AP Debit Memo Entry

 

Debit Memo Entry is found on the Accounts Payable Data Entry menu, 1-3.  Credit Memo Entry is found on the Accounts Payable Data Entry menu, 1-4.  Both programs basically operate exactly the same and produce the same results.  The difference in the two programs is in the interpretation of their usage.  In the LMS Accounts Payable module a credit memo is issued when a credit is generated by your vendors.  This credit should be entered in the system through Credit Memo Entry.  When a credit is issued internally by your company, this is considered a debit memo.  This credit should be entered in the system through Debit Memo Entry.  Both programs reduce Accounts Payable, debiting the Accounts Payable account and crediting the entered expense distributions.  Both programs reduce the vendors balance owed.  The entry of credit memos will be much more common than debit memos.

 

Because of the operation and result similarities the documentation of Credit and Debit Memo Entry are combined.  The only difference in the programs is that the prompts will identify whether you are in Debit or Credit Memo Entry, and the ending result is the creation of either a credit memo or a debit memo.

 

Use of the Accounts Payable Credit and Debit Memo Entry programs, will result in the following functions. 

 

Vendors can be accessed by vendor number or through an alpha vendor name search.  A miscellaneous vendor is available, which allows input of the vendors name.  This should be used for vendors that are very rarely used and a permanent Vendor File is not desired.  A default vendor number will appear after completing a credit or debit memo.  This will be the vendor used on the prior credit and can be overridden.  Thus if you enter all credits for the same vendor one after another, this will save you the input of vendor number. 

 

A credit or debit memo can be directly applied to an open Accounts Payable invoice.  If the invoice than nets to zero, the invoice and credit/debit memo is purged during End of Month Processing.  If it is a partial credit memo, the credit can be used during Accounts Payable Check Writing.  An open or not applied credit or debit memo can also be created.  This can than be used during Accounts Payable Check Writing.

 

 

 

Introduction  (Contd)

 

Vendor terms in days are stored in the Vendor File.  Terms can also be entered during the entry.  Both calculate a default credit or debit memo due date.  The default due date can be overridden. 

 

The vendors credit or debit memo number may be up to 20 alphanumeric characters.  The system date is the default credit/debit memo number.  A check for duplicate invoice numbers per vendor occurs. 

 

The General Ledger is updated with a debit to the Accounts Payable account.  The amount debited is the total amount of the credit or debit memo.  The Accounts Payable account is defined in the Global File.  All of the expense distributions are posted directly to the General Ledger.  There is an unlimited amount of expense distributions that can be made per credit or debit memo.

 

There is one G/L default account number for the expense distribution.  This is stored in the Vendor File and can be overridden.

 

All of the Accounts Payable reports and Vendor Analysis reports are updated.  The Vendor File is reduced for month and year to date purchases.

 

All credit and debit memos create an APHist File and GLHist File.  The GLHist File stores all of the expense distributions that posted to the General Ledger.  The APHist File stores the credit or debit memo header information.  This file can be accessed through the AP Invoice Inquiry.  These files remain until a purge is run.

 

Credit and Debit Memo Entry allow as many changes to the General Ledger distribution as desired, prior to accepting the transaction.  Credit or Debit Memo header information can also be changed.

 

After the entry of the credit or debit memo there is the ability to cancel the entry of the record.  Cancellation of the credit means no files are updated and allows the operator the ability to redo the credit or demo memo. 

 

 

 

 

Enter Data

 

 

Transaction Date

 

When entering the program from the menu the cursor will stop at Transaction Date.  A carriage return accepts the system date as the transaction date.  This can be overridden.  Whatever date is input determines what fiscal month is updated in the General Ledger.  It is not the credit or debit memo date that determines the month the General Ledger is updated.  It is the transaction date input when entering the program.  Thus it is extremely important that the correct transaction date is entered.  As an example, the current system date is 01/02/96.  However, you are still entering invoices in for the month of December and you want them posted to the General Ledger for fiscal month December.  Thus in order for the General Ledger to be updated for the month of December a transaction date of 12/31/95 should be entered when entering the program at the Transaction Date menu prompt.  The transaction date that is input is also the default credit or debit memo date, which can be overridden per credit.  (MMDDYY)

 

Notice on the following screen samples, that the fiscal month that is updated in the General Ledger is displayed after the heading Month.  In this example, the fiscal year begins in January so month 12 is December.  If the fiscal year began in July, entering a transaction date of 12/31/95, would post to fiscal month 6 in the General Ledger.

 

 

 

 

 

Enter Data  (Contd)

 

In Global Record 6 the Accounts Payable G/L account number is stored.  These are the accounts that are automatically posted to when exiting the program.  If there is an invalid G/L account number stored in Global Record 6, input of the credit memo is not allowed.  The following prompt appears upon entry to the program.  Entering a carriage return exits the program and returns to the Accounts Payable Data Entry menu.  You must have a valid account number stored in the Global File in order to enter a credit memo.

 

There Are Invalid G/L Account Numbers In Global Record 6 - Input Not Allowed.  

Enter 'CR' To Return To Menu                                                   

 

 

 

 

 

Enter Data  (Contd)

 

Entering the Vendor

 

Vendor No.

 

Input the vendor number that the credit or debit memo is to be assigned to.  This must be a valid Vendor number.  The vendor name displays.  If an invalid number is input, the prompt Invalid Vendor  appears.  The cursor returns for reinput.  To exit the program input an E, END or TOT.  If at least 1 alpha character or a number greater than 8 digits is entered the program performs an alpha search on the vendor name.  You may enter up to 25 alphanumeric characters.

 

When the alpha search on the vendor name is made, the cursor is at one of the two following prompts.

 

Select Vendor Choice Or E'nd

Display N'ext, Select Vendor Choice, Or E'nd

 

 

 

 

 

Enter Data  (Contd)

 

Entering the Vendor  (Contd)

 

Select Vendor Choice - E'nd

Display N'ext, Select Vendor Choice, Or E'nd

 

The screen displays all vendors that have a name which begins with the inputted characters.  Each line contains the vendor number, complete name, and the second and last lines of the vendor's address.  Only 15 characters of the last address line displays.  A computer assigned number is associated with each vendor.  The first prompt appears when there is less than 15 vendor choices.  The second prompt appears when there is more than 14 vendor selections.  Enter the line number that corresponds with the desired vendor.  If an invalid line number is input the prompt Selection Is Out Of Range appears and the cursor returns for reinput.  Enter an E to exit the search and return to the Vendor No. prompt.  Enter a N for next to view the next screen of vendor choices.  When a N for next is input the cursor is at one of the two following prompts.

 

Display Next P'revious, Select Vendor Choice, Or E'nd          

Display P'revious, Select Vendor Choice, Or E'nd          

 

The first prompt appears until the last screen of vendor choices is accessed.  The second prompt appears when the last screen is reached.  Enter the line number that corresponds with the desired vendor.  If an invalid line number is input the prompt Selection Is Out Of Range appears and the cursor returns for reinput.  Enter an E to exit the search and return to the Vendor No. prompt.  Enter a N for next to view the next screen of vendor choices.  Enter a P for previous to go back one screen of selections.  You may go back and forward as many screens as exist.

 

 

 

Enter Data  (Contd)

 

Creating the Credit/Debit Memo Header

 

Once the selected vendor choice or a valid vendor number is input the vendor name appears.  If the miscellaneous vendor number 999999 is input an additional prompt appears.

 

Input Miscellaneous Vendor Name

 

 

Input the name of the vendor the credit is assigned to.  This is the name that is printed on the Accounts Payable reports.  Miscellaneous vendors are used for vendors that you do not need a permanent Vendor File.  An invoice for that vendor is a one time or very uncommon occurrence.  For more information on the set up of the miscellaneous vendor see page 510, Vendor File Maintenance.  (25 Alphanumeric)

 

Once the input of the first credit or debit memo, since entering the program, is completed that vendor number appears as the default vendor number.  A carriage return at Vendor No accepts the default.  You may override the default by entering another number or selecting a vendor through the alpha search.  Every time a new vendor number is input and the record completed, that vendor number appears as the default.  This is a time saving feature if all credits to the same vendor are entered consecutively.

 

Entering a / slash or ERROR at any of the header prompts, beginning at Cont No C/M Applies To: through Due Date, cancels the input.  The cursor returns to the Vendor No. prompt.  An up arrow key ^ is also allowed at the same prompts.  Also after completing the line item and G/L distribution section of the credit, there will be another chance to change some of the header information.

  

 

 

Enter Data  (Contd)

 

Creating the Credit/Debit Memo Header  (Contd)

 

Cont No C/M Applies To:      

Cont No D/M Applies To:          

 

 

 

If you want to create an open credit or debit memo enter a carriage return.  When the credit or debit memo is completed and updated, a control number is assigned.  If you want to apply the credit or debit memo directly to an open invoice, you must enter the voucher control number that was assigned to the invoice at the time the invoice was created.  This invoices control number will than also be assigned to the credit or debit memo.  If you are not sure of the correct assigned control number, the Vendor Inquiry and the majority of the Accounts Payable reports reflect the assigned control number of the invoice.  (8 Digits)

 

When a control number is entered that does not exist in the Accounts Payable Files, the prompt Control Number Not Found appears.  This will also appear if the control number is assigned to a different vendor.  The cursor returns for reinput.

 

When a control number is entered that is assigned to a credit or debit memo and not an invoice, the prompt Control Number Is Not For An Invoice appears.  The cursor returns for reinput.

 

  

 

 

Enter Data  (Contd)

 

Creating the Credit/Debit Memo Header  (Contd)

 

C/M No

D/M No

 

For a credit memo input the vendor's credit memo number.  For a debit memo input an internal debit memo number if desired.  If a carriage return is input the current system date is assigned as the credit or debit memo number.  (20 Alphanumeric)

 

 

In the above example, the system date is 01/02/96.  A carriage return at C/M No., or D/M No., automatically assigns 10296 as the credit or debit memo number.  If the system date was 10/14/95 the default number would be 101495.  If an credit or debit memo number is entered that is already assigned to the same vendor on another existing invoice or credit or debit memo, this prompt appears and beeps.

 

Duplicate Credit/Debit Memo # For This Vendor.  Allow Duplicate? (Y'es/N'o) 

 

 

 

  

 

 

Enter Data  (Contd)

 

Creating the Credit/Debit Memo Header  (Contd)

 

The system will check the APHist and A/P Files to determine if the inputted credit or debit memo number is already assigned to this vendor on another invoice or credit memo.  If it finds a duplicate the prompt appears.  Enter a Y for yes to accept the duplicate number.  Enter a N for no to not accept the number.  The cursor returns for reinput.  Note, the program will not consider the current system date as a duplicate if a carriage return is input.  As an example, if two invoices were input to the same vendor on 10/04/95 with the invoice or credit memo number 100495 entered with a carriage return, they would not be considered duplicate.  However, keying in 100495 as the credit memo number on the same or next day, ex. on 10/05/95, would produce the duplicate number prompt.

 

C/M Amount

D/M Amount

 

Input the total amount of the credit or debit memo.  This is the total amount that will be credited on the vendors account.  The invoice amount is the amount that is debited to the Accounts Payable G/L account.  A zero or negative amount is not allowed.  (8 Numeric - No Decimals)

 

When a credit or debit memo is directly applied to an invoice, after entering the amount, the balance of the invoice is checked.  If the invoice has a balance greater than zero and the amount of the credit memo that is input is greater than the invoice balance but less than the total amount of the invoice, the prompt Invoice Balance Too Small appears.  The cursor returns for reinput.

 

When a credit or debit memo is applied directly to an invoice, and the amount entered is greater than the total invoice amount, the prompt Debit/Credit Memo Amount Is More Than The Invoice Amount appears.  The cursor returns for reinput.

  

 

 

Enter Data  (Contd)

 

Creating the Credit/Debit Memo Header  (Contd)

 

C/M Date

D/M Date

 

Input the date of the credit or debit memo.  A carriage return accepts the default date, which is the transaction date.  This should be overridden to the actual date.  If an invalid date is entered, the prompt Invalid Date--Enter Again appears.  The cursor returns for reinput and the default redisplays.  The credit or debit memo date is the aging date and is used to calculate due date.  The credit or debit memo date does not determine the month the General Ledger is updated.  The transaction date determines the month the General Ledger is updated.  An up arrow key ^ back to this prompt returns the default.  (MMDDYY)

 

Due Date

 

Input the due date of the credit or debit memo.  If there is a variable of days due, stored in the Vendor File, field 18 Vend. Terms (Days) in Vendor File Maintenance, the due date is automatically calculated.  The defined days are added to the inputted credit or debit memo date.  As an example, the Vendors term is 30 days.  With a credit or debit memo date of 10/04/95 the calculated due date is 11/03/95.  If the calculated due date falls on a Saturday or Sunday, the next Monday is assigned as the due date.  If there is nothing stored in the Vendor File the due date defaults to the credit or debit memo date.  The date may be overridden.  If an invalid date is entered, the prompt Invalid Date--Enter Again appears.  If a date is input that is less than the invoice date, the prompt The Due Date Cannot Come Before The Credit Memo/Debit Memo Date, appears.  In both cases, the cursor returns for reinput and the default redisplays.  (MMDDYY)

  

 

 

Enter Data  (Contd)

 

Creating the Credit/Debit Memo Header  (Contd)

 

Due Date

 

The program calculates a due date based on an input of the Vendors terms.  To enter a new Vendors terms enter the word DAYS at the Due Date prompt.  The following prompt displays.

 

Enter Vendor Terms In Days

 

 

 

Enter the number of days to calculate the due date from the credit or debit memo date.  The calculation is the same as described above.  The change is only for this record and does not affect the Vendor File.  In the above example, 15 is input.  The due date would be automatically changed to 01/18/96.  Note, overriding terms stores this as the new terms for this record.  Thus if the credit or debit memo date is changed later on the record, the calculation of due date continues to use the overridden terms, not the Vendor Files terms.  (3 Numeric)

  

 

 

Enter Data  (Contd)

 

Entering the G/L Distribution

 

After inputting the header information the General Ledger distribution screen displays.

 

Account

 

 

 

If there is a General Ledger Account number stored in the Vendor File that will be the default.  A carriage return accepts the display.  This can be overridden.  If there is no default the Account is blank and a valid General Ledger Account must be input.  When an invalid G/L account is input, the prompt Invalid Account # Or Type appears.  The cursor returns for reinput.  The C/M/D/M. Bal. is adjusted after each distribution.  The description of the entered G/L account number displays.  After at least one entry input TOT to exit the entry.  As many General Ledger distributions may be entered as desired.  (8 Digits)

 

  

 

 

Enter Data  (Contd)

 

Entering the G/L Distribution  (Contd)

 

Amount

 

Input the amount desired for the distribution.  A carriage return accepts the displayed C/M/D/M. Bal as the amount.  A positive number should be input.  The program knows this is a credit or debit memo.  The entry is credited.  A negative or zero dollar amount may be entered but this will add back to the credit or debit memo balance and the entry is debited instead of the normal credit entry.  Input ERROR or an up arrow ^ key to return to Account.  After the amount is entered the Cumulative is updated, reflecting the total amount distributed.  (9 Digits - No decimals)

 

Special Description

 

If a carriage return is input the vendor name will automatically be the default.  A description identifying the distribution may be entered.  The description remains with the General Ledger Account number input on the distribution.  Descriptions are printed on the General Ledger and Expense Distribution reports and the General Ledger Inquiry.  Type in ERROR to return to Account.  An up arrow key ^ returns to Amount.  (23 Alphanumeric)

  

 

 

Enter Data  (Contd)

 

Entering the G/L Distribution  (Contd)

 

Once TOT has been entered at Account, one of the two following prompts appear.

 

Enter # To Change, A'dditional Input, Or 'CR' To End

Enter # To Change, Additional Input, Next, Or CR To End

 

 

 

The first prompt appears when the total G/L distributions exceed 12.  The second prompt appears when the G/L distributions are less than 13.  Entering a N for next allows viewing of the next screen of distributions.  When a N for next is input one of the two following prompts appear.

 

Enter # To Change, Additional Input, Next, Previous Or CR To End

Enter # To Change, Additional Input, Previous Or CR To End

 

The first prompt appears till the last screen of distributions is accessed.  The second prompt appears when the last screen is reached.  Entering a N for next allows viewing of the next screen of distributions.  Enter a P for previous to go back one screen of distributions.  You may go back and forward as many screens as exist.

  

 

 

Enter Data  (Contd)

 

Entering the G/L Distribution  (Contd)

 

Enter # To Change, Additional Input, Or CR To End

Enter # To Change, Additional Input, Next, Or CR To End

Enter # To Change, Additional Input, Next, Previous Or CR To End

Enter # To Change, Additional Input, Previous Or CR To End

 

You may change any of the G/L distributions that were made.  This is using the Enter # To Change in the prompts.  Enter the corresponding line number of the distribution that is to be changed.  The distribution entry is than displayed at the bottom of the screen.  The cursor is at the Account prompt.

 

 

The entered G/L account number is displayed.  A carriage return accepts this account.  This may be changed to another valid G/L account.  When overridden the description of that account is displayed.  Entering an invalid account produces the message Invalid Account Number Or Type.  The cursor returns for reinput and the original account is redisplayed.  Entering ERROR returns the cursor to the change prompt.  The data will stay as is.

 

Amount

 

The amount entered on the add is displayed  A carriage return accepts it.  This can be changed if desired.  If changed the C/M/D/M. Bal. is adjusted.  An up arrow key ^ or ERROR returns to Account.  Note, if the entry was not desired and there is nothing to change the account to, enter a zero for amount.  The entry remains but is a zero amount.  (9 Digits - No Decimals)

  

 

 

Enter Data  (Contd)

 

Entering the G/L Distribution  (Contd)

 

Special Description

 

The description entered on the add is displayed.  A carriage return accepts it.  This can be changed if desired.  An up arrow key ^ returns to Account.  Inputting ERROR returns the cursor to the Account prompt.  The data returns to the original data.  (23 Alphanumeric)

 

You may also add additional G/L distributions.  This is using the Additional Input part of the prompts.  When an A for additional is entered the cursor is at the Account prompt.

 

 

Operation is the same as described on the original add.  See page 170.  If a default account is stored in the Vendor File, that displays.  An ERROR or TOT ends the add.  The cursor returns to the Enter # To Change prompt.  A carriage return at amount will enter the credit or debit memo balance.  The amount can be entered.  Any amount entered adjusts the credit or debit memo balance.  The default special description, which is the vendor name, can be overridden.  After the first additional input the cursor returns for another, until TOT is entered at the Account prompt.

  

 

 

Enter Data  (Contd)

 

Entering the G/L Distribution  (Contd)

 

Enter # To Change, Additional Input, Or CR To End

Enter # To Change, Additional Input, Next, Or CR To End

Enter # To Change, Additional Input, Next, Previous Or CR To End

Enter # To Change, Additional Input, Previous Or CR To End

 

Once all of the G/L distributions are entered and all changes or additions made, entering a carriage return exits the entry of the G/L distribution. 

 

Exiting a credit or debit memo is not allowed if the total amount of expense distributions does not equal the total credit or debit memo amount.  Thus the C/M/D/M Balance would not be at zero.  If carriage return to end is input and the C/M/D/M Balance is not at zero, the following prompt displays.

 

C/M Amount:     ####  Total Distributions:     #####                       

C/M Distributions Not In Balance - M'ore Distrib, A'djust C/M.Amt, Or C'ancel 

D/M Amount:      ####  Total Distributions:     ####                      

D/M Distributions Not In Balance - M'ore Distrib, A'djust D/M.Amt, Or C'ancel

 

 

The credit or debit memo amount and the total of all of the G/L distributions made on that record display.  There are three options at this prompt.  One is to enter a M to make more distributions.  The credit or debit memo amount is correct but the distributions that have been made are not.  What you want to do is apply the balance.  The program returns to the screen that shows all of the G/L distributions that were entered.  You may than change or add G/L distributions.  When you have netted the credit or debit memo balance to zero, exit the entry of the G/L distributions with the carriage return.

  

 

 

Enter Data  (Contd)

 

Entering the G/L Distribution  (Contd)

 

C/M Amount:     ####  Total Distributions:     #####                       

C/M Distributions Not In Balance - M'ore Distrib, A'djust C/M.Amt, Or C'ancel 

D/M Amount:      ####  Total Distributions:     ####                      

D/M Distributions Not In Balance - M'ore Distrib, A'djust D/M.Amt, Or C'ancel

 

If the distributions amounts are correct, and the only thing that is wrong is the debit or credit memo amount, enter an A to Adjust C/M/D/M. Amt.  The cursor returns to the Amount prompt and the amount should be overridden to the displayed distribution amount.  If a carriage return is input, the credit or debit memo amount remains unchanged.  You will than end up back at this prompt as the distributions and debit or credit memo amount still do not balance.

 

The last option is to cancel the credit or debit memo.  When a C to cancel the record is input, the entire transaction is canceled.  Nothing is updated.  Thus if you have made so many errors that it is easier to cancel the transaction and start over, than try to correct the errors, enter a C.  When a C to cancel is entered, the following prompt appears.

 

Cancellation Means That No Updating Will Take Place For This Entire Debit Memo

          Are You Sure You Want To Cancel ?  (Y'es/N'o)                   

Cancellation Means That No Updating Will Take Place For This Entire Credit Memo          Are You Sure You Want To Cancel ?  (Y'es/N'o)                   

 

 

 

Enter a Y for yes to cancel the transaction.  No debit or credit memo is created.  Entering a N for no returns the cursor to the C/M/D/M/Distrib Not In Balance - M'ore Distrib, A'djust C/M/D/M.Amt, Or C'ancel prompt.

  

 

 

Enter Data  (Contd)

 

Entering the G/L Distribution  (Contd)

 

When the credit or debit memo amount nets to zero and you have exited the G/L distributions, the cursor will go to one last prompt for that record.

 

A'ccept, C'ancel, Or Change H'eader    

 

 

When a C to cancel the record is input, the entire transaction is canceled.  A credit or debit memo is not created.  Nothing is updated.  Thus if you have made so many errors that it is easier to cancel the transaction and start over, than try to correct the errors, enter a C.  When a C to cancel is entered, the following prompt appears.

 

Cancellation Means That No Updating Will Take Place For This Entire Debit Memo

          Are You Sure You Want To Cancel ?  (Y'es/N'o)                   

Cancellation Means That No Updating Will Take Place For This Entire Credit Memo          Are You Sure You Want To Cancel ?  (Y'es/N'o)                   

 

Enter a Y for yes to cancel the transaction.  No credit or debit memo is created.  Entering a N for no returns the cursor to the Accept, Cancel, Or Change Header prompt.

  

 

 

Enter Data  (Contd)

 

Changing the Header Information  (Contd)

 

A'ccept, C'ancel, Or Change H'eader    

 

Prior to accepting the credit or debit memo, there is also the ability to make changes to specific fields in the Credit or Debit Memo Header.  If this is desired enter a H at the Accept, Cancel, Or Change Header prompt.  The following prompt appears.

 

 Change: 1=Credit Memo #, 2=Credit Memo Date, 3=Credit Memo Due Date

  'CR' To End Or Enter Your Choice                                  

 Change: 1=Debit Memo #, 2=Debit Memo Date, 3=Debit Memo Due Date

  'CR' To End Or Enter Your Choice                              

 

 

  

 

 

Enter Data  (Contd)

 

Changing the Header Information  (Contd)

 

Enter a 1 to change the credit or debit memo number.  The following prompt appears.

 

New Credit Memo #        

New Debit Memo #      

 

 

 

A carriage return leaves the credit or debit memo number as is.  To change the entered number input the desired credit or debit memo number.  After input the cursor returns to the Change: 1=Credit Memo #/Debit Memo # prompt.  (20 Alphanumeric)

 

If a credit or debit memo number is entered that is already assigned to the same vendor on another existing invoice or credit or debit memo, this prompt appears.

 

Credit Memo Already On File For This Vendor. Allow Duplicate? (Y'es/N'o)

Debit Memo Already On File For This Vendor. Allow Duplicate? (Y'es/N'o)   

 

The system will check the APHist and A/P Files to determine if the inputted credit or debit memo number is already assigned to this vendor on another invoice or credit memo.  If it finds a duplicate the prompt appears.  Enter a Y for yes to accept the duplicate number.  Enter a N for no to not accept the number.  The cursor returns for reinput. 

  

 

 

Enter Data  (Contd)

 

Changing the Header Information  (Contd)

 

 Change: 1=Credit Memo #, 2=Credit Memo Date, 3=Credit Memo Due Date

  'CR' To End Or Enter Your Choice                                   

 Change: 1=Debit Memo #, 2=Debit Memo Date, 3=Debit Memo Due Date

  'CR' To End Or Enter Your Choice                              

 

To change the credit or debit memo date enter a 2.  The prompt, New Credit/Debit Memo Date, appears.

 

 

 

Enter the desired credit or debit memo date.  Changing the date automatically changes the due date, if there are vendor terms in the Vendor File or the terms were entered during the initial input of the due date by using the DAYS prompt.  The due date is adjusted using the terms.  If an invalid date is input, the prompt Invalid Date --Enter Again appears.  The cursor returns for reinput.  After input the cursor returns to the Change: 1=Credit/Debit Memo # prompt.  (MMDDYY)

  

 

 

Enter Data  (Contd)

 

Changing the Header Information  (Contd)

 

 Change: 1=Credit Memo #, 2=Credit Memo Date, 3=Credit Memo Due Date

  'CR' To End Or Enter Your Choice                                  

 Change: 1=Debit Memo #, 2=Debit Memo Date, 3=Debit Memo Due Date

  'CR' To End Or Enter Your Choice                              

 

Enter a 3 to change the due date.  The prompt New Due Date appears.

 

 

Input the due date of the credit or debit memo.  If an invalid date is entered, the prompt Invalid Date--Enter Again appears.  If a date is input that is less than the invoice date, the prompt The Due Date Cannot Come Before The Invoice Date, appears.  In both cases, the cursor returns for reinput.  After input the cursor returns to the Change: 1=Credit/Debit Memo prompt.  (MMDDYY)

 

The program can calculate a due date based on an input of the Vendors terms.  To enter a new Vendors terms enter the word DAYS at the Due Date prompt.  The following prompt displays.

 

Enter Vendor Terms In Days

 

Enter the number of days to calculate the due date from the credit or debit memo date.  The defined days are added to the credit or debit memo date.  As an example, 30 days is input.  With a credit or debit memo date of 10/16/95 the calculated due date would be 11/15/95.  If the calculated due date falls on a Saturday or Sunday, the next Monday is assigned as the due date.  The change is only on this record and does not affect the Vendor File.  (3 Numeric)
 

 

 

Enter Data  (Contd)

 

Changing the Header Information  (Contd)

 

 Change: 1=Credit Memo #, 2=Credit Memo Date, 3=Credit Memo Due Date

  'CR' To End Or Enter Your Choice                                  

 Change: 1=Debit Memo #, 2=Debit Memo Date, 3=Debit Memo Due Date

  'CR' To End Or Enter Your Choice                              

 

A carriage return exits the change header prompt and the cursor returns to the Accept, Cancel, Or Change Header prompt.  You may change the information in the header as many times as you desire prior to accepting the credit or debit memo.

 

Accept, Cancel, Or Change Header

 

Once all the header information is correct, the final acceptance of the debit or credit memo must be made.  Enter an A for accept.  The cursor is at the following prompt.

 

Press 'RETURN' To Continue    

 

 

  

 

 

Enter Data  (Contd)

 

Press 'RETURN' To Continue    

 

As soon as an A for accept is input, all of the files for that record are updated, with the exception of the debit G/L entry to the Accounts Payable account.  That will be updated when exiting the program.  If the credit or debit memo was not directly applied to an invoice, the credit or debit memo is assigned a voucher control number.  This displays after the heading Cont. No.  The control number is assigned from the Global File, record 6.  If the credit or debit memo was directly applied than the control number that was input is still displayed.  The control number is included on all of the A/P inquiries and reports.  The number is necessary to void the credit or debit memos.  It is a good idea to record this number on the paper work that the credit or debit memo is generated from.  The above prompt displays after the updating is completed.  The prompt allows the operator the chance to record the control number.  Entering a carriage return exits the record and the cursor returns to Vendor No. for input of another credit or debit memo or to exit the program.  The credit or debit memo amount is added to the total amount and number of records entered.  This displays after the heading Post.  The vendor number displays as the default for the next credit or debit memo.

 

 

 

Credit/Debit Memo Entry  (Contd)

 

 

Additional Information

 

Updating of Files

 

Following is a recap of the files that are updated when a credit or debit memo is accepted.

 

A/P Files

 

All of the AP Files are updated.  Information included is credit or debit memo amount, credit and debit memo date and due dates, system date, vendor name and number, credit or debit memo number, and voucher control number,

 

Vendor File

 

The credit or debit memo amount is written to purchases month and year to date.  Number of invoices month and year to date is incremented by one.  The A/P Balance is updated.

 

General Ledger and Chart Of Accounts Files

 

An entry is written to the G/L File for each expense distribution entered.  The source code of the entry is A/P.  Also written is the fiscal month number, account number, amount distributed, credit or debit memo date, system date, vendor number, voucher control number, and the special description.  The Chart File is also updated with the amount.  The debit to the Accounts Payable G/L account for the total credit or debit memo amount is not made until the A/P Credit/Debit Memo Entry program is exited and the procedure totals are displayed.

  

 

 

Additional Information  (Contd)

 

Updating of Files  (Contd)

 

A/P History File

 

An A/P History File is created.  The credit or debit memo date and due dates, credit or debit memo number, vendor number, voucher control number, system date, and total credit or debit memo amount are included.  This file can be viewed in the Invoice Inquiry program.  The APHist file remains until purged.

 

G/L History File

 

The GLHist File works with the APHist File.  When viewing the APHist File, the GLHist file that corresponds with that record is accessed.  The GLHist File stores the General Ledger distributions entered on the A/P credit or debit memos.  Thus when an A/P credit or debit memo is accepted all of the G/L distributions are written to the GLHist File.  This includes the account number, amount, and special description.  Also stored is the voucher control number, and credit or debit memo number.  Thus with the information stored in this file and the APHist File, the Invoice Inquiry is able to include all G/L expense distributions.
 

 

 

Additional Information  (Contd)

 

Summary Of Operation

 

Following is a brief summary of the entry of an A/P credit or debit memo.

 

The vendor the record is assigned to must be entered.  This can be accomplished by input of the vendor number or performing an alpha search on the vendor name.

 

The credit or debit memo header information is input.  This includes the credit or debit memo number, total credit or debit memo amount, credit or debit memo date, and due date.  When applying the credit directly to an open invoice, the voucher control number assigned to the invoice must be entered.  Vendor terms from the Vendor File or input of terms can be used to calculate the due date. 

 

The next step is to enter the expense distributions for the General Ledger.  If there is a default account stored in the Vendor File, that will appear as the default.  You may enter as many G/L distributions as desired.

 

The G/L distributions may be changed as many times as desired, prior to the final acceptance of the credit or debit memo.  You also may add more distributions.

 

Prior to the final acceptance of the debit or credit memo, changes can be made to the header information.  This includes changing the credit or debit memo number, credit and debit memo date and due dates.

 

Once all information is correct the final acceptance of the credit or debit memo is made.  At this time all file updating occurs.  Instead of accepting the record the operator may also cancel the transaction.  No updating or creation of a credit or debit memo occurs.

 

 

 

 

Enter Data

 

Once the A/P Credit or Debit Memo Entry program is exited, the Procedure Control Totals display and should be used as a reconciliation tool.  At this time, the one entry of the total amount credited for all credit and debit memos entered, is posted to the General Ledger as a debit to the Accounts Payable account, that is defined in Global Record 6.  The entry is assigned a source code of PT.  The description of the G/L entry includes which program the entry was from and the number of credit or debit memos entered.   The cursor is at the following prompt.

 

Enter 'Y' To Return To Menu

 

 

A Y is the only valid input and will return to the A/P Data Entry menu.  The Procedure Control Totals include the following figures for all inputted records combined.

 

Transactions  Total number of credit or debit memos entered.

 

Amount  Total credited amount. 

 

Discount  Will always be zero.  There are no discounts on credit or debit memos.

 

Distributions  Total number of General Ledger distributions.

 

Amount  Total amount posted to General Ledger distributions.

 

Accounts Payable No  The Accounts Payable General Ledger Account number.

 

Amount  The amount posted to the Accounts Payable Account.