IdealWare Online Users ManualDC2-03 D/C Processing |
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│Oct10/07 THE IDEAL COMPUTER GROUP INC. │ │ │ │ │ │ PAYEE ________ │ │ SEQUENCE │ │ │ │ *** CHEQUE *** *** ALLOCATION *** │ │ │ │1. ADDRESS 7. CREATE INVOICE │ │2. ADDRESS 8. G/L SUB-TOTAL │ │3. ADDRESS 9. G/L G.S.T. │ │4. BANK ACCT 10. G/L TOTAL │ │5. DATE 11. DESCRIPTION │ │ AMOUNT │ │6. PRINT FLAG │ │ STATUS 12. A/P DISTRIBUTION │ │ 13. A/P DEBIT NOTE │ │ │ │────────────────────────────────────────────────────────────────────────────────│ │ │ │────────────────────────────────────────────────────────────────────────────────│ │ENTER AN A/P SUPPLIER CODE OR PRESS F1 FOR A MISCELLANEOUS PAYEE. │ │PRESS F5 FOR SUPPLIER INQUIRY; F6 FOR CHEQUE REQUEST INQUIRY. │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
Enter the payee A/P supplier code.
[F1] for a miscellaneous payee.
Enter name of the payee to print on cheque.
The name entered here will print as the payee on the cheque. After entering the name, the program steps you through the succeeding fields just as if you had entered an A/P supplier code. The **MISC** payee is used only for requesting payments for payees who are not defined as A/P suppliers. These are payees with whom you do not have an account and may not wish to have an account, or whose account you have not yet set up. You have the options of requesting a debit note cheque if you need to make a quick payment, such as to a courier with a C.O.D., or creating an invoice (see PROCEDURE - INVOICE CREATION). Creating an invoice is preferable since doing so will enable you to complete the transaction in one step, whereas if you issue a debit note cheque you will have to enter an invoice subsequently to offset the debit note.
[F5] to display list of outstanding cheque requests for selection.
[F5] to access supplier inquiry for selection.
[F6] to display list of outstanding cheque requests for selection.
See PROCEDURE - MODIFY OR DELETE REQUEST.
Enter an existing sequence number to modify or delete the request.
Each payee can have up to 999 current requests on file, although, it's unlikely that you would ever have more than a few requests for any specific payee. If you display an existing cheque request you are prompted to modify or delete the request. See PROCEDURE - MODIFY OR DELETE REQUEST.
[F1] to create a new cheque request.
The program automatically inserts the next available sequence number for the selected payee. The following prompt displays.
[Enter] to add the new request.
The program steps you through each field. See FIELDS.
[F2] to not add the new request.
You are returned to the PAYEE field.
[F3] to return to the PAYEE NAME field.
[F5] to display list of outstanding cheque requests for selection.
PROCEDURE - MODIFY OR DELETE REQUEST
If you display an existing cheque request you are prompted to modify or delete the request.
Enter field number to modify.
After modifying the field the following prompt displays.
Enter the next field to modify.
[Enter] when modifications complete.
[Enter] to accept modifications and update file.
[F4] to cancel all modifications.
You are returned to the PAYEE field.
"D" to delete request.
"Y" to delete request.
"N" to not delete request.
[Enter] to continue.
You are returned to the PAYEE field.
FIELDS
Enter the address information to print on cheque.
The information entered prints in the location specified by your cheque format. If the payee is an A/P supplier, the address defaults to that set up in the supplier master maintenance program.
[Enter] to accept default value or bypass these fields.
[F3] to return to the previous prompt.
Enter account code for bank account to be credited.
[Enter] to accept displayed default.
This field defaults to the bank account code specified in your A/P parameters. After entering the desired code, the selected bank account displays at the bottom of the screen.
[F3] to return to the previous field.
[F5] to display list of bank account codes for selection.
Enter the cheque request date.
[Enter] to accept the current system date.
Cheques can be printed with dates in future periods, but the G/L will not be updated until the specified A/P period. Press [Enter] to clear the alert and continue.
You can not "pre-date" requests. Press [Enter] to clear the alert and re-enter the date.
[F3] to return to the previous field.
This flag defines the status for printing the corresponding cheque. Regular status allows the cheque to be printed in any batch with a cheque date on or past the request date. Hold status prevents printing a cheque until the hold is removed via this program. Immediate status forces the cheque to be printed in the next batch regardless of date.
[Enter] to accept the default value "R".
"R" for regular status.
"H" to place the request on hold.
"I" to set request status to immediate.
[F3] to return to the previous field.
[Enter] to bypass this field.
If you are creating either an A/P distribution request or a debit note request you must bypass this field.
[F3] to return to the previous field.
[F8] to create an invoice to offset the request.
See PROCEDURE - INVOICE CREATION.
These fields are automatically completed when you create an invoice at the previous field. They should be bypassed.
[Enter] to bypass this field.
[F3] to return to the previous field.
Prints an optional description on the cheque stub. It defaults to the supplier name. You can add a second line of description if desired.
[Enter] to accept the displayed default.
[F2] to clear the field.
[F3] to return to the previous field.
[Enter] to bypass this field.
If you created an invoice at field #7 or want to create a debit note request, bypass this field. Otherwise press [F8] to select items.
[F3] to return to the previous field.
[F8] to select invoices and/or debit notes.
See PROCEDURE - A/P DISTRIBUTION.
Enter cheque amount.
To create a debit note request, ensure you bypassed fields #7-9 and #12.
[Enter] to bypass this field.
If you created an invoice at field #7 or distributed A/P amounts at field #12, you must bypass this field.
[F3] to return to the previous field.
Example Demand Cheque Debit Note Cheque Request display:
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│Oct10/07 THE IDEAL COMPUTER GROUP INC. │ │ │ │ │ │ PAYEE **MISC** WEST COAST COURIER LTD. │ │ SEQUENCE 001 │ │ │ │ *** CHEQUE *** *** ALLOCATION *** │ │ │ │1. ADDRESS 123 W. HASTINGS ST. 7. CREATE INVOICE 0 INV'S │ │2. ADDRESS VANCOUVER, BC 8. G/L SUB-TOTAL .00 │ │3. ADDRESS V5K 2M7 9. G/L G.S.T. .00 │ │4. BANK ACCT TD1G GENERAL BANK ( 10. G/L TOTAL .00 │ │5. DATE Oct10/07 11. DESCRIPTION │ │ AMOUNT 10.60 WEST COAST COURIER LTD. │ │6. PRINT FLAG REGULAR │ │ STATUS READY TO PRINT 12. A/P DISTRIBUTIO .00 │ │ 13. A/P DEBIT NOTE 10.60 │ │ │ │────────────────────────────────────────────────────────────────────────────────│ │BANK ACCOUNT: GENERAL BANK (CDN. FUNDS) - TORONTO-DOMINION BANK │ │────────────────────────────────────────────────────────────────────────────────│ │** OK TO UPDATE? (CR TO UPDATE; F4 TO BYPASS): _ │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
[Enter] to update the cheque request file.
[F4] to cancel request and return to the PAYEE field.
PROCEDURE - INVOICE CREATION
At field #7 CREATE INVOICE press [F8] to create an invoice. The folio inquiry screen is displayed.
FOLIO INQUIRY DISPLAY
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│ ***** A/P INVOICE CREATION ***** │ │──────────────────────────────────────────────────────────────────────────────│ │ENTERED: .00 COMBINE: .00 CTRL: .00 DIFF: .00 │ │──────────────────────────────────────────────────────────────────────────────│ │SEQ FOLIO AMOUNT INVOICE# INV DATE DUE DATE DESCRIPTION │ │──────────────────────────────────────────────────────────────────────────────│ │001. ______ │ │002. │ │003. │ │004. │ │005. │ │──────────────────────────────────────────────────────────────────────────────│ │PRESS CR TO ENTER INVOICE (F4 TO END, F5 FOR FOLIO INQUIRY). │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ |
[Enter] to create an invoice.
[F4] to return to main data entry display.
[F5] inquiry is disabled.
When you press either [Enter] or [F5] the invoice creation data entry screen displays. This is the A/P invoice posting program and functions exactly the same way. See 24553 Invoice Posting - DATA ENTRY.
The FOLIO NO. defaults to the next available folio number. The SUPPLIER CODE defaults to the supplier code entered during cheque request.
A/P INVOICE CREATION DISPLAY
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│Oct10/07 ***** A/P INVOICE CREATION ***** │ │────────────────────────────────────────────────────────────────────────────────│ │ │ │────────────────────────────────────────────────────────────────────────────────│ │FOLIO NO. 025768 │ │SUPPLIER CODE **MISC** MISCELLANEOUS │ │TERMS CODE DI________ │ │CURRENCY CODE │ │────────────────────────────────────────────────────────────────────────────────│ │INVOICE NO. DESCRIPTION │ │CHEQUE NO. │ │INVOICE DATE │ │DISCOUNT DATE │ │DUE DATE HOLD? │ │────────────────────────────────────────────────────────────────────────────────│ │ACCRUAL AMOUNT YD ExCH RECEIPT# │ │SUB-TOTAL ExCH ACCRUAL VAR │ │G.S.T. │ │GROSS NET │ │DISC @ % │ │G/L AMOUNT │ │────────────────────────────────────────────────────────────────────────────────│ │F5=TERMS INQUIRY, F10=RECEIPTS INQUIRY. ENTER TERMS CODE OR RECEIPT#. │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
Enter terms code.
[Enter] to accept the default terms code.
[F3] to return to folio inquiry screen.
[F5] to display list of terms codes for selection.
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IdealWare only:
If you are creating a request and invoice for a regular trade supplier you can select a receipt from that supplier only.
Enter Receipt number.
[F10] to display receipts inquiry for selection.
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Displays currency code associated with bank account selected during cheque request.
Enter the supplier's invoice number.
If you are creating an invoice for a miscellaneous supplier and there is no invoice number, enter any reference here to help identify the transaction.
[F3] to re-enter previous field.
Enter an invoice description.
[Enter] to bypass this field.
This field defaults to TBA.
Enter the invoice date.
This date is used by the program with the terms code, to calculate the discount and due dates.
[Enter] for current system date.
[F3] to re-enter previous field.
Displays the calculated discount date.
Displays the calculated due date. The discount and due dates can be changed by pressing [F3] at the next field.
This field is bypassed.
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IdealWare only:
ACCRUAL AMOUNT
If you did not enter a receipt number in the TERMS CODE field above, the first of the following prompts will display. If you did enter a receipt number the second prompt will display.
ENTER RECEIPT NUMBER, F8 FOR RECEIPT ENTRY SCREEN OR CR TO BYPASS.
PRESS F5 FOR ACCRUAL INQUIRY OR F12 FOR SUPPLIER PRICES. F8 FOR RECEIPT ENTRY SCREEN OR CR TO BYPASS. PRESS F5 FOR ACCRUAL INQUIRY OR F12 FOR SUPPLIER PRICES.
Enter the receipt number for trade payables only.
If you entered a receipt number in the TERMS CODE field do not enter it again here, instead press [Enter] to display the accrual amount.
[Enter] to:
(1) Display the total accrued payables amount when a receipt number has been entered in the TERMS CODE field.
OR (2) Bypass this field if the invoice is for non-trade payables.
[F5] to display accruals detail inquiry to select a receipt.
(a) Flag individual receipts: enter the associated line number and press [F6]; or (b) flag all displayed receipts by pressing [F6] alone. When you exit the inquiry by pressing the [F4] key, the program automatically totals all flagged receipts.
[F8] to access Receipt Number Entry.
Used to specify multiple receipts (or refer to [F5] option). See 24553 Invoice Posting - RECEIPT NUMBER ENTRY.
[F12] to access supplier cost file maintenance.
See 31026 Supplier/Product Costing Maintenance.
RECEIPT#
Displays the receipt number.
When a single receipt number was entered at the TERMS CODE or ACCRUAL AMOUNT field, the number is displayed here. When multiple receipts were selected (e.g. by pressing [F8] at the ACRRUAL AMOUNT field) this field displays MULTI.
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Enter yard/store code.
[F5] to display list of yard codes for selection.
Enter the amount for goods on the invoice (excluding PST).
THEN:
[Enter] to add GST to the sub-total amount.
This will calculate and add GST in the GST field below.
[F5] if GST is included in the sub-total amount for goods.
This calculates the GST from the entered amount.
[F6] if there is no GST.
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IdealWare only:
>> THE ACCRUAL VARIANCE IS: $$$- - PRESS F8 TO ENTER G/L AMOUNTS:
VARIANCE WILL GO TO ACCRUED VAR. G/L. PRESS F12 FOR SUPPLIER PRICES.
If the sub-total differs from the accrual, the difference displays. There will be a variance if GST was not included on the receipt for goods.
[Enter] to accept the variance and continue.
By default, the variance will be posted to the accrued variance account. A variance can result from a supplier invoice including charges added or discounts applied after receiving the trade goods. You should post these to specific G/L accounts by pressing [F8].
[F3] to re-enter sub-total amount.
If you made an entry error in the sub-total field, e.g. pressed [F5] instead of [Enter] or vice versa.
[F8] to enter other G/L amounts.
To post a variance to different account(s) press [F8] to access general ledger code entry (See 24553 A/P Invoice Posting - GENERAL LEDGER CODE ENTRY).
[F12] to access supplier cost file maintenance.
See 31026 Supplier/Product Costing Maintenance.
ACCRUAL VAR
Displays the accrual variance, if any.
If there is a variance, make sure it is not due to an entry error. If the supplier's invoice includes added charges or discounts and you have disbursed these correctly, there should be no variance.
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Displays the calculated GST amount based on whether you pressed [Enter] or [F5] after entering the sub-total above.
[Enter] to accept the displayed GST amount.
[F2] to set GST amount to zero.
[F3] to re-enter sub-total.
Displays the sub-total plus GST amount.
Displays the discount percentage and amount calculated on the sub-total, excluding GST, as per supplier terms code.
[Enter] to accept the displayed amount or to bypass the field.
[F8] to recalculate the discount.
The recalculation is based on the gross amount = sub-total plus GST.
Displays the net amount of the invoice (sub-total minus discount).
Displays the amount posted to G/L accounts by non-trade entries and allows allocation of amounts to G/L expense accounts.
[Enter] to accept the default G/L account and amount.
The default G/L expense account is setup in the supplier master maintenance program. For non-trade suppliers you will generally simply press [Enter] to accept the default and post the invoice total to the default account. For posting non-trade expenses for suppliers that have been setup as both trade and non-trade and for any non-trade supplier that does not have a default account set, such as any miscellaneous supplier, you will have to enter the desired G/L accounts by pressing [F8]. This field is bypassed if a receipt number was referenced above.
[F8] to disburse G/L accounts.
See 24553 A/P Invoice Posting - GENERAL LEDGER CODE ENTRY.
You are returned to the folio inquiry display where you can create another invoice or press [F4] to return to the demand cheque request data entry screen.
Example Demand Cheque/Created Invoice Entry display:
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│Oct11/07 THE IDEAL COMPUTER GROUP INC. │ │ │ │ │ │ PAYEE **MISC** RANDY'S PIZZA HUT │ │ SEQUENCE 001 │ │ │ │ *** CHEQUE *** *** ALLOCATION *** │ │ │ │1. ADDRESS 3900 E. HASTINGS ST. 7. CREATE INVOICE 1 INV'S │ │2. ADDRESS BURNABY, BC 8. G/L SUB-TOTAL 20.00 │ │3. ADDRESS V5J 1H5 9. G/L G.S.T. 1.20 │ │4. BANK ACCT TD1G GENERAL BANK ( 10. G/L TOTAL 21.20 │ │5. DATE Oct10/07 11. DESCRIPTION │ │ AMOUNT 21.20 RANDY'S PIZZA HUT │ │6. PRINT FLAG REGULAR │ │ STATUS READY TO PRINT 12. A/P DISTRIBUTIO .00 │ │ 13. A/P DEBIT NOTE .00 │ │ │ │ │ │────────────────────────────────────────────────────────────────────────────────│ │ │ │────────────────────────────────────────────────────────────────────────────────│ │** OK TO UPDATE? (CR TO UPDATE; F4 TO BYPASS): _ │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
[Enter] to update the cheque request file.
[F4] to cancel request and return to the PAYEE field.
PROCEDURE - A/P DISTRIBUTION
At field #12 A/P DISTRIBUTION press [F8] to select invoices and/or debit notes. The folio entry screen is displayed.
FOLIO ENTRY DISPLAY
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│ ***** A/P INVOICE NUMBER ENTRY ***** │ │──────────────────────────────────────────────────────────────────────────────│ │ENTERED: .00 COMBINE: .00 CTRL: .00 DIFF: .00 │ │──────────────────────────────────────────────────────────────────────────────│ │SEQ FOLIO AMOUNT INVOICE# INV DATE DUE DATE DESCRIPTION │ │──────────────────────────────────────────────────────────────────────────────│ │001. ____________________ │ │002. │ │003. │ │004. │ │005. │ │──────────────────────────────────────────────────────────────────────────────│ │ENTER FOLIO+CR OR INVOICE#+F1, (F4 TO END, F5 FOR FOLIO INQUIRY). │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ |
"#""#""#""#""#""#"[Enter] to retrieve by folio.
If you know the six digit folio number of the item you wish to pay, enter the number and press [Enter].
"INV#"[F1] to retrieve by invoice.
If you know the invoice number of the item you wish to pay, enter the number and press [F1].
[F4] to return to cheque request data entry.
[F5] to display list of items for selection.
See PROCEDURE - SUBLEDGER SELECTION.
When you select an item for inclusion in the requested payment you are returned to the folio entry screen. The following prompt is displayed.
[F1] to access invoice maintenance program.
See 24552 Invoice Maintenance.
[Enter] to add the item to the list for payment.
The item is added to the list and you have the option of adding additional items.
Example Folio Entry Screen display:
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│ ***** A/P INVOICE NUMBER ENTRY ***** │ │──────────────────────────────────────────────────────────────────────────────│ │ENTERED: 725.63 COMBINE: 725.63 CTRL: .00 DIFF: 725.63- │ │──────────────────────────────────────────────────────────────────────────────│ │SEQ FOLIO AMOUNT INVOICE# INV DATE DUE DATE DESCRIPTION │ │──────────────────────────────────────────────────────────────────────────────│ │001. 025720 1,225.63 070903 Sep03/07 Sep07/07 │ │002. 025758 500.00-DEBIT NOTE Sep30/07 Sep30/07 │ │003. ____________________ │ │004. │ │005. │ │──────────────────────────────────────────────────────────────────────────────│ │ENTER FOLIO+CR OR INVOICE#+F1, (F4 TO END, F5 FOR FOLIO INQUIRY). │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ |
[F4] to return to cheque request data entry when complete.
Example Demand Cheque with A/P Distribution Entry display:
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│Oct11/07 THE IDEAL COMPUTER GROUP INC. │ │ │ │ PAYEE ALPHPRE ALPHA PRESENTATIONS │ │ SEQUENCE 001 │ │ │ │ *** CHEQUE *** *** ALLOCATION *** │ │ │ │1. ADDRESS RE: LINDA WATSON 7. CREATE INVOICE 0 INV'S │ │2. ADDRESS 30-1200 LONSDALE AVENUE 8. G/L SUB-TOTAL .00 │ │3. ADDRESS NORTH VANCOUVER, BC V7L 3K1 9. G/L G.S.T. .00 │ │4. BANK ACCT TD1G GENERAL BANK ( 10. G/L TOTAL .00 │ │5. DATE Oct11/07 11. DESCRIPTION │ │ AMOUNT 725.63 ALPHA PRESENTATIONS │ │6. PRINT FLAG REGULAR │ │ STATUS READY TO PRINT 12. A/P DISTRIBUTIO 725.63 │ │ 13. A/P DEBIT NOTE .00 │ │ │ │────────────────────────────────────────────────────────────────────────────────│ │BANK ACCOUNT: GENERAL BANK (CDN. FUNDS) - TORONTO-DOMINION BANK │ │────────────────────────────────────────────────────────────────────────────────│ │** OK TO UPDATE? (CR TO UPDATE; F4 TO BYPASS): _ │ └────────────────────────────────────────────────────────────────────────────────┘ |
[Enter] to update the cheque request file.
[F4] to cancel and return to the PAYEE field.
PROCEDURE - SUBLEDGER SELECTION
Typically, at the folio entry screen you will not know either the folio or invoice numbers of A/P items you wish to include in the A/P distribution cheque request. Press [F5] to display a list of outstanding A/P items for the selected supplier. The supplier's A/P sub-ledger is displayed.
Example A/P Sub-Ledger Inquiry display:
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┌─────────────────────────────< GENERAL INQUIRY >──────────────────────────────â”
│Oct11/07 ***** A/P SUB-LEDGER ***** 10:54:31│ │──────────────────────────────────────────────────────────────────────────────│ │ SUPPLIER FOLIO REFERENCE INV DATE DISC DATE DUE DATE HD? GROSS │ │──────────────────────────────────────────────────────────────────────────────│ │ 1 ALPHPRE 025720 070903 Sep03/07 Sep07/07 Sep07/07 1,225.63 │ │ 2 ALPHPRE 025758 DEBIT NOTE Sep30/07 Sep30/07 Sep30/07 500.00-│ │ **** END OF FILE **** │ │ │ │ │ │ │ │──────────────────────────────────────────────────────────────────────────────│ │** SELECT INQUIRY OPTION (F12 FOR OPTIONS), F4 TO EXIT INQUIRY, │ │ LINE#+F5=INQUIRE UPON ITEM, LINE#+CR=RETURN WITH ITEM (PAGE MODE): ___ │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ |
To select items to include in the payment total, enter the sequence number at the left of the entry. You are returned to the folio entry display with the item listed for payment. After confirming the retrieved item, you then have the option of pressing [F5] again to redisplay the A/P sub-ledger and select additional items.
LINE#[Enter] to select item and add to payment.
Debit note amounts are subtracted from invoice selections and the requested cheque total is the net difference.
[Enter] to display the next screen of items.
[F3] to display the previous screen of items.
[F4] to return to cheque request data entry.
LINE#[F5] inquiry is disabled.
[F12] to display the general inquiry options.
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GENERAL INQUIRY OPTIONS
F1 = LINE MODE/PAGE MODE
[F1] to toggle from page mode to line mode.
The default is page mode.
F2 = SET POINTER
[F2] to change the pointer without exiting the screen.
Enter an item to begin the display; press [Enter] to begin with the first item.
UPARROW, F3 = UP ONE PAGE
[↑] or [F3] to backup through the display.
One page at a time (in PAGE MODE) or one line at a time (in LINE MODE).
DNARROW, CR = DOWN ONE PAGE
[↓] or [Enter] to advance through the display.
One page at a time (in PAGE MODE) or one line at a time (in LINE MODE).
F4 = EXIT INQUIRY/PROCESSING OPTIONS
[F4] to return to data entry screen.
LINE#+CR = EXIT INQUIRY WITH SELECTED ITEM
LINE#[Enter] to return to data entry with selected item.
F5 = SYSTEM INQUIRY
[F5] to access SYSTEM GLOBAL INQUIRY OPTIONS.
LINE#+F5 = INQUIRE UPON SELECTED ITEM
LINE#[F5] to inquiry on the selected item.
F9 = REPORT
[F9] to print a report.
F12 = THIS LIST OF OPTIONS
[F12] to display this list of options. |
Typically the cheque request date is the date to print the cheque. Since you can enter cheque requests at any time prior to printing the cheques, however, this date is not required to correspond to the actual cheque date and you can enter the current or any future date. For example, if you wish to enter several requests for future payments, enter the desired date(s) and the requests can be excluded from printing until the specified date(s) using the status "R". You can also use the status flag "H" to prevent printing the cheque until the hold is removed. Conversely, you can set the status to "I" to print cheques regardless of request date. This last is useful when you need to print post-dated cheques rather than just having the requests on file.