVIA , INVC /14/ /14/ ACCOUNTS PAYABLE 7, , GASOLINE PURCHASES 2, , DIESEL FUEL PURCHASES 4, , INVC /14/ /14/ ACCOUNTS PAYABLE 7, , GASOLINE PURCHASES 2, , DIESEL FUEL PURCHASES 4, , INVC /01/ /01/ ACCOUNTS PAYABLE , PREPAID FERTILIZER , TOTAL VENDOR CHECKS $45, CASH IN BANK-WACHOVIA.000 $45, NOTES RECEIVABLE.000 $ PREPAID FERTILIZER $18, ACCOUNTS PAYABLE 52, $96, ANYHDROUS AMMONIA PURCHA $2, GASOLINE PURCHASES 17, $35, DIESEL FUEL PURCHASES 34, $85, G/L RECAP TOTAL... $.00

130 Purchasing Utilities Page CASH REQUIREMENTS LIST INSTRUCTIONS Those organizations that do cash forecasts needs, will use this report. It can break out up to five time intervals checked against a specified due date. Operators have the option of including HOLD amounts or CREDIT invoices. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. COMPANY NUMBER Enter the number of the company to do a cash requirements cash forecast.

131 Purchasing Utilities Page 120 AS OF DUE DATE Key a DUE DATE. The System will use this date as a reference starting point. It will then work forward sub-totaling outstanding invoices with due dates within the time intervals specified. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. INCLUDE HOLD AMOUNTS Operators can include any hold amounts in the report totals by answering YES. INCLUDE CREDIT INVOICES Operators can include any credit invoice amounts in the report totals by answering YES. INTERVAL 1 Five time intervals are available. The System defaults them to by seven days in each interval. If an organization pays invoices two times a week they want to adjust the settings accordingly. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue. Cash Requirement Excluding Hold and Credits

132 Purchasing Utilities Page G/L AFFECTS REPORT INSTRUCTIONS This report allows the operator to print a listing of all records affecting selected General Ledger codes for a date range. For those G/L codes set to update in summary, this report will give the detail records making up that daily total. Any General Ledger account may be selected for this report including the Bank or Accounts Payable control accounts. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters.

133 Purchasing Utilities Page 122 ID CENTERS The report may be generated for a specific General Ledger ID Center, range of ID Centers or select ID Centers. To ignore ID Center as a selection criterion touch <ENTER> for all records matching other criteria. ACCOUNTS The report may be generated for a specific General Ledger Account, range of Accounts or select Account. To ignore Account as a selection criterion touch <ENTER> for all records matching other criteria. POSTING DATE... FROM TO Enter a range of General Ledger posting dates to include on the report. The program defaults to a date range of the current calendar month. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. RECAP BY ID CENTER At the end of the report, a recap by each General Ledger number listed in account number order by ID Center is included. To also include a recap where the report breaks between ID Centers, answer YES. RECAP ONLY Answer YES to print only the Grand Total Recap from the end of the report. INVOICE/CHECK DETAIL This prompt is by-passed and defaulted to NO if RECAP ONLY is set to YES. When this prompt is set NO the report will print only total postings per General Ledger number and not show any of the individual records making up that total. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue.

134 Purchasing Utilities Page 123 REPORT SAMPLE WITH DETAIL

135 Purchasing Utilities Page G/L BALANCING REPORT INSTRUCTIONS If a situation arises where the General Ledger has gotten out of balance with Purchasing, this balancing report is a good tool to narrow the search to a specific day or days. Based upon a company number and date range criteria, the System will total by day the amount outstanding in each accounting module. The operator can then research the posting in each module for that day or days to locate the discrepancy. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters.

136 Purchasing Utilities Page 125 COMPANY NUMBER Key the company number to check Purchasing balances against General Ledger. BALANCE FORWARD THRU DATE Enter a beginning balance date. The System will take all activity in each module prior to this date and total it. If the difference the operator is searching for happened after this date, the balance forward amount for each module should be the same dollar amount. If that is not true, the operator will want to move the balance forward date to find a point in time where the two modules were in agreement. INVOICE THRU DATE Key an ending date for the search. If books are being balanced through month end, this date would be that last posting date of the calendar month in question. Operators should keep in mind that if all activity entered into Purchasing for the time frame in question has not been updated to General Ledger this report will not give them an accurate picture of any differences. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue. SAMPLE OF G/L BALANCING REPORT

137 Purchasing Utilities Page CHECK LISTING INSTRUCTIONS The check listing will print a report containing all checks issued and / or backed out for a date range. Records are selected by Company number and Bank number. The report can be sorted by check number or date issued. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. SELECTION

138 Purchasing Utilities Page 127 COMPANY NUMBER Enter the number of the company to print checks on the check listing. BANK NUMBER Operators can choose an individual bank for a company or all banks if that company has more than one bank defined. CHECK/DATE RANGE (C/D) Choose to select records by a range of check numbers or a range of calendar dates. Only the corresponding prompt may be accessed. DATE RANGE Key the beginning and ending accounting date of the records to print, or touch <RETURN> to get all records on file. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. CHECK RANGE Key a beginning and ending check record number to be included on the report. Touch <RETURN> to get all records on file. PARAMETERS BACKOUTS Check records that were backed out and match selection criteria can be <I>ncluded or <E>xcluded on the report. Operators can also generate a report containing <O>nly backed out records. REPORT SEQUENCE Check records on the report can be sorted by Check number or Check date. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue.

139 Purchasing Utilities Page 128 SAMPLE OF CHECK LISTING

140 Purchasing Utilities Page CHECK REGISTER REPRINT INSTRUCTIONS When checks are generated through the Purchasing Module they are tied to a register number. Checks printed through PU26 or PU42 during a single run are tied to a register number. Likewise, Checks printed though PU21 or PU41 are assigned to a register. Each time an operator is in either program all check records generated during that session are tied to the same register. The Check register reprint allows the operator to print a listing of the checks created during any of these sessions Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters.

141 Purchasing Utilities Page 130 REGISTER NUMBER Enter a Register number to be printed or select one from the available lookup. The program defaults to the most recent register. Registers are displayed in reverse numeric order in the lookup with most recent being first. REMITTANCE VENDORS ONLY Where an organization normally has a multitude of invoices from a vendor they may decide to print the check stub information on a separate report to save on the number of checks used in payment. A Vendor setting is used to designate those vendors who are to have check stub information printed a separate report. Answer YES to include only those Vendors with REMITTANCE SHEET flagged as Yes. Otherwise change the program default to NO. PAGE BREAK BY CHECK Enter YES to have each check detail information print on a separate sheet of paper. PRINT INV G/L AFFECTS General Ledger postings for each invoice associated with a check can be included as part of the check detail information. To include them answer YES. Otherwise enter NO. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue. SAMPLE OF REGISTER REPRINT

142 Purchasing Utilities Page P/O REPORTS MENU INSTRUCTIONS Use the P/O REPORTS MENU to generate reports relating to purchase orders that have been entered through the Purchasing Module. There are record detail reports in addition to a month end report that can be used for accrual purposes. CHOICE: Key the menu number of the report to be selected. Enter E to return to the Purchasing Module Menu.

143 Purchasing Utilities Page COST RECEIPT VARIANCE INSTRUCTIONS When operators enter a purchase order an estimated unit cost is keyed. That cost may change between the time the order is placed, product received or invoice received. A listing of such variances can be generated through this listing. The listing can be selected by Order date, Inventory branch, Vendor, Inventory product or Inventory major group. Operators can select one of three variances to review. 1 - ORDERED COST TO RECEIPTED COST 2 - ORDERED COST TO INVOICED COST 3 - RECEIPT COST TO INVOICED COST Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen.

144 Purchasing Utilities Page 133 PAGE SELECTION = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. ORDER DATE Key the beginning and ending accounting date of the records to print, or touch <RETURN> to get all records on file. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. BRANCH The report may be generated for a specific branch, range of branches or select branches. To ignore branch as a selection criterion touch <ENTER> for all records matching other criteria. VENDOR The report may be generated for a specific vendor, group of vendors or select vendors. To ignore vendor as a selection criterion touch <ENTER> for all records matching other criteria. PRODUCT The report may be generated for a specific product, range of products or select products. To ignore product as a selection criterion touch <ENTER> for all records matching other criteria. This prompt can be used in conjunction with following one to get the desired products included on a report. For example, PRODUCT could be set to ALL and GROUP to a specific group. Then all products within that group would be included. GROUP The report may be generated for a specific group, range of groups or select groups. To ignore group as a selection criterion touch <ENTER> for all records matching other criteria. PARAMETERS VARIANCE TO PRINT Three different comparisons can be made with this report. Operators can compare: Ordered cost to Receipted cost, Ordered cost to Invoiced cost or Receipted cost to Invoiced cost. REPORT SEQUENCE To sort information on this report by vendor then product number, choose VENDOR. Or operators may sort it by product number then vendor. INCLUDE ZERO VARIANCE If operators want to see all items on the report, even if Ordered cost matches Receipted cost that matches Invoiced cost, answer YES. Otherwise, key NO.

145 Purchasing Utilities Page 134 REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue. REPORT SAMPLE SHOWING ORDERED COST TO RECEIPTED COST

146 Purchasing Utilities Page UNINVOICED PURCHASE ORDERS INSTRUCTIONS At different periods users may want to know what products have been received and placed into inventory without the corresponding invoice being posted. Such an inquiry would take place at month end for financial purposes. In addition to printing a listing of receipts not yet invoiced, this program will create an accrual entry for General Ledger. To use the accrual feature of this program an accrual G/L number MUST be defined in PUUT06. The accrual G/L number and Accounts Payable Liability cannot be the same G/L number. This program uses the same G/L batch number as other Purchasing entries. After running this program the normal steps of PU45, GL26 and GL42 must be completed before any accruals will be reflected in General Ledger amounts. This program uses security by function. Certain operators can be designated at those with the ability to update an accrual to General Ledger. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner

147 Purchasing Utilities Page 136 indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. SELECTION BRANCH Information on this report may be limited to a <R>ange of Inventory branch numbers, <S>elect branch numbers or a S<I>ngle branch number. To include any Inventory branch accept the program default of <A>ll. GROUP Operators may future narrow the amount of information included by choosing a <R>ange of Inventory Groups, <S>elect specific Group numbers, a S<I>ngle major group number or accepting the program default of <A>ll groups. CUT-OFF DATE Enter the accounting cut-off date. Any selected Purchase Order that was receipted prior to the cut-off date and invoiced after will be included. Normally the cut-off date will be the last day of the month. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. PARAMETERS RECAP BY BRANCH Information on the report is sorted by Inventory Branch number. As the report concludes one Branch and moves to the next, a recap of activity at that Branch can be included by answering YES. RECAP ONLY Enter YES to print only the recap page(s). PRINT BY GROUP If the operator is interested in seeing information in the detail section of the report broken out by Inventory major group, key YES. Otherwise, the sort after branch number will be Purchase Order number. ACCRUALS UPDATE TO G/L?

148 Purchasing Utilities Page 137 If the System is to build General Ledger transactions at this time, answer YES. This is a point in time report. The General Ledger should not be updated until the user is comfortable that all entries affecting the General Ledger time period have been entered. Should the operator run this report twice with same cut-off date and answer yes to G/L Update, the System will build duplicate entries that will update to General Ledger. In such situations, the duplicate entries must be manually backed out using GL21. LAST ACCRUAL DATE This field is maintained by the System. It displays as a reference for the operator to know the last time General Ledger was updated with an accrual. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue. NOTE When UPDATE TO G/L is set to YES and there are any invalid General Ledger numbers found, the operator will receive the following warning message. No records will be updated until this problem has been corrected. Message Window There are some invalid records on the report Check the report for errors. Nothing will be updated. Press <ENTER> to exit program. <ENTER>

149 Purchasing Utilities Page 138 DETAIL SECTION OF REPORT WITH BRANCH RECAP END OF REPORT WITH GRAND TOTAL GENERAL LEDGER RECAP

150 Purchasing Utilities Page VENDOR PURCHASES INSTRUCTIONS Use this menu option to print a listing of products purchased from various vendors. Operators can select records by range of dates, Order branch, Vendors, Inventory products or Inventory Major Groups. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. SELECTION

151 Purchasing Utilities Page 140 ORDER DATE Key the beginning and ending accounting date of the records to print, or touch <RETURN> to get all records on file. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. ORDER BRANCH The report may be generated for a specific branch, range of branches or select branches. To ignore branch as a selection criterion touch <ENTER> for all records matching other criteria. VENDOR The report may be generated for a specific vendor, group of vendors or select vendors. To ignore vendor as a selection criterion touch <ENTER> for all records matching other criteria. PRODUCT The report may be generated for a specific product, range of products or select products. To ignore product as a selection criterion touch <ENTER> for all records matching other criteria. This prompt can be used in conjunction with following one to get the desired products included on a report. For example, PRODUCT could be set to ALL and GROUP to a specific group. Then all products within that group would be included. GROUP The report may be generated for a specific group, range of groups or select groups. To ignore group as a selection criterion touch <ENTER> for all records matching other criteria. PARAMETERS PRINT Either detail information from individual orders can be printed or only summary information. In both cases the body of the report will print a total quantity / amount per Inventory item and per vendor. DETAIL STATUS This prompt is skipped when SUMMARY is selected in the previous prompt. The status of a purchase order detail line changes as activity happens affecting that line. When a detail line is first entered it has a status of <O>rdered. When the product is received the status changes to <R>eceipted. Later when the invoice posted it is flagged as <I>nvoiced. Operators any of these status types or <ENTER> to accept the program default of <A>ll status types. If a particular status type is chosen, only those detail lines with matching status will appear on the report.

152 Purchasing Utilities Page 141 PRINT VENDOR ADDRESS Enter YES to include each vendor s address information. RECAP BY Users can elect to recap by <V>endor, <P>roduct, <B>oth or <N>one. PRINT RECAP ONLY This prompt is skipped when NONE is selected in the previous prompt. A Vendor recap prints immediately after the detail for that vendor. Product recaps print at the end of the report. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue. DETAIL WITH ALL STATUS TYPES

153 Purchasing Utilities Page 142 RECAP ONLY BY VENDOR AND PRODUCT

154 Purchasing Utilities Page P/O DETAIL LISTING INSTRUCTIONS This listing focuses on the Purchase Order and any detail records tied to it. Operators can select records by Order Branch, Date, Number or Type. When running this report for only those Order types defined for Recurring Orders, the report will include information contained in the RECURRING INFORMATION window. Any canceled detail lines that may be included in the body of the report are not included in the order total, product recap or General Ledger recap. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the

155 Purchasing Utilities Page 144 PAGE = <PAGE UP> or <PAGE DOWN> upper right hand corner of the screen. Key through the different saved parameters. SELECTION BRANCH The report may be generated for a specific branch, range of branches or select branches. To ignore branch as a selection criterion touch <ENTER> for all records matching other criteria. ORDER DATE Key the beginning and ending accounting date of the records to print, or touch <RETURN> to get all records on file. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. ORDER NUMBER Touch <ENTER> to include any order numbers matching other selection criteria or key a range of purchase order numbers. ALL ORDER TYPE Users may select ALL order types by answering YES. Answer NO to select a specific Order Type. ORDER TYPE This prompt is only accessed when the previous prompt is set to NO. Key the Order Type to be included on the report. PARAMETERS PRINT When the status of all detail lines on a purchase order are invoiced or cancelled, that order is considered to be closed or complete. Operators can elect to print only <O>pen orders, <C>losed orders or ignore this and print <A>ll orders matching other criteria. DETAIL STATUS This prompt is by-passed unless OPEN is selected in the previous prompt. The status of a purchase order detail line changes as activity happens affecting that line. When a detail line is first entered it has a status of <O>rdered. When the product is received the status changes to <R>eceipted. Later when the invoice posted it is flagged as <I>nvoiced. Operators any of these status types or <ENTER> to accept the program default of <A>ll status types.

156 Purchasing Utilities Page 145 If a particular status type is chosen, only those detail lines with matching status will appear on the report. PRODUCT RECAP BY Product information may be recapped by the Inventory <P>roduct number, the <G>eneral Ledger Cost of Sales number on the item master, <B>oth methods or no recap printed at all (<N>one). PRINT RECAP ONLY Answer YES to print only the recap portion of the report. This prompt is skipped when NONE is chosen in the previous prompt. PAGE BREAK BY BRANCH When the report is run for multiple branches, it may be easier to locate the transition point between one branch and the next by inserting a page break. To use this feature, key YES. PRINT COMMENTS Any comments entered on a purchase order may be included on the report by answering YES. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue. DETAIL SECTION OF REPORT

157 Purchasing Utilities Page 146 BRANCH RECAP PORTION OF REPORT Total company recaps print after the last branch recap. REPORT SAMPLE FOR RECURRING ORDER TYPES

158 Purchasing Utilities Page FILE MAINTENANCE REPORTS MENU INSTRUCTIONS Use the FILE MAINTENANCE REPORTS MENU to generate a report for vendor masters that have been entered through the Purchasing Module CHOICE: Key the menu number of the report to be selected. Enter E to return to the Purchasing Module Menu.

159 Purchasing Utilities Page VENDOR REPORT INSTRUCTIONS Use this report to print a listing or mailing labels of vendors that have been added to the Purchasing Module. Operators may use Vendor account number, vendor status or miscellaneous field settings to select vendors. The report also provides for including only those vendors that have had no activity after a specified date. Thus allowing the operator to generate a listing of those vendors that they may want to turn to inactive. The report can be printed in several different formats depending upon what information is chosen to include on the report. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the

160 Purchasing Utilities Page 149 PAGE = <PAGE UP> or <PAGE DOWN> upper right hand corner of the screen. Key through the different saved parameters. SELECTION VENDOR STATUS As organizations cease to do business with various vendors they can change the status of those vendor account numbers by the changing the status to INACTIVE. This prevents those numbers from being accidentally used. Operators can use the STATUS flag to determine who is included on the Vendor List. Available choices are: <A>ctive, <I>nactive or a<l>l. VENDOR The second selection criteria for a vendor master list is VENDOR NUMBER. Operator can choose by a <R>ange of vendor numbers, <S>elect specific vendors, S<I>ngle vendor or <A>ll vendors. BY MISCELLANEOUS FIELD Answer YES to use Miscellaneous Field as a selection criterion in generating the report. MISC. FIELD SELECTION If an organization has defined any miscellaneous fields and maintained them on individual vendor masters, they may be used as a selection criterion. Miscellaneous Fields were previously defined in PUUT14. Answer NO to SCREEN OK. This will take the cursor to the upper left hand corner of the window. Use the <HOME> key to get a pick list window of all miscellaneous fields defined. Choose the SEQUENCE NUMBER of the miscellaneous field desired.

161 Purchasing Utilities Page 150 Answer the three line questions. LOW VALUE. Enter the smallest value that is to be included. HIGH VALUE. Enter the highest value that is to be included. If only those vendors that have this field set to YES are to be included, then the LOW and HIGH value will both be Y. SORT BY. This sort will take precedence over REPORT SEQUENCE. If more than one miscellaneous field is to be used repeat the process to select any additional ones. JOIN (AND/OR). Where a single miscellaneous field is chosen this prompt setting makes no difference. For multiple field selections AND means any vendor fields must match all window settings to be included on the report. OR means that if any of the field settings on the master match window settings they will be included. CHECK ACTIVITY In addition to Miscellaneous Field the operator can also choose vendor activity as a selection criterion. NO ACTIVITY FROM DATE Periodically operators may want to generate a listing of those vendors whom they have not done business with in the recent past. To create such a list, enter a calendar date to use as a reference point. Only those vendors with NO activity since that date will appear on the report. The prompt is designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. PARAMETERS REPORT SEQUENCE Records can be sorted by Vendor <N>ame, account N<U>mber or mailing <Z>ip code. If a Miscellaneous Field was selected for use and the prompt SORT BY was set to YES, it will take priority over this prompt setting. PRINT LABELS To generate a set of mailing labels in place of a report listing, Enter YES. LABEL FORMAT Choose a format file number that corresponds to the type of labels to be used. This prompt is bypassed when PRINT LABELS is set to NO. LABELS TO SKIP 1ST PAGE When using labels that are more than one column wide, operators may have a partial row left from a previous print job. Or in the case of labels for a laser printer, a partial sheet may be left. By indicating how many labels have been used, the print program knows where to start on the page. For continuous form labels 3 columns wide where a label in the first column has been used, key the number 1. On a sheet of laser labels that has the first five used, enter the number 5.

162 Purchasing Utilities Page 151 This prompt can be accessed by <LEFT ARROW> or answering NO to PRINT LABELS. ALIGNMENT COUNT When an operator wants to print a test alignment prior to the actual job they will: 1) Enter the number of alignment patterns to print. 2) The program will move to Screen Ok and Report Delivery Options. 3) After those have been answered the alignment will be sent to the printer and the screen will return to program prompting. 4) The prompt for Alignment will have a zero value. If another test pattern is desired change the value. Otherwise proceed to step 5. 5) Accept screen prompt settings and proceed to Delivery Options Window. SINGLE LINE Answer YES to generate a listing that has one print line per vendor. NOTE The next prompt is accessible only when SINGLE LINE is set to YES. DOUBLE SPACE REPORT Key YES to get 2 blank lines between each vendor listed on the report. NOTE The following prompts are by-passed when SINGLE LINE is set to YES. VENDOR REMARKS Operators can enter up to ten lines of free form text in the vendor REMARKS window. To include this information on the report answer YES. CONTACTS Multiple employee contacts may be defined for each vendor master. Operators can include them on the vendor listing. Answer YES to add contacts to the listing. CONTACTS REMARKS In addition to remarks for the Vendor, operators can key remarks for each contact also. In the contact remarks window up to 10 lines of free form text mat be entered. Answer YES to include this information. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue.

163 Purchasing Utilities Page 152 SAMPLE OF ONE LINE REPORT SAMPLE WITH CONTACTS AND REMARKS INCLUDED

164 Purchasing Utilities Page PREPAID CONTRACT REPORT INSTRUCTIONS The Prepaid Contract listing can be run as a single line report or with detail. It is also designed to use as a point-in-time report for use as an aide in balancing outstanding prepaid contracts with General Ledger control accounts. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters.

165 Purchasing Utilities Page 154 SELECTION For each of the following three prompts the operator will see a standard selection window. VENDOR The report may be generated for a specific vendor, group of vendors or select vendors. To ignore vendor as a selection criterion touch <ENTER> for all records matching other criteria. PRODUCT The report may be generated for a specific product, range of products or select products. To ignore product as a selection criterion touch <ENTER> for all records matching other criteria. GROUP The report may be generated for a specific group, range of groups or select groups. To ignore group as a selection criterion touch <ENTER> for all records matching other criteria. SINGLE CONTRACT To see detail for only a specific contract choose that contract from the pick list. CONTRACT DATE Enter a date range of CONTRACT DATES to include on the report. When running this report as a point in time, the operator will want to leave FROM defaulted to BEGINNING OF FILE and set TO as the last date to balance. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. CONTRACT TYPE Choose a single contract type to print or accept the program default of all types. CONTRACT STATUS The report may be printed only for OPEN contracts or CLOSED contracts. Operators may ignore status by selecting ALL. PARAMETERS RECAP BY Detail may be recapped at the end of the report by Inventory Product, General Ledger prepaid account(s), both Product and General Ledger. Operators may eliminate any recap by choosing NONE.

166 Purchasing Utilities Page 155 SORT BY Activity appearing on the report can be sorted by Vendor number, Inventory Product number, major Group number or General Ledger prepaid account. ZERO BALANCE CONTRACTS Answer YES to include contracts whose balance is zero. Otherwise, answer NO. Choose ONLY to generate a report with only those contracts having a zero balance. NOTE that the System automatically closes contracts when the balance goes to Zero. Unless contracts have been manually re-opened CONTRACT STATUS must be set to CLOSED or ALL to have a zero balance contract appear on a report. PRINT INVOICE DETAIL Answer YES to include contract detail for transfers or invoiced purchase order detail items. Detail information includes record type (TRFR, INVC) accounting date and invoice number. PRINT P/O DETAIL Any purchase order detail line items whose status is ORDERED or RECEIVED can be printed on the report by answering YES. Since these are MEMO entries against the contract they do not affect contract balances on the report. Detail information includes product description, order quantity, order extended dollars, order branch number and order number. ONE LINE CONTRACT Operators can print one line per contract by answering YES. Note to get one line per contract PRINT INVOICE DETAIL and PRINT P/O DETAIL both must be set to NO. OUTSTANDING AS OF TO DATE Answer YES to get a point in time report. Note that CONRTACT DATE TO determines the cut-off date for the report. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue.

167 Purchasing Utilities Page 156 SAMPLE OF DETAIL SECTION OF REPORT WITH ALL DETAIL SAMPLE OF RECAP SECTION WITH BOTH PRODUCT / GENERAL LEDGER SAMPLE OF ONE LINE DETAIL REPORT

168 Purchasing Utilities Page PURCHASING INQUIRY / MAINTENANCE INSTRUCTIONS After completing the entry of a record, situations will arise where an operator needs to inquire or maintain a record. This can be done through PU41. Choosing records to display can be as broad or as narrow as the operator desires. Records selected can be sorted by Date or by Record number. When choosing a single vendor to display activity the screen column for VENDOR changes to DUE DATE displaying that information. A report of records appearing on screen may be generated by using the function <P>. Operators can also use a drill down tool to view the origination of a record or its disposition. For example, having chosen an invoice, the operator can drill backward to see which order is associated with the invoice. The operator can also drill forward to find the check that paid the invoice. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. ALL VENDORS Accept the program default of NO to access the vendor prompt for a specific vendor. Otherwise answer Yes to include all vendors.

169 Purchasing Utilities Page 158 VENDOR Key a vendor number. TYPE Enter a specific Type of record (Order, Invoice, Check or Prepaid Contract). NUMBER If the number of the record to display is known, enter it and that will be the only record to display. STATUS This prompt is skipped when all is selected for TYPE or Check records are chosen. For a specific record type of Order, Invoice or Prepaid Contract the available responses change accordingly. ORDER TYPE INVOICE TYPE O - ORDERED, NOT RECEIVED O - OPEN N - NOT INVOICED, RECEIVED P - PAID I - INVOICED, NOT RECEIVED C - COMPLETED, INVOICED PREPAID CONTRACT R - RECURRING O - OPEN X - ORDERED, CANCELED C - CLOSED <SPACE BAR> FOR ALL <SPACE BAR> FOR ALL REFERENCE This choice is valid only for TYPE of Order. DATE RANGE Enter a calendar date range or enter for all records matching other selection criteria. To change a date range previously entered, type over the existing date with a new one or key ZERO to remove date range as a selection criterion. This resets date range to be BEGINNING OF FILE to END OF FILE. NOTE - What appears in each field will depend on how the Type, Number, Status, Reference, and Date Range are answered. In the example it includes all orders, invoices, checks, and prepaid contracts for vendor 27 that are in the system. If ALL vendors are selected then it will total for all vendors. ORDER TOTAL INVOICE TOTAL UNPAID TOTAL CHECK TOTAL PREPAID BALANCE Dollar amounts appearing in each field are a total of all matching records selected to display. Records that may display on subsequent screens are included in the totals. The order total will include open or not received, invoiced orders plus any orders that have been invoiced and or paid. If only Invoices are selected then amounts will display only in the invoice total and unpaid total fields The invoice total will include both paid and unpaid invoices.

170 Purchasing Utilities Page 159 The unpaid invoice total will only include outstanding or unpaid invoices. The check total will be total of all checks written to the vendor or vendors. The prepaid balance will be total prepaid amounts remaining on any contracts. EACH OF THE DIFFERENT TYPES IS COVERED INDIVIDUALLY ON THE FOLLOWING PAGES.

171 Purchasing Utilities Page PURCHASING INQUIRY / MAINTENANCE CHECK / VOUCHER INQUIRY INSTRUCTIONS The screen displays printed check information. Available options from this point are as follows. CHANGE There is no change allowed to check information.

172 Purchasing Utilities Page 161 BACKOUT To cancel a check / voucher use this function. The back out date must be equal to or greater than the check date. Canceling a check will build G/L transactions to the bank and accounts payable. It will also change the status of any invoices paid by the check to open. If a back out date is entered incorrectly, it may be maintained up to the time PU30 is updated. If a check is backed out on the same day as the issue date, it will reset the last affected date for each invoice based on all of the affects made to the invoice. If there were multiple checks written and backed out, then it looks at each check to see if it was written / backed out the same day. If so, it doesn't affect the last affect date on the invoice. This allows for maximum flexibility when it comes to the date checks and invoices are posted to the G/L. Other prompting and warning messages that an operator may see are dependent upon the status of the record in Bank Reconciliation. A. CHECK / VOUCHER STATUS IS OUTSTANDING / PENDING Choose the sequence number of the check record to be backed out. At the function line select B to back out. The program will prompt for a back out date which must be equal to or greater than the check date. If a cut-off date has been established in General Ledger that is greater than the check date, any date entered must be greater than the General Ledger cut-off date. General Ledger entries will be created to debit the bank and credit accounts payable. Any invoices paid by the check / voucher will be flagged as open and owing. When Purchasing is set to auto post to Bank Reconciliation the system will change the status of the record in Bank Reconciliation to VOID. Where AUTO post is not in use and a check is issued in one month and canceled on another, it is the operators responsibility to change the status. B. CHECK / VOUCHER STATUS CLEARED / TRANSMITTED Choose the sequence number of the record to be backed out. At the function line select B to back out. At this point the following warning message / prompt will display. To continue with the back out, answer YES. The following prompt window displays. If the same check is to be re-issued answer YES. A YES response will display the following message.

173 Purchasing Utilities Page 162 If the same check is not to re-issued answer NO. A NO response will display the following message. The program will prompt for a back out date which must be equal to or greater than the check date. If a cut-off date has been established in General Ledger that is greater than the check date, any date entered must be greater than the General Ledger cut-off date. General Ledger entries will be created to debit the bank and credit accounts payable. Any invoices paid by the check / voucher will be flagged as open and owing. CHECK / VOUCHER RE-ISSUE When a check / voucher with a status of cleared / transmitted in Bank Reconciliation is backed out and the operator chooses to re-issue that record, the system places information for that record in a re-issue file. To re-issue a check / voucher choose the outstanding invoice paid by the original payment record. At the function choose P to print a check. NOTE If the record backed out paid more than one invoice the operator needs to select those invoices in PU25. Check Writing (PU26) is then used to re-issue the record.

174 Purchasing Utilities Page 163 During the check / voucher print the operator will choose RE-ISSUE. The system checks the reissue file for the current vendor for any records. STARTING NUMBER will default to the original document number found. If there is more than one record a window will display those for the operator to choose the correct one. If the system believes the new check / voucher amount is going to be different than the original one a warning message displays. The operator must correct this before they are allows to proceed. DATE for the new record must fall within the date range displayed across the bottom of the screen.

175 Purchasing Utilities Page 164 After successfully printing the new document, the operator will notice a message temporary display on screen that the program is updating Bank Reconciliation. However, during a re-issue the file is checked but no posting takes place. FROM Will drill backward to the invoices paid by this check. END G/L Cancel this search and return to the previous screen. Will display all General Ledger postings created by this record with accounting date. In the example below, the screen displays the original entries and those created when the check was backed out. Operators can rotate between General Ledger account description and account number by touching the <END> key.

176 Purchasing Utilities Page 165 REPRINT Allows the operator to reprint a specific check. The System will load PU26 when this function is selected.

177 Purchasing Utilities Page PURCHASING INQUIRY / MAINTENANCE INVOICE INQUIRY INSTRUCTIONS This screen displays the invoice header information. Available options for this record type are as follows. Operators will use this screen to change invoice due dates, discount amounts and hold back amounts. As long as all or a portion of an invoice has not been paid, the operator can also maintain the BANK number. CHANGE From this screen for a paid invoice only the 1099 Code can be maintained. For open invoices Invoice Date, Due Date, Discount Date, Discount Amount, 1099 code, Hold Back Amount and Bank Number may also be maintained. To maintain a G/L number, use PU21 to maintain on the original order. BACKOUT FROM TO END Will change the invoice status to backed out. For any detail line on an order tied to this invoice created using General Ledger entries, those lines will be CANCELLED. For any detail lines that were created using Inventory item numbers, they will be changed to a status of RECEIVED. If a back out date is entered incorrectly, it may be maintained up to the time PU30 is updated. Drills back to the order associated with this invoice. Drills forward to the check record paying this invoice.

178 Purchasing Utilities Page 167 G/L Cancel this search and return to the previous screen. Will display all General Ledger postings created by this record with accounting date. Operators can rotate between General Ledger account description and account number by touching the <END> key. PRINT CHECK This Function allows the operator to print a check for the invoice displayed. The System will load PU26 when this function is selected. If the vendor has a defined bank relationship for ACH the check print screen will default to voucher.

179 Purchasing Utilities Page PURCHASING INQUIRY / MAINTENANCE ORDER INQUIRY INSTRUCTIONS The first screen of an order inquiry displays the header information. From this point the operator can drill backward to the order detail or forward to any invoice associated with the order. FROM Drill backward to order detail. FROM selection takes the operator to the Order Header screen. Use <END> to display the order detail screen. Touching <END> a second time will display the Receiving / Invoicing Window.

180 Purchasing Utilities Page 169 To exit use <PAGE UP> to return to the order header screen. Then use <DOWN ARROW> and <E> to cancel the search and return to the starting point. Depending upon the Order STATUS, the program will allow line maintenance from this screen. TO END Drills forward to any invoice associated with this order. Cancel this search and return to the previous screen.

181 Purchasing Utilities Page PURCHASING INQUIRY / MAINTENANCE PREPAID CONTRACT INQUIRY To view more detail for a specific contract, choose the sequence number of that contract. The following screen displays the contract master information. This is the same screen displayed in PU12. At any point that the operator cancels a drill down process they are returned to this screen.

182 Purchasing Utilities Page 171 Having displayed a specific contract master, the operator can start a drill down process to view detail records attached to the contract. To initiate this process touch D for detail. The System will display any detail records attached to the contract. Operators could see three record types: TRFR, INVC and ORDR. To continue the drill down, enter the sequence number of an individual detail record. Depending upon the status of the record the System will display accordingly. Choosing sequence 3 (INVC) in the example above, which has been invoiced, the System goes to the invoice display. From there the operator can select FROM to see the purchase order associated with the invoice. Or they may choose TO for viewing the check that paid the invoice. Remember, if prepaid dollars cover the total invoice amount it will display with zero dollars.

183 Purchasing Utilities Page 172 Operators should remember that an invoice was created to apply prepaid dollars to the contract. It will display along with other invoices made as application towards the contract. Deposits to the contract will display as positive dollar amounts whereas applications will display as negative dollar amounts. An exception to this rule is any invoice that has been backed out. They are easily identified with B/O as part of the DETAIL DESCRIPTION. Choosing sequence 4 (ORDR), which has a status of ordered, the System goes to the header screen of the related purchase order. There the operator can select FROM to see the detail line items on the purchase order. Any maintenance functions that are available for other records types are also available for detail line items attached to prepaid contracts.

184 Purchasing Utilities Page 173 Choosing sequence line 2 (TRFR), which is a transfer to another contract, the System will display the contract master that received the transferred dollars. If a transfer adds dollars to the current contract, then the drill down will display the contract master where dollars were removed.

185 Purchasing Utilities Page PURCHASING INQUIRY / MAINTENANCE PRINT FUNCTION A print function has been added to the screen display. It allows the operator to print to any device records matching screen prompts. Sort order used on the screen is the same order of print. Recaps on screen print at the end of the report. The function is available after the system has displayed records matching prompt settings. NOTE: The amount column prints the original invoice amount the same as the screen display. A SAMPLE OF THE REPORT APPEARS ON THE NEXT PAGE.

186 Purchasing Utilities Page 175 REPORT: PU410U PURCHASING INQUIRY / MAINTENANCE LISTING PAGE: 1 TIME.: 11:45 11/10/2009 AGTRAX VENDOR: 27 FARMLAND INDUSTRIES TYPE ---DATE NUMBER DUE DATE AMOUNT STATUS Order 01/20/2005 BRCH: $ Invoice 09/14/ /27/2005 $ Paid Invoice 09/14/ /27/2005 $ Paid Invoice 09/14/ /27/2005 $ Paid Invoice 09/14/ /27/2005 $ Paid Invoice 09/14/ /27/2005 $ Backout Invoice 09/14/ /27/2005 $ Backout Invoice 09/14/ /27/2005 $ Paid Order 09/27/2005 BRCH: 2 1 $ Complete Order 09/27/2005 BRCH: 2 3 $ Complete Order 09/29/2005 BRCH: 2 2 $ Complete Order 09/30/2005 BRCH: 2 4 $ Complete Order 09/30/2005 BRCH: 2 5 $ Complete Order 09/30/2005 BRCH: 2 6 $ Complete Order 09/30/2005 BRCH: 2 7 $ Complete Order 09/30/2005 BRCH: 2 8 $ Complete Order 09/30/2005 BRCH: 2 9 $ Complete Order 09/30/2005 BRCH: 2 10 $ Complete Order 01/15/2006 BRCH: $.00 Complete Order 06/25/2006 BRCH: $.00 Complete Check 07/01/ $ Paid Order 07/01/2006 BRCH: $ Complete Invoice 07/01/ /01/2006 $ Paid Prepaid 07/01/2006 PP NH3 $ Order 07/25/2006 BRCH: $.00 Complete Invoice 07/25/ /09/2006 $.00 Paid Order 07/30/2006 BRCH: $50.00 Complete Invoice 07/30/ /14/2006 $50.00 Paid Order 08/29/2006 BRCH: 1 59 $ Complete Invoice 08/29/ /13/2006 $ Paid Invoice 08/29/ /13/2006 $ Paid Prepaid 08/29/ $ Order 08/30/2006 BRCH: 1 60 $ Complete Order 11/01/2007 BRCH: $ Invoice 11/17/ /02/2007 $ Paid Order 01/12/2008 BRCH: $ Order 01/13/2008 BRCH: $ Invoice 01/15/ /15/2008 $.00 Paid Invoice 01/16/ /31/2008 $ Paid Invoice 01/16/ /31/2008 $.00 Paid Order 01/16/2008 BRCH: $.00 Complete Order 02/01/2008 BRCH: $ Complete Invoice 02/01/ /01/2008 $ Paid Order 02/01/2008 BRCH: $ Complete Invoice 02/01/ /16/2008 $.00 Paid Invoice 02/01/ /01/2008 $ Paid Prepaid 02/01/2008 PP-2 $ Prepaid 02/01/2008 PP-ITEM 1 $.00 Closed Invoice 02/02/ /17/2008 $.00 Paid Check 11/05/ $ Paid Check 11/26/ $ Paid Check 07/01/ $ Paid ORDER TOTAL: $422, INVOICE TOTAL: $411, UNPAID TOTAL: $.00 CHECK TOTAL: $411, PREPAID BALANCE: $304,525.00

187 Purchasing Utilities Page REPRINT CHECKS INSTRUCTIONS This menu option allows the operator to reprint checks by a range of check numbers and / or date ranges. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with cash requirements report.. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu. XXXX = MENU-HOP Refer to Appendix I, STANDARD CONVENTIONS Menu Hopping COMPANY NUMBER Key the number of the company used for the original check print. BANK NUMBER Enter the bank number of the company selected. As invoices are entered in PU21 they are associated with a Company number and Bank number. Those associations are used to print checks as payment for the invoices. In order to do a reprint the same associations must be used. CHECK NUMBER.FROM

188 Purchasing Utilities Page 177 THRU Enter the starting and ending check number to be reprinted. CHECK DATE FROM THRU Key a date range associated with the checks to be printed. Date may be defaulted as long as there are not duplicate series of check numbers in the System. SCREEN OK Answer YES to continue with the check run. The System will load PU26 when the prompt SCREEN OK has been set to YES.

189 Purchasing Utilities Page G/L AUDIT TRAIL & UPDATE INSTRUCTIONS If the G/L interface is active, this program will post G/L transactions created in Accounts Receivable to the General Ledger system. Refer to program "UT-2. A/R OPTIONS" for the method used to activate the General Ledger interface. Each transaction record contains the following: G/L ACCOUNT NUMBER TRANSACTION DATE and TRANSACTION DESCRIPTION REFERENCE (INVOICE/CREDIT MEMO NUMBER) JOURNAL SOURCE AMOUNT Updates should not be requested until the operator is sure that the Journal Source is in balance. Printing the report first, without updates, will verify that the G/L transactions are in balance. This program can be re-run with updates to post G/L transactions to the General Ledger. If the G/L interface is active (but an AGTRAX G/L is not used), a detailed report will still be printed, but no G/L transactions will be generated. The G/L account numbers do not have to be valid, since the totals will not be posted to the General Ledger. If an update is requested, a G/L Audit Trail will be printed and the transaction records will be cleared from the system. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window.

190 Purchasing Utilities Page 179 FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. CREATE G/L TRANSACTIONS Answer YES to associate any General Ledger transactions created during the update in NO30 with a G/L batch number. Leaving this prompt set to NO will still allow the operator to print a report without sending any transactions to General Ledger. BATCH A default General Ledger batch was defined in ARUT02. Operators may accept the program default or key an alternate batch number. General Ledger batch numbers were predefined in GLUT05. PASSWORD Where a batch has been password protected, the operator must successfully enter that password before the program will proceed. DATE RANGE Key the beginning and ending accounting date of the records to update, or touch <ENTER> to get all records on file. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. SUMMARIZE BY DAY Operators have three different ways of printing the General Ledger batch report. Their three options are: Y =YES All information will be totaled by General Ledger account number by day. Only the total will print. N =NO Information for individual records are included in addition to recap by General Ledger. Users will see a warning message that the report length is longer and will require more paper. M =MASTERS Each G/L account master is read. If the master is set to summarize by

191 Purchasing Utilities Page 180 day, the report will print only a total for that account. If the G/L account master is set to NO for summarize by day, detail is included on the report. SUB-TOTAL BY DAY Presuming there are multiple days of activity in the General Ledger batch file to build, operators can get a recap by day if so desired. Answer NO to print only a GRAND TOTAL by G/L account. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive or a CSV file. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue. REPORT SAMPLE WITH SUMMARIZE BY DAY EQUAL YES

192 Purchasing Utilities Page 181 REPORT SAMPLE WITH SUMMARIZE BY DAY EQUAL NO REPORT SAMPLE WITH SUMMARIZE BY DAY EQUAL MASTERS In the above example, General Ledger account is set to YES for SUMMARIZE BY DAY.

193 Purchasing Utilities Page BANK RECONCILIATION MENU INSTRUCTIONS This menu is used to select the desired BANK RECONCILIATION program. For a discussion of setup and use of the Bank Reconciliation programs see Appendix II. CHOICE Enter a program number as displayed on the screen. Once an operator leaves a given BANK RECONCILIATION program, the System will return to this menu. Enter E to return to a higher AgTrax menu.

194 Purchasing Utilities Page BANK MAINTENANCE INSTRUCTIONS Use this menu option to ADD or MAINTAIN a bank number to be used in Bank Reconciliation. As banks are added through the PURCHASING Module (PUUT.7 Bank Maintenance) they are also defined here. Not all fields on this screen are contained in PUUT.7. Fields located on this screen that are not contained in PUUT.7 are miscellaneous information used for specific purposes and are not required by programs in Bank Reconciliation to use this module as a tool to reconcile to a bank statement. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. **NOTE Banks as defined in the Purchasing Module are tied to specific Company numbers. In Bank Reconciliation they are not. Therefore if the Purchasing Module has been defined to track information for multiple companies, each must have a different bank number or all activity will update to the same bank. For example, if company 1 has a bank number 1 and company 2 also has a bank number 1, activity from both companies will update to bank number 1 in Bank reconciliation. TRANSACTIONAL PROGRAMS SECURITY Programs that allow an operator to directly add or maintain records in a file are referred to as Transactional Programs. They are quickly identified by their functions of Inquire, Add, Change and Delete. Each function is controlled by a separate flag in Security By Function. So an operator may be allowed to Inquire or Change existing records but not allowed to Add new records or Delete existing records. The Purchasing Module also recognizes two additional flag settings for Receive and Invoice. TRANSACTIONAL PROGRAMS USE Transactional programs default to INQUIRE mode when a program is selected. Operators have the choice of choosing an alternate function immediately (Add, Change or Delete) or keying required data to display a particular record, then switching to the desired function (Change or Delete).

195 Purchasing Utilities Page 184 A help window may be accessed by operators to view the functions available in a particular program. BANK NUMBER Enter a number to use for a new bank record or that is associated with an existing record. Numbers in the range of 1 99 may be used as valid bank numbers. BANK PASSWORD Where a Bank Master is defined to require a Password the operator must successfully enter the password before any information will display or may be maintained. BANK NAME Key the name of this bank. Up to 30 characters may be entered. ACCOUNT NUMBER Choose the Account that belongs to the current bank. Routing numbers are predefined in option 13. Account numbers are added in option 14. In option 14 the operator also links a routing number to the bank account which in turn is linked to a bank master. NOTE when pre-note verification is in use the account will display as INVALID ACCOUNT until the pre-note time period has lapsed. ADDRESS LINE 1 ADDRESS LINE 2 CITY STATE ZIP Key a mailing address for this financial institution. These fields are informational only. CONTACT PHONE EXT FAX Enter your organizations contact at this financial institution. This field is informational only. Enter the telephone number with extension for the organizations contact. Key their fax number. These are informational fields only. IMPORT CLEARED CHECKS Answer YES to have the ability for importing cleared check records for this bank master. Otherwise leave this prompt set to NO. **NOTE The following prompts are by-passed when IMPORT CLEARED CHECKS is set to NO. IMPORT FROM DISKETTE If the data file received from the banking agency is on a diskette and this media is going to be used to upload the file to the main computer, answer YES.

196 Purchasing Utilities Page 185 PATH This prompt is by-passed when IMPORT FROM DISKETTE is set to YES. Otherwise, key in the directory patch where the System is to find the check data file. In the example above, the import program is to look in the work directory ($WRK:) of the employee taking menu option BR22. So before going into that program the file must be in place. When adding a new bank master, PATH will default to the same path directory as the smallest numbered bank already on file. There are several methods that can be used to move the import file from a local hard drive to the specified directory on the main computer. If you have questions or would like help with this process call Customer Support. FILE NAME & EXTENSION Enter the name and extension assigned to the import file. If the file was named using capital letters, enter the name in caps here also. This must be completed for both diskette and hard drive options. If importing multiple check files for different banks then each must have a different name and separate masters setup for each bank. When setting up a new bank master FILE NAME will default to the name of the smallest numbered bank already on file. DELIMITED OR FIXED Select either D or F. These are the only two options that will be accepted by the System for the type of file it will be reading for the cleared check records. DELIMITED means there is a separator such as a comma (,) between each field within each record in the file. Individual fields may vary in length. FIXED length means that each field within each record is the same length all the time. DELIMITER When the previous prompt is D for delimited, key the delimiter or separator used in the file. The most common will probably be a comma. When the prior prompt is F for fixed this prompt is bypassed. OFFSETS An additional pop-up window displays for the operator to define where in the file pieces of information are located. Windows displayed are slightly different for Delimited files versus Fixed. DELIMITED FILE ELEMENTS IMPORT FILE OFFSETS ELEMENT # DOCUMENT NUMBER..: 1 DOLLAR AMOUNT...: 2 DOCUMENT DATE...: 3 FORMAT...: YYYYMMDD SCREEN OK?..(Y/N): N As mentioned previously certain fields (e.g. DOLLAR AMOUNT) within a delimited file may not always be the same size, but they are always separated by the same character and located in the same relative position (ELEMENT). For each prompt enter the ELEMENT number where the piece of

197 Purchasing Utilities Page 186 information is located within a record. As an example, if DOLLAR AMOUNT is the second piece of data within a record enter 2 as the element number. FIXED LENGTH FILE OFFSETS IMPORT FILE OFFSETS START END DOCUMENT NUMBER..: 10 DOLLAR AMOUNT...: DOCUMENT DATE...: FORMAT...: YYYYMMDD SCREEN OK?..(Y/N): N With this type of file it is necessary to tell the system where to start reading and where to stop for each bit of information within an individual record. For example the DOLLAR AMOUNT starts at digit 11 and ends at digit 20, making the check dollar amount 10 digits long. At the prompting for date in both types of files there will be a help window. Select a date format from the help window that matches the date format in the check data file. DATE FORMAT 01 YYYY/MM/DD 02 YY/MM/DD 03 YYYYMMDD 04 YYMMDD 05 MM/DD/YYYY 06 MM/DD/YY 07 MMDDYYYY 08 MMDDYY 09 DD/MM/YYYY 10 DD/MM/YY 11 DDMMYYYY 12 DDMMYY SEQUENCE: RECONCILED AS OF When adding a new bank, enter the balance forward calendar date. For existing banks this field is maintained by the System whenever BR33 (RECONCILIATION REPORT) is run and requested to UPDATE THE BANK. However, operators still have the option of maintaining it manually. RECONCILIATION BALANCE The dollar amount appearing to the right is the bank amount as of the last time the bank was reconciled. This amount is maintained by the System and updated through BR33. CURRENT BOOK BALANCE This field is maintained by the System as new activity is posted to the Recon Detail file.

198 Purchasing Utilities Page 187 ACCOUNTS PAYABLE COMMODITY ACCOUNTING PATRONAGE AND EQUITY PAYROLL These fields are maintained by the System. Each time BR42 (RE-POST SYSTEM TRANSACTIONS) is run, the System will update the last check number used by each accounting module posted. However, operators still have the option of maintaining them manually. If, for some reason, an operator is posting records that had previously been updated to Bank Recon, the field on this screen will retain the number of the later dated check. G/L ACCOUNT NUMBER NAME Key the 15 digit General Ledger account number that is used to track activity for this bank. This is a required field and a new bank cannot be added unless this field contains a valid General Ledger number. The General Ledger Module name for the account entered in the previous prompt is displayed for site verification. EXPORT FORMAT A format file is used for the System to know where to place each piece of information in the export file. If information is being exported to a single bank then only one format file is needed even the user has several accounts numbers for the same bank. On the other hand, if the user is exporting to several different banks and each requires a different type of file, a separate format file is required for each different type of file. PASSWORD Each individual bank account may have its own password. Passwords may be up to 8 characters. Any combination of letters and numbers may be used. Lower case letters are ignored. The password will not display or print on any report. To change a password simply type the new password while in CHANGE mode. To remove a password touch the <SPACE BAR> one time while in CHANGE mode. ACH SETUP At this prompt a window will display on screen with several prompts relating to ACH file exports.

199 Purchasing Utilities Page 188 BANK ACH ID This is a single digit number used in the ACH file header as an Identification Code Indicator. The Identification Code is pulled from the Company Name located in System Maintenance. There are 3 possible values. 1 = IRS Employer number (EIN) 3 = Data universal Numbering System (DUNS) 9 = User Assigned Number The default value is 1. BALANCED ACH If an export file is to contain a debit entry to offset credit records in the file answer YES. Otherwise answer NO. The system will default to NO. Situations may arise where the System Maintenance Company Name and Bank Master are not the information needed in the header of an ACH file. The Alternate Field settings allow the user to replace Company Name and Bank Master with the desired information. Note that these fields should be left blank unless alternate information is needed in the ACH file. The next two prompts replace the Bank Master routing number and name. ALTERNATE IMMEDIATE DESTINATION - Routing number of the alternate financial institution NAME - Enter the name of the financial institution The next two prompts replace the Company routing number and name. BANK ASSIGNED FILE ID ID assigned by Wells Fargo NAME Enter a name as assigned by Wells Fargo ALTERNATE IMMEDIATE ORIGIN - Routing number of the alternate organization NAME - Enter the name of the alternate organization

200 Purchasing Utilities Page 189 SEPARATE CCD/PPD When a financial institution requires that CCD and PPD transactions be submitted in separate files, set this prompt to YES. Otherwise accept the program default of NO. BANK ASSIGNED COMPANY ID Enter the company ID assigned by Wells Fargo.

201 Purchasing Utilities Page ACH ROUTING MAINTENANCE INSTRUCTIONS Bank routing numbers are required for financial institutions that an organization is using and for each customer, vendor or freight hauler they will be sending payments via ACH. This menu option is used to ADD and later maintain those records. Once a routing number has been placed into use it may not be deleted. FUNCTION (A/C/D/I/E) Choose one of the following options. A =ADD Add a new routing number to the file. C =CHANGE Modify an existing routing number record. D =DELETE Remove an existing routing number record from file. A bank routing record may not be removed once it has been used. I =INQUIRY View existing routing master records with no change capability. E =EXIT Cancel this program and return to the previous menu. ACH ROUTNG NUMBER Enter the 9 digit routing number of the financial institution. Routing Numbers are in check digit format and are verified as such.

202 Purchasing Utilities Page 191 DESCRIPTION Key the name of the financial institution. This information is used for lookups and reports. NOTE: The following fields are informational but may save time later if it is necessary to contact the organization in writing or by phone. It may also be used to update a Bank Master when assigning an account number to a new bank. STREET / PO BOX CITY STATE Key the mailing address. It is for informational purposes only. Enter the city where the current institution is located. Key the 2 character state mailing code for this institution. ZIP (+4) Key the mailing zip code. PHONE NUMBER Enter the telephone number including area code as a continuous string of numbers.

203 Purchasing Utilities Page ACH ACCOUNT MAINTENANCE INSTRUCTIONS Use this menu option to create a link between an accounting application, a customer/employee/vendor bank account number and a pre-note bank. The bank account numbers entered in this screen are visible in their entirety. If there are employees who use the Bank Reconciliation menu and should not have access to this information, the organization will want to set security on this menu option. The program has a default security level of 6 in the Guard file. It is not active until the prompt ACTIVATE SECURITY in BRUT02 is set to YES. While adding a relationship for a bank if the routing number and bank name do not exist, they may be added here without having to return to menu option 13. Once a relationship has been added it may not be deleted. There is no way in the system to know if it has been used. By changing the ACTIVE flag to NO the account will cease to display or be available for use. The only place that an operator will see the account is in this menu option or the ACH Account Listing when including inactive accounts. MODULE Choose the application where the bank routing and bank account number will be used. <AR> CUSTOMER Use for activity in Commodity Accounting and Notes Payable. <BA> BANK Use only for those banks as defined in BR11. <FR> - FREIGHT HAULER Use only for Commodity Accounting freight haulers. <PR> EMPLOYEE Use only for direct deposit activity from the payroll module. <PU> VENDOR Use only for activity in the Purchasing module. <E> END Cancel this program and return to the menu.

204 Purchasing Utilities Page 193 CUSTOMER Depending upon the MODULE selected the wording of this prompt will change to reflect the desired number. A lookup is available by name. For Payroll the specified lookup type (first or last name) as defined in the Payroll Options screen is used. At this point the ACH ACCOUNTS window will display. Any existing accounts for the current Module and Customer will display. Information contained in the window includes: Bank Routing Number Bank Name Account Number Account Type Checking or Savings Default Bank Account Noted by Y or N. Default Account should always display on sequence 1 Active Status Noted by A or I. Available functions include: Sequence Number. Forward Arrow, Backward Arrow, Page Up/Page Down, Insert and ENTER. Each is covered separately. <ENTER> Touch the ENTER key to return to the prompt for MODULE. SEQUENCE NUMBER To view or maintain a specific bank line, enter the sequence number of that bank. A maintenance window will display. In the following example sequence number 2 has been selected.

205 Purchasing Utilities Page 194 NOTE Once a Pre-Note or actual transaction has been audited and exported the Routing Number and Account Number cannot be maintained. If there is a problem with either of those numbers, change the ACTIVE to NO. ROUTING NUMBER To change a Routing Number key the alternate number or choose from an available pick list. If the alternate Routing Number does not exist, it may be added at this point by entering that number. The system will display a message asking if the operator wants to add the new number. A positive response will display the setup screen from BR13. Complete the setup screen for the new Routing Number and return to Account number maintenance.

206 Purchasing Utilities Page 195 ACCOUNT NUMBER Key a corrected account number if needed. Account numbers may be up to 20 characters long. ACCOUNT TYPE Several Account types are available. They are: 22 Consumer Checking Account 27 Business Checking Account 32 Consumer Saving Account 37 Business Saving Account 52 Consumer Loan Account 57 Business Loan Account ACTIVE Change to NO if the current account is to no longer be used. AVAILABLE TO Select the AgTrax account numbers that are to be associated with the current bank account number.

207 Purchasing Utilities Page 196 In this example Accounts Receivable number 2600 is linked to bank account in addition to other bank accounts. For MODULE <AR> checking account ending in 5721 is the default. Number 2600 is also used as a freight hauler master number for John R Farmer. An association between MODULE <FR> and checking account ending in 0978 is being added in this session of the program. MODULE Enter the Module where activity will occur for this association. AVAILABLE TO Choose the master account number of the entity for the association. A lookup is available based upon the Module selected. DEFAULT ACCT A single association for a module / customer / bank will make it the default bank. If more than one association exists a default may be designated by keying T. NOTE An association with a bank account for a different Module may be added as in this example. However, to remove that association the operator must have selected that Module for which the association was created. Once an association has been used by that Module it may not be removed. NOTE Prenote prompts are bypassed when the module selected is BANK. PRENOTE DATE Where PRENOTES are in use this field will display PENDING until a test record has been sent in an ACH export file. At that time it will display the date of the test record. See BRUT02 for information on PRENOTES. PRENOTE BANK Enter the bank master number as defined in BR11 where the ACH file containing a PRENOTE for this account will be sent for processing. Once a PRENOTE record has been created this field may not be maintained. If PRENOTES are not in use this field is by-passed. <FRWD>

208 Purchasing Utilities Page 197 Use the <FORWARD ARROW> key to rotate the column labeled ACCT/NAME to ACCT/ADDRESS, ACCT/CITY, STATE ZIP and ACCT/PHONE NUMBER. <BACK> Use the <BACKWARD ARROW> key to rotate the column labeled ACCT/NAME to ACCT/ADDRESS, ACCT/CITY, STATE ZIP and ACCT/PHONE NUMBER. <PAGE> Where there are more than a screen full of accounts <PAGE DOWN> and <PAGE UP> mat be used to move from screen to screen. <INS>-TO ADD Use the <INSERT> key to add a new bank account for the current AgTrax account master. ROUTING NUMBER Enter a Routing Number or choose from an available pick list. If the Routing Number does not exist, it may be added at this point by entering that number. The system will display a message asking if the operator wants to add the new number. A positive response will display the setup screen from BR13.

209 Purchasing Utilities Page 198 Complete the setup screen for the new Routing Number and return to Account number maintenance. ACCOUNT NUMBER Key a bank account number. Account numbers may be up to 20 characters long. ACCOUNT TYPE Several Account types are available. They are: 22 Consumer Checking Account 27 Business Checking Account 32 Consumer Saving Account 37 Business Saving Account 52 Consumer Loan Account 57 Business Loan Account

210 Purchasing Utilities Page 199 ACTIVE Enter YES. The prompt may be changed to NO if the current account is to no longer be used. AVAILABLE TO Select the AgTrax account numbers that are to be associated with the current bank account number. In this example Purchasing Vendor number 403 is linked to checking bank account ending in If there are other vendor masters to be associated with this account they may be entered at this time. Or if the same entity does other business with the organization and is to use this account for ACH purposes, enter those modules and AgTrax master numbers. MODULE Enter the Module where activity will occur for this association. AVAILABLE TO Choose the master account number of the entity for the association. A lookup is available based upon the Module selected. DEFAULT ACCT A single association for a module / customer / bank will make it the default bank. If more than one association exists a default may be designated by keying T. NOTE An association with a bank account for a different Module may be added. However, to remove that association the operator must have selected that Module for which the association was created. Once an association has been used by that Module it may not be removed. PRENOTE DATE Where PRENOTES are in use this field will display PENDING until a test record has been sent in an ACH export file. At that time it will display the date of the test record. See BRUT02 for information on PRENOTES. PRENOTE BANK Enter the bank master number as defined in BR11 where the ACH file containing a PRENOTE for this account will be sent for processing. Once a PRENOTE record has been created this field may not be maintained. If PRENOTES are not in use this field is by-passed.

211 Purchasing Utilities Page ENTRY / MAINTENANCE INSTRUCTIONS This program allows the operator to add or maintain records on an individual basis. If a password has been established for the selected bank, it must be successfully entered before the cursor will move to any other screen prompts. Three tries are allowed for entry of the password. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. TRANSACTIONAL PROGRAMS SECURITY Programs that allow an operator to directly add or maintain records in a file are referred to as Transactional Programs. They are quickly identified by their functions of Inquire, Add, Change and Delete. Each function is controlled by a separate flag in Security By Function. So an operator may be allowed to Inquire or Change existing records but not allowed to Add new records or Delete existing records. The Purchasing Module also recognizes two additional flag settings for Receive and Invoice. TRANSACTIONAL PROGRAMS USE Transactional programs default to INQUIRE mode when a program is selected. Operators have the choice of choosing an alternate function immediately (Add, Change or Delete) or keying required data to display a particular record, then switching to the desired function (Change or Delete). A help window may be accessed by operators to view the functions available in a particular program

212 Purchasing Utilities Page 201 BANK NUMBER All records contained in the Bank Recon detail file are associated with a bank number. Enter the number of the bank to add a record or, in the case of existing records, the bank number that they are associated with. PASSWORD If a password has been defined for the current bank, it must be successfully entered before the operator is allowed to proceed. NOTE: In ADD mode the cursor moves to the following prompt. For CHANGE or DELETE modes the cursor moves to Transaction Number. TRANSACTION NUMBER Enter a number for this record. In the case of a check, this would be the check number. Up to eight digits may be used for a transaction number. For CHANGE and DELETE modes a lookup window is available if the transaction number is not known. Otherwise the operator may enter the number. If there are multiple records in the Bank Reconciliation file with that number, a window will display all matches and the operator may choose the desired record from that list. In the following example Transaction Number 19 has been entered. The system displays matching records for the operator to choose the desired record. TRANS DATE Enter the calendar date that this transaction record occurred.

213 Purchasing Utilities Page 202 SYSTEM CODE In addition to a bank number each record in the Bank Recon detail file is also associated with a SYSTEM CODE to identify which accounting module originated the record. Valid system codes are: 1 BANK RECON 2 ACCOUNTS PAYABLE 3 COMMODITY ACCOUNTING 4 PATRONAGE & EQUITY 5 PAYROLL 6 ORDER ENTRY (DEPOSIT) 7 HEDGING 8 PURCHASING ACCOUNTS PAYABLE 9 NOTES 10 GENERAL LEDGER TRANS TYPE Records are also identified by their transaction type. They are segregated into the following types: 1 CHECK 2 DEPOSIT 3 WITHDRAWAL 4 ADJUSTMENT BRANCH In accounting modules Commodity Accounting, Order Entry and Hedging records are created by Branch number and are updated to Bank Recon accordingly. This prompt is by-passed unless one of those is selected as a SYSTEM CODE. PAYEE NUMBER Enter the PAYEE master record number for the System Code chosen. Name and Address information of that master record will be used. A lookup is available if the number is not known. If the System Code selected is Bank Reconciliation Payee Number may be left blank. AMOUNT Key the dollar amount of this record. The System will handle any number up to 999,999, STATUS As new records are processed through the banking channels or voided their STATUS changes. To track this movement Bank Recon has four STATUS CODES: 1 OUTSTANDING Record has been created. 2 CLEARED Record has been through banking channels and paid. 3 CANCELED An issued record was backed out prior to going through bank channels. 4 VOIDED/WASTED Form used for alignment at start of check run. CLEARED DATE Whenever the STATUS chosen is OUTSTANDING this prompt is by-passed. Otherwise key the calendar date the status of the record changed from OUTSTANDING to CLEARED, or VOIDED. A CANCELLED status fills the Cleared Date with the Transaction Date and is by-passed.

214 Purchasing Utilities Page 203 DESCRIPTION Up to 25 characters may be entered to describe the current record. This information will appear on any transaction report. Any ACH record will have text of ACH TRANSACTION. PAYEE NAME Enter a Payee Name for the current record. If a System Code record master was used for PAYEE NUMBER, the information associated with that number will display in this field as a default. ACCOUNT An ACH transaction will display whether the record is associated with a checking or saving account and the last four digits of that account. All other records will be blank.

215 Purchasing Utilities Page SELECT TRANSACTIONS TO CLEAR (SCREEN ONE) INSTRUCTIONS Changing the status of records may be done individually in BR21 or multiple records may be selected through BR22. Changing multiple records status through BR22 is a two-step process. Records are chosen in this program; then the status change is finalized in BR23. On Screen One of BR22, the operator chooses a Bank, Branch range (if applicable) and Reconciliation Date. A bank statement balance may be entered also for quick balancing. Programs are structured so that only one operator may access a bank master at any given time. If a second operator tries to access the same bank number they will receive a message that the file is in use and not be able to continue. Where multiple bank masters are defined, this program defaults to the smallest bank number on file. If that happens to be the bank master in use; a second operator will receive the mentioned warning. However the second operator may touch <ENTER>, key another bank master number and continue. Screen Two of BR22 displays any outstanding records matching the Bank, Branch and Reconciliation Date. Records with a Transaction Date later than the Reconciliation Date will not display. Operators may also import cleared check records from an outside banking agency. Each bank that is to have records imported has additional setup features defined on the Bank Master in BR11. This program is then used to import those records that have cleared the bank and flag the corresponding record in Bank Reconciliation as ones to change the status from outstanding to cleared. For a more detailed discussion on setup and use of this feature see Appendix III. If a password has been established for the selected bank, it must be successfully entered before the program will proceed to screen 2. Three tries are allowed for entry of the password.

216 Purchasing Utilities Page 205 Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. SCREEN OK?.(Y/N/E/R) Choose from one of the available functions. Y =YES Screen One is Ok, proceed to screen two. N =NO Change screen one prompts before proceeding. E =END Cancel this program and return to the previous menu. BANK NUMBER Enter the desired Bank Number. PASSWORD If a password has been defined for the current bank, it must be successfully entered before the operator is allowed to proceed. BRANCH Operators should keep in mind that only records originating in Commodity Accounting, Order Entry or Hedging are kept by branch number. All other source records carry a branch number of zero. So, for example, to get Purchasing Checks to display accept the program default of ALL. RECONCILIATION DATE Reconciliation Date is the equivalent of a cutoff date. If it is the end of the month when checks are cleared enter that calendar date. Any records in Bank Recon with a transaction date later than this date will not display on screen two. It also affects the next prompt for Extract Transactions. When a new date is keyed Extract Transactions will default to YES. Otherwise it defaults to NO. EXTRACT TRANSACTIONS Answered YES the program reads the bank detail file to make sure all outstanding records for the specified bank and Reconciliation Date are in the work file. If the Reconciliation Date was changed in the current session of the program or additional records have been added to the bank detail file since starting the clear process, the operator probably wants to answer YES. In situations where the clear process has been started and all necessary records are already in the work file answer NO. CLEAR TRANSACTIONS A YES response will un-select any outstanding records that were selected in a previous session of the program. NO will leave any selected records alone.

217 Purchasing Utilities Page 206 IMPORT FROM BANK Where the current Bank master is defined to import cleared check records using a file from the bank, answer YES. A warning displays if the prompt is set to YES and the Bank master is not defined to import records or the specified check file is not found. STATEMENT BALANCE Operators can enter a bank balance (positive or negative) from a statement if one is available. On screen two the System will display a quick reconcile against the book balance as of the RECONCILIATION DATE. From the STATEMENT BALANCE any OUTSTANDING transactions will be subtracted / added to make an ADJUSTED STATEMENT. A BOOK BALANCE calculated as of the RECONCILIATION DATE is then subtracted from the ADJUSTED STATEMENT to show any DISCREPANCY.

218 Purchasing Utilities Page SELECT TRANSACTIONS TO CLEAR (SCREEN TWO) INSTRUCTIONS Screen two displays any outstanding records matching the criteria entered on screen one. Operators will choose (flag) any records that are to have their status changed to CLEARED. ACH Transactions will not display in this window until they have been included in an export file. At that time their status will change from PENDING to TRANSMIT. **NOTE As records are selected for clearing the OUTSTANDING amount at the top of the screen adjusts accordingly which in turn affects ADJ STATEMENT. The DISCREPANCY amount will change also. SCREEN OK (Y/N/E) Choose one of the following functions. Y =YES Accept records as selected and return to the previous menu. N =NO Change selections before returning to the menu. E =END Cancel this program and return to the previous menu. Any changes that may have been made to selections will not be accepted. SELECTING RECORDS Records may be chosen by several different methods. Which one that is used will depend upon the number of records to select based upon the total displayed. From the SCREEN OK line the operator can use <INSERT> to select all records displayed. <DELETE> will reverse or unselect all records.

219 Purchasing Utilities Page 208 Individual records may be selected by answering NO to SCREEN OK. This will position the cursor at the top of the screen. Use the <END> key to flag each record desired. The <RIGHT ARROW> key will move the cursor down the screen one line at a time whereas <LEFT ARROW> will move up the screen one line at a time. Once a direction has been chosen the cursor will continue to move in that direction until the opposite is chosen. Once all desired records have been selected, use <DOWN ARROW> to return to the screen prompt SCREEN OK. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue. SAMPLE OF REPORT FOR SELECTED ITEMS TO CLEAR

220 Purchasing Utilities Page CLEAR OUTSTANDING TRANSACTIONS INSTRUCTIONS Any records selected in BR22 will have their status changed from OUTSTANDING to CLEARED with this menu option. If a password has been established for the selected bank, it must be successfully entered before the program will make any calculations for Adjusted Bank Balance, Book Balance and Discrepancy. Three tries are allowed for entry of the password. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the

221 Purchasing Utilities Page 210 PAGE = <PAGE UP> or <PAGE DOWN> upper right hand corner of the screen. Key through the different saved parameters. BANK NUMBER The System will default to the smallest numbered bank defined for Bank Reconciliation. For organizations having more than one bank, key the number of the bank to clear selected records. PASSWORD If a password has been defined for the current bank, it must be successfully entered before the operator is allowed to proceed. After entering a Bank Number and Password the cursor will return to CLEAR TRANSACTIONS. At this point the operator will answer YES to proceed. If there is a Discrepancy a warning message will display. DISCREPANCY CLEAR ANYWAY Answer YES to proceed. CLEAR AS OF DATE Enter a transaction date to place on each record as the date that it was cleared. This will default to the RECONCILIATION DATE keyed in BR22.

222 Purchasing Utilities Page EXPORT CHECKS FOR A BANK INSTRUCTIONS Use this menu option to create an export file of checks written. The program uses a predefined format file to make the file header and individual detail file records. One format file is required for each different type of file to be exported. Operators may file transfer the export file from the operator s WORK directory on the main computer to their work station PC. If a password has been established for the selected bank, it must be successfully entered before the cursor will move to any other screen prompts. Three tries are allowed for entry of the password. ACH records are not included in the check export file. Hedge transactions are not included in the check export file. Check records from Commodity Accounting that contain multiple payees (lien holders) will include that information in the export record. If the check payees are longer than the payee field defined in the check export format file, the payee field will be filled left to right and truncated. That same information is included on the report of records exported. The export checks for transactions with the same date and check number. If one of them is void that record is excluded from the export file. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions.

223 Purchasing Utilities Page 212 Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. BANK NUMBER Enter the number of the bank to build an export file. The System defaults to the smallest numbered bank defined in BR11. PASSWORD If a password has been defined for the current bank, it must be successfully entered before the operator is allowed to proceed. CHECK DATE RANGE Key a date range of the check records to be exported. The program defaults to the current calendar date. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. CHECK NUMBER RANGE In some situations the operator may want to use a range of check numbers in place of or in addition to a check date range. The System defaults this prompt to all checks matching other selection criteria. UPDATE An audit report is available for the operator to view what check records are to be included in the export file. To view the report without building a file answer NO. Answer YES to build the export file. NAME OF EXPORT FILE WITH EXTENSION Assign a name for the file to be created. The financial institution where the file is being sent may have some name convention requirements. In such cases be sure to follow those requirements. The System defaults to a file name BRYYYYMMDD.TXT. BR indicates Bank Reconciliation and YYYYMMDD is YEAR, MONTH and DAY. The file name extension is TXT. REPLACE EXISTING FILE

224 Purchasing Utilities Page 213 Any time that a previous file with the same name is detected the operator will be prompted to replace it. If the previous copy is no longer needed, answer YES. Otherwise, this prompt is by-passed. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue. SAMPLE OF EXPORT REPORT

225 Purchasing Utilities Page AUDIT/EXPORT ACH TRANSACTIONS INSTRUCTIONS Use this menu option to create an audit report and export file of ACH transactions. Files are built for a single bank in each session of the program. Records from specific accounting modules may be selected to include in the export file. Export files may include only those credit transactions to update customer, employee or vendor accounts. It may also include a debit entry to affect the organization bank account. The type of file built is controlled by a prompt setting on the Bank Master (BR11). Organizations should check with their financial institution to verify what type of file they want to receive. A Carriage Return / Line Feed have been added at the end of each line in the ACH file. When using a Windows based program such as Note Pad to look at the file it will display correctly by detail line rather than one long line of text. The program determines the type of service code to use. Service code 220 is used when only credits are in the ACH file. Code 225 is used for debits only and code 200 is used when a file contains both. Separate ACH files for CCD / PPD transactions may be created by a setting on the bank master in BR11. Where pre-notes are in use, the file may contain those records also. The account name description is inserted into the name field in the file but Pre-Notification prints on the audit report. Operators may reprint a previous audit and, if needed, rebuild a previous export file. If there are reconciled transactions in the previous file selected, the system does not allow the file to be re-built.

226 Purchasing Utilities Page 215 If a password has been established for the selected bank, it must be successfully entered before the cursor will move to any other screen prompts. Three tries are allowed for entry of the password. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. PREVIOUS EXPORT Operators may re-print a copy of a previous audit by answering YES. A display window will list all previous audits in reverse chronological order. Choose the sequence number of the audit to be reprinted. Having chosen the sequence number of a previous audit the system will complete screen prompting to match those at the time the audit was originally printed. If the selected bank has an established password the operator must successfully enter it before the screen will move to Device Number for printing. DATE + <HOME KEY> = DATE LOOKUP Where there are multiple screens of previous audits, the operator may enter a calendar date as MMDDYY and touch <HOME> to display all matching audits for that day.

227 Purchasing Utilities Page 216 BANK NUMBER Key a Bank Number as defined in BR11 to build an export file. PASSWORD If a password has been defined for the current bank, it must be successfully entered before the operator is allowed to proceed. SYSTEM Choose the Accounting module or modules that have ACH activity to be exported. The program default is ALL. Users may choose a single module or select modules. DATE RANGE DATE Key the beginning and ending accounting date of the records to print / export, or touch <ENTER> to get all records on file. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. Enter a date range of activity to be included in the file. FROM DATE may be left blank to ensure that any back-dated records are included and transmitted. Anytime that TO DATE is set to END OF FILE a warning message will display advising the operator that it set to a date greater than today. EFFECTIVE DATE

228 Purchasing Utilities Page 217 Key a date that funds are to be available to recipients. Any date entered must be greater than DATE TO. If the date entered falls on a weekend a warning message will display and an alternate date must be keyed. The prompt is designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. EXPORT TRANSACTIONS Answer YES to build an export file. The file will be placed in the WORK directory of the operator executing the program. It will be named ACHTRX and have a numeric extension. Each time the program is run the numeric extension will increase by one if a previous file still exists in the WORK directory. This prompt also displays when selecting a previous audit. Only answer YES if the original file was lost before transmission or a successful submission. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue. SAMPLE OF ACH EXPORT AUDIT REPORT: BR250U AUDIT ACH TRANSACTIONS PAGE: 1 TIME.: 12:30 05/22/2009 AGTRAX SELECTION PREVIOUS EXPORT?.....: YES (YES/NO) BANK NUMBER...! 2 CENTRAL BANK (PAYROLL) SYSTEM...! ALL DATE...FROM: 04/20/2009 TO: 04/20/2009 PARAMETERS EFFECTIVE DATE...: 05/11/2009 FILE HEADER TYPE DESTINATION ORIGIN FILE DATE/TIME ID MOD CENTRAL BANK (PAYROLL) AGTRAX 05/22/ :30:30 A BATCH HEADER TYPE SER CLASS COMPANY CO ID ENTRY CLASS ENTRY DESCRIPTION ENTRY DATE ODFI AGTRAX PPD CONSUMER 05/11/ DETAIL TYPE TRAN ROUTING ACCOUNT AMOUNT INDIV ID INDIV NAME SYS SYS ID CHECKING HE T MAN P/R CHECKING , VICTOR BORGA P/R SAVINGS , ROYAL A BRITAIN P/R SAVINGS WILD BILL CODY P/R CHECKING WILD BILL CODY P/R CHECKING , BALANCING OFFSET BATCH CONTROL TYPE ENTRY COUNT TOTAL DR TOTAL CR , , FILE CONTROL TYPE BATCH COUNT ENTRY COUNT TOTAL DR TOTAL CR , ,857.19

229 Purchasing Utilities Page TRANSACTION LISTING INSTRUCTIONS This option allows operators to print a listing of outstanding transactions based upon selected criteria. Operators can also define sort order for the report and sub-totals at different break points. If a password has been established for the selected bank, it must be successfully entered before the cursor will move to any other screen prompts. Three tries are allowed for entry of the password. The report recap is broken out by Status Level in addition to a total for all status types. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the

230 Purchasing Utilities Page 219 PAGE = <PAGE UP> or <PAGE DOWN> upper right hand corner of the screen. Key through the different saved parameters. SELECTION BANK A standard selection window is available to choose a Single bank, Select banks, Range of banks or All banks. The program defaults to ALL. PASSWORD Any bank that has an established password will require that the password be successfully entered prior to any information for that bank being displayed or printed. BRANCH A standard selection window is available to choose a Single Inventory Branch, Select branches, Range of Branches or All. Records updating from Commodity Accounting will contain a branch number that coincides with originating branch where the check / voucher record was created. Deposits or bank adjustments recorded through Order Entry 23 will contain a branch number of the Inventory branch where the order was made. Other Accounting modules will have zero for a branch number. SYSTEM Each system where records may be updated to Bank Reconciliation is listed in a selection window. The program defaults to all being selected. Operators may unselect all by the <DELETE>key. Individual systems may be selected /unselected by keying the sequence number of that system. The operator will note that the asterisk will disappear from the sequence number when unselecting a system. Use <ENTER> to accept selections and continue to the next prompt. If an organization is not using the Hedge Module, an operator will not be able to access HEDGING.

231 Purchasing Utilities Page 220 PAYEE (VENDOR) PAYEE (EMPLOYEE) PAYEE (CUSTOMER) PAYEE (BROKER) TYPE These prompts are by-passed unless a specific SYSTEM is selected for that prompt. A standard selection window is available to choose by a Single payee, Select payees, Range of payees or All. Program defaults are set to include ALL payees. Each record type is listed in a selection window, The program defaults to all being selected. Operators may unselect all by the <DELETE>key. Individual types may be selected /unselected by keying the sequence number of that type. The operator will note that the asterisk will disappear from the sequence number when unselecting a type. Use <ENTER> to accept selections and continue to the next prompt. STATUS Each record status is listed in a selection window, The program defaults to all being selected. Operators may unselect all by the <DELETE>key. Individual record status may be selected /unselected by keying the sequence number of that status. The operator will note that the asterisk will disappear from the sequence number when unselecting a status. Use <ENTER> to accept selections and continue to the next prompt.

232 Purchasing Utilities Page 221 TRANSACTION RANGE Specific records may be included by keying that specific transaction number or range of transaction numbers. TRANSACTION DATE RANGE Key the beginning and ending accounting date of the records to print, or touch <ENTER> to get all records on file. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. CLEARED DATE RANGE Key the beginning and ending cleared date of the records to print, or touch <ENTER> to get all records on file. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. AS OF TRANS DATE Use this prompt in conjunction with other screen prompts to generate a point in time report. The following table presents some suggestions on answering screen prompts to get desired data on a report.

233 Purchasing Utilities Page 222 BR31 suggested prompt settings. Other prompt settings will be tailored to the desired Bank(s) and accounting Systems. DATA DESIRED STATUS** TRAN DATE CLEAR AS OF DATE DATE All for a month All Date Range for Ignore NO the month Outstanding for the month Outstanding Date Range for Ignore YES the month Outstanding for Reconciliation Outstanding From Begin Ignore YES Purposes To Month End Cleared on a Certain Date Cleared Ignore Date Ignore Cleared in a Date Range Cleared Ignore From Date Ignore To Date Issued in Date Range - Cleared Cleared From Date Ignore Ignore To Date Issued in Date Range - Outstanding Outstanding From Date To Date Ignore Ignore ** Where ACH Transactions are involved the Status should include those Status settings also. PARAMETERS BANK BRANCH SYSTEM TYPE PAYEE STATUS TRANSACTION TRANS DATE CLEARED DATE Prompts in the Parameters section allow an operator to customize the report. Normal sorting for the report is the order that items are listed. That order can be changed by entering a sort preference in the SORT column. (Numbers 1 9 with 1 being highest sort order.) Should the operator want a listing to sort by Transaction number with a sub-sort by Transaction Date those could be entered as Sort 1 and Sort 2. A sub-total can be inserted at each break by answering YES to the prompt at which the sub-total is to be inserted. Prompting for BANK is defaulted to YES for subtotal. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue.

234 Purchasing Utilities Page 223 HINTS FOR RUNNING THE REPORT 1) COMPLETE LISTING FOR A MONTH - The re-post option no longer prints a listing of everything. It prints only those transactions that are new to update. To get a listing of all records updated to the bank for a month choose that bank number and Transaction date range. Accept the program defaults for all other prompts. 2) LIST OF OUTSTANDING RECORDS Choose the bank number; status of outstanding, ACH pending or ACH transmit; ending date in the Transaction date range. Accept the program defaults for all other prompts. 3) LIST OF CLEARED CHECKS Choose the bank number; status of cleared; Cleared date range. Accept program defaults for all other prompts. 4) MULTIPLE BANKS The report normally sorts by bank first. However the report does not print a sub-total by bank unless a SORT number for BANK is entered. SAMPLE REPORT

235 Purchasing Utilities Page RECONCILIATION REPORT INSTRUCTIONS This program allows the operator to print a report to use in reconciling computer activity to a statement from a banking institution. One of the prompts will ask for the bank statement amount and then use outstanding records to adjust the bank balance amount to a computer balance. Once any discrepancies have been resolved the adjusted balance can be written to the bank master. If a password has been established for the selected bank, it must be successfully entered before the cursor will move to any other screen prompts. Three tries are allowed for entry of the password. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. SCREEN OK?(Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter.

236 Purchasing Utilities Page 225 D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. BANK NUMBER Enter the bank number that is being reconciled. The System defaults to the smallest bank number on file. RECONCILIATION DATE Enter a calendar date as the cut off time frame. The System defaults this prompt to today s date. Any records with accounting dates later than the day entered will be ignored. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. STATEMENT BALANCE Enter the ending dollar amount on the statement received from the bank. SUMMARY OR DETAIL The reconciliation report may be printed as a recap only or with detail showing outstanding records as of the RECONCILIATION DATE. UPDATE BANK To update the bank master with the current RECONCILIATION DATE and STATEMENT BALANCE answer YES. Otherwise accept the program default of NO. PASSWORD Any bank that has an established password will require that the password be successfully entered prior to any information for that bank being displayed or printed. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue.

237 Purchasing Utilities Page 226 SUMMARY PORTION OF RECONCILIATION REPORT TIME: 11:12 06/22/2009 RECONCILIATION REPORT FOR 1 WACHOVIA BANK PAGE: 1 S U M M A R Y AS OF STATEMENT DATE 04/30/2009 BANK STATEMENT BALANCE $50, DEPOSITS IN TRANSIT + $3, OUTSTANDING ACH INS + $ OUTSTANDING CHECKS - $319, OUTSTANDING ACH OUTS - $225, OUTSTANDING WITHDRAWALS - $.00 6 OUTSTANDING ADJUSTMENTS +/- $2, ADJUSTED STATEMENT BALANCE $493, CURRENT BOOK BALANCE - $905, DISCREPANCY $412, DETAIL PORTION OF RECONCILIATION REPORT TIME: 11:12 06/22/2009 RECONCILIATION REPORT FOR 1 WACHOVIA BANK PAGE: 13 O U T S T A N D I N G AS OF STATEMENT DATE 04/30/2009 TRANS # DATE SYS TYP PAYEE NAME AMOUNT DESCRIPTION /25/2004 A/P CHK 196 SOUTHWESTERN BELL TELEPHONE $ /25/2004 A/P CHK 460 WESTHEFFER COMPANY, INC. $ /25/2004 A/P CHK 172 WH SCALE COMPANY $ /26/2004 A/P CHK 385 CENTRAL PUBLISHING CO. INC. $ /27/2004 A/P CHK 20 MARK PERRY $ /28/2004 A/P CHK 584 JANET GFELLER $ /28/2004 A/P CHK 358 KS DEPT OF AGRICULTURE $ /28/2004 PUR CHK 2500 ONTJES VENDING COMPANY $ /20/2004 PUR CHK 2500 ONTJES VENDING COMPANY $ /31/2004 PUR CHK 2600 TESTY $ /31/2004 PUR CHK 2600 TESTY $ /31/2004 PUR CHK 2600 TESTY $ /05/2005 PUR CHK 2600 TESTY $ /10/2005 PUR CHK 2600 TEST INVOICE ONLY ENTRY $ /10/2005 PUR CHK 663 AGTRAX $ /11/2005 PUR CHK 2500 ONTJES VENDING COMPANY $ /22/2004 C/A CHK TOD HETTENBACH $ /30/2004 C/A CHK 78 CASH SALES $ /30/2004 C/A CHK POLAND LYONS CREEK FARMS $ /30/2004 C/A CHK POLAND LYONS CREEK FARMS $ /30/2009 PUR CHK 568 AG NEWS $ CHECK TOTALS 191 $319, /21/2006 C/A DEP ADM GRAIN PURCHASER $ /21/2006 C/A DEP ADM GRAIN PURCHASER $ /02/2009 O/E DEP CASH CASH $ DEPOSIT TOTALS 3 $3, /23/2004 B/R ADJ 100 GENE HERMAN TEXT MESSAGE FOR T $ /27/2006 B/R ADJ BANK ADJUSTMENT $1.85 XX /01/2006 GL ADJ WIRE TRF FEES $ /02/2006 GL ADJ WIRE RECEIVED $ DESC /06/2006 GL ADJ STOP PMT CHG $.10- DESC /15/2009 GL ADJ MOVE FUNDS TO PAT ACCT $ ADJUSTMENT TOTALS 6 $2, /18/2009 PUR ACO 403 ALLTEL $ /28/2009 PUR ACO 2600 TEST INV FOR ACH $ ACH TRANSACTION /31/2009 NO ACO 1002 JEFFERY MICHEALS $ ACH TRANSACTION ACH TR OUT TOTALS 32 $225,

238 Purchasing Utilities Page ACH ACCOUNT LISTING INSTRUCTIONS Use this menu option to get a listing of accounts that been defined for use of ACH purposes. This program does not prompt for a bank password as only the last 4 digits of any account are printed. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters.

239 Purchasing Utilities Page 228 SELECTION ROUTING NUMBER A standard selection window is available to choose ABA Routing numbers to include on the report. Routing numbers may be chosen as Range, Select numbers, a Single number or ALL records on file. The program defaults to ALL. CLASS TYPE Choose Consumer, Business or ALL account Classes. Accounts are divided into types of Checking, Saving and Loan. Enter the Type to include on the report or ALL types. ACTIVE Accounts that have been changed to a status of inactive are not available for use. Those accounts can be included on the report. Choose: Y = YES Prints only Active Accounts. N = NO Prints only Inactive Accounts A = ALL Account status is ignored for report purposes. CUSTOMER BANK HAULER EMPLOYEE VENDOR For each prompt a standard selection window is available. Operators may accept program defaults of ALL or choose specific records by a Range, Select or Single. PARAMETERS ACCOUNTS Answer YES to include those account numbers that are linked to a specific ABA Bank Routing number. Otherwise answer No to get a listing of only those Routing numbers defined for the current data set. ACCESS A positive response will include those entities that have access to each account listed on the report. This prompt is by-passed when ACCOUNTS is set to NO. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the

240 Purchasing Utilities Page 229 Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue. SAMPLE OF ACH ACCOUNT LISTING WITH ALL INFORMATION REPORT: BR350P ACH ACCOUNT LISTING PAGE: 1 TIME.: 13:11 06/22/2009 AGTRAX BANK ROUTING ACCOUNT CLASS TYPE ACTIVE PRE-NOTE BENNINGTON STATE BANK CHECKING BUSINESS CHECKING YES N/A 2130 S OHIO BANK CHECKING SALINA KS CENTRAL BANK & TRUST COMPANY CHECKING BUSINESS CHECKING YES 05/04/ CENTRAL BANK (PAYROLL) 101 W AVENUE A BANK 2 CENTRAL BANK (PAYROLL) CHECKING HUTCHINSON KS SAVINGS CONSUMER SAVINGS YES 04/17/ WACHOVIA BANK CUSTOMER 2600 JOHN R FARMER CHECKING EMPLOYEE 23 ALENE D FARMER SAVINGS CHECKING CONSUMER CHECKING YES N/A CUSTOMER 1001 BRADLEY JOHNSON CHECKING CHECKING BUSINESS CHECKING YES N/A BANK 4 CENTRAL BANK (PATRONAGE) CHECKING CHECKING CONSUMER CHECKING YES N/A EMPLOYEE 2 HE T MAN CHECKING CHECKING BUSINESS CHECKING YES N/A VENDOR 18 FRISBIE CONSTRUCTION CHECKING CENTRAL KANSAS CREDIT UNION SAVINGS CONSUMER SAVINGS YES N/A 2616 N MAIN EMPLOYEE 11 WILD BILL CODY SAVINGS HUTCHINSON KS CITY STATE BANK CHECKING CONSUMER CHECKING YES N/A CUSTOMER 30 AAA FARMS CHECKING EMPRISE BANK CHECKING CONSUMER CHECKING YES N/A EMPLOYEE 15 MARY DETWILER CHECKING FIRST NATIONAL BANK CHECKING BUSINESS CHECKING YES N/A BOX 913 VENDOR 2600 TEST INV FOR ACH CHECKING HUTCHINSON KS CHECKING CONSUMER CHECKING YES N/A EMPLOYEE 11 WILD BILL CODY SAVINGS SAVINGS CONSUMER SAVINGS YES N/A CUSTOMER LARRY WOODS SAVINGS INTRUST BANK, N.A CHECKING BUSINESS CHECKING YES 04/17/ WACHOVIA BANK 105 N MAIN CUSTOMER 2600 JOHN R FARMER CHECKING WICHITA KS CHECKING BUSINESS CHECKING YES N/A FREIGHT HAULER 5 COMMODITY BROKER CHECKING PEOPLES BANK & TRUST CHECKING CONSUMER CHECKING YES 04/17/ WACHOVIA BANK 101 S MAIN CUSTOMER 2600 JOHN R FARMER CHECKING SALINA KS FREIGHT HAULER 2600 JOHN R FARMER CHECKING CHECKING CONSUMER CHECKING YES N/A EMPLOYEE 5 VICTOR BORGA CHECKING SAVINGS CONSUMER SAVINGS YES N/A EMPLOYEE 9 ROYAL A BRITAIN SAVINGS CHECKING CONSUMER CHECKING YES N/A CUSTOMER MARY COLLINS CHECKING

241 Purchasing Utilities Page BANK ACCOUNT MASTERS INSTRUCTIONS Use this program to print a listing of information for those Bank Masters defined in option 11 BANK MAINTENANCE. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the

242 Purchasing Utilities Page 231 Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue. SAMPLE COPY OF REPORT

243 Purchasing Utilities Page RE-POST SYSTEM TRANSACTIONS INSTRUCTIONS Menu Option 42 is used to update records from other accounting modules. As of this writing the following modules are capable of automatically updating to Bank Reconciliation. Purchasing Update as soon as new check record is accepted. Patronage / Equity Checks issued through PE13 update as soon as accepted. Checks issued through PE25 are updated during PE26. Payroll Check records are updated during PR21.9 and PR22.3. Notes Payable Update as soon as check record is accepted. Commodity Accounting Any dispersement of funds (customer check for purchase or advance on a purchase contract) update as soon as the check is accepted. For other accounting modules (General Ledger and Commodity Accounting outbound drafts, final settlements, hedge wires) an operator must use this program to update those records. Default prompts by accounting module for this program are set to NO. Only those set AUTO POST = NO in BRUT02 will allow the operator to access those modules. If a password has been established for the selected bank, it must be successfully entered before the cursor will move to any other screen prompts. Three tries are allowed for entry of the password. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. **NOTE Any given record can exist in the Bank Reconciliation detail file only once. Therefore, if records are pulled from an accounting module a second time, any existing record in Bank Reconciliation is bypassed. The report that is available prints only new records that are being posted to Bank Reconciliation

244 Purchasing Utilities Page 233 during the current session of the program. An exception to this rule is a VOID record. When updating records a second time for the same time period, if a check / voucher issue and void are both in that period, each record will print on the register. The check is changing the record in Bank Recon to outstanding. The void record would then change it back to void for a net change in Bank Recon of zero. FUNCTION? (Y/N/E/S/D) Choose one of the following available functions. Y =YES Accept screen settings and proceed with report delivery. N =NO Change screen prompts before continuing. E =END Cancel this program and return to the previous menu S =SAVE Save the screen prompt settings. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter. D =DELETE Remove saved prompts for the save name appearing in the upper right hand corner of the screen. PAGE = <PAGE UP> or <PAGE DOWN> Key through the different saved parameters. BANK Key a bank number to have new records updated to it. The System defaults to the smallest bank number on file. PASSWORD Any bank that has an established password will require that the password be successfully entered prior to any information for that bank being displayed or printed. PURCHASING SYSTEM ACCOUNTS PAYABLE (OLD) PATRONAGE & EQUITY PAYROLL ORDER ENTRY NOTES COMMODITY ACCOUNTING COMMODITY CHECKS FREIGHT CHECKS ADVANCE CHECKS DRAFTS FINAL SETTLEMENTS HEDGE WIRES GENERAL LEDGER Program defaults are NO for each accounting module. Only those that are set in BRUT02 to AUTO POST = NO can be accessed. To update records from any module set that prompt to YES.

245 Purchasing Utilities Page 234 INVOICE DATE RANGE Key the beginning and ending accounting date of the records to print, or touch <ENTER> to get all records on file. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). See the TraxReport Appendix section of this manual for a discussion on Dates. Enter a date range of records to update to Bank Reconciliation. The System defaults to the current calendar month. TRANSACTION NUMBER RANGE Specific records within a date range can be updated by entering the range of transaction numbers. BRANCH A standard selection window appears on screen at this prompt. Operators may choose branches by Range, Single, or Select branch numbers. Touch <ENTER> to accept the program default of ALL branches on file including zero. VOID MISSING CHECKS This prompt gives the operator a method to have the System add VOID / WASTED records. Normally this would refer to those forms used while doing alignments before a check print. Care should be taken when using this feature. For example, if an organization has several branches in Commodity Accounting and each is using their own series of check number, answering YES to void missing checks could result in large numbers of voided records between the different number series. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that is a printer, the system hard drive, a CSV file or a PDF file.. After the operator accepts screen prompt settings the Report Delivery window loads. See the TraxReport Appendix section of this manual for a discussion on report delivery. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all converted programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue.

246 Purchasing Utilities Page 235 SAMPLE OF RE-POST REGISTER TIME: 15:47 06/22/2009 RE-POST REGISTER FOR: 2 CENTRAL BANK (PAYROLL) PAGE: 1 BANK...! 2 CENTRAL BANK (PAYROLL) PURCHASING SYSTEM...: NO ACCOUNTS PAYABLE (OLD).: NO PATRONAGE & EQUITY...: NO PAYROLL...: NO ORDER ENTRY...: NO NOTES...: NO COMMODITY CHECKS...: NO FREIGHT CHECKS...: NO ADVANCE CHECKS...: NO DRAFTS...: NO FINAL SETTLEMENTS...: NO HEDGE WIRES...: NO GENERAL LEDGER...: YES DATE... FROM: 06/01/2009 TO: 06/30/2009 TRANSACTION NUMBER FROM: 1 TO: END OF FILE BRANCH...! ALL PRINT REGISTER...: YES VOID MISSING CHECKS...: NO SYSTEM DATE NUMBER TYPE PAYEE PAYEE NAME STATUS CLRD DATE AMOUNT DESCRIPTION GL 06/20/ ADJ TRFR TO PAYROLL OUTSTND $ GL 06/13/ ADJ TRFR TO PAYROLL OUTSTND $ GL SYSTEM TOTAL = $

247 Purchasing Utilities Page PURGE RECONCILIATION DETAIL INSTRUCTIONS As months of records in the bank Reconciliation Detail file grow, there may come a time when old records are no longer of any use and operators want to remove them. This program serves that function. Records may be selected for deletion by bank number and date range. A report of records removed can be printed during the session that removes the records. If a password has been established for the selected bank, it must be successfully entered before the cursor will move to any other screen prompts. Three tries are allowed for entry of the password. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. SCREEN OK?(Y/N/E/S/D) Choose one of the following options. Y =YES Accept screen prompts and proceed with report printing. N =NO Change screen prompts before proceeding with report. E =END Cancel this program and return to the previous menu. S =SAVE Save the parameters. You need to name the parameter settings. In the upper right hand corner of the screen DEFAULT PARMS must be displayed to add a new parameter. Any other wording in the upper right hand corner indicates you are modifying that parameter setting. The first saved parameter setting will become your new default parameter.

248 Purchasing Utilities Page 237 D =DELETE Delete the parameter setting shown in the upper right hand corner of the screen. PAGE =<PAGE UP> or <PAGE DOWN> key through the different saved parameters. XXXX =MENU-HOP Refer to Appendix I, STANDARD CONVENTIONS Menu Hopping BANK Key the number of the bank to have records deleted. The program defaults to bank zero which is invalid. PASSWORD Any bank that has an established password will require that the password be successfully entered prior to any information for that bank being displayed or printed. DATE FROM THRU Enter the beginning and ending date of records to be removed from the Reconciliation Detail file. PURGE OUTSTANDING TRANSACTIONS Any old transactions that are still outstanding are used at month end as part of the reconciling differences with a bank statement. If those are purged then some adjustment has to be made to General Ledger or the bank statement will not balance to Ledger at next month end. PRINT REPORT Operators can print a listing of those records to be deleted by answering YES. ENTER DEVICE # This prompt will display only when PRINT REPORT is answered YES. Key a printer number to generate the purge report. Enter E to exit this program without printing the report or removing any records from the Reconciliation Detail file. OK TO PURGE The operator will have a final change to exit without deleting any records by answering NO. Otherwise answer YES to proceed with removing matching records for the bank selected.

249 Purchasing Utilities Page 238 SAMPLE OF PURGE REPORT

250 Purchasing Utilities Page UT UTILITIES MENU INSTRUCTIONS This menu is used to select the desired BANK RECONCILIATION UTILITIES program. CHOICE Enter a program number as displayed on the screen. Once an operator leaves a given BANK RECONCILIATION UTILITIY program, the System will return to this menu. Enter E to return to a higher AgTrax menu.

251 Purchasing Utilities Page UT2 B/R OPTIONS INSTRUCTIONS The OPTIONS screen defines for the System various parameters that are to be used in conjunction with Bank Reconciliation. Security functions can be activated. The default for BR42 (RE-POST SYSTEM TRANSACTIONS) is established by accounting module. Any records that update live from other accounting modules should have the prompt for that module set to AUTO POST =YES. Other modules should have it set to NO. Those prompt lines where records are not updating live are General Ledger and Commodity Accounting. Option 42 will not allow the operator access to those modules that are set to AUTO POST = YES. Prompts for Payroll and Patronage / Equity BANK NUMBER FOR POSTING display as N/A when AUTO POST = NO. BR42 will ask for the bank number to update activity. NOTE To use ACH (Direct Deposit) in Commodity Accounting, Notes Payable, Purchasing or Order Entry the prompt for that module must be set to AUTO POST = YES. The setting for Payroll is optional. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. ACTIVATE SECURITY To use any of the System security features, set this prompt to YES.

252 Purchasing Utilities Page 241 AUTO POST PURCHASING SYSTEM The PURCHASING MODULE is designed to update Bank Reconciliation live as new records are created. For the live update to work this prompt must be YES. When set to NO, none of the check records in Purchasing will update. AUTO POST ACCOUNTS PAYABLE ACCOUNTS PAYABLE was the predecessor to the PURCHASING module. If any history records need to be updated from there, answer NO. AUTO POST COMMODITY ACCOUNTING Covers Sales contract drafts received, Outbound Final Settlements and Hedge Wires. These do not update live, answer NO. AUTO POST COMMODITY CHECKS Auto update checks issued to customers for commodity purchases. AUTO POST FREIGHT CHECKS Auto update checks issued to haulers for freight charges. AUTO POST ADVANCE CHECKS Auto update checks issued to customers against purchase contracts. AUTO POST ORDER ENTRY Answer NO to update any deposits or bank adjustments made through OE23. The System will read the General Ledger number associated with the Bank Master defined in BR11. Each time it finds a match for that General Ledger number on a detail line item, it will update the Reconciliation Detail file. Debit detail line items are recorded as deposits and credit detail line items as adjustments. In order to use ACH payments through Order Entry 23 the Order Entry module must be set to Auto post to Bank Reconciliation. Operators should keep in mind that if they have been manually updating Order Entry bank activity to Bank Reconciliation using BR42, they may want to update any activity since the last update before taking this step. Otherwise they will need to change this prompt setting back at a later date long enough to update those transactions that are missing. POST BY ORDER OR INVOICE Operators have the choice of using the Order number or Invoice number from Order Entry as the transaction number in Bank Reconciliation. This prompt is by-passed when AUTO POST ORDER ENTRY is set to NO. AUTO POST PATRONAGE & EQUITY Set to YES to auto update any check records created in the PATRONAGE & EQUITY module. Check records created in PE13 are updated as soon as accepted. Checks associated with an allocation are updated when PE26 is executed.

253 Purchasing Utilities Page 242 BANK NUMBER FOR POSTING Key a Bank Reconciliation bank number to use for updating records from the PATRONAGE & EQUITY module. This prompt is by-passed when AUTO POST PATRONAGE & EQUITY is NO. AUTO POST PAYROLL Answer YES to auto update checks created in the PAYROLL module. Checks are updated when PR21.9 and PR22.3 are executed. BANK NUMBER FOR POSTING Key a Bank Reconciliation bank number to use for updating records from the PAYROLL module. This prompt is by-passed when AUOT POST PAYROLL is NO. AUTO POST NOTES SYSTEM The NOTES SYSTEM is designed to update Bank Reconciliation live as new records are created. For the live update to work this prompt must be YES. When set to NO, none of the check records in Notes will update. AUTO POST GENERAL LEDGER Manual entries made through GL21 can be updated to Bank Reconciliation by answering NO. ACH PRENOTES Organizations have the option to create a zero dollar record sent for account verification purposes. This is optional. When PRENOTES are in use as new accounts are placed in use a verification record is to a specified bank. The date of that transaction is stored on the new account record. Actual use of the account cannot start until the number of days defined in the next prompt has lapsed. DAYS BEFORE AVAILABLE Valid numbers for this prompt are The number entered here is added to the PRENOTE transmission date of a new account. That date is compared to the main system calendar date. The system calendar date must be equal to or greater than the adjusted PRENOTE transmission date in order for the account to be available for use. ADP IMPORT STARTING ACH NUMBER A starting number of up to 8 digits in length may be entered. The number is incremented for each record imported with a zero ACH number. OK TO CHANGE? (Y/N/E) Choose one of the following responses. Y =YES Accept prompt answers and return to the previous menu N =NO Change prompt answers before proceeding. E =EXIT Cancel this program and return to the previous menu with no changes.

254 Purchasing Utilities Page UT4 CLEAR TERMINAL LOCK FILE INSTRUCTIONS This program allows the operator to unlock the Bank Reconciliation Detail file and / or Bank Master file. Any terminals that show as being in a Bank Reconciliation program in SEE WHAT IS RUNNING should return to a menu before running this program. Any terminal that gets disconnected from the System while in a program where either file is locked, may leave that file locked. By using this program the file(s) will be available for other operators to use. CLEAR THE LOCK FILE?(Y/N) Y =YES Clears any locks on Bank Reconciliation files and returns to the previous menu. N =NO Cancels this program and returns to the Bank Reconciliation menu with no action taken. E =END Cancels this program and returns to the Bank Reconciliation menu with no action taken.

255 Purchasing Utilities Page 244 UT. UTILITIES MENU INSTRUCTIONS This menu gives the operator several options for use in setting up the Purchasing System Module. Extreme care should be used in allowing access to the Utilities Menu as any changes made may affect any existing or new records keyed. To secure the menu or individual options on the menu, check the GUARD MANUAL for specific instructions. CHOICE: Select the option number to proceed or key <E> to return to the previous menu.

256 Purchasing Utilities Page 245 UT.2 PURCHASING OPTIONS INSTRUCTIONS Purchasing Options defines several basic settings for the Purchasing Module. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. SCREEN OK? (Y/N/E) Y N E =YES. Accept screen prompt settings and return to the previous menu. =NO. Change prompt settings before proceeding. =END. Cancel this program and return to the previous menu with no action taken. ACTIVATE SECURITY In order to check entry by operator the Purchasing Module requires that basic security be active. This written into the programs and cannot be turned off. Therefore this prompt relates to additional security by menu option and program function that can be used. In order for those features to work this prompt must be YES. DATE FORMAT Operators may use one of three date formats. The format chosen here will be the one used for any data or report print format. In most cases MDY will be the desired setting. DMY MDY = DAY MONTH YEAR = MONTH DAY YEAR

257 Purchasing Utilities Page 246 YMD = YEAR MONTH DAY DEFAULT BATCH NUMBER Enter a default batch number to use when building General Ledger transactions through menu option 45 (G/L AUDIT TRAIL & UPDATE). Normally this will be number 1 but any predefined G/L batch number may be used. DEFAULT COMPANY BANK NUMBER Settings for these two prompts are used when adding a new vendor master. During initial setup they are defaulted to be left blank. When left blank, the system will use the smallest defined company and bank number as defaults when adding a new vendor master. Both prompts are located on the same line as are their settings. The system will highlight the prompt being answered as the cursor moves down the screen. AUTO NUMBER NEW VENDORS To have the System auto number new vendor masters as they are added to the Purchasing Module, answer YES. The vendor master number is an alphanumeric field 7 characters long. When auto numbering is set to YES only consecutive numbers will be used. NEXT AVAILABLE VENDOR NUMBER This prompt is by-passed if AUTO NUMBER NEW VENDORS is set to NO. Enter the smallest number desired for a new vendor master. As new masters are added the System will keep this field updated. Any master numbers that already exist when auto numbering reaches that level are skipped and the next available number is used. When auto numbering is activated, operators cannot over-ride the System selected number. MISCELLANEOUS VENDOR During data entry operators may change the name and address of the MISCELLANEOUS VENDOR. The vendor used for this purpose is defined the same as any other vendor in option 11 (VENDOR MASTER). By using a MISCELLANEOUS VENDOR operators have a method to enter invoices for those infrequent suppliers without having to assign them a permanent vendor number. VENDOR NAME FORMAT FOR REPORTS In PU11 (VENDOR MASTER) operators can use one of two methods to enter a vendor name. The entire name may be keyed on the line labeled as LAST NAME or it may be entered in each corresponding field labeled as LAST, FIRST and MIDDLE. For any names keyed using the second format, this prompt setting determines how the name will appear on reports. Vendor names will appear as FIRST MIDDLE LAST or LAST, FIRST MIDDLE. AUTO NUMBER P.O. NUMBERS Select YES to have the System assign a number as each new Purchase Order is added. This is a System wide setting used as a default. Each Inventory branch master (Inventory Menu option 14) may be set to use or not use Auto Numbering. When Auto Numbering is in use, the System assigned Purchase Order number may not be over-ridden.

258 Purchasing Utilities Page 247 Next available P.O. Numbers for each branch are set in Utilities option 8 (AUTO NUMBERS MAINTENANCE). DEFAULT GENERAL LEDGER DATE When adding a new purchase order operators can the General Ledger posting date default to either the same day as the Purchase Order Invoice Date or today s calendar date. These are default settings only. The operator can key a different date if so desired. Invoice Date and G/L Date do not have to be the same date. PREPAID EXPENSE G/L NUMBER The Purchasing Module is designed to allow an expense to be posted to one General Ledger month and a check issued in a preceding General Ledger month. To handle this type of situation the System needs a G/L Account number for the interim postings. Normally this account will be an ASSET type account. See Appendix VI for a further discussion on setup and use of this feature. DEFAULT CHECK FORMAT Enter a check format number to use in check writing. The System will use this number if none exists in Purchasing Utilities Menu option 7 (BANK MAINTENANCE). There are special settings in the format file to include G/L detail on the check stub. Contact Customer Support to have this set up. DEFAULT VOUCHER FORMAT Enter a voucher format number to use in check writing. The System will use this number if none exists in Purchasing Utilities Menu option 7 (BANK MAINTENANCE). PRINT ORDER (N/U/Z) Checks generated through PU26 (CHECK WRITING) may be printed by Vendor <N>ame, Vendor Account N<U>mber or <Z>ip Code address. POST DAYS ALLOWANCE Calendar dates that may be used during check writing are controlled via this prompt. Regardless of the setting chosen here, the System will open a date range starting with the invoice General Ledger posting date. If zero is chosen (TODAY) the ending date for a check date range will be today s calendar date. Any number from 1 through 99 will add that many days to today s calendar date for an ending date of the range. For example, an invoice with a General Ledger posting date of 12/02/04 is selected for payment ON 12/08/04. POST DAYS ALLOWANCE is set to 10. Then any date 12/02/04 through 12/18/04 may be used as the check date. PRINT CHECK DETAIL REPORT During check printing, the System will print invoice information (number and dollar amount) on the check stub. Users have the option to print this information on a separate check detail report. To generate a check detail report answer YES to this prompt. When using the check detail report, the only information that will appear on the check stub is check amount. Users also have the option of including General Ledger detail information per invoice on the check stub. In order to use this feature, this prompt must be set to NO or REMITTANCE. In addition there

259 Purchasing Utilities Page 248 are some settings in the check print format file to be maintained. To have those set to include G/L detail, call Customer Support. The prompt setting here is used during check printing in PU25. Operators will not receive an option to over-ride or change printed information. However during check reprinting in PU42, operators will have prompts to over-ride current settings. Each Vendor Master contains a field for REMITTANCE SHEET, so if there are mixed situations where organizations want detail on the check stub for some vendors and a detail report for others, they have that capability. NOTE The format file contains a flag setting for PRINT STUB DETAIL. When that flag is set to NO, the check stub will only print a stub message to see the remittance report regardless of how this prompt or the vendor master are set. **NOTE The following two prompts are accessible only if PRINT CHECK DETAIL REPORT is YES. PAGE BREAK BY CHECK In addition to printing a list of invoices paid by each check in a given check run, operators may want to page break the report by check for use a remittance statement or for audit filing. Answer YES to have the report page break by check. PRINT INV G/L AFFECTS Invoice information included on the check stub or check detail report is invoice number, date and dollar amount. To also include each General Ledger account affected with corresponding dollar amount, Answer YES. Otherwise answer NO. GENERIC PREPAID G/L # Enter an asset General Ledger account if the organization is using Vendor prepaid contracts. Otherwise this prompt may be left blank. This field prompt setting serves as the default asset prepaid code assigned to vendor contracts defined as GENERIC.

260 Purchasing Utilities Page 249 UT.4 PURCHASE ORDER TYPE INSTRUCTIONS This program defines the different order types to be used in PURCHASING ENTRY (Option 21). Each individual type can be defined for a separate purpose. One type could be defined to allow vendor invoice entry only while a second could be set to allow for checking writing (Quick Check) as soon as all invoice information is entered. A third could be defined for use with recurring invoices. Finally a type could be setup to allow for tracking information from the time of order through invoice payment. For each Order Type defined, the operator decides if detail line items are to affect General Ledger, Inventory or a combination of the two. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION (A/C/D/I/E) Choose one of the available responses. A =ADD Create a new order type. C =CHANGE Modify an existing order type. D =DELETE Remove an existing order type from the System. Once an order has been used, it should not be deleted. I =INQUIRE View existing records with no change capabilities. E =EXIT Return to previous menu with no action taken. ORDER TYPE

261 Purchasing Utilities Page 250 Enter a number for the Order Type to be added, maintained or viewed. Numbers 1 through 99 may be used for Order Types. DESCRIPTION Key generic text to describe the current Order Type. Up to 20 characters may be entered. QUICK CHECKS To have the ability to issue a check from PURCHASING ENTRY set this prompt to YES. Otherwise invoices must be paid through INVOICE SELECTION and CHECK WRITING. Order Types used for recurring invoices and purchase orders will probably have this prompt set to NO. ENTRY TYPE Data entered in PURCHASING ENTRY may be keyed as invoices payable to vendors or as purchase orders. Choose I for INVOICE entry only. Select P for PURCHASE ORDER entry. RECURRING ORDERS Recurring Orders are those that have a set amount to be paid over a set payment schedule. Since this is a special use Order Type, only the Order Type(s) intended for use with recurring orders will have this prompt answered YES. DETAIL ALLOWED For each Order Type operators can decide if they want to update information to Inventory, General Ledger or Both. The prompt setting will determine by individual detail line in PURCHASING ENRTY if the operator is able to use an Inventory Product number, a General Ledger account number or a combination of the two. Updating to Inventory presumes that INVENTORY CONTROL in IV16 is set to YES. This allows activity from other accounting modules to update Inventory history for a particular item. P =PRODUCT. Allows the operator to enter detail by Inventory Product numbers only. Will update activity to Inventory and General Ledger. G =G/L Allows the operator to enter detail by General Ledger number only. Activity updates to General Ledger only. B =BOTH Operators may enter detail by Item number or General Ledger account number. Activity updating will depend upon which one is used. PRINT FORMAT On any Purchase Orders where an organization wants a hard copy of the order, enter a format file number. Each format file has a list of instructions that are sent to the printer for placing individual pieces of information on a purchase order form. Format files may be customized to fit pre-printed forms or set to print on blank paper. For all other Order Types set the format file number to zero. STOP IN APPLICATION WINDOW Each detail line on a purchase order has its own application window to store receiving and invoicing information. As new product is received by an organization and they are billed for that product by the

262 Purchasing Utilities Page 251 shipping vendor, the user can keep the System current via the application window. Order Types defined for purchase order entry will want this prompt set to YES. When using PURCHASING ENTRY for vendor invoice entry, there is little need to view the contents of the application window as it already contains the information just entered. In this situation users may want to set this prompt to NO to save some key-strokes during data entry. Any Order Type that is to be used in recording expense invoices, where a check will be issued in a calendar month prior to the G/L posting date of the invoice, should have this prompt set to YES. See Appendix VI for a discussion on setup and use of this feature. PREPAID CONTRACT PAYMENTS Where organizations are using vendor prepaid contracts, they need a method to apply prepaid dollars to the contract. The order type serves that purpose. Operators can define a special order type to use for only applying deposits to contracts or they may use an existing order type and set this prompt to YES. DEFAULT PROMPT FOR COMMENTS ON CHECK Available responses are: NEVER For this particular Order Type do not prompt at all. YES Any new comment added to a purchase order will default to print. NO Any new comment added to a purchase order will default to not print. ENTER DEVICE #! To a get a report of all setup completed in this menu option enter a printer device number. Otherwise, enter <E> to exit back to the previous menu.

263 Purchasing Utilities Page 252 UT.5 TERMS CODE MAINTENANCE INSTRUCTIONS This program is used (primarily during the initial PURCHASING SYSTEM installation) to define a table of PURCHASING payment terms offered to you by your vendors. In program 11. VENDOR MASTER, each vendor is assigned one of these payment-terms codes. This code then becomes the default payment-term within program 21. PURCHASING ENTRY (however, the operator can override that default term on an invoice-by-invoice basis). A payment term can also contain an early-payment discount. Such a discount is defined as a percentage of the invoice amount. For example: NET 30 means the invoice is due 30 days after the invoice date with no discount. 2% - 10 NET 30 means the invoice is due 30 days after the invoice date; however, if paid within 10 days of the invoice date, an early-payment discount of 2% of the invoice total can be taken. 2% -10, NET 30 F means that the invoice is due on the 30 th of the following month; however, if paid within 10 days of the invoice date, an early-payment discount of 2% of the invoice total can be taken. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION (A/C/D/I/E) Choose one of the following: A C D I E =ADD. Set up a new terms code for the Purchasing System. =CHANGE. Make modifications to an existing code. =DELETE. Remove an existing code from the Purchasing System. =INQUIRY. View existing records only. =EXIT. Cancel this program and return to the previous menu. TERMS CODE:

264 Purchasing Utilities Page 253 Enter a number to use as a TERMS CODE. Valid numbers are 1 to 99. If one payment term applies to the vast majority of your invoices, it is recommended that code #1 be used for that payment term. DESCRIPTION: Enter a DESCRIPTION for that payment term, such as 2% 10, NET 30. ** NOTE: a value can only be placed into one of the next three fields. If 30 was placed in the INVOICE DATE PLUS?? field, then the THIS DAY NEXT MONTH and ON THIS DATE fields are left blank. --- DUE DATE --- INVOICE DATE PLUS?? DAYS: Enter up to two digits. This number is added to the Invoice Date to calculate the due date for that invoice. The system will automatically calculate the due date within program 21, PURCHASING ENTRY. The number entered here is the maximum number of days allowed before full payment is expected by the vendor. For example, if INVOICE DATE PLUS = 30, then that invoice is deemed to be overdue 31 days after the invoice date. THIS DAY NEXT MONTH: Enter up to two digits less than or equal to 31. This is the date next month that will become the due date for that invoice. For example, THIS DAY NEXT MONTH = 20. An invoice is entered on Feb 10 th - with this payment term, the invoice is due on March 20 th. ON THIS DATE: Enter a date. This specific date will become the due date for that invoice. ** NOTE: a value can only be loaded into one of the following three fields. If 10 was placed in the INVOICE DATE PLUS field, then the THIS DAY NEXT MONTH and ON THIS DATE fields are left blank. --- DISCOUNT DATE --- INVOICE DATE PLUS?? DAYS: Enter up to two digits. This number is added to the Invoice Date to calculate the Discount Date. This is the maximum number of days allowed for the discount - after that date, the early-payment option has expired. THIS DAY NEXT MONTH:

265 Purchasing Utilities Page 254 Enter a number less than or equal to 31. This is the date next month after which the early-payment Discount option expires. ON THIS DATE: Enter a date. This specific date will become the date after which the early-payment Discount option expires. DISCOUNT PERCENT: Enter a PERCENT. This number is multiplied by the Invoice Amount to calculate a Discount Amount. Any percentage entered must be greater than zero. DISCOUNT G/L NUMBER: Whenever an early payment discount is taken the System reads this prompt to find what General Ledger code to update. If this field is blank, the System will read each detail line that is discounted and update based upon the General Ledger number tied to that detail line. ENTER DEVICE #! To a get a report of all setup completed in this menu option enter a printer device number. Otherwise, enter <E> to exit back to the previous menu.

266 Purchasing Utilities Page 255 UT.6 COMPANY NAME & G/L CONTROL ACCTS INSTRUCTIONS This utility program defines the company name, any General Ledger accounts used for tracking Accounts Payable activity and updating accrual information at month end. If an organization uses more than one General Ledger number to track outstanding Accounts Payable, each of those numbers MUST be included here. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION (A/C/D/I/E) Choose one of the available options. A =ADD Define a new company for the Purchasing Module. C =CHANGE Modify an existing record. D =DELETE Remove an existing company name from file. A company name should not be removed after it has been used. I =INQUIRY View an existing record with no change ability. E =EXIT Cancel this program and return to the previous menu. COMPANY NO Enter a number for the current company. A company may be any number from COMPANY NAME

267 Purchasing Utilities Page 256 Key generic text to describe this company. Up to 30 characters may be entered. This name will display in any program prompt asking for company number. As far as a company name printing in the heading of any reports that information is pulled from COMPANY NAME MAINTENANCE on the SYSTEM MAINTENANCE MENU. G/L NUMBER 01 Enter a General Ledger 15 digit number for Accounts Payable. The System uses this number as the credit entry for new invoices and debit entry for checks written. The System is capable of tracking up to fifteen different account numbers. Each Vendor master is assigned to an Accounts Payable number that is used in PURCHASING ENTRY. PURCHASE ACCRUAL At month end users have the option of updating an accrual to General Ledger for any Purchase Order receipts that have not been invoiced yet (PU33.2 UNINVOICED RECEIPTS). That program will read this setting for the accrual credit entry. Users may want to setup a special General Ledger account for this purpose to keep their regular Accounts Payable number in balance with the Purchasing control totals and open invoice listing. ENTER DEVICE #! To a get a report of all setup completed in this menu option enter a printer device number. Otherwise, enter <E> to exit back to the previous menu.

268 Purchasing Utilities Page 257 UT.7 BANK MAINTENANCE INSTRUCTIONS Use this menu option to add or maintain a Purchasing bank number. Individual banks are defined by company number and bank code. Each invoice has a bank number associated with it. The System reads this bank code to get the General Ledger account number to debit in check writing. Each VENDOR MASTER has a company number and bank code number associated with it that is used during data entry in PURCHASING ENTRY. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. Any banks defined here are also added to the Bank Reconciliation files. However, prompts answered here may not answer all prompted needed to use different features in Bank Reconciliation such as ACH (Direct Deposit). FUNCTION (A/C/D/I/E) Choose one of the following functions. A =ADD Add a bank code to the Purchasing module. C =CHANGE Modify an existing bank code. D =DELETE Removes an existing bank code from the Purchasing module. A bank code should not be deleted once it has been used. I =INQUIRY View existing records without any maintenance capability. E =EXIT Cancel this program and return to the previous menu.

269 Purchasing Utilities Page 258 COMPANY NO. Enter the company number that the current bank code will be associated with. Each company may have multiple bank codes. BANK CODE Choose a number to represent the current bank. Bank codes may be any number in the range of BANK NAME Up to 30 characters may be entered to describe a bank. On any screens or reports where bank name is to display this name will be used. ATTENTION Enter a contact name for this bank code. This field is informational only. STREET CITY STATE ZIP CODE Key a mailing address for the current bank code. This is informational only. BANK G/L NUMBER Enter the fifteen digit General Ledger number that is to be updated whenever this bank code is used. LAST CHECK USED Enter a starting check number. Normally this field will be maintained during original setup only. The System will maintain it after that point as new checks are issued. LAST VOUCHER USED Enter a starting voucher number. Normally this field will be maintained during original setup only. The System will maintain it after that point as new checks are issued. CHECK FORMAT In Utilities Menu option 2, operators defined a check format number to be used when printing checks. That number is used as a default in this field. If this bank code is to use that set of instructions to print checks, accept the program default. Otherwise, key an alternate format file number. There are special settings in the format file to include G/L detail on the check stub. Contact Customer Support to have this set up. VOUCHER FORMAT In Utilities Menu option 2, operators defined a voucher format number to be used when printing vouchers. That number is used as a default in this field. If this bank code is to use that set of instructions to print vouchers, accept the program default. Otherwise, key an alternate format file number.

270 Purchasing Utilities Page 259 ENTER DEVICE #! To a get a report of all setup completed in this menu option enter a printer device number. Otherwise, enter <E> to exit back to the previous menu.

271 Purchasing Utilities Page 260 UT.8 AUTO NUMBERS MAINTENANCE INSTRUCTIONS PURCHASING ENTRY requires that each new record have an order number associated with it. Operators have a choice, by Inventory branch, of letting the System auto number each new order or hand keying an order number. The Inventory Branch Master (IV14) controls which method will be used, by the setting for the prompt AUTO NUMBER P/O? When auto numbering is in use, and an order number gets deleted for any reason, the System places it in an unused status. The unused order number is assigned to the next new record created. At the bottom of this section are instructions for viewing and maintaining unused numbers. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION (A/C/D/I/E) Choose one of the following options. A =ADD Define a new Inventory Branch s starting order number. C =CHANGE Modify an existing record. D =DELETE Remove an existing record from the System. I =INQUIRY View existing records with no change capabilities. E =EXIT Cancel this program and return to the previous menu. BRANCH

272 Purchasing Utilities Page 261 Enter an Inventory Branch number to set auto numbering. Inventory Branch numbers were previously defined in IV14 (BRANCH MASTER). NEXT ORDER # Key a starting order number for the current Inventory Branch number. Valid Order numbers are any number in the range of After initial setup, the System will maintain this field as new order numbers are added. ENTER DEVICE #! To a get a report of all setup completed in this menu option enter a printer device number. Otherwise, enter <E> to exit back to the previous menu. SAMPLE OF REPORT In the sample report above, branch 1 has an unused order number 40. Anytime that an order number is assigned to a new record and the operator either <UP ARROWS> or answers NO to add the record; that order number is added to the unused list. It will be assigned to the next new record in PURCHASING ENTRY. If for any reason the operator does not want to use this number, they can remove it from the System through the following procedure. 1) Choose FUNCTION <C>hange. 2) Enter the Branch number to be maintained. 3) Key the unused order number to be deleted. (Number 40 from the above example) 4) Accept this change. 5) Staying in change mode, select the same Inventory Branch a second time. 6) Key the next available number. (Number 41 from the above example) 7) Accept this change. 8) The unwanted number should now be gone.

273 Purchasing Utilities Page 262 UT.9 SHIP VIA MAINTENANCE INSTRUCTIONS The Ship Via program is used to ADD and later maintain freight carriers to the Ship Via file. The table of Ship Via codes will minimize data entry effort as Purchase Orders are being entered. The Ship Via code and description will be automatically displayed in PU21 (PURCHASING ENTRY), once the operator enters a Ship Via code. Ship Via information will appear on a printed Purchase Order. It does not appear on any other reports. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION (A/C/D/I/E) Choose one of the following functions, A =ADD Create a new Ship Via record. C =CHANGE Modify an existing record on file. D =DELETE Remove an existing record from file. I =INQUIRY View an existing record with no change capabilities. E =EXIT Cancel this program and return to the previous menu. BRANCH Enter an Inventory Branch number. Inventory Branch masters were previously defined in IV14 (BRANCH MASTERS).

274 Purchasing Utilities Page 263 SHIP VIA # Key a number to be associated with the current Ship Via record. Ship Via records may be any number in the range per Inventory branch. DESCRIPTION Up to 20 characters may be entered to describe this freight carrier. ENTER DEVICE #! To a get a report of all setup completed in this menu option enter a printer device number. Otherwise, enter <E> to exit back to the previous menu.

275 Purchasing Utilities Page 264 UT.10 AUTHORIZATION NAME MAINTENANCE INSTRUCTIONS This program is used to define the Authorization Name. An Authorization Name is used to indicate who approved the addition of a purchase order to the System. During PURCHASING ENTRY in PU21, an operator will reference one of the authorizing codes defined here. Codes could be defined to reference a particular employee or position (e.g. Bob Brown or Hutchinson Branch Manager). In some organizations, certain employees may be designated as the personnel (Buyers) who can place orders with vendors. This would be in contrast to other employees who are assigned the task of approving (Authorization Code) all orders placed by the buyer. Each buyer takes requests (Requestor) from individual employees for new products as the need arises. Authorization Name information will appear on a printed Purchase Order. It does not appear on any other reports. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION (A/C/D/I/E) Choose one of the following functions. A =ADD Create a new Authorization code number. C =CHANGE Modify an existing record. D =DELETE Remove an existing record from file. I =INQUIRY View existing records with no change capabilities. E =EXIT Cancel this program and return to the previous menu.

276 Purchasing Utilities Page 265 AUTHORIZER # Any number in a range of can be used to designate an authorization code. DESCRIPTION Up to 25 characters of generic text may be used to define the current Authorization code. ENTER DEVICE #! To a get a report of all setup completed in this menu option enter a printer device number. Otherwise, enter <E> to exit back to the previous menu.

277 Purchasing Utilities Page 266 UT.11 BUYER NAME MAINTENANCE INSTRUCTIONS This program is used to define the Buyer Names. As each new Purchase Order is added in PURCHASING ENTRY, it can be assigned to a particular buyer (employee). In some organizations, certain employees may be designated as the personnel (Buyers) who can place orders with vendors. This would be in contrast to other employees who are assigned the task of approving (Authorization Code) all orders placed by the buyer. Each buyer takes requests (Requestor) from individual employees for new products as the need arises. Buyer name information will appear on a printed Purchase Order. It does not appear on any other reports. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION (A/C/D/I/E) Choose one of the following functions. A =ADD Create a new Buyer record. C =CHANGE Modify an existing record on file. D =DELETE Remove an existing record from file. I =INQUIRY View existing records with no change capabilities. E =EXIT Cancel this program and return to the previous menu. BUYER NUMBER Enter a Buyer number. (From )

278 Purchasing Utilities Page 267 DESCRIPTION Enter a Buyer Name. Up to 25 characters may be keyed. ENTER DEVICE #! To a get a report of all setup completed in this menu option enter a printer device number. Otherwise, enter <E> to exit back to the previous menu.

279 Purchasing Utilities Page 268 UT.12 REQUESTOR NAME MAINTENANCE INSTRUCTIONS This program is used to define a list of those individuals or departments who would ask the buyer to order products or materials. The Requestor number is attached to a purchase order in PURCHASING ENTRY. In some organizations, certain employees may be designated as the personnel (Buyers) who can place orders with vendors. This would be in contrast to other employees who are assigned the task of approving (Authorization Code) all orders placed by the buyer. Each buyer takes requests (Requestor) from individual employees for new products as the need arises. Requestor information will appear on a printed Purchase Order. It does not appear on any other reports. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION (A/C/D/I/E) Choose one of the following functions. A =ADD Create a new requestor record. C =CHANGE Modify an existing record on file. D =DELETE Remove an existing record from the requestor file. I =INQUIRY View existing records with no change capabilities. E =EXIT Cancel this program and return to the previous menu. REQUESTOR # Enter a requestor number. Valid numbers are

280 Purchasing Utilities Page 269 DESCRIPTION Key generic text to describe this individual. Up to 25 characters may be entered. ENTER DEVICE #! To a get a report of all setup completed in this menu option enter a printer device number. Otherwise, enter <E> to exit back to the previous menu.

281 Purchasing Utilities Page 270 UT.13 FOB LOCATION MAINTENANCE INSTRUCTIONS This program is used to define the F.O.B. locations. For example, code #1 may equal FOB Destination while code #2 equals FOB Origin. In PURCHASING ENTRY, a FOB Location may be assigned as a new purchase order is entered. FOB Location information will appear on a printed Purchase Order. It does not appear on any other reports. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION (A/C/D/I/E) Choose one of the following functions. A =ADD Create a new FOB location record. C =CHANGE Modify an existing FOB location record on file. D =DELETE Remove an existing FOB location record from file. I =INQUIRY View existing records with no change capabilities. E =EXIT Cancel this program and return to the previous menu. F.O.B. NUMBER Enter an FOB Location number. A FOB Location number may any number in the range of

282 Purchasing Utilities Page 271 DESCRIPTION Enter generic text of up to 20 characters to describe this FOB Location. ENTER DEVICE #! To a get a report of all setup completed in this menu option enter a printer device number. Otherwise, enter <E> to exit back to the previous menu.

283 Purchasing Utilities Page 272 UT.14 MISCELLANEOUS FLAG MAINTENANCE INSTRUCTIONS This program allows the operator to customize additional fields of information that are not covered by other standard AgTrax vendor fields in PU11 (VENDOR MASTER). Whatever fields are defined in this program will display in the MISCELLANEOUS FIELD window in PU11 with the corresponding description. Actual data for each miscellaneous field is loaded through the vendor master. It may then be used as a sort criteria in printing a vendor master report through PU34.1 program. Other fields in this program determine whether the data held in this miscellaneous field is numeric or alphanumeric, forced versus optional entry, and whether only a specific range of data will be accepted into the field. Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to access the help window. FUNCTION (A/C/D/I/E) Choose one of the following functions. A =ADD Create a new miscellaneous field record. C =Change Modify an existing miscellaneous field on file. D =DELETE Remove an existing miscellaneous field from file. I =INQUIRY View existing records with no change capabilities. E =EXIT Cancel this program and return to the previous menu. MISCELLANEOUS FIELD NO.

284 Purchasing Utilities Page 273 Any number in the range of may be used to define a new miscellaneous field. FIELD DESCRIPTION Enter a new field heading of up to 20 characters in length. This description will be displayed in the miscellaneous field window of the Vendor master. DATE VALIDATION If this miscellaneous field is being used to track a calendar date, answer YES. Otherwise set this prompt to NO. For DATE VALIDATION, FIELD TYPE and ENTRY LENGTH need to be numeric and eight. The System will set those prompts and by-pass any other program prompts that do not involve validating a calendar date. FIELD TYPE (A/N) Enter an A to indicate that values for this miscellaneous field can be alpha-numeric. Enter an N to indicate that values for this miscellaneous field can be numeric only. ENTRY LENGTH Enter a digit (1-10) to establish the required length of the entry field. If ENTRY LENGTH = 4, the maximum number of characters an operator can enter for this miscellaneous field in PU11 is four characters. RE-DISPLAY FORMAT The re-display is used for numeric only entries. Any alphanumeric are re-displayed as entered. Common numeric display formats are: ZZZZZ ZZZ.XX $ZZZ.XX $$$Z.XX ZZZ.ZZ- ZZ.ZZZ% ( Z suppresses zeros) (non-suppressed decimal value) (shows dollar sign) (floating dollar sign) (negative as well as positive) (use symbols or messages) FORCE ENTRY (Y/N) Enter a Y to force entry into this field in program PU11 (VENDOR MASTER). A negative response allows the operator to by-pass the field without an entry. RANGE VALIDATION (Y/N) One method of controlling the information that may be entered into a miscellaneous field is by establishing a range. Answer YES to activate RANGE VALIDATION for the current miscellaneous field. Touch <ENTER> to accept the program default of NO for no range validation. **NOTE The following two fields are accessible only if RANGE VALIDATION = YES. FROM RANGE VALUE TO RANGE VALUE

285 Purchasing Utilities Page 274 ENTRY LENGTH will determine how many characters may be keyed to establish a valid range. For example, if ENTRY LENGTH is set at 4 then a maximum of four characters may be keyed as the low and high value of the range. TABLE VALIDATION (Y/N) The second method of controlling information that may be entered into a miscellaneous field is to establish a table of valid values. Only one of the two methods may be in use at any one time. If RANGE VALIDATION is set to YES then TABLE VALIDATION must be NO and vice versa. Answer YES to activate TABLE VALIDATION for the current miscellaneous field. Touch <ENTER> to accept the program default of NO for no table validation. **NOTE The following two fields are accessible only if TABLE VALIDATION = YES. TABLE VALUES ENTRY LENGTH will determine how many characters may be keyed to establish valid table values. For example, if ENTRY LENGTH is set at 4 then a maximum of four characters may be keyed for each table value. Up to 20 table values may be entered. DEFAULT VALUE Operators may establish a value that will be used by the System whenever this miscellaneous field is added to a vendor master. For example, a miscellaneous field has been setup to identify those vendors who carry a particular product. For this particular product most vendors do not carry it so their miscellaneous field setting would be NO. Hence the default could be defined as NO so only those vendors who do sell the product need to be maintained. ENTER DEVICE #! To a get a report of all setup completed in this menu option enter a printer device number. Otherwise, enter <E> to exit back to the previous menu.

286 Purchasing Appendices Page 275 APPENDIX I STANDARD CONVENTIONS SETUP REPORTS Any program that allowed the operator to add records to setup files; then ask to print a setup report when exiting the program has changed. The setup report is now a separate menu option. CHAIN PROGRAMS When moving to a windows environment it is not possible to call multiple programs from within the same program. So each program will be loaded independently from a menu. For example in Accounts Receivable, AR21 (update for invoices to AR accounts) could be set to load AR22 (journal report) which in turn could be set to load AR28 (payment application). Operators can still print a journal of activity being updated in AR21 at the same time or they can choose AR22 later to print a journal. To apply payments to outstanding charge invoices they will select AR23 to do one customer at a time or AR28 to let the system mass apply any open payments. JOURNAL PROGRAMS Any program that prints a journal which can be purged has changed. The prompt to purge is now located on the program prompt screen with other prompts. There is no question after the journal prints. PROGRAM SECURITY Security checking for individual programs is standardized. For individual accounting modules if ACTIVATE SECURITY = YES and a security level is defined for a specific program within that module; then the security level of an operator must equal or exceed the security level of the program to access it. In situations where operator security does not meet requirements the program will not load. If a program is assigned a password, the operator must successfully enter that password to continue. SECURITY BY FUNCTION Some programs that allow the addition or maintenance of records use Security By Function. Security By Function allows an organization to control what an operator has permission to do while in a particular program. For example, an operator may need to view information contained on the Accounts Receivable Master but not be able to add or maintain records. We are in the process of adding Security By Function to all addition / maintenance programs. That process will not be complete with this release. Any program not having it at this time will be changed in a future release. The installation process will add each existing operator to the Security By Function file with permissions to perform any function in those programs using Security By Function. Organizations wishing to limit certain operators capabilities should CHANGE those functions to NO. DO NOT DELETE THE OPERATOR FROM THE SECURITY BY FUNCTION FILE. The next time an upgrade is installed they will be added back to the security file with full function capability. During the installation process if a program Security By Function record already exists for any operator it is left intact

287 Purchasing Appendices Page 276 ACCRUAL OR UPDATE PROGRAMS SECURITY Programs that update records from one file to another via an Update or Accrual prompt use the UPDATE flag in Security By Function. When that flag is set to NO for a particular operator in a program they are not allowed access to the Update or Accrual prompts. TRANSACTIONAL PROGRAMS SECURITY Programs that allow an operator to directly add or maintain records in a file are referred to as Transactional Programs. They are quickly identified by their functions of Inquire, Add, Change and Delete. Each function is controlled by a separate flag in Security By Function. So an operator may be allowed to Inquire or Change existing records but not allowed to Add new records or Delete existing records. The Purchasing Module also recognizes two additional flag settings for Receive and Invoice. TRANSACTIONAL PROGRAMS USE Transactional programs default to INQUIRE mode when a program is selected. Operators have the choice of choosing an alternate function immediately (Add, Change or Delete) or keying required data to display a particular record, then switching to the desired function (Change or Delete). A help window may be accessed by operators to view the functions available in a particular program. A sample of that window appears below. A Message Window is available to view each of the different selections with their corresponding key strokes. F1/PGUP Previous Record Use to display a prior record in file on screen. F2/PGDN Next Record Use to display the next record in file on screen. F3 First Record Displays the first record stored in file. Depending on how records are stored this may be the first record added to file as opposed to smallest numbered record. F4. Last Record Displays the last record stored in file. Depending

288 Purchasing Appendices Page 277 on how records are stored this may be the last record added to file as opposed to largest numbered record. Shift-F5 Help Use to display the message window. Shift-F6 Inquire Mode Switches from the current function mode back to Inquire only Shift-F7/Insert Add Mode Use at any prompt on screen to initiate a new record added to file. Upon accepting a new record the screen reverts to Inquire mode. Shift-F8 Change Mode Display the record to be maintained. Switch from Inquire to Change mode. Upon accepting a change to an existing record the screen reverts to Inquire mode. Shift-F9/Delete Delete Mode Display the record to be maintained. Switch from Inquire to Delete mode. Upon accepting the deletion of a record the screen reverts to Inquire mode. Select/End Display Detail Windows Any hidden Detail Windows will appear on screen while in Inquire mode. PRINT FORMS AND LABELS In a windows environment all prompting needs to be on screen as opposed to AgTrax Classic where some prompting did not appear until after the program had completed some processing. To make TraxView and Agtrax Classic the same; all prompting now appears on screen before the program performs any processes. If there are a large number of screen prompts some prompts may display in a window, but all will display prior to the operator accepting Screen Ok. ALIGNMENT When an operator wants to print a test alignment prior to the actual job they will: 1) Enter the number of alignment patterns to print. 2) The program will move to Screen Ok and Report Delivery Options. 3) After those have been answered the alignment will be sent to the printer and the screen will return to program prompting. 4) The prompt for Alignment will have a zero value. If another test pattern is desired change the value. Otherwise proceed to step 5. 5) Accept screen prompt settings and proceed to Delivery Options Window. LABELS LABEL FORMAT FILE Choose the number of the format file that corresponds to the labels being used. NUMBER OF EACH LABEL Up to 99 labels may be printed for each record included in the run. For multiple copies the first record will print that number of times; the second record will print that number of times and so on. LABELS TO SKIP 1ST PAGE If 2 or 3 across labels are used and the print is start at some point other than row 1 position 1 enter the number to be skipped. PRINT TO CSV FILE An option has been added to the Report Delivery window that allows the operator to send a report directly to a CSV formatted file. This file is ready to open with Excel. It contains row one as column headings followed by a single row per report record. Generally speaking, CSV is not available for those programs using a format file to present the data. For example, Commodity Accounting Customer Detail Listing run as a report allows the use of a CSV. When run as Confirmation Letters it does not allow CSV.

289 Purchasing Appendices Page 278 At the prompt for DELIVERY OPTIONS choose 4 = CSV. The resultant file is placed in the operators WORK folder on the main server. It is named by the menu option number and accounting application with a CSV extension. If the operator does not have a FTP connection from their PC to their WORK folder on the main server, they will want to call Support to have one setup. Using the FTP connection a CSV file may be pulled to the PC. PRINT TO PDF FORM An option has been added to the Report Delivery window that allows the operator to send a report directly to a PDF file. At the prompt for DELIVERY OPTIONS choose 5 = PDF. The resultant file is placed in the operators WORK folder on the main server. It is named by the menu option number and accounting application with a PDF extension. If the operator does not have a FTP connection from their PC to their WORK folder on the main server, they will want to call Support to have one setup. Using the FTP connection a PDF file may be pulled to the PC. This process works for those jobs using format files also. (Example could include Sales Analysis Volume Statements, Grain Confirmation letters and Accounts Receivable statements.) If the format file uses a PCL overlay, then some changes will need to be made to the format file for the PDF to contain the data and PCL overlay. Contact Customer Support for assistance with this format file change. PRINT PAPERLESS Organizations using third party software to electronically store reports and documents have an option in Report Delivery for PAPERLESS. Presently this only works with Cabinet. If the option is selected and third party software is not available a warning displays. At the prompt for DELIVERY OPTIONS choose 6 = PAPERLESS. This will open the interface window where the operator will select a destination database, file folder and file name. MENU HOPPING The menu-hopping feature provides a quick and easy method of proceeding directly from one program to another without the necessity of returning to a menu. This is accomplished by entering the desired program's number at the appropriate field of any program. To "hop" to a program located in another system, enter the two-character system short name (see the cross-reference table below) and the program number, otherwise only the desired program number is necessary. The appropriate fields used for menu hopping are typically: At any of the main menus or sub-menus. (i.e. Master File Listings Menu) After entry of the menu hopping code, the desired program will immediately appear on the screen, without the need to return to a menu. To exit any program and return to the Main Menu enter E. If security is activated, the operator will be prompted for the appropriate passwords before the "hopped to" program is displayed. The program locking feature is not adversely affected by menu hopping and will ensure that the system integrity is maintained before the "hopped to" program is accessed. To initiate the menu hop feature, programs must be registered with a System Program Number (or HOP CODE), using the "GUARD" SECURITY MAINTENANCE program (see your System Manager's Guide). Utility programs can be accessed by keying the Module Short Name then UT. (i.e. GLUT would jump you to the General Ledger Utility menu)

290 Purchasing Appendices Page 279 DATE PROMPTS Each program prompt for either a date or date range has been standardized. The prompts are designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a calendar date as a reference point to a day or month (Relative Date). Relative Dates are normally used in conjunction with the Job Processor. However they be used in conjunction with saved prompts. For example, an Order Entry audit is to be run each day for the previous day s activity. The operator could enter Actual Dates and save those. Each day the date range would need to be updated for the current day audit. In contrast using an ending Relative Date of 1 DAY, each day when the operator enters OE38 they would see that the Ending Date has already advanced to stay consistent with the system date. Hence the operator could use <DOWN ARROW> and generate the report. TYPE - ACTUAL This setting is the default for a date prompt. RELATIVE Dates may be relative to a DAY or MONTH. DAY This option makes comparison to the current system day. MONTH This option makes a comparison to the current system month. For each option the operator is prompted to enter a DATE. That date is compared to the current system date and the corresponding DAY or MONTH is filled with a default. If that is not correct, enter the correct value and the system will change the DATE to be the correct value. When using a Relative to MONTH the operator is also asked for DAY. This is a reference to the day of the month. If the comparison is to the last day of the month enter 32.

291 Purchasing Appendices Page 280 Example1. If OE38 is to be run each day for activity through the previous calendar day a Relative DAY could be chosen for the Ending Date while an Actual Date is still used for the state date. DATE would be filled with 1 day prior to the current date. DAY will be filled with the number 1. Should the DATE be entered incorrectly, DAY can be filled with the number 1 and the system will change DATE to be 1 day less than the system date. Example 2, OE38 is run each month for a date range of the previous calendar month with daily totals. To make sure each accounting date during the month is included use a Relative Date for both beginning and ending dates. (A) For the Beginning Date choose Relative MONTH. Key the first day of the previous calendar month at the DATE prompt. MONTH should fill with the number 1 and DAY fill with 1 also. (B) For the Ending Date choose Relative MONTH. Enter the last day of the previous month at the DATE prompt. MONTH should fill with the number 1. DAY will fill with the number 30 which is correct for this one instance. To always include all days in the month change the prompt to 32 (Last Day). DATE Depending upon the program a default date may be the current calendar date, last day of the current month, beginning of file which will display as the date 01/01/1753 or ending of file displayed as 11/27/2738. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that be a printer or the system hard drive. After the operator accepts screen prompt settings the Report Delivery window loads. NOTE The Delivery Options window has a SAVE PROMPT function. This save is per user for all programs. If a user answers prompts in this window the same way the majority of the time, they could be saved so all the operator need do is answer YES and continue.

292 Purchasing Appendices Page 281 NOTE The prompts for STATUS and QUEUE / RUN NOW are not available if the job processor has not been purchased and setup completed for it. STATUS Displays the number of jobs that have been sent to the job processor and the number of print queues that are available for the current data set. QUEUE / RUN NOW Select to deliver the report to the job processor or to run the report now. NOTIFICATION A notification may be sent to the operator or other address upon completion of the job. In case an error occurs during the report delivery a notification will be sent with information regarding the error. IF a default address has been defined for the current operator it may be inserted by touching the <HOME> key. DELIVERY OPTIONS A report may be sent to any of the following devices: 1) the user s personal work directory on the server s hard drive 2) a public work directory on the server s hard drive accessible by all users 3) to a selected printer device 4) a CSV file in the user s personal work directory. The CSV file will place fields for a report record into a single line. Each column in row one will contain the field name. Each subsequent row will contain data for individual records. 5) a PDF file in the user s personal work directory. 6) Third party software for electronically storing reports and documents. An Interface opens to choose destination. NOTE When choosing Personal, Public, CSV File or PDF File several prompts are by-passed. DEVICE Choose a device to print the report. All defined devices are available as they are in other programs. It was mentioned earlier that saving a report to Personal or Public is stored in a different format than when using device 4 and that those are only accessible through the TraxReport Menu. Device 4 may be used here to save the report so that it is accessible through PRTC. When sending a job to the Job Processor no RP (Pass Thru) or Video (Device 5, 7) are allowed. COPIES When defining a printer device it may be set for a specific number of copies or zero so that the operator may choose a number of copies when printing the report. Copies will default to 1 and may be changed as the need arises. TOTALS ONLY If a program has prompts to generate detail or summary totals, a detail selection may be over-ridden by answering YES. PRINT PARAMETERS Prompt settings are normally not included as part of the first page of the report. Answer YES to print a separate sheet that contains program prompt settings. Answer S to print parameters on the first page of the report. DELETE REPORT FILE Even though a report is sent to a printer device, the operator may save a second copy for future use. To save a copy, change the prompt default setting to NO. The job is saved in the Private directory. SCREEN OK The operator has several available choices. YES Accept screen prompts and proceed with the report delivery/ NO Change screen prompts prior to proceeding. END Cancel the delivery with no action taken. SAVE Save screen prompts for use with all report delivery as a default. DELETE Remove SAVED screen prompts for the Save name displayed in the upper right corner of the window. REPORT ERRORS NOTE There are three types of error messages that the operator may receive:

293 Purchasing Appendices Page APPLICATION ERROR Examples would be no records found matching prompt criteria. In the case of OE38 this could also be Invalid or Stop Post General Ledger numbers. 2. CRITICAL ERROR A system problem that requires Customer Support assistance. 3. NON-CRITICAL ERROR A system problem that may require Customer Support assistance. For each type of error a report is not physically printed. A copy is saved to the operator s PRIVATE directory. Go there to view the report and/ or error message. The operator PRIVATE directory is accessed via TraxReport Menu located on the main menu or using the following HOP keys. TR Takes the operator to the TraxReport Menu. TRJ Takes the operator directly to the Job Processor menu option. TRR Takes the operator directly to the Report Delivery menu option. REPORT DISPLAY TO SCREEN All of the search features that are available when directly displaying a report to screen are available when displaying a report to screen through Report Delivery. There are also several additional options available. OPTIONS AVAILABLE FROM CONTINUE PROMPT YES The program defaults to YES so the operator may touch ENTER to advance to the next page of the report. NO Key N to exit the current display and return to the previous screen. After the last page of the report has been displayed ENTER will return the screen to report selection. PAGE # - Key a number that is in the range of page numbers and the screen will go directly to that page in the report. NOTE The lower right hand corner of the screen will display the total number of screen pages in the report and the current page displayed. TOTALS If a report is generated with detail records included the screen may be rotated between totals and detail records. For example, the Order Entry audit will rotate between ticket detail and Branch totals / Grand totals. (Presently, this option does not display but is still available.) PROMPTS To return to the program prompting screen choose <P>. DELIVER Should the operator decide to print a hard copy of the report as it is displayed on screen they may access the Report Delivery window to get that copy. This option ONLY displays when the last page of the report is on the screen. NORMAL SEARCH FEATURES AVAILABLE

294 Purchasing Appendices Page 283 F1 Returns to the previous report page. F2 Moves forward 1 page. F3 Returns to screen 1 of the report. F4 Goes to the last page of the report. HOME Searches forward through the report. END Searches backward through the report. DELETE Removes all report lines from the display except those matching search criteria. PAGE DOWN Moves forward 1 screen at a time. PAGE UP Moves backward 1 screen at a time. INSERT When a line has been highlighted from the DELETE mode, INSERT will take the screen to that page in the report. SUGGESTED SEARCH PROCEDURES 1. Touch F4 to go to the end of the report; then F3 to return to page 1. This will load the entire report into memory so that a search will run faster. 2. Key the search criteria whatever that may be.(name, Dollar amount, G/L number, etc) 3. Touch HOME to find the first match for the criterion. Home a second time will find the second match and so on moving forward through the report. 4. If there are numerous matches, touch DELETE to view only those line items that match search criterion. 5. To view the page of a particular record from DELETE mode, highlight that line by touching HOME. With the line highlighted touch INSERT to return to the complete report on screen. 6. By default a search will move forward through a report. In the following example a search for 50. has been started. Note the ARROW pointing toward the right side of the screen. It indicates a forward search. By touching <UP ARROW> the arrow will change to the left side of the criterion and point toward the left side of the screen indicating a reverse search. To return to a forward search touch <DOWN ARROW>.

295 Purchasing Appendices Page 284 APPENDIX II BANK RECONCILIATION SETUP AND USE This module is accessed by taking option 47 on the Purchasing Module Menu or using a menu hop of BR. Exiting the Bank Reconciliation Menu returns the user to the Main Menu. It is a wonderful tool to help you reconcile your bank with the general ledger. Keep in mind that this is a totally separate module and will not affect the rest of the system. Information is pulled into bank recon from the other modules. Once that information is in bank recon, it is yours to do what you want. Bank Recon activity does not carry over to any other module. SETUP Initial setup for Bank Reconciliation is a two-part process. The first part involves defining all banks that are to be tracked on the System. Part two is to define which bank goes with which accounting module. 1. Bank Reconciliation Menu option 11 (BANK MAINTENANCE) is used to add / or maintain a bank. Up to 99 banks may be tracked. The setup screen looks like the example below: The Bank name will print on all reports. The Account Number - Fax Number fields are for informational purposes only and will not print anywhere. G/L account number is where activity for the current bank posts in General Ledger. Reconciled as of is updated through option 33 (Reconciliation Report) and Current Book Balance is calculated from system activity. The Purchasing, Commodity Accounting, Patronage and Equity, and Payroll fields are intended for future use in auto numbering.

296 Purchasing Appendices Page Part two of setup consists of defining a relationship between each Bank and the different accounting modules for the system. For each module that you want to post in bank recon, you will need to set the auto post flag to yes in BRUT2. The explanation of each module below will let you know if you need to make changes in the module itself. COMMODITY ACCOUNTING: Select Commodity Accounting Utility option 5 (BRANCH MASTER) to define the bank number by branch for RECON to use. This will allow the use of multiple check sequences from different branches to be directed to a single Bank Recon bank. A sample of the set up screen appears below: PAYROLL AND PATRONAGE / EQUITY: Select Bank Recon Utility Menu option 2 (B/R OPTIONS) to establish the bank number to be used for Payroll and Patronage / Equity. The screen looks like this:

297 Purchasing Appendices Page 286 ACCOUNTS RECEIVABLE: There is an option on the Utilities Menu to define a bank. A second menu option ties the bank(s) to a branch and General Ledger number. These menu options will continue to function as they have in the past. As the Bank Reconciliation is expanded in its scope, that may change in the future. PURCHASING: Purchasing also has an option on Utilities to define a bank. The corresponding General Ledger number is entered on the same setup screen. In contrast to a bank that is added in A/R, one added in Purchasing Utilities is also added to Bank Reconciliation as a Bank Master. Also the Purchasing Module is designed so that any check issued through it updates live to Bank Recon. Therefore the question in BRUT02 relating to AUTO POST PURCHASING SYSTEM should be set to YES. The only time that question should be set to NO is if the operator wants Purchasing checks to only update during BR42. Then the operator would need to change the prompt to YES prior to running BR42 and change it back immediately afterward. ORDER ENTRY: Select Bank Recon 11 (Bank Maintenance) and enter a general ledger number here to establish what (deposit) tickets to post from Order Entry. NOTES PAYABLE: Any banks used in the Notes Payable module must be the same bank number as used in Bank Reconciliation. Like the Purchasing Module checks issued in Notes Payable are designed to be a live update. Therefore the question in BRUT02 relating to AUTO POST NOTES SYSTEM should be YES. The only time that question should be set to NO is if the operator wants Notes checks to only update during BR42. Then the operator would need to change the prompt to YES prior to running BR42 and change it back immediately afterward. GENERAL LEDGER: Select Bank Recon 11 (Bank Maintenance) and enter a general ledger number here to establish what (deposit) tickets to post from Order Entry. PROGRAM STEPS 1. BEGINNING / OPENING BALANCE. Initially the operator will want to enter an opening bank balance. This should be the dollar amount in the bank General Ledger account as of the date the organization is going to start using Bank Reconciliation. To get a good starting point, operators may want to do this as of the last date that General Ledger was reconciled with a statement from the bank. Any outstanding checks, deposits or other adjustments on the bank statement will also need to be entered. Take these into account when calculating what amount to enter for the opening bank balance. Use menu option 21 (ENTRY / MAINTENANCE) to key each of the opening records. The status of the record for opening balance should be CLEARDED and any other transactions should be OUTSTANDING. Refer to step four for notes on program prompts when entering these transactions. 2. POSTING CHECK INFORMATION FROM ACCOUNTING MODULES: To post check information use option 42 (Repost System Transactions). Checks may be selected by accounting module, date range, check number range, or branch. Unless you have more than one branch, we suggest you change only the date range each month. If checks are pulled a second time using the same dates, the new record will replace the previous one and the records will need to be cleared again. Once records have been cleared, caution should be used whenever it is necessary to re-post records.

298 Purchasing Appendices Page 287 Special attention should be paid to the prompt VOID MISSING CHECKS. If you have a break in your number series, you could add a lot of void records to the Reconciliation file that you do not want. 3. OUTSTANDING TRANSACTION LIST: As users go through prompts for reports in this program, they will be asked to select a system code, transaction type and status. Available responses for these prompts are listed below. You may also wish to sort (sort seq) and/or subtotal (subt) by these as well. Under sort seq., tell it how you want it to sort by putting a number in the column (in the order you want it) and then answer Yes to any column that you want a sub-total. Unless you have a specific range (like a date range or a certain branch) you may leave it lowest to highest. As an example, organization A has three bank accounts that are to print. The operator wants the report sorted by bank, transaction number then date with a subtotal by bank. To get this report, the operator would place a number 1 in the SORT SEQ column for bank number, a number 2 in transaction and a number 3 in date. To get the sub-total, YES is entered in the bank number SUBT column. SYSTEM CODE TRANS TYPE STATUS Bank Recon Check Outstanding Accounts Payable Deposit Cleared Commodity Accounting Withdrawal Canceled Patronage & Equity Adjustment Void / Wasted Payroll Order Entry (Deposit) Hedging Purchasing (AP) Notes Payable General Ledger This will be the same for all reports throughout the module.

299 Purchasing Appendices Page TRANSACTION ENTRY: Individual transactions may be added or maintained by using menu option 21(ENTRY / MAINTENANCE). If you desire to generate a full reconciliation report, any activity that flows though the bank must also be entered into the Recon module. Because General Ledger is not posted to Bank Recon, any manual entries or deposits that were entered through General Ledger will also need to be entered in Bank Recon. When you re just getting started, you will need to manually enter the outstanding checks/deposits and a beginning bank balance. The beginning balance can be entered as a cleared bank recon adjustment. When adding a transaction you may assign whatever number you want as the transaction number (check number works good). Otherwise, it will default to 1. When inquiring or changing, go to the transaction number field and enter your check number and then your home (look-up) key. You must do the look-up and then choose the line number or it won t bring up the transaction. 5. CLEAR TRANSACTIONS: Clearing transactions are a two-step process. First you must

300 Purchasing Appendices Page 289 select the records to clear in BR22. Once the operator has selected the appropriate bank, they will approve screen one. The operator can then toggle which records to include in the clearing process. <INS>ert will select all records. <DEL>ete will deselect all records. The <END> key selects individual records. A listing of selected records may be printed when exiting the program. After choosing all records to be cleared, proceed to BR23. The operator is prompted CLEAR TRANSACTIONS? and to enter a clearing date. 6. RECONCILIATION REPORT: This will give you totals of all your outstanding deposits, checks, withdrawals and adjustments. If you want detail of transactions that make up these totals, then choose detail for the summary/detail prompt. You won t need to update bank until you re done reconciling. The only thing that this updates is the reconciled information in BR11. Again, the CURRENT BOOK BALANCE is a calculated field in Bank Recon that is made up of all Bank Recon transactions. The balance should equal your general ledger and the discrepancy should be zero. If it s not run BR34 (Detail List). More than likely something is cleared that shouldn t be or visa versa. REPORTING Reports are divided into four menu options. For each prompt in the menu option, the user can select a range or group to include on the report (e.g. banks, dates or record numbers). BR31 OUTSTANDING TRANSACTION LIST. Prints all transactions that have not been cleared. BR32 CLEARDED TRANSACTION LIST. Prints all cleared transactions. BR33 - RECONCILIATION REPORT. Prints a recap on page one. If detail is included, lists all outstanding transactions as of the cutoff date. BR34 DETAIL LISTING. Prints all transactions that match selection criteria. This will give the operator everything that is in Bank Recon. Can be used to find out why there s a discrepancy in recon report.

301 Purchasing Appendices Page 290 APPENDIX III IMPORTING CLEARED CHECK RECORDS FROM AN OUTSIDE BANK Users now have the ability to import a cleared check file from an outside bank agency directly into Bank Reconciliation. As a general overview, there is some setup required of the local organization. The data file is received from a banking agency. Using Bank Reconciliation menu option 22, the records are imported. As long as the import program finds a match for the cleared check record it will flag the outstanding check record as one to be cleared within Bank Reconciliation. Bank Reconciliation menu option 23 is used as normal to complete the clearing process. The only information required in the check data file is: check number, check amount with no decimal point and check date. SETUP 1) BANK RECONCILIATION MENU 11. Each defined bank master in Bank Reconciliation that is to have records imported must have the import prompts set. IMPORT CLEARED CHECKS Answer YES to have the ability for importing cleared check records for this bank master. Otherwise leave this prompt set to NO. **NOTE The following prompts are by-passed when IMPORT CLEARED CHECKS is set to NO. IMPORT FROM DISKETTE PATH If the data file received from the banking agency is on a diskette and this media is going to be used to upload the file to the main computer, answer YES. This prompt is by-passed when IMPORT FROM DISKETTE is set to YES. Otherwise, key in the directory patch where the System is to find the check data file.

302 Purchasing Appendices Page 291 In the example above, the import program is to look in the work directory ($WRK:) of the employee taking menu option BR22. So before going into that program the file must be in place. When adding a new bank master, PATH will default to the same path directory as the smallest numbered bank already on file. There are several methods that can be used to move the import file from a local hard drive to the specified directory on the main computer. If you have questions or would like help with this process call Customer Support. FILE NAME & EXTENSION Enter the name and extension assigned to the import file. If the file was named using capital letters, enter the name in caps here also. This must be completed for both diskette and hard drive options. If importing multiple check files for different banks then each must have a different name and separate masters setup for each bank. When setting up a new bank master FILE NAME will default to the name of the smallest numbered bank already on file. DELIMITED OR FIXED Select either D or F. These are the only two options that will be accepted by the System for the type of file it will be reading for the cleared check records. DELIMITED means there is a separator such as a comma (,) between each field within each record in the file. Individual fields may vary in length. FIXED length means that each field within each record is the same length all the time. DELIMITER When the previous prompt is D for delimited, key the delimiter or separator used in the file. The most common will probably be a comma. When the prior prompt is F for fixed this prompt is bypassed. OFFSETS An additional pop-up window displays for the operator to define where in the file pieces of information are located. Windows displayed are slightly different for Delimited files versus Fixed. DELIMITED FILE ELEMENTS IMPORT FILE OFFSETS ELEMENT # DOCUMENT NUMBER..: 1 DOLLAR AMOUNT...: 2 DOCUMENT DATE...: 3 FORMAT...: YYYYMMDD SCREEN OK?..(Y/N): N As mentioned previously certain fields (e.g. DOLLAR AMOUNT) within a delimited file may not always be the same size, but they are always separated by the same character and located in the same relative position (ELEMENT). For each prompt enter the ELEMENT number where the piece of information is located within a record. As an example, if DOLLAR AMOUNT is the second piece of data within a record enter 2 as the element number. FIXED LENGTH FILE OFFSETS

303 Purchasing Appendices Page 292 IMPORT FILE OFFSETS START END DOCUMENT NUMBER..: 10 DOLLAR AMOUNT...: DOCUMENT DATE...: FORMAT...: YYYYMMDD SCREEN OK?..(Y/N): N With this type of file it is necessary to tell the system where to start reading and where to stop for each bit of information within an individual record. For example the DOLLAR AMOUNT starts at digit 11 and ends at digit 20, making the check dollar amount 10 digits long. At the prompting for date in both types of files there will be a help window. Select a date format from the help window that matches the date format in the check data file. Help Window 1 = YYYY/MM/DD 2 = YYYYMMDD 3 = YYMMDD 4 = YY/MM/DD 5 = MMDDYYYY 6 = MMDDYY 7 = MM/DD/YYYY 8 = MM/DD/YY 9 = DDMMYYYY 10 = DDMMYY 11 = DD/MM/YYYY 12 = DD/MM/YY 2) COMPLETE ANY SETUP FOR MOVING A DATA FILE TO THE MAIN COMPLUTER. Determine what method is to be used to get the check data file to the main computer. The file may have been transferred to a diskette or the hard drive of a PC in your office from the banking agency. If it is located on a diskette, the file may be imported into Bank Reconciliation directly from it. Simply place the diskette into the reader on the main computer. On the other hand, if the check file has been transferred to the hard drive of a local PC it can be copied to a diskette and those procedures followed. Or it could be file transferred to the main computer directory specified on the Bank Master. PROGRAM USE 1) BANK RECONCILIATION OPTION 22 (SELECT TRANSACTIONS TO CLEAR) The screen prompts provide for the import of a cleared check file. If the Bank selected does not have the Bank Master set for the ability to import such a file all prompts relating to import are by-passed. BR22 SELECT TRANSACTIONS TO CLEAR

304 Purchasing Appendices Page 293 BANK NUMBER Enter a bank number to select transactions. **NOTE - If the Bank Master (BR11) is set to NO for IMPORT CLEARED CHECKS, the next couple of prompts are by-passed. IMPORT CLEARED CHECKS FROM THIS BANK Answer YES to import records from another file. The check number must already exist in Bank Reconciliation for the record to import. If it does not exist that record is skipped. The operator will receive a warning message if there is any type of problem finding the file to import or with records in the file to be imported. CLEAR THE FEEDER FILE BEFORE IMPORT If the only records that the operator wants to see in BR22 are the check records to be imported, answer YES to CLEAR THE FEEDER FILE. Otherwise answer NO. Should other transactions have already been selected to clear, the operator will probably want to finalize the clearing of those in BR23 before importing any records so as to not accidentally unselect the first group. BRANCH FROM THRU When IMPORT CLEARED CHECKS is set to YES, the BRANCH prompts are by-passed. Otherwise key the range of branch numbers to be cleared. Operators should keep in mind that only records originating in Commodity Accounting, Order Entry or Hedging are kept by branch number. All other source records carry a branch number of zero. RECONCILIATION DATE

305 Purchasing Appendices Page 294 Reconciliation Date is the equivalent of a cutoff date. If it is the end of the month when checks are cleared enter that calendar date. Any records in Bank Recon with a transaction date later than this date will not display on screen two. STATEMENT BALANCE Operators can enter a bank balance from a statement if one is available. On screen two the System will display a quick reconcile against the book balance as of the RECONCILIATION DATE. From the STATEMENT BALANCE any OUTSTANDING transactions will be subtracted / added to make an ADJUSTED STATEMENT. A BOOK BALANCE calculated as of the RECONCILIATION DATE is then subtracted from the ADJUSTED STATEMENT to show any DISCREPANCY. PRINT SCREEN WITH IMPORTED AND LOCAL RECORDS In the above example check records 196 and 234 were flagged to clear from imported records. Check records 1 and 2 were selected manually. To have both sets of records display the prompt CLEAR THE FEEDER FILE BEFORE IMPORT was set to NO.

306 Purchasing Appendices Page 295 SAMPLE OF REPORT FOR RECORDS NOT IMPORTED 2) BANK RECONCILIATION 23 (CLEAR OUTSTANDING TRANSACTIONS) Clearing the selected transactions works the same as in any other situation.

307 Purchasing Appendices Page 296 APPENDIX IV SUGGESTED PROCEDURES FOR PURCHASING ADD / MAINTAIN A VENDOR MASTER Use PU11. Menu option is used to add / maintain all vendor information. Name, Address, Contacts and 1099 types are some of the information fields on the vendor master. Vendors can also be flagged as INACTIVE. This prevents the vendor number from being used for any new activity. ENTER AN ACCOUNTS PAYABLE INVOICE Use PU21 ADD mode. All entry of new data is done through this menu option. Operators can control some program prompts by the ORDER TYPE. An invoice record is built whenever a detail line is set to a status of INVOICED. Detail line items can be entered using General Ledger numbers or Inventory Item numbers. ENTER A PURCHASE ORDER Use PU21 ADD mode. Operators can control some program prompts by the ORDER TYPE. Detail line items can be entered using General Ledger numbers or Inventory Item numbers. Detail lines entered using General Ledger numbers default to a status of INVOICED. Those entered with Inventory Item Numbers default to ORDERED. ENTER A RECURRING ORDER Use PU21 ADD mode. A special order type is needed to enter a recurring order. The dollar amount of detail lines is the amount to be invoiced each time a release is made. ISSUE A CHECK FOR AN INVOICE BEING ENTERED Use PU21 ADD mode. The order type must be set to YES for QUICK CHECKS. Upon accepting the entry for the invoice portion of the transaction, the System will load the check-writing program (PU26). A check may also be printed from PU41. ENTER AN INVOICE TO PAY IN A MONTH PRIOR TO THE DATE EXPENSES AFFECT G/L When setting the detail line status to received, in the Receiving / Invoicing Window enter the A/P G/L Date as the date to issue a check and G/L Date as the date to affect General Ledger with the expense. ADD / MAINTAIN AN ORDER TYPE Use Utility menu option 4. RELEASE A RECURRING ORDER FOR PAYMENT Use PU23. CANCEL THE REMAINING PORTION OF A RECURRING ORDER Use PU21 CHANGE mode. Delete any recurring time periods in the RECURRING INFORMATION window that have not been released. RECORD THAT AN ORDERED PRODUCT HAS BEEN RECEIVED

308 Purchasing Appendices Page 297 Use PU21 CHANGE mode. Change the status of the detail line from ORDERED to RECEIVED. ENTER THE ACCOUNTS PAYABLE INFORMATION FOR A PRODUCT RECEIVED Use PU21 CHANGE mode. Change the status of the detail line to INVOICED. In the RECEIVING / INVOICING window key Accounts Payable invoice information. ADD FREIGHT, TAXES OR OTHER COSTS TO A RECEIPT Use PU21 CHANGE Mode. On screen two insert a cost add-on detail line and associate it with the corresponding item lines. Any cost add-on line can be invoiced to a vendor other than the one associated with the purchase order. VIEW WHAT GENERAL LEDGER NUMBER WAS USED IN ENTERING AN INVOICE Use PU41. Display the individual invoice. Choose GENERAL LEDGER from the function line. The display can be toggled between the General Ledger description and account number. CHANGE THE GENERAL LEDGER NUMBER ON A DETAIL LINE ITEM Use PU21 CHANGE mode. Key the corrected information. General Ledger information may not be changed once a detail line item has been paid without backing out the check record. BACK OUT A RECEIPT Use PU21 CHANGE mode. If the detail line has been invoiced back out the invoice, then change the status to CANCELLED. (If the receipt is in tact it will be zeroed out. If not, the program will go with oldest receipt first. If there is not enough ON-HAND to cover the back out, then the System will create a negative receipt for the balance. As soon as a new positive receipt is posted the System will use part of it to clear the negative.) BACK OUT AN INVOICE Use PU41. The back out date has to be equal to or greater than the General Ledger posting date of the invoice. Backed out invoices will reset the status of any purchase order detail lines. For detail lines created using a General Ledger number the status will reset to CANCELLED. For those line items created using Inventory Item masters the status will change to RECEIVED. The operator can then INVOICE the detail line(s) with correct information or CANCEL them to reverse any pervious Inventory entries. KEEP THE RECEIVING / INVOICING WINDOW FROM DISPLAYING Maintain the order types in Utility Menu option 4. Set the prompt STOP IN APPLICATION WINDOW to NO. KEEP THE PROMPT TO PRINT P/O FROM DISPLAYING Maintain the order types in Utility Menu option 4. Set the prompt for PRINT FORMAT to zero. PRINT A CHECK FOR A SINGLE INVOICE A check may be printed from PU41. Or the operator may go through the invoice selection (PU25) and check-writing (PU26) process. REPRINT A CHECK OR CHECKS

309 Purchasing Appendices Page 298 Individual checks may be reprinted through PU41. A series of checks may be reprinted through PU42. BACK OUT A CHECK Use PU41. Display the individual check record, choose BACKOUT from the function line. SELECT INVOICES FOR PAYMENT Use PU25. Invoices may be selected by a range of due dates, discount dates and vendors. UPDATE INVOICE INFORMATION TO GENERAL LEDGER An audit report must be printed to hard copy or device 4 using menu Option 30. Answer YES to UPDATE. This process will build the records to go to General Ledger. Also run PU45 to put the records into a General Ledger batch file and send the records to G/L. Complete G/L steps 26 and 42 to post transactions as permanent entries in General Ledger. PRINT A CHECK LISTING A check listing is generated as part of a check print routine in PU26. Check listings may also be printed using PU32.7. Individual check records are associated with a register number. This report is sorted by those register numbers. Option 32.6 allows the operator to print a listing by check number or check date. CHECK PURCHASING TO SEE THAT IT BALANCES TO GENERAL LEDGER The Control Totals screen is a quick way to check for balancing purposes. PRINT A LISTING OF OUTSTANDING INVOICES Use the Trial Balance Report. Option PU32.1. PRINT A LISTING OF VENDORS Use PU34. BALANCE A BANK MONTHLY STATEMENT. Use the Bank Reconciliation Menu. Refer to discussions for setup and use in Appendix II. HOW TO HANDLE EFT PAYMENTS FOR INVOICES There are several considerations to take into account on how to handle this. The main ones are if you are using bank Reconciliation and if funds are withdrawn from the bank the same day that the purchase / expense are to affect general Ledger. The suggested method is to enter the invoice(s) as normal. On the day that funds are to be withdrawn from the bank, select the vendor and specific invoices to pay. Use a special number series of checks for this type of transactions. Print the check to plain paper or device 99. This will update Bank Reconciliation. If bank Reconciliation is not a concern and funds are withdrawn the same day, enter a zero total invoice using the bank G/L number as a negative offset. The System will consider the invoice settled even though there is not a check number attached to it since the remaining amount is zero.

310 Purchasing Appendices Page 299 APPENDIX V MASS DATE MAINTENANCE UTILITY Some additional capabilities have been added in maintaining dates on Purchasing invoices and checks. The first has to do with back out dates on checks and invoices. If a back out date is keyed in error, the operator can maintain the date in PU41 prior to doing an update (PU30). Once the update has been run, the operator will receive a warning that the record has been updated and cannot be maintained. The new back out date cannot be older than the check issue date. In the case of an invoice, the new back out date cannot be older than the last change date, if any, on the invoice. The second has to do with Invoice Date, Due Date and Discount Date. These may be maintained at any time regardless of the update status. PU41 may also be used for this purpose. Display the individual invoice on the screen. At the FUNCTION LINE choose <C> to change. Change any of the fields that are incorrect or need to be changed. In addition to using PU41 to maintain individual invoices there is also a utility program to do a mass maintenance of open invoices that are un-updated. To access this program type PUFX at the CHOICE prompt on any menu. This will load the utility program. UTILITY PROGRAM TO MASS MAINTAIN INVOICE DATES COMPANY NUMBER - Key the Accounts Payable company number to be maintained. VENDOR - In the Vendor Selection Window, the operator may choose a single vendor, specific vendors, a range of vendors or accept the program default to include all vendors. INVOICE... FROM THRU Enter a range of invoice numbers. Touch <ENTER> to ignore this as a selection criteria. NOTE For the prompts involving invoice date, invoice due date and discount date the cursor will go to

311 Purchasing Appendices Page 300 change after asking for date range. If that particular date is to be changed, key the new date. Otherwise, touch <ENTER> to accept the program default of NO CHANGE. INVOICE DATE... FROM THRU Key the date or date range of the invoice dates to be maintained. If INVOICE DATE is not a criteria for records to be selected, touch <ENTER>. DUE DATE... FROM THRU Key the invoice due date range of records to be maintained. If INVOICE DUE DATE is not a criteria for records to be selected, touch <ENTER>. DISCOUNT DATE... FROM THRU Key the range of discount dates to be maintained. If DISCOUNT DATE is not a criteria for records to be selected, touch <ENTER>. PRINT REPORT? - Operators have the option of printing a report that shows all invoices matching selection criteria. The report can be printed without updating any records. UPDATE DATES? This prompt must be set YES before any selected records will be modified. SCREEN OK? Answer YES to proceed. Otherwise answer NO to change screen prompts before continuing. Touch <E> to cancel this program and return to the menu. ENTER DEVICE #! Key the printer device number to print this report. OK TO UPDATE? - If UPDATE DATES was set to YES the operator will have one final chance to exit without modifying any records. REPORT SAMPLE In the report sample above invoice 0711 for vendor 120 has the invoice date changed from 07/11/2005 to 07/12/2005. The due date is being changed from 07//11/2005 to 07/21/2005. There was no change to discount date.

312 Purchasing Appendices Page 301 APPENDIX VI PAYMENT FOR AN EXPENSE INVOICE PRIOR TO G/L POSTING DATE The Purchasing Module allows for an expense to be updated to a particular month in the General Ledger and a check issued as payment in a preceding calendar month. To handle this type of situation the System uses a Prepaid Expense G/L Number and an additional date prompt in the Receiving / Invoicing Information window. SETUP 1) Purchasing Utilities Option 2. A General Ledger number must be defined for the prompt PREPAID EXPENSE G/L NUMBER. Normally this will be an asset type account. 2) Purchasing Utilities Option 4. The prompt STOP IN APPLICATION WINDOW must be set to YES for the Order Type used to enter the invoice or purchase order.

313 Purchasing Appendices Page 302 PROGRAM USE 1) Purchasing Menu Option 21. Entry prompts will look the same as in the past. When invoicing a detail line, the Invoicing Information window will have an additional date prompt for A/P G/L Date. It determines what date the Liability account for Accounts payable will be affected and how early a check can be issued. When A/P G/L Date and G/L Date are the same, any expense is recognized in the General Ledger at that time. Should the G/L Date be later than A/P G/L Date, the expense is recognized on the G/L Date. This new prompt will default to the same date as G/L Date. A/P G/L DATE will normally remain the same as the G/L Date. In those situations where an invoice needs to be paid in a month prior to the time period that expense is to be recognized, the G/L Date will be changed to the calendar month where that expense is to occur. The new G/L Date must be greater than A/P G/L Date. The G/L DATE prompt is accessible only for those detail lines created using a General Ledger number. For all detail lines entered using an Inventory Product number the prompt is by-passed. In the example above, an invoice for employee health insurance dated 7/25/05 has been entered using a G/L Date of 8/3/05. The expense will be recognized in August. Since the A/P G/L DATE is set to 7/25/05 the operator can issue a check anytime on or after that date. Following are the General Ledger entries that will be made for each date. Invoice Entry 7/25/05 audit Accounts Payable Prepaid Expense Check Issued 7/25/05 Accounts Payable Bank Account Invoice Entry 8/03/05 audit- Employee Health Ins. Prepaid Expense Credit Debit Debit Credit Debit Credit

314 Purchasing Appendices Page 303 2) Corrections to Entries. Any necessary corrections will be made the same as with any other records. In the above example, if the invoice needed to backed out prior to any check being issued, the operator could use a back out date of 7/25/05. The System will then build a set of records to offset the 7/25/05 entries and also the 8/03/05 entries. Once a check has been issued the back out date cannot be less than the check date. In our example, if a check issued on 7/28/05 needs to be backed out, then the back out date cannot be less than 7/28/05 for both the check record and invoice record. As with other cancelled checks the System will back out the check and flag any invoices as open and owing. If the invoice(s) associated with the check record are to be backed out also, the operator handles those like any other invoice to be backed out. The back out date on the invoice cannot be less than the back out date used for the check record. Once again, the System will build reversing entries for records dated 7/2505 and 8/03/05.

315 Purchasing Appendices Page 304 APPENDIX VII EXPORT CHECK RECORD INFORMATION Some financial institutions are offering a service where the customer sends them a file of checks written each day. They will then compare checks in that file to checks as they clear the system. If a check clearing the system does not match any records in file, the financial institution notifies the customer prior to authorizing payment for the check. The ability to create an export file for this purpose has been added to Bank Reconciliation. Setup for this feature is minimal. Program BR24 has been added to the Bank Reconciliation menu to use in building an export file. Export files can be moved from the main computer to a PC via diskette or file transfer. CoBank requirements were used in creating this feature. Other financial institutions may have slightly different requirements or procedures than those described here. SETUP As mentioned previously CoBank requirements were used on this project so the setup for other banks may vary. 1) BANK NUMBER Obtain a number from the bank for submitting check files to the bank. In CoBank s case this is a four-digit number that is included in the file header. It allows the bank to identify who is submitting the records. The user will also need to find out the file type (fixed or delimited). If the bank can furnish a written sample of what the file should look like, it helps a lot. 2) BANK MASTER IN AGTRAX Verify that the ACCOUNT NUMBER for each bank (BR11) to export check records is correct. Also there is a prompt for EXPORT FORMAT that needs to be filled in. This is discussed in the next step. 3) EXPORT FORMAT - A format file is used for the System to know where to place each piece of information in the export file. If information is being exported to a single bank then only one format file is needed even the user has several accounts numbers for the same bank. On the other hand, if the user is exporting to several different banks and each requires a different type of file, a separate format file is required for each different type of file. The user will probably want to call Customer Support for assistance in setting up their format files. PROGRAM USE BR24 - EXPORT CHECKS FOR A BANK Bank Reconciliation menu option 24 allows the operator to build an export file of checks written. To fully utilize the bank service, operators will probably build a file daily of all checks written for the day. Any export file created through this program is placed in the work directory of the user creating the file.

316 Purchasing Appendices Page 305 BANK NUMBER Enter the number of the bank to build an export file. The System defaults to the smallest numbered bank defined in BR11. NAME OF EXPORT FILE Assign a name for the file to be created. The financial institution where the file is being sent may have some name convention requirements. In such cases be sure to follow those requirements. The System defaults to a file name BRYYYYMMDD. BR indicates Bank Reconciliation and YYYYMMDD is YEAR, MONTH and DAY. EXTENSION OF EXPORT FILE Enter a file name extension. The program default is TXT. CREATE EXPORT DISKETTE - Operators may write a copy of the file to a diskette placed in the diskette reader of the main computer. The diskette can then be taken to a PC where the file is copied to the PC hard drive. In cases where the operator has their PC mapped to get to their work directory on the main computer, they can drag and drop a copy of the file directly to their PC. CHECK DATE FROM THRU Key a date range of the check records to be exported. The program defaults to the current calendar date. CHECK NUMBER FROM THRU In some situations the operator may want to use a range of check numbers in place of or in addition to a check date range. The System defaults this prompt to all checks matching other selection criteria. EXPORT FILE EXISTS, OVERWRITE IT Any time that a previous file with same name is detected the operator will be prompted to overwrite it. If the previous copy is no longer needed answer YES. ENTER DEVICE #! Enter a printer device number to print a listing of those records to be included in the export file. CREATE THE EXPORT FILE Answer YES to continue with building an export file. INSERT THE DISKETTE AND TOUCH ENTER When an operator chooses to CREATE EXPORT DISKETTE, they will be prompted to place a diskette in the diskette reader on the main computer. After the file has been copied to the diskette a message will display on screen letting the operator know that copy was successful.

317 Purchasing Appendices Page 306 SAMPLE OF EXPORT REPORT REPORT: BR240U CHECKS EXPORTED FOR BANK: WACHOVIA BANK PAGE: 1 TIME.: 16:53 07/21/2006 AGTRAX BANK NUMBER...! 1 WACHOVIA BANK NAME OF THE EXPORT FILE...: BR EXTENSION OF THE EXPORT FILE.: TXT CREATE EXPORT DISKETTE (Y/N)?: NO CHECK DATE FROM...! 05/25/2004 THRU...! 05/25/2004 CHECK NUMBER FROM...! BEGINNING OF FILE THRU...! END OF FILE DATE TRANS# SYS PAYEE NAME AMOUNT STATUTS /25/ A/P 422 ADM GRAIN TERMINAL $ /25/ A/P 578 YELLOW TRANSPORT INC. $ /25/ A/P 29 BLUE CROSS/BLUE SHIELD OF KS $ /25/ A/P 47 HEDGE INC $ /25/ A/P 41 FIRST NAT. BANK $ /25/ A/P 20 MARK TWAIN $ /25/ A/P 132 SCHWAN'S $ /25/ A/P 196 A T & T $ /25/ A/P 460 TSC $ /25/ A/P 172 SALINA SCALE $ /25/ C/A JOE FARMER $ $ FORMAT FILE MAINTENANCE The format file should already be set for a file submitted to CoBank. Inserting the 4-digit number that CoBank wants to identify the customer will be about the only change. Save the default to 9000 number prior to doing this. The default format file number is br0/bx0001.fmt. DOCUMENT SECTION OF FORMAT FILE. The document section looks like the following print screen. There is nothing to in this section. FORM SECTION OF FORMAT FILE. There are no changes to be made here either. The exception to that is if a record length of 80 needs to be changed.

318 Purchasing Appendices Page 307 VARIABLE SECTION OF FORMAT FILE. Following are the variables that may need to be changed. FIXORDELM=F Default is set to FIXED. If the file is to be delimited, change to D. DELIMITOR=, This is only used when D is defined for the previous variable. If something other than a comma is to be used enter that character. IDATE_FMT=YMD The date format for the issue date of the check is YMD. Also available are DMY or MDY. BANKNUMBER=0004 Number assigned by CoBank. OTHER VARIABLES The size and offset may change depending upon bank requirements. NOTE that ROUTING NUMBER is not used at this time. So it can be ignored unless the bank wants that included. If they do we will have to make a programming change.

319 Purchasing Appendices Page 308 SAMPLE EXPORT FILE

320 Purchasing Appendices Page 309 APPENDIX VIII COMMENTS LINES ON CHECK STUBS Operators have the ability to include comments entered on a purchase order as part of the check stub detail. Prompting in PU21 is controlled by a prompt on the Order Type master (PUUT04). The setting on the Order Type defines a prompt default in PU21. There is also a prompt in the check format file. It MUST be set to YES before any comments will appear on a check stub. Comments are tied to an individual purchase as opposed to a single detail line on a purchase order or an invoice. Therefore if multiple comments are entered on a purchase order with each set to print, they will all appear on the stub of the check paying the invoice for that purchase order. If there is more than one invoice associated with the purchase order and each is paid with a different check, any comments lines set to print will appear on each check stub. In situations where those invoices are paid with one check, the comment line(s) will print for each invoice. SETUP PU UTILITY 04 - PURCHASE ORDER TYPE A prompt has been added to the screen for comment printing. The installation program will set this prompt to NEVER which means that the operator will not get a question asking if this particular comment is to print on a check stub. DEFAULT PROMPT FOR COMMENTS ON CHECK Available responses are: NEVER For this particular Order Type do not prompt at all. YES Any new comment added to a purchase order will default to print. NO Any new comment added to a purchase order will default to not print.

321 Purchasing Appendices Page 310 FORMAT FILE A prompt has been added to the format file also. It must be set to YES before any comments will print. Also in the format file the physical location of where the comment is to print must be defined. If you are not familiar with maintaining format files call Customer Support. PROGRAM USE PU 21 - PURCHASING ENTRY Screen two has been changed for the entry of a comment line. If the Order Type is set to default to YES or NO for printing on a check, then the operator will see a question to that effect. Otherwise the screen will appear no different. PURCHASING 26, 41 AND 42 Any program where a check may be initiated will recognize the new feature has been activated and print records accordingly.

322 Purchasing Appendices Page 311 APPENDIX IX PURCHASING PREPAID CONTRACTS These procedures afford the operator the capability to record and track prepaid supply purchases from respective vendors. The user can create a contract, apply to the contract and issue a check affecting a prepaid asset account. When entering a purchase order the operator can attach the line item to a contract as a memo posting. This can also be done at the time of RECEIVING. Later when invoicing product the detail line can remain applied to the prepay contract which will mark the invoice as paid and reduce the contract. Or the detail line can be removed from the contract. Contracts can be product specific, Inventory major group contracts or generic, which would allow any invoice to be applied against the contract regardless of product or group. The procedures for Purchase Order contracts work very similar to customer or patron prepay/booking contracts. Vendor contracts are for monetary amounts only and do not track quantity. The monetary amounts paid and applied to these contracts can be applied to multiple general ledger accounts based on the inventory group setup or a default general ledger code for anything else. There is also the capability to control general ledger coding by individual contract. The accounting procedures are as follows: CONTRACT ISSUE. Issue of the contract itself does not create any entries other than the contract. INVOICE ENTRY FOR CONTRACT PAYMENT. The issue of an invoice in the purchasing module will create general ledger transactions that will debit the prepaid g/l code attached to the contract and credit accounts payable. It also makes a prepaid dollar entry to the contract master. Writing a check for the invoice will debit accounts payable and credit the respective bank account. PURCHASE ORDER ENTRY. Detail lines whose status is ORDERED can be attached to a contract as a memo amount. They will reduce the MEMO BALANCE. No General Ledger or Inventory transactions are created. PURCHASE ORDER RECEIPT. If the detail line item is attached to a contract it will affect the MEMO BALANCE. Inventory is affected. No General Ledger entries are created. PURCHASE ORDER INVOICE. Changing the status of an order detail line to INVOICED will create general ledger transactions that will debit the g/l code attached to the detail line and credit the General Ledger code attached to the contract. If all detail lines attached to an invoice are applied against prepaid contracts, it is considered settled since the remaining amount of the invoice is zero. Should there be other detail lines making up an invoice that are not attached to prepaid contracts the invoice is partially paid. The contract balance is reduced by the amount of the application. Any difference between receiving and invoicing affects inventory. The reporting for contracts utilizes point in time so that it can be ran at any given time to use as a balancing tool to the general ledger. Depending on how much detail the customer wants to see in the general ledger and on their balance sheet, they may want to create some new general ledger ASSET type accounts within the general ledger module. This would be necessary only if they want fertilizer prepayments separate from fuel prepayments, etc. Or all activity can run to the same general ledger code. SETUP The following steps will guide the operator through any setup that is required prior to using any prepaid contracts in the Purchasing Module. 1. GENERAL LEDGER (GL12). As mentioned earlier if the user wants to see more detail in the General Ledger they may want to add new Account numbers to track activity. Any accounts added should have

323 Purchasing Appendices Page 312 ASSET for an account type. The user may also want to consider setting the SUMMARIZE prompts to NO. This will yield more detail per account in any General Ledger inquiry or report. 2. INVENTORY GROUP MASTER (IV11.1). At the prompt for PREPAID ASSET fill in the General Ledger code to be used for this Inventory group of products. The code serves as a default for vendor contracts set up by GROUP or PRODUCT. 3. PURCHASING UTILITIES OPTIONS (PUUT02). The screen has a prompt for Generic Prepaid G/L #. This field serves as the default asset prepaid code assigned to vendor contracts defined as GENERIC. 4. PURCHASING ORDER TYPES (PUUT04). PREPAID CONTRACT PAYMENTS controls whether or not the customer can assign an invoice to a contract as payment for the contract. This is discussed in detail in PROGRAM USE for PU21.

324 Purchasing Appendices Page 313 PROGRAM USE A couple of new programs have been added to the menu and other have changes to work with the prepaid features. Those programs relating to contract entry, maintenance, application and reporting are covered in this section. PURCHASING 12 (PREPAID CONTRACT MAINTENANCE) This program is used to add or maintain all vendor prepaid contracts. Any deposits or product receipts against a contract are made through PU21. Note that quantity and price fields used in defining a Product specific contract type are not checked when making applications to a contract.

325 Purchasing Appendices Page 314 The different functions available in the program are: A = ADD Set up a new contract. C =CHANGE Prior to any transactions on a contract most all fields are maintainable. After any sort of application only Their Contract, Contract Date, Quantity, Price, Extended Amount and Deposit Price fields are maintainable. D = DELETE Any contract with NO transactions may be deleted. I = INQUIRY View a contract master with no maintenance capabilities. T =TRANSFER Used to move prepaid dollars from one contract to another for the same vendor. Transfer amounts may not exceed the remaining balance. O = OPEN Allows the operator to reopen a contract. The System automatically closes a contract when the remaining balance goes to zero. R = RECALCULATE Reads all purchase order detail lines whose status is Ordered or Received verifying that ON ORDER is correct. If not, the System recalculates ON ORDER and MEMO BALANCE. E = END Cancel this program and return to the previous menu with no action taken. VENDOR # - Enter an existing vendor number that is to be associated with the new prepaid contract. CONTRACT DESCRIPTION Enter up to thirty characters to describe this contract. Entry is optional. However we would suggest this field or the following be used so the contract can be identified in a lookup. Description may be maintained in change mode by using the <LEFT ARROW> key to access the field. THEIR CONTRACT # - Operators may the vendors contract number as reference information. This field is 20 characters long. This field may be maintained in change mode. A contract lookup window is available for either of these prompts. The only difference in the display depends upon which prompt calls the window. When it is called from CONTRACT DESCRIPTION, that column displays to the left of THEIR CONTRACT #. When the window is called from THEIR CONTRACT #, the two columns of information are reversed.

326 Purchasing Appendices Page 315 By using the <FORWARD ARROW> or <BACKWARD ARROW> the operator can rotate the screen to display Contract Type / Product Group Description or Contract balances. The screen defaults to a display of only open contracts. Use the <SELECT> key to show closed contracts. CONTRACT DATE Enter a calendar date for this contract. This date may be maintained in change mode. Operators will want to make sure that any date entered is at least as old as any activity to be posted to the contract. Otherwise, the Prepaid Contract Report may not print accurate information when run as a point in time report. STATUS This prompt is by-passed in ADD mode. The System defaults new contracts to OPEN. When remaining Balance goes to zero the System will close the contract. If for any reason the operator needs to re-open a contract use Function O. CLOSED DATE A date is entered by the System during the close process. CONTRACT TYPE Choose from one of the three available options. Once a contract has any detail attached to it, the contract type may not be changed. PRODUCT Refers to a specific Inventory product number. Any detail line items on purchase orders must be for the same product in order to make application to the contract. The match for product is organization wide, not by a certain Inventory branch number. Enter P to choose PRODUCT. GROUP Refers to particular Inventory products having the same major group number. Any detail line items on purchase orders for products having the group number may be applied to the contract. Enter G to choose GROUP. GENERIC Refers to a catch all type contract. Any detail line item on a purchase order can be applied to the contract. Choose E for GENERIC. PRODUCT NUMBER Enter the Inventory product number for the current contract. This prompt is bypassed for Group or Generic contract types. Once a contract has any detail attached to it the product number may not be maintained. GROUP NUMBER Key the Inventory major group number to associate with the current contract. A group number may not be changed once detail is attached to a contract. This prompt is by-passed for Product or Generic contract types. QUANTITY Enter the BUYING Unit Of Measure amount for this contract. If fertilizer is purchased by the ton and fifty tons were booked, enter Quantity may be maintained in CHANGE mode. This prompt is accessible for only Product contract types. PRICE Key the BUYING Unit Of Measure purchase price. Price may be maintained in CHANGE mode. This prompt is accessible for only Product contract types. EXTENDED AMOUNT For Product contract types the System calculates an extended amount. If an operator keys over a calculated amount the System will recalculate PRICE to keep the formula (QUANTITY X PRICE = EXTENDED AMOUNT) in balance. Enter a total dollar amount for either Group or

327 Purchasing Appendices Page 316 Generic contract types. Extended Amounts can be maintained in CHANGE mode for those contract types. DEPOSIT PRICE For Product specific contract types enter the BUYING Unit Of Measure deposit amount, if there is one. This unit amount will be used to multiply the units invoiced. The resulting answer is added to APPLIED dollars thereby decreasing the contract BALANCE. PREPAID G/L NUMBER The System will default this field to the PREPAID ASSET number on the Inventory Group Master for Product or Group contract types. For Generic contract types, the system reads the Purchasing Options screen. If a valid General Ledger number can not be found one must be entered before the contract can be accepted. The operator can over-ride the default by keying an alternate General Ledger number. Once detail has been attached to a contract, the General Ledger can not be maintained. Each of the following fields is maintained by the System and is not accessible. PREPAID Reflects the total deposit dollars applied to a contract. TRANSFER Contains the dollar amounts transferred to / from a contract. Transfer to a contract will display as positive whereas transfers from a contract will display as negative. APPLIED Invoice line items that have been applied to the contract. BALANCE- Net amount of PREPAID minus / plus TRANSFER minus APPLIED. ON ORDER Invoice line items that have been applied to a contract with a status of Ordered or Received. When a line item status changes to INVOICED the dollar amount moves from ON ORDER to APPLIED. MEMO BALANCE Net amount of BALANCE minus ON ORDER. PURCHASING 21 (PURCHASING ENTRY) Any application to a contract, either in the way of prepaid deposits or product received, is done through Purchasing Entry. Several features in the program allow this to happen. PREPAID DEPOSIT An Order Type must be used that has the flag set to YES for PREPAID CONTRACT PAYMENTS. Prompts on screen 1 are answered as they are for any other order or invoice. On screen 2, the program will recognize an additional transaction type ( E for Prepaid Contract). Choose E to create an invoice for a prepaid deposit.

328 Purchasing Appendices Page 317 CONTRACT DESCRIPTION! Prompts for Branch, Product and description are replaced with CONTRACT DESCRIPTION. Use the <LOOKUP> key to choose the desired contract from the pick list. By using the <FORWARD ARROW> or <BACKWARD ARROW> the operator can rotate the display to CONTRACT DESCRIPTION / THEIR CONTRACT # and CONTRACT TYPE / GROUP PRODUCT DESCRIPTION. Use the <SELECT> key to display closed contracts. G/L NUMBER The General Ledger number associated with the contract master is filled in and the column by-passed. EXTENDED AMT The System will default to the EXTENDED AMOUNT on the contract master less any previous deposits to the contract. Any dollar amount entered can not exceed the contract Extended Amount. STATUS The status of the detail line must be INVOICED. RECEIVING / INVOICING WINDOW If the Order Type is set to display this window it will appear as it does with other transaction types. Maintain any incorrect information and proceed to accept the invoice. Once the invoice has been accepted the Purchase Order detail line is flagged as Complete, the new invoice is an open payable and a deposit is added to the prepaid contract. A check can be issued for the invoice as with any other invoice. In situations where the operator may have more than one contract for the same vendor, multiple detail lines may be added to the same purchase order, invoiced and then paid with one check. CONTRACT APPLICATION Operators have three different times they can apply a purchase detail line item to a prepaid contract. In each case the status column on screen two of purchase order entry is used to access the prepaid contract. 1) When entering a purchase line item at the time of placing an order with a vendor, the operator can make a memo application to a prepaid contract. To access the contract and make a memo application use the <SELECT> key while the cursor is positioned in the STATUS COLUMN. A detail line item with a status of ORDERED updates to a contract as a MEMO. One of the available functions with the line status being ORDERED is the <SELECT> key.

329 Purchasing Appendices Page 318 BY touching the <SELECT> key the operator is able to access a PREPAID CONTRACT window. Then use the <HOME>key to get a listing of those open contracts that match the detail line item being ordered. For item specific contracts the contract unit price will display. To display information contained in THEIR CONTRACT field touch the <SELECT> key. CONTRACT PRICE is replaced with THEIR CONTRACT. NOTE When entering a detail line as ordered the System will default UNIT COST to Current Buying Cost from the item master. The operator can maintain it while in the unit cost field or by choosing a prepaid contract for application the System will maintain the cost field to match contract unit price and recalculate extended dollars.

330 Purchasing Appendices Page 319 2) The second point at which a purchase order line item can be applied is at receipt time. In the RECEIVING & INVOICING WINDOW the cursor will stop at the prompt for PREPAID CONTRACT. Use the <HOME> key to get a list of open matching contracts. Choose the desired contract. A detail line item with a status of RECEIVED updates to a contract as a MEMO. NOTE If a detail line is applied to a contract during invoicing the System does not check the cost against the unit price of the contract. The operator can maintain cost during the RECEIVING process or do it during INVOICING. If the operator elects to do it during INVOICING the System will make adjustments to the contract and Inventory records so all will match contract price. (THAT IS PROVIDED THE VENDOR INVOICE IS BILLED AT CONTRACT PRICE.) 3) The third point at which a detail line can be applied is at time of INVOICING. In the RECEIVING & INVOICING WINDOW the cursor will stop at the prompt for PREPIAD CONTRACT. Use the <HOME> key to get a list of open matching contracts. Choose the desired contract. A detail line item with a status of INVOICED updates to a contract as APPLIED. NOTE The invoiced extended dollar amount of the detail line will be the amount to update the vendor contract and Inventory records. The System does no check against contract price.

331 Purchasing Appendices Page 320 NOTES In the status column the description of an ORDERED or INVOICED line has been shortened to include PREPAID when applied to a contract. Line items with a status of RECEIVED continue to show the date received. To view if the line has been applied to a contract use the <SELECT> key in either the TRANSACTION TYPE column or the STATUS column. Postings to a prepaid contract are not made until the purchase order is accepted in ADD or CHANGE mode. Therefore if multiple detail lines are made to the same order in one session, each time the operator views the prepaid contract window the REMAINING BALANCE will stay the same. The System will allow a MEMO BALANCE to go negative. However, during the invoicing process only the BALANCE amount on the contract will be used to pay all or a portion of the invoice. Should the invoice be for more than the BALANCE, the excess will show as open and owing to the vendor. At the time a detail line is invoiced and the BALANCE goes to zero, if there are other detail lines attached to the contract that have not been invoiced, the operator will receive a warning message. Remember that as soon as a contract balance goes to zero the System automatically closes it. The contract can re-opened in PU12, the EXTENDED AMOUNT increased, then additional prepaid dollars applied to it. Use the following steps to remove a line item from a contract: LINE ITEM STATUS IS ORDERED. In the STATUS column use the <SELECT> key to access the contract window. Touch <DELETE> to remove the line from the contract and leave it as ordered. If the line should be attached to a different contract, choose the correct contract from the display window. LINE ITEM STATUS IS RECEIVED. To remove the detail from a contract and leave everything else as is; in the STATUS column use the <SELECT> key to access the contract window. Touch <DELETE> to remove the line from the contract and leave it as RECEIVED. If other information is incorrect on the detail line CANCEL the line item and re-enter it. Or if the line is ready to be invoiced the contract number can be changed or removed via the DELETE key during the INVOICE process. LINE ITEM STATUS IS INVOICED. Back out the invoice. Answer the question to remove the detail line item from the contract. Complete any other maintenance needed to the detail line.

332 Purchasing Appendices Page 321 Any line item removed from a contract after the status had been flagged as INVOICED will show as a deduction and addition to the contract. Those line items removed while their status is either ORDERED or RECEIVED will not show on any detail for the contract. If a particular detail line is for a dollar amount that is greater than the BALANCE remaining on a prepaid contract, then the invoice will show as partially paid. See the following example. At the end of a contract period if there are prepaid dollars remaining on the contract they may be transferred to another contract. Or in some situations the vendor may issue a credit invoice or a check. Where the vendor issues a credit invoice, create an order like a payment is to be made to the contract, only make the dollar amount NEGATIVE for the remaining BALANCE. This will take the additional dollars off of the contract, close it and make a credit invoice that can be used against other debit invoices. If the vendor sends a check, make the entry outlined in step 1. In addition on the same purchase order key a G/L detail line coded to the General Ledger account used on the Order Entry ticket to record receipt of the check. Enter the G/L detail line as a positive dollar amount and use the same

333 Purchasing Appendices Page 322 invoice information so the System will create a zero dollar invoice. This process will remove excess dollars from the contract, close it and offset the entry created for receipt of the check. PURCHASING 22 (P/O PRINT) Additional variables have been added to the format file for INVOICE NUMBER, PREPAID AMOUNT and NET AMOUNT. These are designed to print on the detail line along with other information. To utilize any of these may mean that other information presently printing would have to be removed to make room for it or print everything in a smaller print pitch so it will all fit reading from left to right. In any case the format file being used must be edited to incorporate any of these additional variables into the detail line print. If you are not familiar with editing format files call Customer Support for assistance. PURCHASING 41 (PURCHASING INQUIRY / MAINTENANCE) Purchasing Inquiry / Maintenance can be used to access prepaid contract records the same as it does for purchase orders, invoices or checks. At the prompt for TYPE of record to display choose PREPAID. All other prompts may be answered as they are for any other type of inquiry. The initial screen will display summary information for each contract matching selection criteria.

334 Purchasing Appendices Page 323 To view more detail for a specific contract, choose the sequence number of that contract. The following screen displays the contract master information. This is the same screen displayed in PU12. At any point that the operator cancels a drill down process they are returned to this screen. Having displayed a specific contract master, the operator can start a drill down process to view detail records attached to the contract. To initiate this process touch D for detail. The System will display any detail records attached to the contract. Operators could see three record types: TRFR, INVC and ORDR.

335 Purchasing Appendices Page 324 To continue the drill down enter the sequence number of an individual detail record. Depending upon the status of the record the System will display accordingly. Choosing sequence 2 (INVC) in the example above, which has been invoiced, the System goes to the invoice display. From there the operator can select FROM to see the purchase order associated with the invoice. Or they may choose TO for viewing the check that paid the invoice. Operators should remember that an invoice was created to apply prepaid dollars to the contract. It will display along with other invoices made as application towards the contract. Deposits to the contract will display as positive dollar amounts whereas applications will display as negative dollar amounts. An exception to this rule is any invoice that has been backed out. They are easily identified with B/O as part of the DETAIL DESCRIPTION.

336 Purchasing Appendices Page 325 Choosing sequence 6 (ORDR), which has a status of ordered, the System goes to the header screen of the related purchase order. There the operator can select FROM to see the detail line items on the purchase order. Any maintenance functions that are available for other records types are also available for detail line items attached to prepaid contracts. Choosing sequence line 1 (TRFR), which is a transfer from another contract, the System will display the contract master that transferred dollars to the current contract.

337 Purchasing Appendices Page 326 REPORTING PURCHASING 30 (AUDIT & UPDATE) The Audit Report will look basically the same as it has in the past. The difference the operator will notice is where a dollar amount was posted to Accounts Payable, it will now be going to a Prepaid Account when invoice line items are applied to a prepaid contract. In the first example Invoice 710 and 702 were created to make a deposit to a prepaid contract. The General Ledger entries are credit to Accounts Payable and a debit to a Prepaid Account. The next example shows check 136 paying invoice 710. The General Ledger entries are a debit to Accounts Payable and a credit to Bank. Following is an example of an invoice applied to a contract having a unit deposit amount; then the invoice has been backed out. The invoice number is

338 Purchasing Appendices Page 327 The last example is two invoices applied to contracts. One has a deposit amount and the other does not. PURCHASING 35 (PREPAID CONTRACT REPORT) The Prepaid Contract listing can be run as a single line report or with detail. It is also designed to use as a point in time report for use as an aide to balance outstanding prepaid contracts with General Ledger control accounts.

339 Purchasing Appendices Page 328 VENDOR Choose the vendor or vendors to include on the report from a standard selection window. PRODUCT Select the product or products to include. Touch <ENTER> to accept program defaults of all products having contracts. GROUP When selecting specific products, Group will probably be defaulted to all. Or when an operator is interested in products in a specific group(s), PRODUCT may be defaulted to all. SINGLE CONTRACT To see detail for only a specific contract choose that contract from the pick list. CONTRACT DATE Enter a date range of CONRTACT DATES to include on the report. When running this report as a point in time, the operator will want to leave FROM defaulted to BEGINNING OF FILE and set TO as the last date to balance. CONTRACT TYPE Choose a single contract type to print or accept the program default of all types. CONTRACT STATUS The report may be printed only for OPEN contracts or CLOSED contracts. Operators may ignore status by selecting ALL. RECAP BY Detail may be recapped at the end of the report by Inventory Product, General Ledger prepaid account(s), both Product and General Ledger. Operators may eliminate any recap by choosing NONE. SORT BY Activity appearing on the report can be sorted by Vendor number, Inventory Product number, major Group number or General Ledger prepaid account. ZERO BALANCE CONTRACTS Answer YES to include contracts whose balance is zero. Otherwise, answer NO. Choose ONLY to generate a report with only those contracts having a zero balance. NOTE that the System automatically closes contracts when the balance goes to Zero. Unless contracts have been manually re-opened CONTRACT STATUS must be set to CLOSED or ALL to have a zero balance contract appear on a report. PRINT INVOICE DETAIL Answer YES to include contract detail for transfers or invoiced purchase order detail items. Detail information includes record type (TRFR, INVC) accounting date and invoice number. PRINT P/O DETAIL Any purchase order detail line items whose status is ORDERED or RECEIVED can be printed on the report by answering YES. Since these are MEMO entries against the contract they do not affect contract balances on the report. Detail information includes product description, order quantity, order extended dollars, order branch number and order number. ONE LINE CONTRACT Operators can print one line per contract by answering YES. Note to get one line per contract PRINT INVOICE DETAIL and PRINT P/O DETAIL both must be set to NO. OUTSTANDING AS OF TO DATE Answer YES to get a point in time report. Note that CONRTACT DATE TO determines the cut-off date for the report.

340 Purchasing Appendices Page 329 SAMPLE OF DETAIL SECTION OF REPORT WITH ALL DETAIL SAMPLE OF RECAP SECTION WITH BOTH PRODUCT / GENERAL LEDGER

341 Purchasing Appendices Page 330 SAMPLE OF ONE LINE DETAIL REPORT

342 Purchasing Appendices Page 331 APPENDIX X ACH (DIRECT DEPOSIT) Several accounting modules in the system allow the operator to create an ACH file to direct deposit funds for an individual. When funds are direct deposited a voucher is printed for the individual in place of a check. Information contained on the voucher is similar to information that would have been included on a printed check. Accounting modules that provide for direct deposit are: Payroll (Voluntary Deductions and Net Check Amounts), Purchasing, Notes Payable and Commodity Accounting (Advances on Purchase contracts, IB Settlements and Freight Settlements). ACH is handled through the Bank Reconciliation module. Records are updated to it from modules where the direct deposit originated. Option BR25 is used to create an audit listing and ACH file in NACHA format. Records included in the ACH file may be selected by originating accounting module. The created file is placed in the WRK directory of the operator executing the program. It may be file transferred (FTP) from the main server to the operator work station PC. TERMINOLOGY ACH FILE A file containing monetary records of deposits that is in NACHA format. BALANCED FILE An export file contains credit and debit transactions for a net total of zero. NON-BALANCED FILE An export file contains only credit transactions. PRE-NOTE An initial ACH record with a zero dollar amount sent for bank account verification purposes. PRE-NOTE BANK A financial institution used by an organization to submit an ACH file containing PRE- NOTE records. SETUP 1. COMPANY NAME MAINTENANCE From the main menu in AgTrax choose option 15 (SYSTEM MAINTENANCE). Verify that the organization name and Federal ID Number are correct. These are used in the ACH export file. 2. BR11 BANK RECONCILIATION BANK MASTER An organization does not have to use Bank Reconciliation as an account reconciliation tool in order to use Direct Deposit. However, all direct deposit activity goes through the Bank Reconciliation module. Therefore some of the same setup is required for both purposes. At least one Bank Master must be defined in BR11. That would be the financial institution where an ACH file is to be submitted. There are several prompts that are necessary for the ACH function. BANK NAME Enter the name of the financial institution. The name is used in the Batch Header portion of an ACH file. ACCOUNT A banking relationship is defined in BR14 (see step 3) for the financial institution. Choose that relationship. This information is also used in the Batch Header portion of an ACH file. NOTE when pre-note verification is in use the account will display as INVALID ACCOUNT until the pre-note time period PASSWORD A password is not required for ACH activity. However where there may be sensitive information a password restricts which operators may view that information. BANK ACH ID Normally this will be the number 1.

343 Purchasing Appendices Page 332 BALANCED ACH - If an export file is to contain a debit entry to offset credit records in the file, answer YES. Otherwise answer NO. The system will default to NO. Organizations may need to verify the type of file to create with the financial institution that is to receive the ACH file. 3. BR14 ACH ACCOUNT MAINTENANCE (FOR BANK MASTER) A banking relationship is established for each Bank Master where an ACH file is to be submitted. Similar setup is done for each entity that funds are being direct deposited. MODULE - To establish a banking relationship for a Bank Master, choose module <BA>. BANK Select the Bank Master that this banking relationship is being added. <INSERT> - Use the <INSERT> key to add a new relationship. In the example above one relationship already exists.

344 Purchasing Appendices Page 333 ROUTING NUMBER - Enter a Routing Number or choose from an available pick list. If the Routing Number does not exist, it may be added at this point by entering that number. The system will display a message asking if the operator wants to add the new number. A positive response will display the setup screen from BR13. Complete the setup screen for the new routing number and return to Account Number maintenance. ACCOUNT NUMBER Key a bank account number. Account numbers may be up to 20 characters long. ACCOUNT TYPE Four Account types are available. They are: 22 Consumer Checking Account 27 Business Checking Account 32 Consumer Saving Account 37 Business Saving Account ACTIVE Enter YES. The prompt may be changed to NO if the current account is to no longer be used. AVAILABLE TO Select the AgTrax account numbers that are to be associated with the current bank account number. In this example the same physical bank account is being used for Bank Master 1 and 6 in AgTrax.

345 Purchasing Appendices Page 334 PRENOTE DATE Where PRENOTES are in use this field will display PENDING until a test record has been sent in an ACH export file. At that time it will display the date of the test record. See BRUT02 for information on PRENOTES. PRENOTE BANK Enter the bank master number as defined in BR11 where the ACH file containing a PRENOTE for this account will be sent for processing. Once a PRENOTE record has been created this field may not be maintained. If PRENOTES are not in use this field is by-passed. 4. BRUT02 B/R OPTIONS Set prompts for modules that are to use Direct Deposit. If Pre-Notes are to be used, set those prompts. Operators should keep in mind that if Bank Reconciliation is being used and AUTO POST for a given module is changed from NO to YES, there may be records that have not updated to Bank Reconciliation. AUTO POST PURCHASING SYSTEM Must be set to YES. AUTO POST COMMODITY CHECKS Must be set to YES. AUTO POST FREIGHT CHECKS Must be set to YES. AUTO POST ADVANCE CHECKS Must be set to YES. AUTO POST PATRONAGE & EQUITY ACH is not available for this module. AUTO POST PAYROLL It is optional for Payroll to use Auto Post and ACH. If set to NO the operator must use BR42 to get ACH records to Bank Reconciliation for transmission. AUTO POST NOTES SYSTEM Must be set to YES. ACH PRENOTES Organizations have the option to create a zero dollar record sent for account verification purposes. This is optional. When PRENOTES are in use as new accounts are placed in use a verification record is to a specified bank. The date of that transaction is stored on the new account record. Actual use of the account cannot start until the number of days defined in the next prompt has lapsed. DAYS BEFORE AVAILABLE Valid numbers for this prompt are The number entered here is added to the PRENOTE transmission date of a new account. That date is compared to the main system calendar date. The system calendar date must be equal to or greater than the adjusted PRENOTE transmission date in order for the account to be available for use. 5. BR14 ACH ACCOUNT MAINTENANCE (FOR INDIVIDUALS) A banking relationship is established for each individual entity / module where a direct deposit is to be made. Use this menu option to create a link between an accounting application, a customer/employee/vendor bank account number and a pre-note bank. The bank account numbers entered in this screen are visible in their entirety. If there are employees who use the Bank

346 Purchasing Appendices Page 335 Reconciliation menu and should not have access to this information, the organization will want to set security on this menu option. The program has a default security level of 6 in the Guard file. It is not active until the prompt ACTIVATE SECURITY in BRUT02 is set to YES. While adding a relationship for a bank if the routing number and bank name do not exist, they may be added here without having to return to menu option 13. Once a relationship has been added it may not be deleted. There is no way in the system to know if it has been used. By changing the ACTIVE flag to NO the account will cease to display or be available for use. The only place that an operator will see the account is in this menu option. MODULE Choose the application where the bank routing and bank account number will be used. <AR> CUSTOMER Use for activity in Commodity Accounting and Notes Payable. <BA> BANK Use only for those banks as defined in BR11. <FR> - FREIGHT HAULER Use only for Commodity Accounting freight haulers. <PR> EMPLOYEE Use only for direct deposit activity from the payroll module. <PU> VENDOR Use only for activity in the Purchasing module. <E> END Cancel this program and return to the menu. CUSTOMER Depending upon the MODULE selected the wording of this prompt will change to reflect the desired number. At this point the ACH ACCOUNTS window will display. Any existing accounts for the current Module and Customer will display. Information contained in the window includes: Bank Routing Number Bank Name Account Number Account Type Checking or Savings Default Bank Account Noted by Y or N. Default Account should always display on sequence 1 Active Status Noted by A or I.

347 Purchasing Appendices Page 336 Available functions include: Sequence Number. Forward Arrow, Backward Arrow, Page Up/Page Down, Insert and ENTER. Each is covered separately. <ENTER> - Touch the ENTER key to return to the prompt for MODULE. SEQUENCE NUMBER To view or maintain a specific bank line, enter the sequence number of that bank. A maintenance window will display. NOTE Once a Pre-Note or actual transaction has been audited and exported the Routing Number and Account Number cannot be maintained. If there is a problem with either of those numbers, change the ACTIVE to NO. NOTE A banking relationship with a bank account for a different Module may be added. However, to remove that association the operator must have selected that Module for which the association was created. Once an association has been used by that Module it may not be removed. PRENOTE DATE Where PRENOTES are in use this field will display PENDING until a test record has been sent in an ACH export file. At that time it will display the date of the test record. See BRUT02 for information on PRENOTES. PRENOTE BANK Enter the bank master number as defined in BR11 where the ACH file containing a PRENOTE for this account will be sent for processing. Once a PRENOTE record has been created this field may not be maintained. If PRENOTES are not in use this field is by-passed. <FRWD> - Use the <FORWARD ARROW> key to rotate the column labeled ACCT/NAME to ACCT/ADDRESS, ACCT/CITY, STATE ZIP and ACCT/PHONE NUMBER. <BACK> - Use the <BACKWARD ARROW> key to rotate the column labeled ACCT/NAME to ACCT/ADDRESS, ACCT/CITY, STATE ZIP and ACCT/PHONE NUMBER. <PAGE> - Where there are more than a screen full of accounts <PAGE DOWN> and <PAGE UP> mat be used to move from screen to screen. <INS>-TO ADD The <INSERT> key is used to add a new banking relationship for the current AgTrax account master.

348 Purchasing Appendices Page 337 ROUTING NUMBER Enter a Routing Number or choose from an available pick list. If the Routing Number does not exist, it may be added at this point by entering that number. The system will display a message asking if the operator wants to add the new number. A positive response will display the setup screen from BR13. Complete the setup screen for the new Routing Number and return to Account number maintenance.

349 Purchasing Appendices Page 338 ACCOUNT NUMBER Key a bank account number. Account numbers may be up to 20 characters long. ACCOUNT TYPE Four Account types are available. They are: 22 Consumer Checking Account 27 Business Checking Account 32 Consumer Saving Account 37 Business Saving Account ACTIVE Enter YES. The prompt may be changed to NO if the current account is to no longer be used. AVAILABLE TO Select the AgTrax account numbers that are to be associated with the current bank account number. In this example Purchasing Vendor number 403 is linked to checking bank account ending in If there are other vendor masters to be associated with this account they may be entered at this time. Or if the same entity does other business with the organization and is to use this account for ACH purposes, enter those modules and AgTrax master numbers. MODULE Enter the Module where activity will occur for this association.

350 Purchasing Appendices Page 339 AVAILABLE TO Choose the master account number of the entity for the association. A lookup is available based upon the Module selected. DEFAULT ACCT A single association for a module / customer / bank will make it the default bank. If more than one association exists a default may be designated by keying T. NOTE An association with a bank account for a different Module may be added. However, to remove that association the operator must have selected that Module for which the association was created. Once an association has been used by that Module it may not be removed. PRENOTE DATE Where PRENOTES are in use this field will display PENDING until a test record has been sent in an ACH export file. At that time it will display the date of the test record. See BRUT02 for information on PRENOTES. PRENOTE BANK Enter the bank master number as defined in BR11 where the ACH file containing a PRENOTE for this account will be sent for processing. Once a PRENOTE record has been created this field may not be maintained. If PRENOTES are not in use this field is by-passed. 6. CAUT02 COMMODITY ACCOUTING OPTIONS Verify that a valid format number has been entered for the prompts CHECK FORMAT and VOUCHER FORMAT. 7. CAUT05 COMMODITY ACCOUNTING BRANCH MASTER - Verify that a valid format number has been entered for the prompts CHECK FORMAT and VOUCHER FORMAT. If Auto numbering is to be used for checks and vouchers, set the starting number. 8. NOUT06 BANK MAINTENANCE - Verify that a valid format number has been entered for the prompt VOUCHER FORMAT. 9. PRUT02 P/R OPTIONS If employee net check amounts are to be direct deposited into addition to other specific deduction codes verify that VOUCHER PREFIX, STARTING VOUCHER NUMBER and VOUCHER FORMAT NUMBER have been defined. 10. PR11 EMPLOYEE MASTER On Screen 1 set the prompt DIRECT DEPOSIT to YES if the employee is to have a voucher printed in place of a check. On Screen 2 any deduction code that is set to YES for DIRECT DEPOSIT will have the actual account number information stored in Bank Reconciliation.

351 Purchasing Appendices Page 340 ROUTING / TRANSIT NUMBER A help window displays with any defined bank account relationships for the current employee. Choose the sequence number of the desired one for the current deduction. The account selected will display the account type (checking / savings) and the last four digits of the account number. 11. PUUT02 PURCHASING OPTIONS - Verify that a valid format number has been entered for the prompt DEFAULT VOUCHER FORMAT. 12. PUUT07 BANK MAINTENANCE - Verify that a valid format number has been entered for the prompt VOUCHER FORMAT and starting number for LAST VOUCHER USED. PROGRAM USE BANK RECONCILIATION ACH transactions update to Bank Reconciliation with a type of ACO. They have a status of Pending until they are included in an ACH file at which time the status becomes Transmit. 1. BR42 RE-POST SYSTEM TRANSACTIONS If Payroll is not set to AUTO POST = YES, BR42 is used to update any ACH (direct deposit) transactions. 2. BR25 AUDIT/EXPORT ACH TRANSACTIONS Use this menu option to create an audit report and export file of ACH transactions. Files are built for a single bank in each session of the program. Records from specific accounting modules may be selected to include in the export file. PREVIOUS EXPORT Operators may re-print a copy of a previous audit by answering YES. A display window will list all previous audits in reverse chronological order. Choose the sequence number of the audit to be re-printed.

352 Purchasing Appendices Page 341 Having chosen the sequence number of a previous audit the system will complete screen prompting to match those at the time the audit was originally printed. If the selected bank has an established password the operator must successfully enter it before the screen will move to Device Number for printing. DATE + <HOME KEY> = DATE LOOKUP Where there are multiple screens of previous audits, the operator may enter a calendar date as MMDDYY and touch <HOME> to display all matching audits for that day. BANK NUMBER Key a Bank Number as defined in BR11 to build an export file. PASSWORD If a password has been established for the current bank, it must be entered. SYSTEM Choose the Accounting module or modules that have ACH activity to be exported. The program default is ALL. DATE Enter a date range of activity to be included in the file. FROM DATE may be left blank to ensure that any back-dated records are included and transmitted. Anytime that TO DATE is set to END OF FILE a warning message will display advising the operator that it set to a date greater than today. EFFECTIVE DATE Key a date that funds are to be available to recipients. Any date entered must be greater than DATE TO. If the date entered falls on a weekend a warning message will display and an alternate date must be keyed. ENTER DEVICE # - To generate a listing of those transactions included in an export file key a printer device number. EXPORT TRANSACTIONS Answer YES to build an export file. The file will be placed in the WORK directory of the operator executing the program. It will be named ACHTRX and have a numeric extension. Each time the program is run the numeric extension will increase by one if a previous file still exists in the WORK directory. This prompt also displays when selecting a previous audit. Only answer YES if the original file was lost before transmission or a successful submission. 3. BR21 ENTRY / MAINTENANCE For any ACH record there is no CHANGE or DELETION allowed. A warning message displays when such a record is selected.

353 Purchasing Appendices Page 342 Any ACH transaction will have a DESCRIPTION of ACH TRANSACTION. ACCOUNT on the next screen line will contain whether the funds were sent to a Checking or Savings account and the last 4 digits of the account number. COMMODITY ACCOUNTING NOTE If BRUT02 is set to NO for AUTO POST (Commodity Checks, Freight Checks, Advance Checks) the operator will not be able to use AUTO DEPOSIT. In CA41 on the CK MANUAL CHECK normally has a Yes or NO setting. If the funds are to be Auto Deposited the field contains AUTO DEP. 1. CA23 CUSTOMER SETTLEMENT / CHECK Operators will see no difference in screen prompting except for the Check Information window. ORIGINAL CHECK ISSUE MANUAL CHECK Normally the prompt defaults to NO. Where the vendor has an ACH account defined for this accounting module (Bank Reconciliation <PU> relationship) it will default to AUTO DEPOSIT. If the operator tries to change to AUTO when a bank ACH account is not defined a warning message will display. Message Window NO DIRECT DEPOSIT ACCOUNTS FOUND FOR THIS CUSTOMER. PLEASE SET UP THE BANK ACCOUNT TO USE BEFORE USING THIS OPTION. <ENTER> Or if AUTO POST COMMODITY CHECKS = NO in BRUT02 the following warning message displays.

354 Purchasing Appendices Page 343 Message Window THE AUTO UPDATE FLAG IN BANK RECON IS SET TO NO. THIS FLAG MUST BE SET TO YES TO USE THE DIRECT DEPOSIT FEATURE <ENTER> Or if the customer has a lien the following warning displays. AUTO DEPOSIT is not allowed for a settlement with a lien. Message Window CAN NOT DIRECT DEPOSIT A CUSTOMER'S CHECK THAT HAS A LIEN ON IT. <ENTER> ROUTING ACCOUNT The bank account designated as a default is used. If the vendor has more than one bank account relationship for this accounting module an alternate account number may be entered. RE-ISSUE CHECK Any Check or Voucher is backed out using option 41 (CUSTOMER INQUIRY / MAINTENANCE). During that process the operator must indicate that the record is to be re-issued. Returning to this option the outstanding records in the payable position are selected the same as for the original payment. In the Check Information window the operator will choose <R>e-issue at MANUAL CHECK. The system checks the re-issue file for the current vendor for any records. STARTING NUMBER will default to the original document number found. If there is more than one record a window will display those for the operator to choose the correct one. If the tickets selected and the re-issue check amount does not match the operator will get a warning message. Message Window THE AMOUNT OF THE CHECK BEING REISSUED IS $ THIS DOES NOT MATCH THE AMOUNT OF THE ORIGINAL CHECK $ THESE AMOUNTS MUST BE EQUAL. <ENTER> 2. CA25 FREIGHT INQUIRY / SETTLEMENT Operators will see no difference other than the Check Print / Update window. Warning messages are the same as for CA23.

355 Purchasing Appendices Page CA41 CUSTOMER INQUIRY / MAINTENANCE Check / Voucher records are backed out using this menu option. Prompting and warning messages that an operator may see are dependent upon the status of the record in Bank Reconciliation. CHECK / VOUCHER STATUS IS OUTSTANDING / PENDING Choose the sequence number of the check record to be backed out. At the function line select B to back out. The program will prompt for a back out date which must be equal to or greater than the check date. If a cut-off date has been established in General Ledger that is greater than the check date, any date entered must be greater than the General Ledger cut-off date. General Ledger entries will be created to debit the bank and credit grains payable. Any tickets paid by the check / voucher will be flagged as open and owing. When Commodity Checks is set to auto post to Bank Reconciliation the system will change the status of the record in Bank

356 Purchasing Appendices Page 345 Reconciliation to VOID. Where AUTO post is not in use and a check is issued in one month and canceled in another, it is the operators responsibility to change the status. CHECK / VOUCHER STATUS CLEARED / TRANSMITTED Choose the sequence number of the record to be backed out. At the function line select B to back out. At this point the following warning message / prompt will display. Message Window THIS CHECK WAS FOUND IN BANK RECON. THE STATUS SHOWS THAT THIS CHECK HAS CLEARED THE BANK. ARE YOU SURE YOU WANT TO CONTINUE? <Y>ES/<N>O: N To continue with the back out, answer YES. The following prompt window displays. Message Window IS THIS CHECK TO BE REISSUED? <Y>ES/<N>O: N If the same check is to be re-issued answer YES. A YES response will display the following message. Message Window WHEN REISSUING THE CHECK, PLEASE SELECT THIS CHECK NUMBER TO REISSUE. <ENTER> If the same check is not to be re-issued, answer NO. A NO response will display the following message. Message Window NO TRANSACTION WILL BE UPDATED TO BANK RECON FOR THIS BACK OUT PLEASE VERIFY THAT THE INFORMATION IN BANK RECON IS CORRECT. <ENTER> The program will prompt for a back out date which must be equal to or greater than the check date. If a cut-off date has been established in General Ledger that is greater than the check date, any date entered must be greater than the General Ledger cut-off date.

357 Purchasing Appendices Page CA43 CONTRACT INQUIRY / MAINTENANCE Operators will see no difference in prompting other than Manual Check and Routing. Warning messages are the same as for CA DEFERRED PAYABLE CHECK If there is a combination of vendors to be paid that check and ACH vouchers will be issued, the program will load the check printing portion of the program first. After the operator answers YES to DID THE CHECKS PRINT OK?, the voucher print portion of the program will load. Any customer that has a lien associated with a deferred payment settlement will have a check printed regardless of any established ACH bank account relationships. Where a customer has more than one bank account relationship the account defined as the default for Module <AR> will be used. NOTES PAYABLE A new record type has been added to the detail. It is VCH for vouchers. NOTE If BRUT02 is set to NO for AUTO POST (Notes System) the operator will not be able to use AUTO DEPOSIT. 1. NO26 PRINT CHECKS If there is a combination of customers to be paid that check and ACH vouchers will be issued, the program will load the check printing portion of the program first. After the operator answers YES to DID THE CHECKS PRINT OK?, the voucher print portion of the program will load. 2. NO41 NOTE INQUIRY / MAINTENANCE When the payee has a defined ACH account for this accounting module, the check printing will default to AUTO DEPOSIT.

358 Purchasing Appendices Page 347 MANUAL CHECK Normally the prompt defaults to NO. Where the customer has an ACH account defined for this accounting module (Bank Reconciliation <AR> relationship) it will default to AUTO DEPOSIT. If the operator tries to change to AUTO when a bank ACH account is not defined a warning message will display. Message Window NO DIRECT DEPOSIT ACCOUNTS FOUND FOR THIS CUSTOMER. PLEASE SET UP THE BANK ACCOUNT TO USE BEFORE USING THIS OPTION. <ENTER> Or if AUTO POST NOTES SYSTEM = NO in BRUT02 the following warning message displays. Message Window THE AUTO UPDATE FLAG IN BANK RECON IS SET TO NO. THIS FLAG MUST BE SET TO YES TO USE THE DIRECT DEPOSIT FEATURE <ENTER> ROUTING ACCOUNT The bank account designated as a default is used. If the customer has more than one bank account relationship for this accounting module an alternate account number may be entered.

359 Purchasing Appendices Page 348 PAYROLL A setting of NO for AUTO POST PAYROLL requires the operator to use BR42 to update any check records and Direct Deposit records to Bank Reconciliation. 1. PR21 REGULAR PAYROLL RUN There are no differences in program prompting. Employees that have their Net Check amount set to auto deposit will have a voucher printed in lieu of a check. If an employee has more than one deduction code set for direct deposit for the same check each will update with the same check / voucher number. 2. PR22 MANUAL OR VOID CHECK RUN MANUAL CHECK There are no differences in program prompting.. If an employee has more than one deduction code set for direct deposit for the same check each will update with the same check / voucher number. VOID CHECK There are no differences in program prompting. The functionality of the update option has changed. When BRUT02 is set to YES for AUTO POST PAYROLL the system checks the status of the Bank Reconciliation record. Where the status is Outstanding / Pending the original record will be changed to have a status of VOID. The check date keyed in entering the void record is used as the CLEARED DATE. Any ACH transaction with a status of VOID is not included in an export file. If the status of the bank Reconciliation record is Cleared / Transmitted the following message will display and no entry is made to bank Reconciliation.

360 Purchasing Appendices Page 349 PURCHASING NOTE If BRUT02 is set to NO for AUTO POST PURCHASING SYSTEM the operator will not be able to use AUTO DEPOSIT. 1. PU21 PURCHASING ENTRY When a vendor has a defined ACH account for this accounting module, quick check printing will default to AUTO DEPOSIT. If BRUT02 is to set to NO for AUTO POST PURCHASING SYSTEM then AUTO DEPOSIT is not an option. MANUAL CHECK Normally the prompt defaults to NO. Where the vendor has an ACH account defined for this accounting module (Bank Reconciliation <PU> relationship) it will default to AUTO DEPOSIT. If the operator tries to change to AUTO when a bank ACH account is not defined a warning message will display. Message Window NO DIRECT DEPOSIT ACCOUNTS FOUND FOR THIS CUSTOMER. PLEASE SET UP THE BANK ACCOUNT TO USE BEFORE USING THIS OPTION. <ENTER> Or if AUTO POST PURCHASING SYSTEM = NO in BRUT02 the following warning message displays. Message Window THE AUTO UPDATE FLAG IN BANK RECON IS SET TO NO. THIS FLAG MUST BE SET TO YES TO USE THE DIRECT DEPOSIT FEATURE <ENTER>

361 Purchasing Appendices Page 350 ROUTING ACCOUNT The bank account designated as a default is used. If the vendor has more than one bank account relationship for this accounting module an alternate account number may be entered. 2. PU25 INVOICE SELECTION FOR CHECKS The check writing program (PU26) is designed to handle a combination of Checks and vouchers. So the operator does not have to make those selections in separate sessions of the program. 3. PU26 CHECK WRITING If there is a combination of vendors to be paid that check and ACH vouchers will be issued, the program will load the check printing portion of the program first. After the operator answers YES to DID THE CHECKS PRINT OK?, the voucher print portion of the program will load. 4. PU41 PURCHASING INQUIRY / MAINTENANCE Selecting a single invoice for payment, check back out and check re-issue take place through this menu option. PAYMENT FOR A SINGLE INVOICE Choose the invoice to be paid. With the invoice displayed on screen select function P to print a check. If the vendor has a defined bank relationship for ACH the check print screen will default to voucher. MANUAL CHECK When circumstances warrant, the default for AUTO may be changed to Y for a manual check or N to print a physical check. If the operator tries to change to AUTO when a bank ACH account is not defined a warning message will display. Message Window NO DIRECT DEPOSIT ACCOUNTS FOUND FOR THIS CUSTOMER. PLEASE SET UP THE BANK ACCOUNT TO USE BEFORE USING THIS OPTION. <ENTER>

362 Purchasing Appendices Page 351 Or if AUTO POST PURCHASING SYSTEM = NO in BRUT02 the following warning message displays. Message Window THE AUTO UPDATE FLAG IN BANK RECON IS SET TO NO. THIS FLAG MUST BE SET TO YES TO USE THE DIRECT DEPOSIT FEATURE <ENTER> ROUTING ACCOUNT The bank account designated as a default is used. If the vendor has more than one bank account relationship for this accounting module an alternate account number may be entered. CHECK / VOUCHER BACK OUT Prompting and warning messages that an operator may see are dependent upon the status of the record in Bank Reconciliation. CHECK / VOUCHER STATUS IS OUTSTANDING / PENDING Choose the sequence number of the check record to be backed out. At the function line select B to back out. The program will prompt for a back out date which must be equal to or greater than the check date. If a cut-off date has been established in General Ledger that is greater than the check date, any date entered must be greater than the General Ledger cut-off date. General Ledger entries will be created to debit the bank and credit accounts payable. Any invoices paid by the check / voucher will be flagged as open and owing. When Purchasing is set to auto post to Bank Reconciliation the system will change the status of the record in Bank Reconciliation to VOID. Where AUTO post is not in use and a check is issued in one month and canceled on another, it is the operators responsibility to change the status. CHECK / VOUCHER STATUS CLEARED / TRANSMITTED Choose the sequence number of the record to be backed out. At the function line select B to back out. At this point the following warning message / prompt will display. Message Window THIS CHECK WAS FOUND IN BANK RECON. THE STATUS SHOWS THAT THIS CHECK HAS CLEARED THE BANK. ARE YOU SURE YOU WANT TO CONTINUE? <Y>ES/<N>O: N To continue with the back out, answer YES. The following prompt window displays. Message Window IS THIS CHECK TO BE REISSUED? <Y>ES/<N>O: N If the same check is to be re-issued answer YES. A YES response will display the following message.

363 Purchasing Appendices Page 352 Message Window WHEN REISSUING THE CHECK, PLEASE SELECT THIS CHECK NUMBER TO REISSUE. <ENTER> If the same check is not to re-issued answer NO. A NO response will display the following message. Message Window NO TRANSACTION WILL BE UPDATED TO BANK RECON FOR THIS BACK OUT. PLEASE VERIFY THAT THE INFORMATION IN BANK RECON IS CORRECT. <ENTER> The program will prompt for a back out date which must be equal to or greater than the check date. If a cut-off date has been established in General Ledger that is greater than the check date, any date entered must be greater than the General Ledger cut-off date. General Ledger entries will be created to debit the bank and credit accounts payable. Any invoices paid by the check / voucher will be flagged as open and owing. CHECK / VOUCHER RE-ISSUE When a check / voucher with a status of cleared / transmitted in Bank Reconciliation is backed out and the operator chooses to re-issue that record, the system places information for that record in a re-issue file. To re-issue a check / voucher choose the outstanding invoice paid by the original payment record. At the function choose P to print a check. NOTE If the record backed out paid more than one invoice the operator needs to select those invoices in PU25. Check Writing (PU26) is then used to re-issue the record.

364 Purchasing Appendices Page 353 During the check / voucher print the operator will choose RE-ISSUE. The system checks the reissue file for the current vendor for any records. STARTING NUMBER will default to the original document number found. If there is more than one record a window will display those for the operator to choose the correct one. If the system believes the new check / voucher amount is going to be different than the original one a warning message displays. The operator must correct this before they are allows to proceed. Message Window THE AMOUNT OF THE CHECK BEING REISSUED IS THIS DOES NOT MATCH THE AMOUNT OF THE ORIGINAL CHECK THESE AMOUNTS MUST BE EQUAL. <ENTER> DATE for the new record must fall within the date range displayed across the bottom of the screen. After successfully printing the new document, the operator will notice a message temporary display on screen that the program is updating Bank Reconciliation. However, during a re-issue the file is checked but no posting takes place. AN ACH RECORD IS REJECTED Where PRENOTES are not in use there is the possibility that a routing and/or account number does not get setup correctly. Try to get the original record fixed at the financial institution so that it can be completed successfully. In AgTrax change the ACTIVE flag on the current account relationship (BR14) so that it will not be used again. Insert a new account relationship with the correct information.

365 Purchasing Appendices Page 354 APPENDIX X1 TRAXREPORT Upgrade v114 contained the initial release for TraxReport. It will evolve into a complete job processor and report delivery handler. PROCESS TO USE REPORT DELIVERY HANDLER 1. Operators will save program prompts in the same manner as they do for regular use.. 2. Upon completing the report generation portion (screen prompting) an operator will accept screen prompt settings. The Report Delivery window will display.( Prompts in this window are covered later.) 3. If the operator decides to go to a printer, the device number is chosen. If the printer is defined for a single copy, used as a default, the operator may elect to print more for this session of the program. 4. When the terminal screen is selected the report is generated and appears on screen. The operator may use search features to locate specific data contained in the report. 5. The operator may elect to save the report to their WORK directory or the PUBLIC directory. The new TraxReport menu option is used to access the report. It may be displayed on screen or a hard copy printed. Current search features are available as well as several new ones. 6. The report may be removed from the system at any time via the TraxReport menu option. 7. Reports saved to WORK or PUBLIC are stored in a different format. Reports saved to PUBLIC are not accessible via PRTC. Nor are reports saved to device #4 accessible via the TraxReport menu. 8. It is possible to save a converted report to device 4 in the old format so that it may be accessed via PRTC. See the Delivery section later in this document. SETUP The following setup is for the Job Processor and its use in AgTrax / TraxView. DEFAULT ADDRESS FOR AGTRAX USER The option to CREATE A USER located on the Administrative Menu has a setting for User address.

366 Purchasing Appendices Page 355 Select the Create A User option on the menu. Enter the User name. If that user already exists, answer YES to Build the Profile. Enter through any prompts other than address to keep current settings. Key the User s address. The change takes effect on the next login by that user. DEFAULT ADDRESS FOR TRAXVIEW USER Add address to the employee user profile in WW11. SAVED PROMPTS FOR TRAXVIEW USER Prompting for O/S Username and operator ID have been added to the User ID in WW11. In Option 11 (USER MAINTENANCE) on the Web Services menu add: O/S USERNAME Key the Operating System login name for the User. OPERATOR Enter the Operator ID used in AgTrax. PROGRAM USE As stated earlier printing a report is separated into two separate functions; Generation and Delivery. Each of those is covered separately in the following discussion. REPORT GENERATION The generation portion of a report consists of answering screen prompts. SAVED PROMPTS To save prompts for a program answer each screen prompt with an appropriate setting for the situation. At the SCREEN OK prompt select S to save and give the settings a save name. NOTE Prompts used when adding a report to TraxReport are available in the individual program. Those prompt settings may be viewed or maintained.

367 Purchasing Appendices Page 356 For a report in Job Processor new saved changes will be used when the report is generated. The Save name should remain the same as the Job ID established by the Job Processor. Reports stored in PUBLIC or PRIVATE may be viewed. Changes to those prompt settings will only be used for a newly generated report. If the operator wants to save those changes, a different save should be used. Any saved prompts should not begin with the letters JOB or JOB ID. Those are reserved for the system to identify reports that are located in PUBLIC or PRIVATE. Saved prompts for reports in TraxReport may not be deleted from the program. Deleting the report from TraxReport removes any saved prompts associated with the report. REPORT DELIVERY Report delivery tells the system where we want the report to be sent, whether that be a printer or the system hard drive. After the operator accepts screen prompt settings the Report Delivery window loads. TRAXREPORT MENU The TraxReport Menu contains two options. The first is for the Job Processor and is not functional until all setup has been completed. The second is for Report Delivery. The TraxReport Menu may be accessed via HOP KEYS. TR Takes the operator to the TraxReport Menu. TRJ Takes the operator directly to the Job Processor menu option. TRR Takes the operator directly to the Report Delivery menu option. JOB PROCESSOR The Job Processor allows the operator to schedule a job or jobs to Generate and Deliver at a later date and/or time. A report has a status of QUEUED when it is added to the job processor. NOTE- All jobs sent to the Job Processor have a status of queued. So they are processed as soon as the system can handle them. To guarantee that a job gets scheduled rather than run immediately, the operator will want to use the <INSERT> function with saved program prompts as opposed to adding a job from the program itself (E.G. OE38)

368 Purchasing Appendices Page 357 INSERT Allows the operator to add a report from previously saved program prompts. The saved prompts may be from a SAVE in the program or another report for the same program that is already in job processor. The Job Processor can also be used to create a list of jobs to be processed where each job is dependent upon the previous one completing successfully. This process is referred to as a JOB STREAM and is covered later in this section. TYPE Defaults to Queued. It may be changed to Scheduled. DEPENDENT ON JOB For independent jobs leave the prompt blank. Jobs in a Job Stream require the number of the job they are dependent on. See Creating a Job Stream later in this section. DATE / TIME Queue will default to the calendar day at 5PM. When a TYPE of Queue is chosen this prompt is by-passed. A Queue job will run as soon as the queue gets to it. For a TYPE of Scheduled the prompt may be maintained. LAST RUN DATE A new job added to the queue will be blank. If the job is to run one time and be deleted the prompt may be left blank. For a job that is to be run multiple times the system will maintain the last time it was run. SCHEDULE For a scheduled job choose the occurrences for that job. Available options are: One Time, Daily, Weekly or Monthly. RECUR EVERY Choose the appropriate settings to match the SCHEDULE selected. If you select One time, choose a date and time to trigger the task. If you select Daily radio, choose the recurrence interval for the task and the date and time to start the task. An interval of 1 produces a daily schedule and an interval of 2 produces an every other day schedule. The task will start at the specified time each day. If you select Weekly, choose the recurrence interval for the task, the date and time to start the task, and the days of the week in which to start the task. An interval of 1 produces a weekly schedule and an interval of 2 produces an every other week schedule. The task will start at the specified time on each of the specified days.

369 Purchasing Appendices Page 358 If you select Monthly, choose the months in which to start the task and the weeks of the month and the days of the week for each month in which to start the task. You can also specify that you want to start a task on the last day of each month. JOB ORDER Reports are added to the Job Processor with a number 99 and are sub-sorted under it in the order they are added. Jobs can be moved up the list by entering a smaller job number for the report. STATUS A report may have one of four status settings: READY The report is set to run at the appointed date / time. HOLD A job may be placed on HOLD to keep from running at the scheduled / queued time. ERROR A job received an error during the run process. The END key will display a summary error message. The operator may enter D on the summary screen to see detail information regarding the error. Once an error has been corrected the operator may change the Status to Ready so the job will process. PROCESSING At the time that the Job Processor screen was loaded the job was in the process of running. USER Indicates the employee that ordered the report. PROGRAM The program that goes with the Job ID. PROMPTS The saved prompts that will be used to run the job. NOTE that saved prompts may not be changed from this screen. However they may be accessed and changed from the original program prompt line. DELIVERY Displays the Report Delivery window. Settings may be maintained at this time. PRIORITY A job may have one of five priority settings with NORMAL being the default. The five settings are: Highest, High, Normal, Low, Lowest. The setting for this prompt has nothing to do with the order that jobs are processed. When a job is processed the setting determines how much memory the system will allocate to process the job. A setting of High will use more memory so the job completes faster. CREATE A JOB STREAM Users have the ability to create a series of jobs to be processed where each being processed is dependent upon the one prior to it completing successfully. If the prior job does not complete successfully the whole stream stops at that point. The Schedule for a job stream is determined by the first job in the stream. If that is set to One- Time then the whole stream is removed upon successful completion. Should the first job be set

370 Purchasing Appendices Page 359 to run Daily then the whole job stream is saved for future use after successful completion of a run. Dependent On Job A job stream is created by entering a number or selecting one from the available lookup window. The job that starts the stream must be saved prior to the second scheduled job being entered. Each new job added to the stream is dependent upon the one immediately in front of it. A job may not have more than one job dependent upon it. Users may create or maintain only those job streams that they have started. In the following print screen a user has scheduled CA37.07 and it does not have any other job dependent upon it. It appears in the TraxReport Jobs window as being available for a job stream. To Insert a job into the Job Controller the user must have saved their screen prompts to a save name within the program. There is not an option to save screen prompts in Job Controller at this time. Once a job has been added the System will create a copy of those saved prompts with a name associated with the job in Job Controller. (e.g. JOBID: ) Prior to the job being processed the user may change those prompt settings by accessing them within the original program. Date / Time Skipped for a dependent job. Last Ran Date Skipped for a dependent job. Schedule Skipped for a dependent job. Job Order Skipped for a dependent job as it runs in order immediately after the base job. Status Defaults to Ready. User Is linked to the user adding the job. Program Choose the program that is to be dependent upon the previous job in the job stream. Prompts Choose the set of saved prompts for the Program chosen in the previous prompt. Delivery Works the same as any scheduled job. Priority Works the same as any scheduled job.

371 Purchasing Appendices Page 360 DEPENDENT JOB The print screen above shows a job 94 that is dependent upon 93. Note that the TYPE column is blank and JOB ORDER contains only the number 94. SELECT The Select or END key will rotate the right side of the screen to display additional information for each job. EXIT Cancels this program and returns to the TraxReport Menu. SEQUENCE Allows an operator to maintain a job presently in the Job Processor. This function is also the one used to remove a job from the processor screen.

372 Purchasing Appendices Page 361 JOB MAINTENANCE Any job that is in the job processor may be maintained up to the time that it is started processing. Select the sequence number of the job to be maintained. YES Accept screen settings and return to the Job Controller screen. NO Change settings on the job prior to it being run. STATUS Available optional settings are READY or HOLD. The prompt may also display ERROR or PROCESSING which are set by the system. DELETE Remove the job from the queue. RUN This option is only available for jobs that have been scheduled. It allows the operator to run the job immediately. END Exit this screen with no action taken. JOB STREAM PROCESSING During the processing of a job stream the user will see the original line marked as Scheduled. They will also see the same job on another line marked as Processing.

373 Purchasing Appendices Page 362 Compare the print screen on the previous page to the one above. The following has taken place. 1> The job on line 4 started to process. All jobs marked as scheduled were moved down two lines. 2> A copy of job 93 was placed on line one as job 95 with a TYPE of QUEUE and STATUS of PROCESSING. 3> A copy of job 94 was placed on line two as job 96 with a TYPE of QUEUE and STATUS of PROCESSING. 4> Line 1 (job 95) completes and is removed. 5> Scheduled Job 93 is removed since it is set to run one time. 6> Line 2 moves to line 1 and is flagged as TYPE = QUEUE. 7> Scheduled job 94 is removed even though the QUEUE job has not completed. This occurs to the last job in the job stream. If there was still another job dependent upon the Scheduled job and had not been queued yet, the user could still see the first scheduled job in the stream. 8> Line 1 (job 96) completes and is removed. JOBS NOT PROCESSING Each data set requires at least one print queue for the Job Processor. The queues must be active in order for the system to process jobs. A new option has been added to the ADMINISTRATIVE menu as Q TRAXREPORT QUEUE(S). Select it to check or change the status of the queue(s). this option cycles all queues for all data sets. JOBS WITH ERRORS Presuming the error is not something that requires AgTrax to fix, the STATUS may be maintained. Where notification is in use the will include information regarding the cause of the error.

374 Purchasing Appendices Page 363 STATUS Change the status to Ready or Hold. NOTE To view the Error Message, touch <END> at the SCREEN OK prompt. To view more detailed information touch <D>. If there is more than one screen of information the operator may <PAGE DOWN> and <PAGE UP> through the screens.

375 Purchasing Appendices Page 364 JOB STREAM ERRORS Any job that does not complete successfully should return an ERROR message. To view the ERROR choose the line number of the job with the error. The operator may touch ENTER twice to display the error window or <END> key once. To view detail information for the error touch D. (See the print screen on the next page.) Follow screen prompts to view the complete error and return to the Job Controller screen. After determining the cause of the error, the user may correct that condition. Having corrected the cause of the error the user may change the status of the job sequence to READY. The Job Controller will start again and complete the job stream. CHANGE PROMPT SETTINGS FOR A SCHEDULED JOB 1. Get the Job ID number from Job Processor. 2. Go to the Module option program (e.g. OE38). 3. At the SCREEN OK prompt use <HOME> to display all saved prompts. 4. Choose the sequence number of the Job ID to be maintained. 5. Change screen prompts to the desired settings. 6. At SCREEN OK choose <S> to save and accept the current Job ID save name.

376 Purchasing Appendices Page 365 REPORT DELIVERY Any reports set to deliver to Private or Public are accessed through this option. DIRECTORY Choose the directory of reports to be accessed. The operator may choose Private, Public or Both.

377 Purchasing Appendices Page 366 SEQUENCE NUMBER Enter the line number of a report to be accessed. Entry of a sequence number will highlight that line number. It also gives the operator options to work with the selected report. DELIVER Loads the Delivery Options window that the operator sees in a report program. The same functions that are available in the report program are available here. MOVE The report may be moved to another directory. If it is in Private it may be moved to Public and vice versa. REMOVE A report may be deleted from the directory. EXIT This option allows the operator to un-select the current sequence number. SORT Report records mat be sorted by the Date / Time they were reacted or Report description. The program defaults to Date / Time with the newest reports listed first. To rotate through the options key S and touch ENTER. DATE / TIME (Backward) Program default. Last report to be generated displays in Sequence 1 with older reports listed after it. DATE / TIME (Forward) The oldest reports are listed first followed by newer reports. DESCRIPTION (Forward) Reports are sorted first by Description (A Z) with a sub-sort by oldest time first DESCRIPTION (Backward) Reports are sorted first by Description (Z A) with sub-sort by oldest time first. REFRESH If the screen has been loaded for some time and other reports have been generated in the meantime, choose R and ENTER to get the system to read the selected directories for any additions or deletions. EXIT Allows the operator to end the program and return to the TraxReport Menu.