WINTEN ACCOUNTS PAYABLE

Transcription

1 132 Venture Court, Suite 1 Lexington, KY Support: (877) support@tenmast.com Marketing: (877) info@tenmast.com Fax: (859) WINTEN ACCOUNTS PAYABLE T Pay to USER MANUAL VERSION 8/1/2003 FOR PROGRAM VERSION 8/1/2003 AND LATER 2003 TENMAST SOFTWARE

2 2003 Tenmast Software. All rights reserved. WinTen Accounts Payable Manual This manual, as well as the software described in it, is furnished under license and may be used and/or copied only in accordance with the terms of such license. The content of this manual is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Tenmast Software. Tenmast Software assumes no liability for any errors or inaccuracies that may appear in this manual. Except as permitted by such license, no part of this publication may be reproduced, stored in a retrival system, or transmitted, in any form or by any means, electronic, mechanical, recording, or otherwise, without the prior written permission of Tenmast Software. Permission to produce copies for offi cial use is expressly granted to organizations and individuals with a current Update and Support Agreement with Tenmast Software for the maintenance and support of Tenmast Software s WinTen Accounts Payable program. Any references to company, housing authority, or individual names or identities in examples or screen images are for demonstration purposes only and are not intended to refer to any actual organization or person.

3 CONTENTS Introduction 1.1 Program Overview 2.1 Cyclical Actions 2.3 Main Menu 2.5 Setup 3.1 Accounts Payable Setup Screen 3.2 Default Tab 3.2 Vendor Types Tab 3.6 Maintain Vendors 4.1 Accounts Payable Vendors Screen 4.2 Vendor Information Screen 4.4 General Tab 4.4 Basic Sub-Tab 4.6 Remit To Sub-Tab 4.8 HUD-2516 Sub-Tab 4.9 History Totals Tab 4.11 Notes Tab 4.12 Invoices Tab 4.13 Basic Sub-Tab 4.15 Additional Sub-Tab 4.17 Check History Tab 4.20 Maintain Invoices 5.1 Browse Invoices Screen 5.2 Invoice Creation Methods 5.4 Basic Invoice Creation 5.4 Invoice Detail Screen 5.5 Recurring Invoice Creation 5.9 Purchase Order Invoice Creation 5.12 Copying a Paid Invoice 5.14 Process Checks 6.1 Check Processing Steps 6.2 Step 1: Select Kind of Check to Process6.4 Step 2: Select and Mark Items to Pay 6.5 Step 3: Change Check Date 6.8 Step 4: Print Pre-Check Report 6.9 Step 5: Print Checks 6.10 Step 6: Print Excess Vouchers 6.12 Step 7: Edit Check Numbers 6.13 Step 8: Print Pre-Posting Report 6.15 Step 9: Post Checks 6.16 Void Checks Sub-Screen 6.17 Reports 7.1 Reports Screen 7.2 General Tab 7.4 Payables Tab 7.7 Accrue Payables 8.1 Initialize Vendor Totals 9.1 Reindex 10.1 Archive Payable History 11.1

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5 INTRODUCTION The WinTen Accounts Payable program is a data management program designed for use on computers running the Windows 95, 98, ME, NT, 2000, or XP operating system. The interface is designed for use in a Windows environment and includes point-and-click mouse actions, pull-down menus, and Windows-based help functions. This manual contains all of the information you need to use the WinTen Accounts Payable program (hereafter referred to as Accounts Payable or Payables). Version Information This manual is written for the 1/15/2003 release of Accounts Payable. It does not apply to previous versions of the program (including MS-DOS-based ones) and some sections may be inaccurate with regards to later versions. Whenever Tenmast issues an update to this program, we will notify your agency through . If you have a current Update & Support Agreement for this program, you may download and install the update through the Tenmast Update Manager program. During the download and installation process, Update Manager will notify you of the changes to the program. We periodically update this manual to refl ect significant changes to the program. You may download this updated documentation from our Web site at no charge. Getting Help Though we have made every effort to make this manual as comprehensive as possible, no document can cover all contingencies. If you encounter problems with Accounts Payable, call the Tenmast Training & Support Department toll-free at (877) or send to support@tenmast.com. Revisions To better serve our clients, we constantly update our manuals, just as we constantly make improvements in our programs. If you fi nd an error or omission in this documentation or have a suggestion for improving it, call the Tenmast Marketing/Communication Services Department toll-free at (877) or send to info@tenmast.com. Hint: Downloading Manuals You can fi nd the current version of this manual in the Client Service Area of our Web site at All manuals are available in PDF fi le format. You must have version 4.0 or newer of Adobe Acrobat Reader to open and print manuals. You can also order printed copies of the manual through our Marketing/Communication Services Department. WinTen Accounts Payable 8/1/2003 Edition Introduction Page 1.1

6 WinTen Accounts Payable 8/1/2003 Edition Introduction Page 1.2

7 PROGRAM OVERVIEW The Accounts Payable program is designed to provide comprehensive control over the payables portion of your agency s fi nancial activities. This includes four critical functions: Tracking how much your agency owes each vendor and what your agency s current fi nancial status is. Issuing checks and vouchers to pay those vendors. Keeping comprehensive internal records of all payables transactions. Recording those transactions in your agency s master accounting records (General Ledger). Accounts Payable performs these functions in accordance with both GAAP and HUD accounting standards. Program Integration As with all WinTen modules, Accounts Payable is designed to integrate with other programs in the WinTen product line. This data sharing allows for more effi cient operation, as multiple programs can pass data back and forth without the need for operator intervention. Accounts Payable integrates with the following other WinTen modules: Purchase Order Payables can import the invoice data from received purchase orders, turning this into ready-to-be-paid invoices for the vendors already in its database. Tenant Accounts Receivable Receivable can create vendor records in Accounts Payable for tenants or former tenants who need to be issued refund checks. It can also create invoices for these checks. WinTen Accounts Payable 8/1/2003 Edition Program Basics Page 2.1

8 WinTen Accounts Payable 8/1/2003 Edition Program Basics Page 2.2

9 CYCLICAL ACTIONS Accounts Payable, like most programs that deal with fi nancial data, operates on a monthly activity cycle. At the beginning and end of each month, you need to perform certain actions to close the books on the old month and open them for the new month. Tenmast calls this process initialization, and this manual examines initialization in more detail in the Initialization chapter. During each month, you also go through a normal cycle of activity, as tenants move in, undergo changes, incur charges, make payments, and move out. The following lists are Tenmast s recommendations for the actions you should perform during each part of the Accounts Payable operational cycle. Beginning of the Month Review the program s setup scheme to make sure everything is correct. Under most circumstances, you should not need to make changes. Print a Hold Code Report to determine if any invoices have been held over from the previous month. Determine the value of all outstanding invoices. Print a Complete Invoice Report for all invoices with discount dates that fall within the current month. This helps you to determine if any invoices will be eligible for a discount within the month. During the Month Add new vendors. Enter payables/invoice records. Mark the invoices you wish to pay. Print checks, following the steps given in the corresponding chapter of this manual. Void checks as necessary. End of the Month Print Complete Invoice Report (paid invoices) and General Ledger Journal Report. Accrue unpaid invoices (the process posts those expenses to the General Ledger). WinTen Accounts Payable 8/1/2003 Edition Cyclical Actions Page 2.3

10 End of the Calendar Year Check Tenmast s Web site ( for information regarding year end data processing. Run the Update Manager program to ensure that you have the most current versions of the Accounts Payable and IRS 1099/Magnetic Media programs. Check all year-ending data to ensure accuracy. Initialize vendor totals to the new calendar year. Run the necessary 1099 forms using the WinTen IRS 1099/Magnetic Media program. Archive payables history for the previous year. End of the Fiscal Year Initialize vendor totals to the new fi scal year. WinTen Accounts Payable 8/1/2003 Edition Cyclical Actions Page 2.4

11 MAIN MENU The Main Menu is the starting point for using each function of the Accounts Payable program. This manual details each of these functions in its respective chapter. WinTen Accounts Payable 8/1/2003 Edition Main Menu Page 2.5

12 WinTen Accounts Payable 8/1/2003 Edition Main Menu Page 2.6

13 SETUP The fi rst time you run Accounts Payable, the fi rst option you should select from the Main Menu is Setup. All WinTen programs have Setup functions. The settings in the Setup screen control the program environment, and you can change many aspects of the program s operation through these settings. Be careful to enter the proper information, as inaccurate settings can cause Accounts Payable to function in an unexpected manner. The individual in charge of your WinTen programs should periodically review each program s Setup to ensure that it is still correct. Access to the Setup screen should be restricted through the Tenmast Security program after the initial settings have been entered in order to prevent accidental changes to the settings. To use the Setup functions, click the Setup button or press <S> at the Main Menu. WinTen Accounts Payable 8/1/2003 Edition Setup Page 3.1

14 ACCOUNTS PAYABLE SETUP SCREEN The Setup screen has two tabs: Default and Vendor Types. It always opens on the Default tab, as shown below. Default Tab This tab contains your agency s address information, default fi nancial data for some of Accounts Payable s functions, and your agency s identifi cation for IRS and HUD reporting purposes. It also displays some information which Tenmast personnel may use for diagnostic purposes if you encounter diffi culties in processing checks. Use the standard WinTen controls to edit the data on this tab and save or cancel your changes. WinTen Accounts Payable 8/1/2003 Edition Setup Page 3.2

15 Default Tab Controls Color Settings Button The Color Settings button opens the Color dialog box. Click on a color to set the background of the Accounts Payable screens to that color. Some parts of some screens may remain unchanged so they remain readable. Hint: Color Settings A color setting, like any other setting, is only applied to the current data area. Many agencies use this feature to colorcode their data areas so users can tell at a glance which data area they re currently using. Maintain Check and Voucher Formats Button This button opens the Format Check/Voucher screen. For information on check and voucher setup, refer to the WinTen Check Formatting manual. Default Tab Data Fields Organization Name This is the name of your agency. Address This is your agency s street address. City, State, Zip These are your agency s city, state, and zip code. Phone # This is your agency s phone number. Federal ID # for 1099 This is your agency s IRS tax identifi cation number for fi ling 1099 forms. State ID # If your agency has a state identifi cation code, it goes here. If not, leave this fi eld blank. Post to General Ledger If this box is checked, Accounts Payable automatically posts transactions to the General Ledger journal when a Accounts Payable user prints and posts checks. This box should be checked unless (A) your agency doesn t use General Ledger or (B) you want to manually enter invoices and checks in the General Ledger journal rather than allowing Payables to perform this function. WinTen Accounts Payable 8/1/2003 Edition Setup Page 3.3

16 Verify Account Numbers If this box is checked, Accounts Payable crosschecks its list of account numbers with the master list in the General Ledger module prior to posting transactions. If your agency uses General Ledger, this box should always remain checked unless a Tenmast representative tells you to uncheck it for diagnostic purposes. Primary Credit Account This drop-down selection box provides you with a list of all the account numbers in the General Ledger master list. This should be set to the account that Accounts Payable credits for the payments that it generates. Normally, this is the cash account in General Ledger (typically ). Whenever you add a new vendor to Accounts Payable s database, the program automatically enters this number in the appropriate data fi eld. First Month of Fiscal Year Set this drop-down selection box to the month in which your agency s fi scal year begins. Accrue Payables If this box is checked, Accounts Payable allows you to accrue unpaid invoices in the General Ledger journal. This box should be checked unless a Tenmast representative tells you to uncheck it for diagnostic purposes, as accrual of unpaid invoices is required for GAAP compliance. Accrual Account This drop-down selection box contains a list of all account numbers in General Ledger s master list. This should be set to the account to which Accounts Payable should accrue invoices Normally, this is the Accounts Payable account (2111). This is the liability portion of the transaction. If the Accrue Payables check box is unchecked, this selection has no effect. Discount Account This drop-down selection box contains a list of all account numbers in General Ledger s master list. This should be set to the account to which Accounts Payable should post the discounted portion of invoices. If you leave this fi eld blank, Accounts Payable applies each invoice s discount against that invoice s expense account. WinTen Accounts Payable 8/1/2003 Edition Setup Page 3.4

17 Enable Multi-Fund Entry If this box is checked, Accounts Payable can consolidate and pay invoices for any of your funds and post those transactions directly in each fund s general ledger. This feature should be enabled if Accounts Payable is used to manage a revolving fund. For information on setting up multiple funds, see the WinTen General Ledger and Master Setup manuals. HUD-2516 Contact This is the name of the individual who is your agency s primary point of contact with HUD. Organization Kind Select the radio button that corresponds to your agency s type: Public Housing Authority (PHA) or an Indian Housing Authority (IHA). Check Processing This area of the screen displays data that is used for information and diagnostic purposes. Do not edit these fi elds unless instructed to do so by Tenmast personnel. WinTen Accounts Payable 8/1/2003 Edition Setup Page 3.5

18 Vendor Types Tab This tab contains a table of the vendor type codes that Accounts Payable uses to classify vendors. Use the standard WinTen controls to add, edit, or delete vendor type codes. Vendor Types Tab Data Fields Prefix This is the two-letter prefi x that Accounts Payable attaches to the vendor number of every vendor in this category. Description This is a short (20 characters) description of the vendor type. Next Vendor Number This is the number that will be assigned to the next vendor entered in the database. After you change this value, you must click the Update button or the change will not take effect. Hint: Default Vendor Types Most Accounts Payable users fi nd that three basic vendor types fulfi ll most of their classifi cation needs: VN (Vendor), TN (Tenant), and MS (Miscellaneous). These three types are standard in Accounts Payable and cannot be edited or deleted. However, if your agency needs more detailed classifi cation, you may enter as many additional vendor types as you desire. WinTen Accounts Payable 8/1/2003 Edition Setup Page 3.6

19 MAINTAIN VENDORS The core purpose of the Accounts Payable module is to maintain vendor and invoice records. The Maintain Vendors area of the program enables you to review and edit the records of your agency s vendors. To enter this area, click the Vendor button or press <V> at the Main Menu. WinTen Accounts Payable 8/1/2003 Edition Maintain Vendors Page 4.1

20 ACCOUNTS PAYABLE VENDORS SCREEN The fi rst screen that opens when you enter the Maintain Vendors and Payables area is the Accounts Payable Vendors screen. This contains a table of all vendors in the Accounts Payable database. From this screen, you can add a new vendor or review and edit an existing one. The two large buttons at the top of the screen, Current and History, allow you to select which vendor database you will work with. Current vendors are those from whom you are currently purchasing items. The History database contains those vendors with whom you no longer have an active business relationship. Once you have chosen which database you want to use, you can either add a new vendor or review and edit an existing one. WinTen Accounts Payable 8/1/2003 Edition Maintain Vendors Page 4.2

21 Accounts Payable Vendors Screen Controls Current and History Buttons This pair of buttons allows you to select the vendor database with which you wish to work. Sort Vendor By This set of radio buttons determines the order in which the vendor records are displayed in the table. Search For This data fi eld allows you to search for a specifi c vendor record. Enter the target of your search in this data fi eld and click the Go button. The program searches whichever set of fi elds you have selected with the Search By radio buttons and highlights the fi rst record in the table that matches your search target. Add Button Click this button to add a new vendor. The Select Vendor Type dialog box opens. Select the correct vendor type for this vendor and click OK. The Vendor Information screen opens on a blank vendor record, allowing you to enter the detailed information for this vendor. Edit/Review Button Click this button to review and/or edit the currently selected vendor. The Vendor Information screen opens on the selected vendor s record. WinTen Accounts Payable 8/1/2003 Edition Maintain Vendors Page 4.3

22 VENDOR INFORMATION SCREEN The Vendor Information screen contains all of the Accounts Payable data for the selected vendor. This data is divided among fi ve tabs: General, History Totals, Notes, Invoices, and Check History. This screen always opens on the General tab, as shown below. General Tab The General tab displays the vendor s identifying information and classifi cations. This tab is divided into three sub-tabs: Basic, Remit, To, and HUD It always opens on the Basic sub-tab, as shown below. WinTen Accounts Payable 8/1/2003 Edition Maintain Vendors Page 4.4

23 General Tab Controls Print Vendor Labels Button This button opens the Set Up Labels dialog box, which allows you to print mailing labels for this vendor. Set Up Labels Dialog Box Labels require a special setup process because they are printed differently than text documents are. You may print to one of two default label sizes that are found at most offi ce supply stores: Avery 5160 or Avery You may also specify a custom label size. Continuous Feed If you have a dot-matrix printer, it will print continuous feed labels; check this box. If you have a laser or inkjet printer, it will print labels by sheets; do not check this box. Top, Bottom, Left, and Right Margin Each of these fi elds holds the margin size for its side of the labels. These values are in hundredths of an inch, so a 1/4 margin would be entered as 25 and 21/2 would be 250. Columns This fi eld should be set to the number of columns of labels that is on the blank label sheet. Between Columns This fi eld is the width of the gutter, or the blank space between columns of labels. This value is in hundredths of an inch. Label Height, Label Width These fi elds are the actual dimensions of the labels themselves. These values are in hundredths of an inch. Once you have entered the specifi cations for your labels, click the Apply button to set these values. Then click the OK button to continue with the printing process as you would with a report. General Tab Other Functions Change Vendor Type Select this option to change the vendor type of the selected vendor. The Select Vendor Type dialog box opens. Select the desired vendor type for this vendor and click OK. WinTen Accounts Payable 8/1/2003 Edition Maintain Vendors Page 4.5

24 Basic Sub-Tab This sub-tab displays the vendor s basic identifying and accounting information. Use the standard WinTen controls to edit the data on this tab and save or cancel your changes. Basic Sub-Tab Data Fields First Name This is the vendor s fi rst name. If the vendor is a company rather than an individual, leave this fi eld blank. Last Name This is the vendor s last name. If the vendor is a company rather than an individual, enter its name here. Care Of If correspondence mailed to this vendor needs to be sent to the attention or care of a specifi c individual, enter that person s name here. Street This is vendor s street or PO box address. City This is the vendor s city. State This is the vendor s state. Zip Code This is the vendor s zip code. Phone This is the vendor s phone number. Fax This is the vendor s fax number. Customer Acct This is your agency s account number with the vendor. This is assigned by the vendor. Credit Acct This is the default General Ledger account from which checks written to this vendor will be paid. Debit/Fund Acct These two fi elds are the default fund (if you are using such funds) and the General Ledger account to which checks written to this vendor are applied. Terms Days This is the number of days within which your agency has agreed to pay this vendor s invoices. Hint: Vendor Naming To ensure that database searches work properly, if a vendor is a company rather than an individual, enter its full name in the Last Name fi eld. If the fi eld is too short to contain the entire name, enter as much of the name as you can in the First Name fi eld and carry the rest of it over into the Last Name fi eld. This facilitates proper searching and ensures that checks written to this vendor have the correct name printed on them. WinTen Accounts Payable 8/1/2003 Edition Maintain Vendors Page 4.6

25 NOTE: The Credit Acct, Debit/Fund Acct, and Terms Days fields are default values for the vendor. You can change these values on individual invoices. Discount Days Some vendors, particularly those from which your agency buys materials in bulk, may offer a discount on the actual amount you pay for their goods or services if you pay the invoice within a certain period of time. This fi eld is the number of days within which you must pay this invoice to receive a discount. Discount % This is the percentage discount that your agency will receive if invoices are paid by the discount deadline (determined by the Discount Days fi eld). On MBE/Non-MBE Report If the vendor falls under the government classifi cation of a Minority Business Enterprise (MBE) and thus should be included on your agency s MBE report, check this box. Send 1099 Form If your agency needs to report payments to this vendor to the IRS on Form 1099 (usually only individual, non-corporate vendors), check this box. Have W-9 on File If your agency has a Form W-9 on fi le for this vendor, check this box. SSN/EIN This is the vendor s Social Security Number (for individuals) or Employer Identifi cation Number (for organizations). Hint: SSN, EIN, TIN? The IRS collectively refers to SSNs and EINs as TINs, or Taxpayer Identifi cation Numbers. TIN, not SSN/EIN, is what appears on the offi cial IRS forms. WinTen Accounts Payable 8/1/2003 Edition Maintain Vendors Page 4.7

26 Remit To Sub-Tab The Remit To sub-tab allows you to specify a Remit To address for invoices to this vendor that differs from the vendor s mailing address on the Basic sub-tab. Use the standard WinTen controls to edit the data on this sub-tab and save or cancel your changes. Remit To Sub-Tab Data Fields Use Remit To Address for Checks If you check this box, any checks that you create in Accounts Payable for this vendor will have the Remit To address printed on them. Remit To Care Of This is the name of the individual to whose attention checks should be remitted. Street Address This is the street or PO box portion of the vendor s Remit To address. City, State, Zip These are the city, state, and zip code portions of the vendor s Remit To address. WinTen Accounts Payable 8/1/2003 Edition Maintain Vendors Page 4.8

27 HUD-2516 Sub-Tab The HUD-2516 sub-tab contains the information for this vendor s inclusion on the Form HUD-2516 report. Some housing authorities may not be required to submit this form; check with your Executive Directory to determine your agency s reporting requirements. Use the standard WinTen controls to edit the data on this tab and save or cancel your changes. WinTen Accounts Payable 8/1/2003 Edition Maintain Vendors Page 4.9

28 HUD-2516 Sub-Tab Data Fields Comp. Grant If the vendor should be included on the Comp Grant reports that your agency sends to HUD, check this box. Section 3 If this vendor falls under Section 3 classifi cation, check this box. Woman Owned If the vendor falls under the government classifi cation of Woman Owned, check this box. Race Code This is the vendor s race code as it should appear on the HUD-2516 report. Trade Code This is the vendor s trade code as it should appear on the HUD-2516 report. Program Code This is the vendor s program code as it should appear on the HUD-2516 report. HUD Grant/Project # This is the number of the HUD grant or project that provides the funds for your payments to this vendor, if there is such a grant or project. Sub-Contractor EIN/SSN This is the vendor s Employer Identifi cation Number (EIN) or Social Security Number (SSN), if the vendor is a subcontractor for work commissioned by your agency. Section 3 Sub-Contractor If the vendor is a Section 3 subcontractor, check this box. You must have a valid EIN or SSN in the Sub-Contractor EIN/SSN fi eld to check this box. WinTen Accounts Payable 8/1/2003 Edition Maintain Vendors Page 4.10

29 History Totals Tab This tab displays the monthly and annual totals of invoices for this vendor for the current and previous year. You can edit these numbers in order to view projected data. Use the standard WinTen controls to edit the data on this tab and save or cancel your changes. History Totals Tab Controls Recalculate Button This button removes any changes you may have made to the data displayed on this tab. It recalculates all of this tab s data from the Accounts Payable database and updates the display to show these values. Recalculate All Button This button removes any changes you may have made to all vendors history totals. It recalculates all of this tab s data from the Accounts Payable database and updates the display to show these values. WinTen Accounts Payable 8/1/2003 Edition Maintain Vendors Page 4.11

30 Notes Tab This tab provides an area for you to enter notes on the vendor. There is an unlimited amount of space for these notes. Use the standard WinTen controls to edit the data on this tab and save or cancel your changes. WinTen Accounts Payable 8/1/2003 Edition Maintain Vendors Page 4.12

31 Invoices Tab This tab displays all unpaid invoices for the selected vendor and allows you to enter new ones or to edit or delete existing ones. The table on this tab shows a summary of each invoice, while the data fi elds below it display detailed information about the currently selected invoice. The tab is divided into two sub-tabs: Basic and Additional. It always opens on the Basic sub-tab, as shown below. WinTen Accounts Payable 8/1/2003 Edition Maintain Vendors Page 4.13

32 Invoices Tab Controls Total Invoices for Vendor Button This button opens a dialog box that displays the total value of all current invoices for this vendor. Total Current Invoice Button This button opens a dialog box that displays the total value of all line items for the currently selected invoice. Add Invoices From Received P/O Button This button opens the Select Vendor Purchase Order dialog box, which allows you to create an invoice from a purchase order in the WinTen Purchase Order program for which you have received goods. See below for more details on this procedure. Adding an Invoice from a Received Purchase Order When you click the Add Invoices From Received P/ O button, the Select Vendor Purchase Order dialog box opens. This allows you to select a purchase order for the currently selected vendor that has been received but has not yet been invoiced. When the Select Vendor Purchase Order dialog box opens, it has four blank data fi elds. Use the Purchase Order # drop-down selection box to select the correct purchase order from the list. Next, assign this invoice an Invoice Number, an Invoice Date, and a Due Date. Then click OK to continue or Cancel to cancel the process. If you click OK, the Confi rm Invoice Quantities dialog box opens. This displays detailed information about the invoice and the purchase order from which it was generated. Enter the correct number of items or units of items that were received for this invoice. Click Save to save the invoice or Cancel to cancel its entry. If you click Save, the invoice is saved in Accounts Payable. The dialog boxes close and the Invoices tab now shows the data for the invoice you just created. CAUTION Be certain that each line item in the purchase order you are importing has a valid General Ledger account number. WinTen Accounts Payable 8/1/2003 Edition Maintain Vendors Page 4.14

33 Basic Sub-Tab The Basic sub-tab contains the invoice s basic fi nancial data. If the invoice was created from a purchase order in the WinTen Purchase Order module, this tab also shows that purchase order s identifying data. Use the standard WinTen controls to edit the data on this tab and save or cancel your changes. Basic Sub-Tab Data Fields Invoice # This is your agency s reference number for the invoice. You may use your own numbering scheme or you may use the invoice number that the vendor printed on the invoice. Invoice Date This is the date on which the invoice was issued. When you enter a new invoice, this fi eld defaults to the current date. P/O Stock # If this invoice was generated from a purchase order from the WinTen Purchase Order module, this is the stock number assigned to that purchase order. Otherwise, it remains blank. Invoice If this invoice was generated from a purchase order from the WinTen Purchase Order module, these two data fi elds are the number of items or units of items received and their per unit price. Amount This is the total (gross) amount due on the invoice. Credit Acct This is the General Ledger account from which the invoice will be paid. The default value for this fi eld is the value set in the General tab of this screen. Debit Fund/Acct These two fi elds are the fund (if your agency uses multiple funds) and the General Ledger expense account to which checks written to this vendor are applied. The default values for these fi elds are the values set in the General tab of this screen. P/O # If this invoice was generated from a purchase order from the WinTen Purchase Order module, this is that PO s number. Otherwise, it remains blank. WinTen Accounts Payable 8/1/2003 Edition Maintain Vendors Page 4.15

34 Care Of This is the individual to whom this invoice payment should be sent. The default value for this fi eld is the value set in the General tab of this screen. Customer Acct This is the account number that your agency has with the vendor. This is assigned by the vendor, not by your agency. The default value for this fi eld is the value set in the General tab of this screen. Description This is a short description of the invoice s purpose. When you print a check to pay this invoice, this description is printed in the memo line of the check. Due Date This is the date by which the invoice must be paid. When you enter the invoice, this defaults to a date determined by the value of the Terms Days fi eld in this screen s General tab. For example, if this vendor s Terms Days value is 30 days, this fi eld will be set to a date 30 days after that in the Invoice Date fi eld. Changing the Invoice Date fi eld also changes this fi eld. WinTen Accounts Payable 8/1/2003 Edition Maintain Vendors Page 4.16

35 Additional Sub-Tab The Additional sub-tab contains payment terms for this invoice. Use the standard WinTen controls to edit the data on this sub-tab and save or cancel your changes. WinTen Accounts Payable 8/1/2003 Edition Maintain Vendors Page 4.17

36 Additional Sub-Tab Data Fields Hold Code/Date A hold code is a code that corresponds to a reason that your agency is delaying payment of an invoice. Your agency should have its own list of hold codes and their meanings. The hold date is the date until which payment is to be delayed. Discount % Some vendors, particularly those from which your agency buys materials in bulk, may offer a discount on the actual amount you pay for their goods or services if you pay the invoice within a certain number of days. This is the percentage discount that your agency will receive if invoices are paid by the discount deadline (determined by the Discount Date fi eld, described below). The default value for this fi eld is the value set in the General tab of this screen. Discount Amt This is the dollar amount by which the invoice will be discounted if it is paid by the Discount Date described below). Discount Date This fi eld is the number of days within which you must pay this invoice to receive a discount. When you enter the invoice, this defaults to a date determined by the value of the Discount Days fi eld in this screen s General tab. For example, if this vendor s Discount Days value is 7 days, this fi eld will be set to a date 7 days after that in the Invoice Date fi eld. Changing the Invoice Date fi eld also changes this fi eld. Tagged for Payment If Accounts Payable should print a check for this invoice the next time you go through the check processing procedure, check this box. Reference ID This is the internal reference number that Payables uses to keep track of this invoice. This fi eld is displayed for troubleshooting purposes only; you cannot edit it. Accrued If this invoice is to be accrued to the General Ledger when you save the invoice, check this box. If you want this invoice processed normally during the check processing procedure, leave this box unchecked. WinTen Accounts Payable 8/1/2003 Edition Maintain Vendors Page 4.18

37 If you attempt to edit an invoice that you have accrued, Payables will alert you that it is already accrued and give you the option to unaccrue it. If you unaccrue the invoice, Payables posts a transaction to the General Ledger that reverses the accrual. You will then be able to edit the invoice normally. Date Accrued Once the invoice has been accrued, this fi eld displays the date on which it was accrued. Accrual Amt Once the invoice has been accrued, this fi eld displays the dollar amount that was accrued. Void of Check # This fi eld is blank for invoices that you enter. If you void a check during the check processing procedure, Payables will automatically create a new invoice for that void. In such an invoice, this fi eld will display the number of the check whose voiding generated the invoice. WinTen Accounts Payable 8/1/2003 Edition Maintain Vendors Page 4.19

38 Check History Tab This tab displays information on all invoices that have already been paid to the selected vendor. This is a record of previous actions, so you cannot edit any of the data on this screen. However, you can use the information on the paid invoices to create a new invoice. Select one of the paid invoices from the table, then click the Add button. This adds a new invoice to the database with the same vendor information that appears on the paid invoice. WinTen Accounts Payable 8/1/2003 Edition Maintain Vendors Page 4.20

39 MAINTAIN INVOICES The primary purpose of Accounts Payable is to track and process vendor and invoice (payable items) data. While you can view invoice data from the Maintain Vendors area of the program (see previous chapter), the best way to work with outstanding invoices is through the Maintain Invoices functions. To access these functions, click the Invoice button or press <O> at the Main Menu. WinTen Accounts Payable 8/1/2003 Edition Maintain Invoices Page 5.1

40 BROWSE INVOICES SCREEN The fi rst screen that appears when you enter the Maintain Invoices area is the Browse Invoices screen. This screen contains a table of all of the outstanding (unpaid) invoices in Accounts Payable s database. From this screen, you can add a new invoice or review and edit an existing one. WinTen Accounts Payable 8/1/2003 Edition Maintain Invoices Page 5.2

41 Browse Invoices Screen Controls View The View drop-down selection box at the top of the screen enables you to select which set of data you are working with: invoices or recurring templates. Invoices are the invoices in your system which are outstanding (unpaid). Recurring templates are invoice templates that are set up for use in creating regular periodic invoices. Order By The Order By drop-down selection box enables you to sort the table of invoices. You can sort by vendor number, invoice number, invoice date, vendor name, or due date. Search For/Go The Search For data fi eld enables you to search for a specifi c invoice record. Enter the target of your search in this data fi eld and click the Go button. The program searches whichever fi eld the table is currently sorted by and highlights the first record in the table that matches your search target. Add Button The Add button in the bottom left corner of the screen enables you to add a new invoice. Click this button to open the Invoice Detail screen (described on the following pages) to a new invoice record. Edit/Review Button The Edit/Review button enables you to review and/ or edit the currently selected invoice. Click this button to open the Invoice Detail screen on that invoice s record. Invoice Detail Screen Other Functions Create from Recurring This command starts the Import Recurring Invoice wizard, which enables you to create a new invoice from a recurring invoice. For details on this wizard, see the end of this chapter. Create from PO This command starts the Import Invoice from PO wizard, which enables you to create a new invoice from a purchase order record in the WinTen Purchase Order program. For details on this wizard, see the end of this chapter. Create from History This command starts the Import Invoice from History wizard, which enables you to create a new invoice from a previously-paid (history) invoice. For details on this wizard, see the end of this chapter. WinTen Accounts Payable 8/1/2003 Edition Maintain Invoices Page 5.3

42 Invoice Creation Methods Accounts Payable provides four methods for creating invoices: basic invoices recurring invoices invoices created from purchase orders new invoices copied from paid invoices All invoices are the same once they enter your system, but the data from which they are created and the methods in which they are created are rather different. Basic Invoice Creation The default method for creating invoices is simply to enter all of the invoice s data manually. This is the most common method for invoice creation that most agencies use. It is appropriate when you have no prior information for the invoice in your Accounts Payable or Purchase Order databases. To create an invoice using the basic method, click the Add button on the Browse Invoices screen or click the Add button on the Invoice Detail screen s toolbar. The Invoice Detail screen opens on a blank invoice record. Enter the invoice s data and click the Save button. WinTen Accounts Payable 8/1/2003 Edition Maintain Invoices Page 5.4

43 INVOICE DETAIL SCREEN The Invoice Detail screen contains all of the data on one selected invoice. This screen opens when you select an existing invoice from the Browse Invoices screen, when you add a new invoice from the Browse Invoices screen, or when you complete one of the three invoice creation wizards described at the end of this chapter. Use the standard WinTen controls to edit the data on this screen and save or cancel your changes. WinTen Accounts Payable 8/1/2003 Edition Maintain Invoices Page 5.5

44 Invoice Detail Screen Other Functions Create from Recurring This command starts the Import Recurring Invoice wizard, which enables you to create a new invoice from a recurring invoice. For details on this wizard, see the end of this chapter. Create from PO This command starts the Import Invoice from PO wizard, which enables you to create a new invoice from a purchase order record in the WinTen Purchase Order program. For details on this wizard, see the end of this chapter. Create from History This command starts the Import Invoice from History wizard, which enables you to create a new invoice from a previously-paid (history) invoice. For details on this wizard, see the end of this chapter. Invoice Detail Screen Data Fields General Information The top area of the screen contains the basic information on the invoice, including identifi cation and payment terms. Vendor # This is the vendor number of the vendor to whom this invoice will be paid. Click the magnifying glass button at the right side of this data fi eld to open the Accounts Payable Vendors sub-screen, from which you can select a vendor. If this fi eld has a valid vendor number, that vendor s name appears to the right of the fi eld. Invoice # This is the invoice s unique identifying number. This fi eld is not available if you are editing a recurring invoice template. Recurring Group This fi eld is available only if you are editing a recurring invoice template. This is the recurring invoice group to which this template belongs (e.g. monthly ). You can use recurring invoice groups to create multiple regularly-scheduled invoices at the same time (e.g. all invoices that occur monthly). Invoice Date This is the date on which the invoice was created. Total Amount This is the total amount of the invoice. You cannot edit this fi eld; the program calculates it from the value of the individual items in the table below. Hint: Other Functions and Recurring Invoice Templates The Other Functions menu is not available if you are editing a recurring invoice template. WinTen Accounts Payable 8/1/2003 Edition Maintain Invoices Page 5.6

45 Cash Account This is the cash account against which this invoice will be paid. Click the magnifying glass button at the right side of this data fi eld to open the Select Account dialog box, which enables you to select a ledger account from the list of accounts set up in the current data area s General Ledger. Care Of This is the individual to whose attention the invoice s payment should be sent. Customer Acct This is your agency s account number with the vendor. Due Date This is the date on which the invoice is due. Discount % This is the percentage discount your agency will receive for payment by the discount date. Discount Amt This is the fl at discount your agency will receive for payment by the discount date. Discount Date This is the date by which the invoice must be paid for the discount terms to apply. Tagged for Payment Check this box to tag the invoice for payment in the next check processing sequence. Table of Items Columns The table in the middle of the screen contains the individual line items on the invoice. When the screen is in edit mode, you can edit these items directly in the table. To add a new item, select the last item on the table and press <Tab> until a new line appears, just as you would in a Windows spreadsheet program. Description This is a brief (40-character) description of the item. Amount This is the item s price. Fund This is the fund from which the item s cost will be paid. When this fi eld is selected, it becomes a drop-down selection box. MD If the selected fund is a multi-distribution table, the program displays a check in this box. WinTen Accounts Payable 8/1/2003 Edition Maintain Invoices Page 5.7

46 Debit Acct/MD This is the account or MD table against which the item will be debited. Payment Information The bottom area of the screen (hidden by default, but visible if you click the Show/Hide [window shade] button) contains the payment information and custom report data fi elds for the currently selected line item. The only fi elds you can edit in this area are the Hold Code/Date fi elds and the three User Fields. The program automatically fi lls in all of the others as needed. P/O # If this invoice was created from a purchase order, this is the item s PO number. P/O Stock # This is the stock number of the item. Invoice This is the quantity of items and the unit price. Hold Code/Date These fi elds are the hold code applied to the item, if any, and the hold-until date. Tagged for Payment Check this box to tag the line item for payment without tagging the entire invoice. Accrued This fi eld indicates whether or not the item has been accrued yet. Date Accrued This is the date on which the item was accrued. Accrual Amt This is the item s accrual amount. Void of Check # If this invoice was created from a history invoice, this is the number of the check that was voided in the process. Assigned Identifier This is a randomly-assigned unique identifi er for this line item. User Field 1, 2, 3 These are user-defi ned data fi elds for use with WinTen Custom Report Writer. WinTen Accounts Payable 8/1/2003 Edition Maintain Invoices Page 5.8

47 Recurring Invoice Creation A recurring invoice is an invoice that repeats itself periodically. Usually, a recurring invoice is one from the same vendor for the same product or service that your agency receives on a periodic basis. If you have such a situation, you can create a recurring invoice template for future use. You can then use that recurring invoice template to create individual invoices whenever your agency receives the product or service. The recurring invoice template is the master record for the items or services, and it contains all of the information that is the same from invoice to invoice. Recurring Invoice Template Creation To create a recurring invoice template, set the View option on the Browse Invoices screen to Recurring Template. This tells the Browse Invoice s table of invoices to display recurring invoice templates. Then click the Add button. The Invoice Detail screen opens on a blank recurring invoice template record. Enter the data that will be the same for every invoice created from this template, then click the Save button. New Invoice Creation from a Template To create a new invoice from a recurring invoice template, select the Create from Recurring option from the Other Functions menu of either the Browse Invoices screen or the Invoice Detail screen. This starts the Create Recurring Invoice wizard, which controls the steps of creating a new invoice from a recurring invoice template. WinTen Accounts Payable 8/1/2003 Edition Maintain Invoices Page 5.9

48 Create Recurring Invoice Wizard The Create Recurring Invoice wizard controls the creation of a new invoice from a recurring invoice template. Step One The wizard displays a table of all recurring invoice templates. Select the template from which you want to create the new invoice. Click the Start button to proceed to Step Two. Step Two The wizard displays the basic information for the new invoice. Enter the invoice s number and date. If you want to view the individual line items of the invoice, click the View Invoice Detail button. This opens the View Invoice Detail sub-screen. Click the Exit button to close this sub-screen and return to the wizard. Click the Next button to proceed to Step Three. WinTen Accounts Payable 8/1/2003 Edition Maintain Invoices Page 5.10

49 Step Three The wizard summarizes the invoice s information for you to review. If it is incorrect, click the Back button to return to the previous steps and change it. If you want to view the individual line items of the invoice, click the View Invoice Detail button. This opens the View Invoice Detail sub-screen. You cannot edit any data on this screen at this time - it is available for informational purposes only. Click the Exit button to close this sub-screen and return to the wizard. Click the Finish button to complete the invoice creation process. If you ran the wizard from the Browse Invoices screen, the program returns to the Browse Invoices screen, with the new invoice selected in the table of invoices. If you ran the wizard from the Invoice Detail screen, the program returns to the Invoice Detail screen, open to the new invoice. WinTen Accounts Payable 8/1/2003 Edition Maintain Invoices Page 5.11

50 Purchase Order Invoice Creation Accounts Payable shares data with the WinTen Purchase Order program. If you have a purchase order in your Purchase Order database that has not yet been invoiced, you can create an invoice from that PO. This saves you the work of entering the same data in two separate programs. To create an invoice from a PO, select the Create from PO option from the Other Functions menu of either the Browse Invoices screen or the Invoice Detail screen. This starts the Create Invoice from PO wizard, which controls the steps of creating a new invoice from a purchase order. Create Invoice from PO Wizard The Create Invoice from PO wizard controls the creation of a new invoice from a purchase order. Step One Select the vendor for whose purchase order you are creating the invoice. Click the Start button to proceed to Step Two. Hint: What if I have multiple outstanding POs? You can create a single invoice for items from multiple purchase orders. Enter the amounts for each item you want to invoice and the program will combine the data into the new invoice. Step Two The wizard displays a table of every line item on every purchase order for the selected vendor that has been received but not invoiced. In the table, enter the quantity of each item that you want to invoice in the Qty to Invoice column. Click the Invoice All button to mark the maximum quantity of all items on the PO for invoicing. Click the Unmark All button to reset all quantities to zero. Click the Next button to proceed to Step Three. WinTen Accounts Payable 8/1/2003 Edition Maintain Invoices Page 5.12

51 Step Three The wizard displays a table of every line item that will appear on the invoice. Select the account number against which to charge each item. Click the Next button to proceed to Step Four. Step Four The wizard summarizes the invoice s information for you to review. If it is incorrect, click the Back button to return to the previous steps and change it. Click the Finish button to complete the invoice creation process. If you ran the wizard from the Browse Invoices screen, the program returns to the Browse Invoices screen, with the new invoice selected in the table of invoices. If you ran the wizard from the Invoice Detail screen, the program returns to the Invoice Detail screen, open to the new invoice. WinTen Accounts Payable 8/1/2003 Edition Maintain Invoices Page 5.13

52 Copying a Paid Invoice Accounts Payable maintains a history database of all invoices that the program has processed (e.g. all previously paid invoices). If you have a new invoice that is identical to a previous one, you can use a paid invoice from this invoice history database as the basis for the new invoice s record. To create a new invoice from a history invoice, select the Create from History option from the Other Functions menu of either the Browse Invoices screen or the Invoice Detail screen. This starts the Create Invoice from History wizard, which controls the steps of creating a new invoice from a history invoice. Create Invoice from History Wizard The Create Invoice from History wizard controls the creation of a new invoice from a history invoice. Step One Select the vendor for whom you are creating the invoice. Click the Start button to proceed to Step Two. Step Two The program displays a table of every paid invoice for the selected vendor. Select the paid invoice on which you want to base the new invoice. Click the Next button to proceed to Step Three. WinTen Accounts Payable 8/1/2003 Edition Maintain Invoices Page 5.14

53 Step Three The wizard displays the basic information for the new invoice. Enter the invoice s number and date. If you want to view the individual line items of the invoice, click the View Invoice Detail button. This opens the View Invoice Detail sub-screen. Click the Exit button to close this sub-screen and return to the wizard. Click the Next button to proceed to Step Four. Step Four The wizard summarizes the invoice s information for you to review. If it is incorrect, click the Back button to return to the previous steps and change it. If you want to view the individual line items of the invoice, click the View Invoice Detail button. This opens the View Invoice Detail sub-screen. You cannot edit any data on this screen at this time - it is available for informational purposes only. Click the Exit button to close this sub-screen and return to the wizard. Click the Finish button to complete the invoice creation process. If you ran the wizard from the Browse Invoices screen, the program returns to the Browse Invoices screen, with the new invoice selected in the table of invoices. If you ran the wizard from the Invoice Detail screen, the program returns to the Invoice Detail screen, open to the new invoice. WinTen Accounts Payable 8/1/2003 Edition Maintain Invoices Page 5.15

54 WinTen Accounts Payable 8/1/2003 Edition Maintain Invoices Page 5.16

55 PROCESS CHECKS Accounts Payable writes checks and performs all associated calculations in a nine-step sequence. This sequence is controlled by the Check Wizard, a check processing tool that walks you through each of these nine steps. The Check Wizard s main working area is the Print Checks dialog box. To open this dialog box, click the Checks button or press <C> at the Main Menu. WinTen Accounts Payable 8/1/2003 Edition Process Checks Page 6.1

56 Check Processing Steps The Print Checks dialog box uses a simple graphic representation to show your progress through check processing. The next step is highlighted in bold type. Steps that you have completed have green check marks next to them. Steps that you have skipped, or that are disabled in Payables (see the Hint above), have blue dashes next to them. Steps that you have completed but have generated errors in the program have red Xs next to them. The next step in the sequence is highlighted in bold type. WinTen Accounts Payable 8/1/2003 Edition Process Checks Page 6.2

57 Check Processing Controls The following controls are available on the toolbar and in the main body of the Print Checks dialog box. Exit Button This button exits the Print Checks dialog box and returns you to the Main Menu. The Accounts Payable program records the point at which you exited the sequence. The next time you enter the Print Checks dialog box, the program returns you to the step at which you exited. CAUTION If you stop processing checks in mid-sequence, some commands in Accounts Payable will be unavailable until you fi nish the sequence. Also, if you have an incomplete check processing sequence underway when you enter the program, the dialog box shown to the right appears to remind you that you need to fi nish processing checks. Void Checks Button This button opens the Void Checks sub-screen, which is described at the end of this chapter. This sub-screen allows you to void checks that you have already printed and to reverse all ledger entries, check history records, vendor YTD totals, and other records that are associated with those checks. Print Vendor Labels Button This button allows you to print mailing labels for every check in the current processing sequence. When you click this button, the Label Setup dialog box (described at the end of this chapter) opens, which allows you to specify your label formats before you print the labels. This button is disabled until you reach Step 5 of the check processing sequence. Start Button (becomes Next) This button is only available at the beginning of the check processing sequence. Click it to begin the check processing Sequence. Once you move past Step 2, it becomes the Next button. Back Button This button moves you one step back in the check processing sequence. Next Button (formerly Start) This button moves you to the next step in the check processing sequence. Skip Button This button skips the next step in the check processing sequence. WinTen Accounts Payable 8/1/2003 Edition Process Checks Page 6.3

58 Step 1: Select Kind of Check to Process Some WinTen programs are capable of producing multiple kinds of checks in different formats. Accounts Payable, however, only generates one kind of check. Thus, in Step 1, the program automatically selects vendor checks as the check type and marks Step 1 as having been completed successfully. The program then moves to Step 2. WinTen Accounts Payable 8/1/2003 Edition Process Checks Page 6.4

59 Step 2: Select and Mark Items to Pay When you click the Start button, the check processing sequence begins with this step. The program opens the Select and Mark Items to Pay sub-screen. This sub-screen displays a table of all unpaid invoices. To tag a specifi c invoice for payment during this check processing sequence, double-click it. You can also perform batch tagging by using the buttons and data fi elds at the top of the screen. When you have tagged every invoice to pay during this check processing sequence, click the Exit button. WinTen Accounts Payable 8/1/2003 Edition Process Checks Page 6.5

60 Batch Tagging Controls and Options As of Due Date This allows you to tag every invoice with a due date on or before the selected date. Enter the date using the calendar box and click the Tag button next to this fi eld. As of Discount Date This allows you to tag every invoice with a discount date on or before the selected date. Enter the date using the calendar box and click the Tag button next to this fi eld. Vendor Number This allows you to tag every invoice that is to be paid to a specifi c vendor. Enter the vendor number and click the Tag button next to this fi eld. As of Invoice Date This allows you to tag every invoice that is dated on or before the selected date. Enter the date using the calendar box and click the Tag button next to this fi eld. Credit Account This allows you to tag every invoice that will be paid from a specifi c credit account. Enter the account number and click the Tag button next to this fi eld. Tag All Button This button tags every invoice in the table. Untag All Button This button untags every invoice in the table. Mark/Unmark Button This button tags or untags the currently selected invoice. Reverse All Button This button tags all currently untagged invoices and untags all currently tagged invoices. Total Tagged Button This button opens a dialog box that displays how many invoices are currently tagged for payment and the total value of those invoices. WinTen Accounts Payable 8/1/2003 Edition Process Checks Page 6.6

61 Select Credit Account Dialog Box If you have tagged invoices that are to be paid from multiple credit accounts, the Select Credit Account dialog box opens when you edit the Select and Mark Items to Pay screen. This dialog box requires you to select one credit account from which all the checks that this sequence produces will be paid. Double-click the appropriate account and click the OK button to continue to Step 3. Click the Cancel button to return to the Select and Mark Items to Pay screen. When you click the OK button, the Check Wizard untags all invoices that are not scheduled to be paid from the selected credit account and displays the dialog box shown to the right. If all the invoices you tagged are to be paid from the same account, you will not see these dialog boxes. Exiting the Select and Mark Items to Pay screen returns you to the Print Checks dialog box. WinTen Accounts Payable 8/1/2003 Edition Process Checks Page 6.7

62 Step 3: Change Check Date When you move to Step 3, the Enter Check Date dialog box opens. All checks produced by this sequence will bear the date shown in the Check Date data fi eld. If you want to change this date, enter a new date in the data fi eld or use the calendar box to select the correct date. Once the correct date is selected, click OK to continue to Step 4. WinTen Accounts Payable 8/1/2003 Edition Process Checks Page 6.8

63 Step 4: Print Pre-Check Report When you proceed to Step 4, the Print Pre-Check Report dialog box opens. This allows you to print a comprehensive report on all the checks you are about to produce. You may sort this report by payee ID, payee fi rst name, payee last name, or check number, and you may choose to print a detailed report or a summary report. Select the sort order and detail level, then print the report. CAUTION Before you print checks, print a pre-check report and examine it carefully. If you fi nd any errors, do not print checks until you have corrected them. Once you have printed a pre-check report, a dialog box appears that asks you if that report is correct. Click Yes to proceed to Step 5, or click No to return to the Print Pre-Check Report dialog box. If you return to the Print Pre-Check Report dialog box, you may exit it to return to the Print Checks dialog box between Steps 3 and 4. From there, you can exit to the Main Menu. You can then enter the Maintain Vendors and Payables area to make any needed corrections to your invoices. WinTen Accounts Payable 8/1/2003 Edition Process Checks Page 6.9

64 Step 5: Print Checks When you move to Step 5, the Print Vendor Checks sub-screen opens. This sub-screen contains a table of all the checks you are about to print. You may sort this table by vendor ID, vendor fi rst name, or vendor last name, using the Order Checks by Payee set of radio buttons. CAUTION Once you proceed with Step 5, you cannot go back. Every step prior to Step 5 can be reversed. Although you can void checks that you have printed, printing them is an action that you cannot revoke. Be certain that all data is in order before you begin printing. The table s leftmost column is labeled Print and contains values of Yes and No. All checks with a Yes in this column will be printed the next time you click the Print Checks button. WinTen Accounts Payable 8/1/2003 Edition Process Checks Page 6.10

65 Print Vendor Checks Sub-Screen Controls Print Test Check Alignment Button Click this button to print a test check to ensure that your checks are properly aligned in the printer. Accounts Payable automatically marks this check as voided and records its number as a void. Print Checks Button Click this button to print every check that has a Print value of Yes. Reverse Print Button This button reverses the Print value of the currently selected check or checks, switching it between Yes and No. To reverse multiple checks, hold down <Ctrl> and click each check you want to switch. Then click the Reverse Print button to switch the print value of the selected checks. Print Vendor Checks Sub-Screen Data Fields Next Check Number This data fi eld determines what number will be assigned to the next check to be printed. This number should match that of the next check that will be fed through the printer. When you are done printing checks, click the Exit button to continue to Step 6. WinTen Accounts Payable 8/1/2003 Edition Process Checks Page 6.11

66 Step 6: Print Excess Vouchers Under most circumstances, your vouchers will have enough space for all the needed detail lines. If a given invoice has more detail lines than will fi t on a standard voucher, you will be able to print excess vouchers, or vouchers that contain all the information for a given invoice. The check that corresponds to that invoice will bear a notation of see attached voucher. If none of the checks that you printed in Step 5 needed excess vouchers, the Check Wizard skips Step 6. If any of the checks that you printed in Step 5 needed excess vouchers, the Check Wizard prints those vouchers when you move to step 6, then moves to Step 7 and waits for you to proceed. WinTen Accounts Payable 8/1/2003 Edition Process Checks Page 6.12

67 Step 7: Edit Check Numbers When you move to Step 7, the Edit Vendor Check Numbers sub-screen opens. This sub-screen allows you to edit the numbers of the checks you printed in Step 5, adjusting Accounts Payable s records to match the numbers that were pre-printed on those checks. WinTen Accounts Payable 8/1/2003 Edition Process Checks Page 6.13

68 Edit Vendor Check Numbers Sub-Screen Controls Renumber One Button To change the number of a single check, click on it in the table of printed checks to select it. Then enter its number in the First Check Number fi eld and click the Renumber One button. Renumber Rest Button To change the numbers of a series of checks, click the fi rst check in the series. Then enter its correct number in the First Check Number fi eld and click the Renumber Rest button. That check and every check after it receives a new number, assigned in ascending order from the First Check Number value you entered. Add Spoiled Button This button inserts a spoiled check immediately before the currently selected check. Spoil Printed Button This marks a selected check as spoiled. A spoiled check will not be posted as a transaction. Use this to mark the records of a check that was printed but cannot be issued. CAUTION Once you mark a check as spoiled, you cannot unmark it. Delete Spoiled Button This button deletes the currently selected spoiled check. Hint: Spoiled Checks Spoiled checks are checks that have been used but do not contain valid information. These include checks that you printed to test printer alignment and checks that the printer damaged. Spoiled checks that Accounts Payable automatically inserts have TSAMNET in the ID fi eld and *Spoiled in the Payee fi eld. WinTen Accounts Payable 8/1/2003 Edition Process Checks Page 6.14

69 Step 8: Print Pre-Posting Report When you proceed to Step 8, the Print Pre-Posting Report dialog box appears. This dialog box allows you to print a comprehensive report on all the checks you are about to post. You can sort this report by payee ID, payee fi rst name, payee last name, or check number, and you can choose to print a detailed report or a summary report. CAUTION Before you post, print a pre-posting report and examine it carefully. If you fi nd any errors, do not post your checks to the General Ledger until you have corrected those errors. Once you have printed a pre-posting report, a dialog box opens that asks you if that report is correct. Click Yes to proceed to Step 9, or click No to return to the Print Pre-Posting Report dialog box. If you return to the Print Pre-Posting Report dialog box, you may exit it to return to the Print Checks dialog box between steps 7 and 8. From there, you can exit the Print Checks dialog box or move back in steps to make any corrections that may be needed prior to posting. WinTen Accounts Payable 8/1/2003 Edition Process Checks Page 6.15

70 Step 9: Post Checks The fi nal step in the check processing sequence is to post the printed checks to the General Ledger journal. During this process, Accounts Payable updates its own databases of invoices by moving paid invoices from current records to history records. It also updates the vendor totals for all vendor to whom you wrote checks and creates an entry for each check in the records of the WinTen Bank Reconciliation program (if you are using that module). When you move to Step 9, Accounts Payable begins posting checks and updating fi les. A dialog box appears that shows a graphical representation of the process progress. When the posting process is complete, a dialog box opens that notifi es you that check processing is complete. Click OK to close all associated dialog boxes and return to the Main Menu. WinTen Accounts Payable 8/1/2003 Edition Process Checks Page 6.16

71 Void Checks Sub-Screen The Void Checks sub-screen is reached through the Void Checks button. This screen displays a table of all checks that exist in your perpetual check register (Accounts Payable s records of all checks you have ever processed with the program). The controls at the top of the Void Checks subscreen enable you to filter the checks shown on the screen. Use the Account # drop-down selection box to select a single General Ledger account or all General Ledger accounts, and the Range of Check Dates fi elds to specify a date range. Then click the Apply Filter button to apply your selected fi lters. Voiding a Single Check To void a single check, select it by clicking its entry in the table and click the Void button. Alternately, type the check s number in the fi rst Range of Check #s fi eld and click the Void button. Voiding a Series of Checks To void a series of checks, type the starting and ending check numbers in the series in the Range of Check #s fi elds and click the Void button. The program voids all checks with numbers within the specifi ed range. WinTen Accounts Payable 8/1/2003 Edition Process Checks Page 6.17

72 Set Up Labels Dialog Box Labels require a special setup process because they are printed differently than text documents are. You may print to one of two default label sizes that are found at most offi ce supply stores: Avery 5160 or Avery You may also specify a custom label size. Set Up Labels Data Fields Continuous Feed If you are printing the labels to a dot-matrix printer, it will print continuous feed labels; check this box. If you have a laser or inkjet printer, it will print labels by sheets; do not check this box. Top, Bottom, Left, and Right Margin Each of these fi elds holds the margin size for its side of the labels. These values are in hundredths of an inch, so a 1/4 margin would be entered as 25 and 21/2 would be 250. Columns This is the number of columns of labels on the blank label sheet. Between Columns This fi eld is the width of the gutter, or the blank space between columns of labels. This value is in hundredths of an inch. Label Height, Label Width These fi elds are the actual dimensions of the labels themselves. These values are in hundredths of an inch. Once you have entered the specifi cations for your labels, click the Apply button to set these values. Then click the OK button to continue with the printing process as you would with a report. WinTen Accounts Payable 8/1/2003 Edition Process Checks Page 6.18

73 REPORTS Information needs to be summarized and presented in an easy-to-understand form so the reader can make informed decisions. The Reports screen is where Accounts Payable turns all of its data into meaningful reports. To enter this screen, click the Reports button or press <R> at the Main Menu. WinTen Accounts Payable 8/1/2003 Edition Reports Page 7.1

74 REPORTS SCREEN The Reports screen is divided into two tabs. Each tab contains the report options for one type of reports and is divided into two halves. The left half of a tab contains a set of radio buttons that correspond to the available reports. The right half of a tab contains the formatting options for the currently selected report. The Reports screen always opens on the General tab, as shown below. WinTen Accounts Payable 8/1/2003 Edition Reports Page 7.2

75 Producing a Report To produce a report, select its radio button. Set all of the formatting options for the report, then click the Print or Print Preview button. If you click the Print button, a standard WinTen print control dialog box opens. Select the printing options for the report and click OK. If you click the Print Preview button, a print preview screen opens with the selected report. Review the report from this screen and close it when you are fi nished. WinTen Accounts Payable 8/1/2003 Edition Reports Page 7.3

76 General Tab The General tab contains ten reports on the vendors in Payables database and their fi nancial activities. Available Reports Complete List of Vendors Report This report is a list of all vendors who had invoices entered during a selected range of months. This may be any period of one to twelve months, starting in any month from the beginning of the previous calendar year to the current month. You can sort this report by vendor number, vendor fi rst name, or vendor last name, and you can print it in green-bar format. MBE/Non-MBE Report This report lists all vendors that are marked to be on the MBE (Minority Business Enterprises) report who had invoices entered during a selected range of months. This may be any period of one to twelve months, starting in any month from the beginning of the previous calendar year to the current month. You can sort this report by vendor number, vendor fi rst name, or vendor last name, and you can print it in green-bar format. WinTen Accounts Payable 8/1/2003 Edition Reports Page 7.4

77 Vendors NOT on MBE/Non-MBE Report This report lists all vendors that are not marked to be on the MBE (Minority Business Enterprises) report who had invoices entered during a selected range of months. This may be any period of one to twelve months, starting in any month from the beginning of the previous calendar year to the current month. You can sort this report by vendor number, vendor fi rst name, or vendor last name, and you can print it in green-bar format. Comp Grant Vendors Report This report lists all vendors that are classifi ed as Comp Grant vendors who had invoices entered during a selected range of months. This may be any period of one to twelve months, starting in any month from the beginning of the previous calendar year to the current month. You can sort this report by vendor number, vendor fi rst name, or vendor last name, and you can print it in green-bar format. Hint: Vendor Classifi cations To determine if a vendor will appear on the MBE/Non-MBE, Comp Grant, W-9, and 1099 reports, see the General tab of the Vendor Information screen for that vendor. WinTen Accounts Payable 8/1/2003 Edition Reports Page 7.5

78 W-9 Vendor Listing Report This report lists all vendors for whom your agency has a W-9 on fi le. You can sort this report by vendor number, vendor fi rst name, or vendor last name Vendor Listing Report This report lists all vendors who receive a Form 1099 at the end of the year. You can sort this report by vendor number, vendor fi rst name, or vendor last name. Contract Activity Report (HUD-2516) This report is the standard HUD-2516 contract activity report. There are no user-defi ned parameters for this report - it draws its information directly from Accounts Payable s vendor database. Vendor Labels This is not a report generation option, but rather the option to print vendor mailing labels. You may choose whether or not to include a Care Of: fi eld on the label, which vendor types (or all) to print labels for, and how the labels should be sorted. Once you have made these selections, click the Print button to open the Label Setup dialog box (described at the end of this chapter). Vendor Number Comparison Listing The WinTen Accounts Payable module uses a different numbering scheme for vendors than older MS-DOS-based versions of Accounts Payable did. This report is for users who are accustomed to those older versions of Accounts Payable and need a reference sheet to determine the correspondences between the old and new numbering schemes. Data Verification Log This report lists any data errors or inconsistencies found when your agency converted from Tenmast s DOS-based Accounts Payable module to WinTen Accounts Payable. If your agency never used Tenmast s DOS-based software, this report is blank. It is intended for use immediately after a DOS-to-WinTen conversion and is not needed for your agency s daily operations. WinTen Accounts Payable 8/1/2003 Edition Reports Page 7.6

79 Payables Tab The Payables tab contains four reports on Accounts Payables fi nancial transactions. Below the report selections are two buttons that provide additional information on current invoices. WinTen Accounts Payable 8/1/2003 Edition Reports Page 7.7

80 Payables Tab Controls Total Current Payables Button This button opens a dialog box that shows the current total of all unpaid invoices. Remove Hold Code Button This button opens the Clear Hold Codes dialog box, which allows you to remove hold codes from invoices. Clear Hold Codes Dialog Box This dialog box contains a table of invoices that have hold codes and hold dates assigned to them. The table only displays invoices with one hold code at a time. To select hold codes, use the Hold Code drop-down menu. To remove an invoice s hold code, click on it and click the Clear button. Click the Cancel button to exit the Clear Hold Codes dialog box. WinTen Accounts Payable 8/1/2003 Edition Reports Page 7.8

81 Available Reports Complete Invoice Report You can format this report in a variety of ways to provide information on a given group of invoices. Which payables to print... The report can draw data from unpaid (current) invoices, paid (history) invoices, unpaid unaccrued invoices, or unpaid accrued invoices. Select range of dates of... The report may select a range of dates using the Invoice Date, Due Date, Hold Until Date, Paid Date, or Discount Date within a specifi ed date range. To fi lter by date range, select the appropriate dates to use with the corresponding radio button and enter the beginning and ending date in the Range of... Dates fi elds. Optional Report Filters The report may also be fi ltered over a range of specifi c check numbers, by invoices drawn from a specifi c debit account, or by specifi c vendor number. All of these are optional. To use any of these options, enter the desired values in the appropriate data fi eld(s). Sort payables by... You can sort the report by vendor fi rst name, vendor last name, vendor number, or invoice number. WinTen Accounts Payable 8/1/2003 Edition Reports Page 7.9

82 General Ledger Journal Report for Payables This report shows all invoice transactions that have been posted to the General Ledger payables journal over a specifi ed period of time. What Format to Print... You can print the report in Debit/Credit (double-entry bookkeeping) format or in One-Column format. Account This drop-down selection box allows you to specify a certain account for the report to cover. Alternately, you can leave it blank for all reports. Match Account Exactly If you check the Match Account Exactly check box, the report will only cover the specifi ed account number - it will not include that account s sub-accounts. For example, if you specify account 1111 and check this box, the report will only include activity for account 1111, not for account Range of Dates Use these two calendar boxes to choose the range of dates of invoices to print. WinTen Accounts Payable 8/1/2003 Edition Reports Page 7.10

83 Check Listing Report This report shows all checks that Accounts Payable printed within a specifi c range of dates, between a specifi c range of check numbers, and/or for a specifi c vendor. What Checks to Include... The report can cover Voided Checks, Non-Voided Checks, or All Checks. What Information to Present The report can be Detailed or a Summary of vendors. Range of Check Dates Use the calendar boxes to choose the range of dates of checks to include in the report, if you want to fi lter by date. Range of Check Numbers Enter the beginning and ending check numbers for the range of checks to include on the report, if you want to fi lter by check number. Vendor # If you wand to print a report on checks written to a specifi c vendor, select the vendor s number with this drop-down selection box. Hold Code Report This is a complete listing of all invoices that are being held (invoices with a hold code and hold date specifi ed). There are no user-defi ned parameters for this report - it draws its information directly from the Accounts Payable invoice database. WinTen Accounts Payable 8/1/2003 Edition Reports Page 7.11

84 Label Setup Dialog Box Labels require a special setup process because they are printed differently than text documents are. You may print to one of two default label sizes that are found at most offi ce supply stores: Avery 5160 or Avery You may also specify a custom label size. Label Setup Dialog Box Data Fields Continuous Feed If you have a dot-matrix printer, it will print continuous feed labels; check this box. If you have a laser or inkjet printer, it will print labels by sheets; do not check this box. Top, Bottom, Left, and Right Margin Each of these fi elds holds the margin size for its side of the labels. These values are in hundredths of an inch, so a 1/4 margin would be entered as 25 and 21/2 would be 250. Columns This fi eld should be set to the number of columns of labels that is on the blank label sheet. Between Columns This fi eld is the width of the gutter, or the blank space between columns of labels. This value is in hundredths of an inch. Label Height, Label Width These fi elds are the actual dimensions of the labels themselves. These values are in hundredths of an inch. Once you have entered the specifi cations for your labels, click the Apply button to set these values. Then click the OK button to continue with the printing process as you would with a report. WinTen Accounts Payable 8/1/2003 Edition Reports Page 7.12

85 ACCRUE PAYABLES The accrual process posts selected unpaid and unaccrued invoices to the General Ledger database. This allows you to keep General Ledger balances current. The transaction will enter a liability based on the default accrual account that is set for Accounts Payable (this default can be changed in the Setup screen). To begin the accrual process, click the Accrue button or press <U> at the Main Menu. This opens the Accrue Payables dialog box. WinTen Accounts Payable 8/1/2003 Edition Accrue Payables Page 8.1

86 Accrue Payables Dialog Box When you accrue payables, you post all invoices with invoice dates on or before a selected date. The Accrue Payables dialog box has a data fi eld for this date, which defaults to the date that is the current end of month for WinTen General Ledger. Set this date using the calendar box. To proceed with accrual, click the OK button. To abort the process and return to the Main Menu, click the Cancel button. If you click the OK button, a confi rmation dialog box opens. Click Yes to continue or No to return to the Accrue Payables dialog box. If you click Yes, accrual begins. A progress dialog box appears which shows you a rough estimate of the process completion in graphical terms. Once this is complete, all associated dialog boxes close and the program returns to the Main Menu. Hint: Paid Invoices The accrual process only accrues unpaid invoices. It does not accrue paid invoices with invoice dates prior to the selected date. WinTen Accounts Payable 8/1/2003 Edition Accrue Payables Page 8.2

87 INITIALIZE VENDOR TOTALS The initialization process allows you to clear all the year-to-date history totals for each vendor (the Vendor History Totals tab of the Vendor Information screen), resetting those totals to zero. To begin the initialization process, click the Initialize button or press <I> at the Main Menu. This opens the Payables Initialization dialog box. CAUTION You should only clear calendar year totals after the end of the calendar year and after you have posted and printed the last check for that year. The same applies to fi scal year totals and the end of the fi scal year. WinTen Accounts Payable 8/1/2003 Edition Initialize Page 9.1

88 Payables Initialization Dialog Box In this dialog box, you can clear calendar or fi scal year-to-date totals. Select the appropriate radio button, then click OK. A confi rmation dialog box appears. Click Yes to continue or No to return to the Payables Initialization dialog box. If you click Yes, a dialog box appears that warns you to be certain that you have printed a vendor list before initializing. Click OK to continue. After you click OK, a second confi rmation dialog box appears. Click Yes to initialize or No to return to the Payables Initialization dialog box. If you click Yes in the last confi rmation dialog box, initialization begins. A progress dialog box appears which shows you a rough estimate of the process completion in graphical terms. Once this is complete, a fi nal notifi cation dialog box appears that informs you that initialization is complete. Click OK in this box to return to Payables Main Menu. WinTen Accounts Payable 8/1/2003 Edition Initialize Page 9.2

89 REINDEX This function rebuilds the indexes that Accounts Payable uses to search for specifi c records within its databases. Index fi les are similar to a library s card catalog - they tell the computer the location of the data for which you are searching. Indexing databases is safe to do at any time - it does not need to be done at a specifi c time of the month or the year. To initiate the reindexing process, click the Index button or press <I> from the Main Menu. WinTen Accounts Payable 8/1/2003 Edition Reindex Page 10.1

90 When to Reindex Occasionally, index fi les can become corrupted. This means that such a fi le s data is no longer complete, and it may not be in a form that Accounts Payable can read. The most common indicator of a corrupted index fi le comes when you search for an entry that you know is present and the program does not fi nd it. Reindexing solves this problem by going through the database and rebuilding the index fi le for it. CAUTION You must make sure that no one else is using Accounts Payable before using this feature. Reindexing rewrites fi les, and cannot do so if they are already open when Accounts Payable attempts to index them. When to Pack While you are reindexing, you also have the option to pack the database. Packing is a process by which Accounts Payable removes all blank or deleted entries from its database, thereby reducing the size of the fi les. CAUTION Tenmast does not recommend you perform packing unless specifi cally instructed to do so by Tenmast Training & Support personnel. Packing permanently removes deleted records. Once you have packed, data that the packing process erases will be irretrievably gone. Reindexing When you begin the reindexing process, the Reorganize Payables Files dialog box opens. This dialog box has five check boxes that allow you to select which activities you wish to perform with the database. You can reindex and/or pack current records, historical records, and check formats. Select the check boxes that correspond to the functions you want to perform. Then click the OK button. The program begins the reindexing process, which should take no longer than two or three minutes. When the process is complete, the dialog box closes and the program returns to the Main Menu. WinTen Accounts Payable 8/1/2003 Edition Reindex Page 10.2

91 ARCHIVE PAYABLE HISTORY The archiving process allows you to save invoice data to a fl oppy disk, a Zipdisk, or a CD-RW. This removes old records from your computer s hard drive, which frees up storage space. Archiving old data may also speed up some of Accounts Payable s functions. To begin the archiving process or to restore previously archived data, click the Archive button or press <A> at the Main Menu. This opens the Archive/Restore Payable History dialog box. WinTen Accounts Payable 8/1/2003 Edition Archive and Restore Page 11.1

92 Archive/Restore Payable History Dialog Box Clicking the Archive button on the Main Menu opens the Archive/Restore Payable History dialog box, shown below. This dialog box has two tabs: Archive and Restore. Archive Tab This tab controls the archiving process. You can either archive a specifi c month s data or all data within a specifi ed date range. Click the appropriate radio button, either By Month and Year or By Range of Dates, to select the desired option. Archive by Month and Year If you want to archive the records of one specifi c month, click the radio button next to By Month and Year. Select the month and year you want to archive using the drop-down selection box for the Month fi eld and the selection arrows for the Year fi eld. Archive by Range of Dates If you want to archive all records within a specifi c range of dates, click the radio button next to By Range of Dates. Select the beginning and ending dates using the calendar boxes for the From Date and To Date fi elds. Delete Records After Archiving If this box is checked, your active copies of these records will be deleted after the archive fi les are saved. If it is unchecked, your active copies of these records will remain active. WinTen Accounts Payable 8/1/2003 Edition Archive and Restore Page 11.2

93 Save As Once you have made your date selections, click the Archive button. The Save As dialog box appears and prompts you for the location in which to save the archive and the fi le name under which to save it. The default location is the A: drive, which is the 3.5 fl oppy drive on most PCs. The default fi le name is determined by the time period of the records you are archiving. Unless your agency uses a specifi c naming system for archive fi les, leave this as the default. The fi le will receive the fi le extension.arc, which indicates that it is a WinTen archive fi le. Do not change this extension or Accounts Payable may be unable to recognize the file if you attempt to restore its data at a later date. To save the archive, click the Save button. To abort the archiving process and return to the Archive/Restore Payables History dialog box, click the Cancel button. If you click Save, a confi rmation dialog box appears. Click Yes to save or No to abort the save and return to the Archive/Restore Payables History dialog box. If you click Yes, a progress dialog box appears which shows you a rough estimate of the process completion in graphical terms. Once the process complete, a fi nal notifi cation dialog box appears that informs you of a successful save. Click OK in this box to return to the Main Menu. WinTen Accounts Payable 8/1/2003 Edition Archive and Restore Page 11.3

94 Restore Tab This tab controls the restoration process. This process is the opposite of the archiving process. When you restore, you select a previously archived fi le to bring back to active use. Delete History File After Restore If this box is checked, your archived copy of this fi le will be deleted after the data is restored. If it is unchecked, the archive will remain where it is. Restore From To begin the restoration process, click the Restore button. The Select File To Restore From dialog box opens. Choose the appropriate folder (this is a standard Windows fi le selection box) and select the fi le from which you wish to restore, then click the Open button. To abort the restoration process and return to the Archive/Restore Payable History dialog box, click the Cancel button. NOTE: The buttons next to each archive file s name may have a different appearance than the one shown here, depending on how your computer is configured. When you click Open, a confi rmation dialog box appears. Click Yes to continue or No to abort the restoration and return to the Archive/Restore Payable History dialog box. If you click Yes, a progress dialog box appears which shows you a rough estimate of the process completion in graphical terms. Once this is complete, a fi nal notifi cation dialog box appears that informs you of a successful restoration. Click OK in this box to return to Payables Main Menu. WinTen Accounts Payable 8/1/2003 Edition Archive and Restore Page 11.4