Ideal Online Documentation24548 A/P PROCESSING |
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│08/07/07 Tm6 ***** TERMINAL DEPENDENT BATCH SELECTION ***** PRCODE│ │ │ │ COMPANY: 01 IDEAL LTD. │ │ BATCH NUMBER: 0002 │ │ │ │ G/L DATE: 08/07/07 │ │ CONTROL TOTAL: 0.00DR │ │ │ │** PRESS 'CR' TO CONTINUE; 'F3' TO RE-ENTER; F4 TO END: │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
Defaults to the next available batch number, no input required.
Enter a G/L date for the batch.
[Enter] for the current system date.
Many programs use the dates of the individual transactions in the batch as the date the G/L is affected by the transaction. For those programs, the Batch G/L date is simply used to indicate the date of batch creation. Some programs use the Batch G/L date as the date the G/L is affected by ALL transactions in the batch. The effective date is noted in PROCEDURE - DATA ENTRY.
Enter a control total for the batch.
[Enter] to bypass.
Generally, a control total is optional. However, some programs require a control total. In either case a control total serves as a handy check-sum against the total entries in a batch and should be entered. Simply add up the total of the transactions to be made in the batch and Enter that as your control total.
[Enter] to advance to data entry screen.
[F3] to re-enter G/L date or control total.
[F4] to exit to menu.
PROCEDURE - DATA ENTRY
After you create a new batch you are taken to the data entry screen with the following fields completed:
Displays the current batch number.
Displays the control total entered during batch selection.
Displays the actual total of items posted.
Until you enter the first amount this field will display .00DR.
Displays the difference between the control and actual totals.
Example A/P Accrued Payables Reversals Posting display:
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│08/07/96 ***** ACCRUED PAYABLE REVERSALS POSTING ***** │ │--------------------------------------------------------------------------------│ │BATCH: 0002 CONTROL: 670.00DR ACTUAL: .00DR LEFT: 670.00DR │ │--------------------------------------------------------------------------------│ │SEQ# SUPPLIER RECEIPT DATE REVERSAL $ G/L $ │ │--------------------------------------------------------------------------------│ │ │ │ │ │--------------------------------------------------------------------------------│ │G/L CODE.......AMOUNT G/L CODE.......AMOUNT G/L CODE.......AMOUNT │ │--------------------------------------------------------------------------------│ │ │ │ │ │--------------------------------------------------------------------------------│ │CR FOR NExT; F2 TO DISPLAY; F3 FOR CONTROL TOTALS; F4 TO END, │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
FIELDS
[Enter] for the next available sequence number.
[F2] to display existing lines.
If you have accessed an existing batch. See PROCEDURE - ADDING/DELETING LINES.
[F3] to re-enter control total.
[F4] to Exit to menu
Enter supplier code.
[F5] to display A/P supplier code list.
After entering a supplier code the supplier name is displayed.
[Enter] or [F2] to continue with data entry.
[F3] to re-enter supplier code.
Enter the number of the receipt you wish to reverse.
[F5] to display A/P accruals detail list.
Displays the date of the receipt selected.
Displays the total amount of the receipt.
Displays the amount the G/L account will be credited.
Enter the G/L code to credit.
Typically, you would use the accrued variance G/L account.
[F5] to display the G/L code listing.
You may enter up to three G/L codes and amounts if necessary.
Enter the amount to credit the G/L account.
This number is negative and normally the amount of the receipt, although you can enter up to three G/L codes and amounts for distribution.
After you have entered the G/L code(s) and amount(s) press [Enter] to continue.
This alert message occurs when the credit and debit amounts do not equal, probably because you have not entered a negative amount in the AMOUNT field. Press [Enter] to re-enter the G/L code and the amount.
[Enter] to accept the detail line.
[F3] to re-enter data in fields.
"I""V" to clear the entry.
Example A/P Accrued Payables Reversals Posting display:
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│08/27/96 ***** ACCRUED PAYABLE REVERSALS POSTING ***** │ │--------------------------------------------------------------------------------│ │BATCH: 0002 CONTROL: 670.00DR ACTUAL: 670.00DR LEFT: .00DR │ │--------------------------------------------------------------------------------│ │SEQ# SUPPLIER RECEIPT DATE REVERSAL $ G/L $ │ │--------------------------------------------------------------------------------│ │0001 >>>>> DELETED <<<<< │ │0002 ACKLA 000016 08/09/95 500.00DR 500.00CR │ │0003 ACKLA 000019 01/11/96 120.00DR 120.00CR │ │0004 ACKLA 000027C 04/19/96 50.00DR 50.00CR │ │ │ │--------------------------------------------------------------------------------│ │G/L CODE.......AMOUNT G/L CODE.......AMOUNT G/L CODE.......AMOUNT │ │--------------------------------------------------------------------------------│ │ │ │--------------------------------------------------------------------------------│ │CR FOR NExT; F2 TO DISPLAY; F3 FOR CONTROL TOTALS; F4 TO END, │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
PROCEDURE - ADD/DELETE LINES
If you access an existing batch you are taken to the data entry screen where you may add or delete lines in the batch.
[Enter] for the next available sequence number.
This enables you to add additional lines to the batch (See PROCEDURE - DATA ENTRY).
[F2] to display existing lines.
No detail lines are visible until you press [F2].
Enter the sequence number you wish to begin the display of lines.
[Enter] to begin at the first line.
[F4] to return to data entry display.
[F3] to re-enter control total.
You are returned to the batch header screen where you can press [F3] to re-enter the control total; this may be necessary when you add or delete lines in the batch to adjust your control total accordingly.
[F4] to exit to menu.
The batch remains open and may be accessed again for additional processing; as long as this batch remains open, no new batches of the same type can be created on this terminal.
When you have displayed the existing lines of the batch you may continue to add additional lines or enter the number of the line you wish to delete.
[Enter] to continue to the next available sequence number.
"D" to delete the line.
PROCEDURE - REGISTER PRINTING & UPDATING
After you have completed data entry in a new batch or completed adding and deleting lines to an existing batch, press [F4] to exit. You are taken to the Print Selection menu where you may print the batch registers.
PRINTER SELECTION & CONFIGURATION
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│08/14/07 ***** PRINTER SELECTION ***** │ │ │ │ │ │** MAKE SURE PRINTER IS READY BEFORE PRESSING CR ..... │ │ │ │1. PRINTER NAME ................................. P1 OKIDATA 390 │ │ │ │2. CHARACTERS PER INCH ? (10,12,17) ............. 10 │ │ SINGLE OR DOUBLE DENSITY ? (S,D) ............. S SINGLE DENSITY │ │ │ │** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS): _ │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
"1" to change printers.
"2" to change the CPI and/or print density.
[Enter] to print.
[F4] to not print and exit to the menu.
[F5] to display a list of printers for selection.
After printing the registers you have the following options. If you do not print the registers, the batch options are not available.
"R" to reprint the register.
"M" to enter additional data into the batch.
"U" to update the batch.
"A" to abort the batch, all data in the batch is lost.
"E" to exit, batch remains open, no data is lost.
An example Accrued Payables Reversals Register printout follows.
Note:
Typically the net effect of this program on the G/L will be zero, because the G/L codes entered for each accrual reversal would normally be the Accrual Variance account and debit/credit themselves.
IDEAL BUILDING SUPPLIES LTD.
08/27/96 16:22:31 PAGE: 1
ACCRUED PAYABLES REVERSALS REGISTER
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SEQ# SUPPLIER RECEIPT DATE REVERSAL $ G/L CODE AMOUNT
--------------------------------------------------------------------------------------------------------
0001 >>>>> DELETED <<<<<
0002 ACKLA ACKLANDS 000016 08/09/95 500.00DR 01-2100 500.00CR
0003 ACKLA ACKLANDS 000019 01/11/96 120.00DR 01-2100 120.00CR
0004 ACKLA ACKLANDS 000027C 04/19/96 50.00DR 01-2100 50.00CR
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REGISTER TOTALS: 670.00DR 670.00CR
============ ============
RECORDS: 3 ACTUAL: 670.00DR CONTROL: 670.00DR DIFFERENCE: .00DR
FIELDS:
SEQ# sequence in batch
SUPPLIER supplier code
RECEIPT receipt number
DATE date of receipt
REVERSAL$ dollar value of the reversal
G/L CODE G/Lcode affected by the reversal
AMOUNT dollar value of G/L amount
IDEAL BUILDING SUPPLIES LTD.
08/27/96 16:22:31 PAGE: 1
GENERAL LEDGER POSTING SUMMARY
SOURCE CODE: UR BATCH NUMBER: 0002 G/L DATE: 08/07/96
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ACCOUNT ACCOUNT DEBIT CREDIT
CODE NAME AMOUNT AMOUNT
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FIELDS:
SOURCE CODE designates batch type
BATCH NUMBER number of batch which generated the posting
DATE date of posting
ACCOUNT CODE G/L account code
ACCOUNT NAME G/L account name
DEBIT AMOUNT the debited amount
CREDIT AMOUNT the credited amount
Defaults to the company code, no input required.