IdealWare Online Users ManualAP2-08 A/P PROCESSING |
|
┌────────────────────────────────────────────────────────────────────────────────â”
│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 quick pay cheque posting display:
|
┌────────────────────────────────────────────────────────────────────────────────â”
│08/08/96 ***** A/P QUICK PAY CHEQUE POSTING ***** │ │────────────────────────────────────────────────────────────────────────────────│ │BATCH: 0001 CONTROL: .00 ACTUAL: .00 LEFT: .00 │ │────────────────────────────────────────────────────────────────────────────────│ │ FOLIO CHEQUE CHEQUE PAYMENT DISCOUNT TOTAL │ │SEQ# SUPPLIER NUMBER NUMBER DATE AMOUNT TAKEN DEBIT │ │────────────────────────────────────────────────────────────────────────────────│ │0001 ACKLA 000007 001234 07/08/96 214.00 214.00 │ │ │ │ │ │ │ │────────────────────────────────────────────────────────────────────────────────│ │REF: INV#543211234 GROSS: 214.00 DISC: .00 BY: 07/20/94 NET: 214.00 │ │────────────────────────────────────────────────────────────────────────────────│ │** OK TO UPDATE? (CR TO UPDATE; F3 TO BACKUP; F4 TO BYPASS): │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
FIELDS
Enter a sequence number.
If you enter an already existing sequence number, the program will give you the option to bypass or delete it (see PROCEDURE - ADD/DELETE LINES).
[Enter] for the next available sequence number.
Enter the supplier code.
[F5] to display supplier code list for selection.
Enter the folio number of the invoice that is to be payed.
#+[F1] for the supplier's invoice number that is to be payed.
Type the supplier's invoice number and press [F1].
[F5] to display supplier's sub-ledger for selection.
When you select an invoice the system displays the invoice number, the gross, discount and net amounts, and the due date at the bottom of the screen for reference. You can: (a) flag individual invoices by selecting the associated line number followed by the [F6] key or (b) press [F6] alone to flag all displayed invoices. When you exit the inquiry by pressing the [F4] key, and after the cheque number and cheque date information is entered, the program automatically generates manual cheque entry lines for all flagged invoices, using the same cheque number and cheque date as entered on the first line.
Enter the number of the cheque.
Enter the date of the cheque.
This error message indicates that the cheque date is not in the batch G/L period.
[Enter] to re-enter cheque date.
Enter the amount of the cheque.
[Enter] to accept the displayed amount.
Displays the amount of discount, if any.
Displays the total amount.
[Enter] to update the file.
[F3] to re-enter previous field.
[F4] to clear all data and return to SEQ# field.
When you press either [Enter] or [F4] you are returned to the SEQ# field where you may continue to add additional invoices to the batch or press [F4] again to exit.
[F4] to exit to menu.
You are taken to the print menu.
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 you are taken to the print selection menu where you may print the batch registers.
PRINTER SELECTION & CONFIGURATION
|
┌────────────────────────────────────────────────────────────────────────────────â”
│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 A/P Quick Pay Detail Register printout follows.
IDEAL BUILDING SUPPLIES LTD.
08/08/96 16:07:49 PAGE: 1
A/P QUICK PAY DETAIL REGISTER - BATCH: PQ0001
-------------------------------------------------------------------------------------------------------------------
SOURCE DISCOUNT CHEQUE CHEQUE PAYMENT DISCOUNT TOTAL
SEQ# SUPPLIER FOLIO# REFERENCE BATCH DATE NUMBER DATE AMOUNT TAKEN DEBIT
-------------------------------------------------------------------------------------------------------------------
0002 ACKLA 000007 INV#543211234 PI0005 07/20/94 001234 07/08/96 214.00 .00 214.00
---------- ---------- ----------
214.00 .00 214.00
========== ========== ==========
RECORDS: 1 ACTUAL: 214.00 CONTROL: 214.00 DIFFERENCE: .00
FIELDS
SEQ# sequence in batch
SUPPLIER supplier code
FOLIO# folio number
REFERENCE invoice number
SOURCE BATCH source batch number
DISCOUNT DATE date of discount
CHEQUE NUMBER cheque number
CHEQUE DATE date of cheque
PAYMENT AMOUNT subtotal
DISCOUNT TAKEN amount of discount taken
TOTAL DEBIT amount of cheque
IDEAL BUILDING SUPPLIES LTD.
08/08/96 16:07:51 PAGE: 1
A/P QUICK PAY CHEQUE REGISTER - BATCH: PQ0001
-----------------------------------------------------------------------------------
CHEQUE SUPPLIER FOLIO# SEQ# DATE AMOUNT
-----------------------------------------------------------------------------------
001234 ACKLA ACKLANDS 000007 0002 07/08/96 214.00
----------
GRAND TOTAL: RECORDS: 1 214.00
==========
FIELDS:
CHEQUE cheque number
SUPPLIER supplier code and description
FOLIO# folio number
SEQ# sequence number in batch
DATE date of cheque
AMOUNT amount of cheque
IDEAL BUILDING SUPPLIES LTD.
08/08/96 16:07:51 PAGE: 1
GENERAL LEDGER POSTING SUMMARY
SOURCE CODE: PQ BATCH NUMBER: 0001 G/L DATE: 07/08/96
--------------------------------------------------------------------------------------------------------------------------
ACCOUNT ACCOUNT G/L REF REFERENCE/ DEBIT CREDIT
CODE NAME DATE NUMBER DESCRIPTION AMOUNT AMOUNT
--------------------------------------------------------------------------------------------------------------------------
01-01-1000 BANK ACCOUNT 07/08/96 f000007 ACKLANDS 214.00
01-01-2000 ACCOUNTS PAYABLE 07/08/96 f000007 ACKLANDS 214.00
------------ ------------
214.00 214.00
============ ============
FIELDS:
ACCOUNT CODE G/L account code
ACCOUNT NAME G/L account name
G/L DATE G/L posting date
REF NUMBER folio number
REFERENCE/DESCRIPTION supplier name/description
DEBIT AMOUNT amount debited
CREDIT AMOUNT amount credited
Defaults to the company code, no input required.