Ideal Online Documentation

24713 ACCOUNTS PAYABLE MAINTENANCE
AP4-03 Currency Code

 

PURPOSE

 

Currency code maintenance is used to add, modify and delete currency codes. The currency code is a two character code assigned to each different type of currency used by your company, ie: Canadian and US. Each currency code record also contains G/L account codes for the respective accounts payable, bank, discounts taken, exchange etc accounts associated with it.

 

Using different currency codes enables you to maintain different bank accounts. Currency codes are also specified when using the print cheques, enter cancelled cheques and the outstanding cheques report programs.

 

A currency code is referenced on each supplier master file to indicate the usual currency in which the supplier's invoices are calculated. When entering invoices for the supplier, the program will read the currency code and credit/debit the respective G/L accounts in the correct currency.

 

Currency Code Maintenance is accessed from the:

  • Accounts Payable Maintenance menu

 

PROCEDURE      


When you select Currency Code Maintenance at the Accounts Payable Maintenance menu you are taken to the currency code maintenance screen.

 

Example A/P Currency Code Maintenance display:

┌────────────────────────────────────────────────────────────────────────────────┐
│06/04/07                    D E M O   C O M P A N Y                             â”‚
│                         A/P CURRENCY CODE MAINTENANCE                          â”‚
│   CURRENCY CODE              CN      01 DESCRIPTION      CANADIAN FUNDS        â”‚
│ 02 BASE CURRENCY                     03 RESERVED                               â”‚
│ 04 G/L...A/P CONTROL         01-2000      ACCOUNTS PAYABLE                     â”‚
│ 05 G/L...BANK ACCOUNT        01-1000      BANK ACCOUNT                         â”‚
│ 06 G/L...DISCOUNTS           01-5010      PURCHASES DISCOUNT                   â”‚
│ 07 ExCHANGE RATE              1.0000                                           â”‚
│ 08 G/L...A/P ExCHANGE        01-5100      ExCHANGE                             â”‚
│ 09 G/L...BANK ExCHANGE       01-1000      BANK ACCOUNT                         â”‚
│ 10 G/L...DISCOUNT ExCHANGE   01-5010      PURCHASES DISCOUNT                   â”‚
│ 11 DATE CHANGED              03/23/93                                          â”‚
│ 12 BANK ACCOUNT CODE         GEN                                               â”‚
│ 13 ACCRUED CONTROL           01-2100      ACCRUED CONTROL                      â”‚
│ 14 DEFAULT ACCRUED VARIANCE  01-5500      ACCRUED VARIANCE                     â”‚
│ 15 RESERVED                                                                    â”‚
│ 16 G/L...GST DEDUCTIBLE      01-5300      G.S.T. ExPENSE                       â”‚
│ 17 G/L...GST DED ExCHANGE    01-5300      G.S.T. ExPENSE                       â”‚
│ 18 G/L...BROKERAGE           01-5200      BROKERAGE                            â”‚
│ 19 G/L...FREIGHT PIC┐-UP     01-5600      FREIGHT CHARGES                      â”‚
│ 20 G/L...FREIGHT OUTSIDE     01-5600      FREIGHT CHARGES                      â”‚
│ 21 G/L...OTHER               00-0000      *** NOT ON FILE ***                  â”‚
│ 22 G/L...TRANSFERS           00-0000      *** NOT ON FILE ***                  â”‚
│** FIELD# TO MODIFY; 'D'ELETE; CR TO CONTINUE: __                               â”‚
│   ENTER 'G' TO DISPLAY ACCRUED CONTROL G/L ACCOUNTS.                           â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
 

CURRENCY CODE

 

Enter the code of the currency you wish to add, modify or delete.

 

Up to 2 digit alpha/numeric code for each different type of currency/bank account, ie:  CN, US etc.; this code is later referenced on the supplier master file.

 

 

[F2] to display next currency code on file.

 

[F4] to exit and return to the menu.

 

[F5] to display currency codes for selection.

 

 

ADD A CODE

 

If you enter a code which is not defined the following prompt displays.

 

** NOT ON FILE. DO YOU WANT TO ADD ? (CR=YES/F2=NO):

 

[Enter] to add a new code.

 

The program will step you through each field (see FIELDS below). Once all fields have been entered, the following prompt is displayed:

 

 

** OK TO UPDATE? (CR TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept and update.

 

[F2] to modify.

 

See MODIFY AN EXISTING CODE below.

 

 

[F4] to not add the code and return to CODE field.

 

[F2] to not add a new code.

 

You may enter a different NEW code, an existing code or press [F4] to exit.

 

 

 

MODIFY AN EXISTING CODE

 

If you enter an existing code you will be prompted whether or not you wish to modify or delete the code.

 

** 'M' TO MODIFY; 'D' TO DELETE; CR TO CONTINUE:

 

[Enter] to clear the display and return to the CODE field.

 

"M" to modify data fields.

 

** FIELD NUMBER (CR TO CONTINUE):

 

Enter the number of the field you wish to modify.

 

Once you have modified the field data (see FIELDS below) press [Enter] to return to this prompt where you may enter the number of additional fields to modify or press [Enter] again to end modifications.

 

 

[Enter] for modifications complete.

 

** OK TO UPDATE? (CR TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept changes and update the file.

 

The file is updated and you are returned to the CODE field.

 

 

[F2] to make additional modifications to the fields.

 

You are returned to the FIELD NUMBER prompt above.

 

 

[F4] to cancel all changes and return to CODE field.

 

"D" to delete the code.

 

** OK TO DELETE? (Y/N):

 

"Y" to delete the code.

 

"N" to not delete the code.

 

 

FIELDS

 

01 DESCRIPTION

 

Enter a description (up to 20 alpha/numeric characters, ie: Canadian, US, etc.)

 

02 G/L...A/P CONTROL

 

Enter the accounts payable G/L account code for this currency code.

  • This may be the same or different for each currency code.
03 G/L...BANK ACCOUNT

 

Enter the bank G/L account code for this currency code.

 

04 G/L...DISCOUNTS

 

Enter the discounts taken G/L account code for this currency code.

 

[Enter] to bypass if none.

 

05 EXCHANGE RATE

 

Enter the exchange rate with the base currency (ie: Canadian = 1.0).

 

06 G/L...EXCHANGE

 

Enter the G/L exchange account code.

 

07 DATE CHANGED

 

Enter the date that any changes were made.

 

[Enter] for current system date.


08 BANK ACCOUNT CODE

 

Enter the bank account code associated with this currency.

 

[F5] to display bank account codes for selection.

 

09 ACCRUED CONTROL

 

Enter the accrued payables control account code.

 

10 ACCRUED VARIANCE

 

Enter the accrued variance account code.

 

11 G/L...GST DEDUCTIBLE

 

Enter the GST Expense account code.

 

12 G/L...BROKERAGE

 

Enter the brokerage account code.

 

13 G/L...FREIGHT PICK-UP

 

Enter the internal freight charges account code.

 

14 G/L...FREIGHT OUTSIDE

 

Enter the external freight charges account code.