IdealWare Online Users ManualAP2-07 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 company code, no input required.
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.
A/P INVOICE REVERSALS POSTING
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│08/29/96 ***** A/P INVOICE REVERSALS POSTING ***** │ │────────────────────────────────────────────────────────────────────────────────│ │BATCH: 0002 CONTROL: .00DR ACTUAL: .00DR LEFT: .00DR │ │────────────────────────────────────────────────────────────────────────────────│ │SEQ# SUPPLIER FOLIO# REFERENCE DATE REVERSAL $ G/L$ │ │────────────────────────────────────────────────────────────────────────────────│ │____ │ │ │ │ │ │────────────────────────────────────────────────────────────────────────────────│ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
FIELDS
Enter a sequence number.
If you enter an already existing sequence number here, the system will give you the option to bypass or delete it (see PROCEDURE - ADDING/DELETING LINES below).
[Enter] for the next available sequence number.
Enter the supplier code.
[F5] to display supplier code list for selection.
Enter the folio number of invoice to be reversed.
[F5] to display sub-ledger of supplier for selection.
Displays the reference entered during invoice posting.
Enter the transaction date or credit note date.
[Enter] to set date to invoice date.
The invoice date and amount are displayed at the bottom of the screen.
This alert message indicates that you have entered a date that is not within the G/L period indicated for the batch, press [Enter] to return to the DATE field and re-enter the date.
Enter the total amount of credit.
[Enter] to accept the displayed invoice amount.
Because this is the invoice reversal program, no minus sign has to be entered, the system will automatically read the amount as a credit.
[Enter] to bypass and continue.
[F8] to access general ledger code entry.
Refer to 24553 INVOICE POSTING - GENERAL LEDGER CODE ENTRY.
Displays the accumulated credit total for G/L account codes and amounts entered in the general ledger code entry. This amount must match the reversal amount before you can continue with the next entry.
[Enter] to accept the line as entered.
[F3] to re-enter data in the line.
[F4] to cancel the line.
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 the program.
[F4] to exit the program.
You are offered the option of printing a detailed or summary register:
If the Detailed GL Distribution Y/N in your AP control file is set to "?" this message will appear before the system displays the print menu. By selecting "Y" or "N" here you indicate whether or not you want the system to print a detailed GL distribution report or not. If not, the system will print a summary GL distribution instead. The default is "Yes".
[Enter] to print a detailed G/L register.
You are taken to the print menu.
[F3] to change "Y" to "N".
Then press [Enter] to go to the print menu; see PROCEDURE - REGISTER PRINTING & UPDATING below.
[F4] to exit to menu, the batch remains open.
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
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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 A/P Invoice Reversals Register Printout follows.
IDEAL BUILDING SUPPLIES LTD.
08/29/96 15:53:13 PAGE: 1
A/P INVOICE REVERSALS REGISTER - BATCH PV0002
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SEQ# SUPPLIER INVOICE STORE REFERENCE DATE CURR INVOICE $ REVERSAL $ BALANCE $ G/L CODE.......AMOUNT
-----------------------------------------------------------------------------------------------------------------------------------
0001 METRO 000030 01 A111 08/15/96 US 107.00CR 107.00DR .00DR
ENTERED G/L: 01-1300 107.00CR
0002 METRO 000027 01 234567 08/15/96 CN 6,152.50CR 6,152.50DR .00DR
ENTERED G/L: 01-1300 6,152.50CR
0003 METRO 000024 12345 08/15/96 CN 5,350.00CR 5,350.00DR .00DR
ENTERED G/L: 01-1300 5,350.00CR
0004 CINDU 012168 01 541980 08/15/96 CN 403.39CR 403.39DR .00DR
ENTERED G/L: 01-1300 403.39CR
------------ ------------ ------------ ------------
REGISTER TOTALS: 12,012.89CR 12,012.89DR .00DR 12,012.89CR
============ ============ ============ ============
RECORDS: 4 ACTUAL: 12,012.89DR CONTROL: 12,012.00DR DIFFERENCE: .00DR
FIELDS:
SEQ# sequence number in batch
SUPPLIER supplier code
INVOICE folio number
STORE store code
REFERENCE invoice number
DATE date of invoice
CURR currency type
INVOICE $ total amount of invoice
REVERSAL $ total amount of reversal
BALANCE $ difference between invoice and reversal totals, if any
G/L CODE G/L code affected by reversal
AMOUNT G/L amount
IDEAL BUILDING SUPPLIES LTD.
08/29/96 15:53:15 PAGE: 1
GENERAL LEDGER POSTING SUMMARY
SOURCE CODE: PV BATCH NUMBER: 0002 G/L DATE: 08/29/96
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ACCOUNT ACCOUNT G/L REF REFERENCE/ DEBIT CREDIT
CODE NAME DATE NUMBER DESCRIPTION AMOUNT AMOUNT
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01-01-1300 INVENTORY 08/15/96 f000030 METRO SUPPLY COMPANY 107.00
01-01-1300 INVENTORY 08/15/96 f000027 METRO SUPPLY COMPANY 6,152.50
01-01-1300 INVENTORY 08/15/96 f000024 METRO SUPPLY COMPANY 5,350.00
01-01-1300 INVENTORY 08/15/96 f012168 CANADIAN INDUSTRIAL 403.39
01-01-2000 ACCOUNTS PAYABLE 08/15/96 f000030 METRO SUPPLY COMPANY 107.00
01-01-2000 ACCOUNTS PAYABLE 08/15/96 f000027 METRO SUPPLY COMPANY 6,152.50
01-01-2000 ACCOUNTS PAYABLE 08/15/96 f000024 METRO SUPPLY COMPANY 5,350.00
01-01-2000 ACCOUNTS PAYABLE 08/15/96 f012168 CANADIAN INDUSTRIAL 403.39
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12,012.89 12,012.89
============ ============
FIELDS:
SOURCE CODE designates batch type
BATCH NUMBER batch number
G/L DATE G/L date of posting
ACCOUNT CODE account code
ACCOUNT NAME account name
G/L DATE G/L date of invoice
REF NUMBER sequential reference number
REFERENCE/DESCRIPTION supplier name or description
DEBIT AMOUNT amount debited
CREDIT AMOUNT amount credited
IdealWare Only
For credits regarding inventory items that were returned you have two options.