Check Writing (APDE008A APDE008B APDE008C APDE008D)

 

Check Writing

 

Introduction

 

The Accounts Payable Check Writing program has been totally redesigned with Revision 11.  Accounts Payable Check Writing is found on the A/P Data Entry menu, 1-8.  Invoices entered through Accounts Payable Invoice Entry are paid and issued a check through A/P Check Writing.  All credit and debit memos are applied to a check through A/P Check Writing.  Invoices, credit and debit memos will never purge from the system unless they are applied to a check for their total amount.  A check is created and printed.  The General Ledger, vendors account, check registers, and Accounts Payable reports are updated.

 

Issuing checks in A/P Check Writing performs the following functions.

 

The Vendors A/P balance is updated.  The invoice, credit and debit memos reflect the payment amount.  Check, payment, and discounts information is updated.  The A/P Files are updated with the payment and discount amounts and payment date.

 

The General Ledger is updated with a credit to cash and discount and a debit to Accounts Payable for the entire check run.  The accounts are defined in the Global File.

 

There are two standard A/P check forms available.  Which standard form is used is defined in the Global File.  One is a computer check form, designed to be sent to a regular printer.  The other is a check designed to print to a laser printer.  The operator enters the first check number.  The program than assigns the check numbers in numeric order, beginning from that point.  A check and check stub is printed.  The check stub includes all of the vouchers included on the check.  The discount and payment amount and invoice number is included on the check stub. 

 

A 25 alphanumeric message can be input for each invoice or credit included on the check.  The message prints on the check stub, below the voucher it was entered on.

 

A Check File is created.  This provides a Check Register, Outstanding Check Register and Cleared Check Register, for cash account bank reconciliation.

 

A GLHistory File is created for each invoice or credit that is included on the check.  The amount paid, discount taken, message entered in, check date and check number is stored.  This information is used in the A/P Invoice Inquiry to provide the payment history of an invoice. 

Check Writing  (Contd)

 

 

Introduction  (Contd)

 

There is the ability to reprint checks, prior to exiting the A/P Check Writing program.  Thus if the printer should jam or get out of alignment, the checks can be reprinted.  A new check number and Check File is issued for the reprinted check.  A Check File is created for the original check number that was issued and than reprinted.  This check reflects that it is reprinted.  Alignment checks are also issued a Check File, which reflects that they are alignment checks.  Checks that use more than one physical check create a Check File for the checks used as stub only checks.  They are reflected in the Check File as a stub check.

 

Duplicate checks numbers are not allowed.  The program will check for duplicate checks, prior to printing and creating any checks.  The operator is warned and prompted for another beginning check number.

 

One check per vendor per check run is allowed.  Miscellaneous vendors are the exception.  Zero checks are allowed.  Negative checks are not allowed.  However, a check can be issued to a vendor with an overall credit balance, as long as the check amount is zero or greater.

 

There are numerous ways to issue checks to the vendors.  One is to use the Cash Requirements Due Date Report to flag vouchers for payment by an inputted due date range.  In Check Writing the option to select flagged vouchers by due date is activated, and all of the flagged invoices and credits per vendor are automatically assigned and issued a check.

 

Individual vendors can also be selected.  When individual vendors are entered, you may enter an all option and pay all open invoices and credits.  You may individually select as many invoices as desired.  You may also select an option to pay by due date within a specific vendor.  A due date range is input and all invoices and credits with a due date within the specified range are included on the check.

 

There is also the ability to exclude specific vouchers from the check.  Thus you can enter for a specific vendor the all or due date option and exclude certain vouchers.  This is extremely time saving when there is a vendor with numerous invoices, with the majority needing to be paid.  Just exclude the few you dont want to pay and let the program automatically pay the rest.

 

 

Check Writing  (Contd)

 

 

Introduction  (Contd)

 

The individual selection and the flagged vouchers by due date option can be interchanged.  Thus you can select individual vendors after or before activating the automated due date feature.  This allows you to combine the features.  You can access a vendor that you have already selected for payment, by individual selection or the flagged due date option, and make additions, changes or exclusions to the check.  This can be done as many times as desired, prior to actually printing the checks.

 

When paying vendors, with the flagged due date option or the all or due date option within individual selected vendors, a prompt to include lost discounts appears.  This allows you to take or not to take discounts on invoices where the due date is less than the check date.

 

A check can be issued and individual vouchers, already included on the check, can be removed from the check by excluding them.  An individual check can also be canceled or the entire check run can be canceled.  Nothing is updated prior to the printing of the checks.  So any changes, additions, exclusions or cancellations can be made as long as the actual checks have not been printed.

 

Vendors can be individually accessed by vendor number or an alpha vendor name search.

 

When displaying an individual vendors account only open invoices or credits appear.  Fully paid invoices, or credits that have been fully applied to a check, do not appear.  The vendors current A/P balance displays and is adjusted as vouchers are applied to the checks.  An amount paid is accumulated per vendor.  A total cumulative amount paid for all vendors and total number of vendors paid is also included.  For each displayed invoice the current balance, discount amount, invoice number, and invoice and due date displays.  The current pay status of due, open, or hold is displayed.  This is changed to paid status when the voucher is selected for payment on the check.

 

When viewing a vendor the screen indicates if a partial payment has been made on a voucher on other check runs.  When re-selecting a paid voucher the original balance, prior to applying the payment during the current check run, is included.

Check Writing  (Contd)

 

 

Introduction  (Contd)

 

The program incorporates the Miscellaneous Vendor feature.  Selection of the invoices for each Miscellaneous Vendor occurs along with the input of the vendors address.  A selection screen that displays all of the different vendors assigned to the Miscellaneous Vendor, that have already been issued a check in the current check run, is included.  This allows you to re-select and make changes.

 

A/P Check Writing allows printing of a report before and after issuing the checks.  The report includes all of the vendors and invoices that were selected for payment.  This can be used to review what has been selected for payment, prior to any updating in the program occurring.  Additions, deletions or changes can still be made, up to the point of the physical printing of the checks.  Prior to printing the checks the report can be printed in vendor number or vendor name order.  The actual checks can also be printed in vendor number or name order.  After the checks are printed the report can also be printed.  This version of the report can be printed in check number order, vendor name, or vendor number order.  The issued check numbers are included.  This can be saved as the hard copy of the check run.

 

During A/P Check Writing the program locks out anyone else from A/P Check Writing.  Thus only one check run can be done at a time.  Also during A/P Check Writing no one can do A/P Invoice or Credit/Debit Memo voids.  This is to insure that all files are updated properly.

Check Writing  (Contd)

 

 

Set Up

 

Prior to printing the first check run you must have your check forms.  LMS has one standard check form that can be printed on an 80 or 132 column printer.  Note, the standard check form just fits on an 80 column printer.  They are much easier to work with and the check stubs are aligned better when printed on a 132 column printer.  Samples of the standard check form can be provided.  Most checks are preprinted with a check number.  This is for security.  This works with the A/P Check Writing program, as the operator enters the first check number and the programs continues numbering consecutively from that beginning number.  The check forms can be a duplicate copy form if desired.

 

LMS is also offering a standard check form that is printed on a laser printer.  At this time the form is still in development but will be available shortly.  The A/P Check Writing has been designed to incorporate the laser check.  If you would like to use the standard laser printed check, please contact the LMS Support Department. 

 

If neither standard form is acceptable than custom programming is necessary.  Any charges will be discussed.  It is important to know that if you do not use the standard forms the A/P checks that are printed will not be in alignment with your custom form without custom changes made to the program.  Do not order custom forms without first discussing this with LMS.

 

Check Writing  (Contd)

 

 

Set Up  (Contd)

 

Global File

 

Prior to the first A/P check run, Global Record 6 must be set up correctly.  The Global File is accessed in Billing File Maintenance, 3-21.  NO ONE should be in Accounts Payable while accessing Global Record 6.  Specific fields in Global Record 6 relate to Check Writing.  These must be entered prior to printing any checks.

 

 

The fields that relate to Check Writing are as follows.

 

 6 - Accounts Payable Account #         

 7 - Discount Account                   

 8 - Cash Account                      

 9 - Allowance Account                  

 

The default Accounts Payable General Ledger account number must be entered in field 6.  This account is debited for the total amount paid and discount taken for the entire check run.  The default Discount G/L account number must be entered in field 7.  This account is credited for the total discount taken for the entire check run.  The default Cash or checking account G/L number must be entered in field 8.  This account is credited for the total amount paid for the entire check run.  Field 9, Allowance Account, is not used, however, it is mandatory to enter an account.  Enter the same account number that was input for the discount account in field 7.  These must be all valid accounts.

Check Writing  (Contd)

 

 

Set Up  (Contd)

 

Global File  (Contd)

 

 

10 No. Voucher Lines Per A/P Check

 

This is the number of lines that can be printed on the check stub.  The check stub prints one line for each voucher and message that is included on an A/P check.  The standard form that prints to a regular printer should have 15 entered in this field.  Any custom forms may differ.  The laser form is still in development. 

 

11 A/P Check Format:  Standard Or Laser

 

A S must be entered if you are using forms that are printed to a standard printer.  A L must be entered if you are printing to a laser printer.

 

13 - A/P Check Writing In Process (Y/N)       N  

 

This field is set to a Y for yes when entering A/P Check Writing.  When the operator exits A/P Check Writing it is set to a N for no.  However, it must be set at no prior to the first check run done on your system.  If this field is set at yes you will not be able to enter the A/P Check Writing program.

 

Since it is important that fields 10, 11 and 13 have correct data, if these fields are selected for a change an additional prompt for a password appears.  Only LMS support or trainer staff knows the password.  Thus for new LMS customers these fields will be set correctly by your trainer or a support person.  If you change forms or have alignment problems the LMS staff will determine the correct input at these prompts.

Check Writing  (Contd)

 

 

Enter Data

 

Transaction Date

 

When entering the program from the menu the cursor stops 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 check date or system 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 03/01/96.  However, checks are still being written for the month of February and you want them posted to the General Ledger for fiscal month February.  Thus in order for the General Ledger to be updated for the month of February a transaction date of 02/29/96 should be entered when entering the program at the Transaction Date menu prompt.  The transaction date that is input is also the default check date, which can be overridden at a later input prompt.  (MMDDYY)

 

The printer selection screen appears to allow selection of the printer.  Whatever printer is selected is the printer used to print the checks on and also the reports that can be printed from the A/P Check Writing program.  The actual checks are not printed until entry of all of the vendors and vouchers to be paid has been completed.  Thus the printer is not locked for use until the actual check or report printing command is given.  The time spent to select the vouchers for payment will vary depending how many checks are being issued.  Thus the printer is still available while the selection of what is to be paid is proceeding.

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Since no updating occurs until the checks are printed, in order for all of the file updating to be correct, only one task can be accessing A/P Check Writing.  This is to insure that proper updating of the files updated in Check Writing occurs.  If an attempt is made to enter A/P Check Writing and there is another task in A/P Check Writing, the following prompt appears after selecting the printer.  The program is exited.

 

Check Writing In Process On Another Task!

 

 

Whenever someone enters A/P Check Writing a Y for yes, Check Writing Is In Use, is written into the Global File.  This can be viewed in Global File Maintenance, record 6 field 13.  This prevents anyone from doing any Invoice or Credit/Debit Memo voids while A/P Check Writing is in use.  Because of the updating of the files at the completion of the check writing program, voids cannot be allowed.  Someone could void an invoice that had been selected for payment on the current check run.  When A/P Check Writing is exited the program changes the Global File back to no.  Note, if the A/P Check Writing program is not exited in the normal way, as would occur if the system went down or a stop occurred, the Global File would not be cleared.  Going back into A/P Check Writing and ending out will clear the Global File.

 

To recap, during A/P Check Writing no one can be performing A/P Check Writing, and Invoice or Credit Memo Voids on other tasks.  All other A/P programs are accessible.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

When Check Writing is entered successfully, the cursor is at the following prompt.

 

Enter Check Date:  MM/DD/YY    

 

 

Enter an E or / slash to exit the program.  Whatever date was accepted at the transaction date prompt, at the menu upon entering the program, appears as the default check date.  A carriage return accepts this as the check date.  This can be overridden if desired.  Entering an invalid date produces the prompt Invalid Date -- Enter Again.  The cursor returns for reinput.  The check date is printed on the checks and is written into the Check File.  It is also the payment date stored in the A/P files and the last payment date stored in the Vendor Files.  Note, there is no other chance in A/P Check Writing to change the check date, thus be sure to enter the correct check date.  (MMDDYY)

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

  Select Payment Option:                                      

                                                              

  1 = Individual Vendors                                      

  2 = All Vendors With Vouchers Flagged For Payment By Due Date

  E = End And Return To Menu                                  

 

 

There are three possible options at this prompt.  Enter E to exit the program.  Enter 1 to access individual vendors for payment selection.  Enter 2 to activate issuing of checks to vendors with the invoices and credits that have been flagged for automatic payment by due date.  Vouchers are flagged for payment by due date with the running of the Cash Requirements By Due Date report.  Vouchers can also be flagged for payment in the program Payment Status Change.  Vouchers that are flagged are stored with a payment indicator.  Entering 2 generates a check for each vendor with at least one flagged voucher.  More detail on payment of flagged vouchers is included later in the documentation.  At this point note, that even after entering 2 to activate the payment for flagged vouchers, you will still be able to select individual vendors, even the ones that had flagged vouchers.  You can also input 1 to select individual vendors and return to a prompt that will allow the automatic payment of flagged vouchers to occur.  Thus you can do both options in the same check run.
Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors

Vendor Number Entry

 

When payment option 1, to access individual vendors, is input the cursor is at the following prompt.

 

Vendor No:

 

 

Input the number of the vendor that is to be issued a check.  This must be a valid Vendor number.  If an invalid number is input, the prompt Invalid Vendor Number appears.  The cursor returns for reinput.  To exit the program input END.  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

 

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Vendor Number Entry  (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 17 vendor choices.  The second prompt appears when there is more than 16 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.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Screen Display

 

Once a valid vendor number is entered or selected, all of the invoices and credit and debit memos that have a balance, prior to this check run, display. 

 

 

Also included is the vendors current A/P balance, and full name from the Vendor File.  If there is a Y for yes in field 16, Disc. Flag, in Vendor File Maintenance the message Discounts Always Taken displays.

 

If a vendor is input or selected and there are no open vouchers on their account, the prompt This Vendor Has No Un-Paid Vouchers appears.  The cursor returns to Vendor No. for reinput.

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Screen Display  (Contd)

 

The invoices and credit/debit memos display in voucher control number order, smallest to largest number.  The following information is included for each voucher.  The voucher information is from the A/P Invoice File, APINVD File.

 

 

A Computer Assigned Line Number  This is used to select an individual voucher.

 

Voucher  The assigned voucher control number.  All invoices, and credit/debit memos are assigned a permanent voucher control number when they are created.

 

Type  The type of record.  This is INV for an invoice, C/M for a credit memo, and D/M for a debit memo.

 

Invoice No.  The full 20 character invoice number.

 

Inv Date  The vouchers invoice date.

 

Due Date  The vouchers due date.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Screen Display  (Contd)

 

 

Part Pymt  A Y appears if a partial payment has been applied to the voucher on prior check runs.

 

Pay Status  There are three possibilities of pay statuss, prior to including a voucher on a check.  The pay status of DUE displays if the voucher has been flagged for payment by the Cash Requirement Due Date Report.  Thus this voucher would be automatically included for payment if option 2 to Pay all vendors with flagged vouchers is activated.  The pay status of HOLD displays if a voucher has been put on hold in the program Payment Status Change.  Vouchers put on hold are not flagged for payment by the Cash Requirements Due Date Report.  They also are not paid when the All or due date option is entered.  The only way to include them on the check is to individually select them or remove the hold status from the voucher.  The last possible status, prior to payment selection or exclusion, is OPEN.  Open means no payment has been applied on this check run and the record is not flagged to be paid by due date.  The record is also not on hold status.

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Screen Display  (Contd)

 

 

Bal:  The current balance of the invoice or credit.  If partial payments have been entered on previous check runs, only the remaining balance is displayed.

 

Disc:  Discounts are calculated or entered in A/P Invoice Entry when the invoice is created.  The discount amount can be changed in the Payment Status Change program.  The discount amount is stored in the A/P Invoice File.  This is the current discount amount stored in the A/P Invoice File.  Credit and debit memos do not display a discount as discounts are not applicable.

 

Net Amt:  This is the default payment amount.  This is Bal minus Disc.  This is changed to Pd Amt when a payment is made.

 

Msg:  This is where a check message, entered on a specific voucher, will display.  On the Miscellaneous Vendor, 999999, the name that was entered during Invoice or Credit/Debit Memo Entry is displayed.  This is from the A/P Invoice File.  This displays until the voucher on the Misc. Vendor is selected for payment.  This is to help you identify who the voucher is for.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

 

When an individual vendor is selected, the cursor is at one of the two following prompts.

 

Enter Selection #, E'X'clude, A'll, D'ue, E'nd, Or C'ancel       

Enter Selection #, N'ext, E'X'clude, A'll, D'ue, E'nd, Or C'ancel

 

The first prompt appears if there are less than 10 unpaid invoices or credit/debit memos.  The second prompt appears when there are more than 9 unpaid invoices or credit/debit memos.  Enter N for next or a carriage return to access the next screen of vouchers.  One of the two following prompts appears.

 

Enter Selection#, N'ext, Previous, E'X'clude, A'll, D'ue, E'nd, Or C'ancel

Enter Selection #, P'revious, E'X'clude, A'll, D'ue, E'nd, Or C'ancel    

 

 

The first prompt appears until the last screen is accessed.  The second prompt appears when the last screen is reached.  Enter N for next or a carriage return to go to the next screen.  Enter P for previous to go back one screen.  You may go back and forward as many screens as exist.  On the last screen a carriage return goes back one screen.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

 

Enter Selection #, E'X'clude, A'll, D'ue, E'nd, Or C'ancel       

Enter Selection #, N'ext, E'X'clude, A'll, D'ue, E'nd, Or C'ancel

Enter Selection#, N'ext, Previous, E'X'clude, A'll, D'ue, E'nd, Or C'ancel

Enter Selection #, P'revious, E'X'clude, A'll, D'ue, E'nd, Or C'ancel    

 

You may individually select all of the vouchers to be included on the check.  Enter the corresponding computer assigned line number of the voucher that is to be included on the check.  Entering an A for all includes all of the displayed invoices and credits on the check.  You may also enter a D for due date and enter a due date range.  Only vouchers with a due date that falls within the designated range are paid.  When using the all or due date feature you may enter X for exclude and exclude specific vouchers for payment.  You may also enter a C to cancel the applied payments, at any time prior to the printing of the checks.  When you have completed the payment selection for the individual vendor, entering E exits the vendor.  Note, if no vouchers are selected for payment you may enter an E for end or a C to cancel.

 

The individual selection can be combined with the all or due date option.  When the all or due date option is selected the program pays the displayed net amount.  An option to include lost discounts appears.  However, if a partial payment is necessary or a change in the displayed discount amount, the voucher must be selected individually.  Also in order to enter a message the voucher must be selected individually.  Thus you could select all the individual vouchers that need a change in the discount or payment amount, or need a message that will print on the check to the vendor, and than pay the remaining amount of vouchers with the all or due date option.  This process can also be reversed, activating the all or due date option and than individually selecting the vouchers that need a change or message.  This is very handy when there is a vendor with numerous vouchers, that the majority are being paid with no changes and no messages are necessary.  Also with the ability to exclude you can keep specific vouchers from being paid when using the all or due date option.  You can also reverse the payment out by excluding the voucher.

 

The individual selection is also used to un-exclude a voucher.  If a voucher was excluded and it should have been included for payment, individually selecting it will allow a payment to be entered.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Selecting An Individual Voucher

 

To recap the reasons for selecting an individual voucher, is to enter a partial payment, override the displayed discount amount, or enter a message that will be printed on the check.  Another reason is if there are only a few vouchers that need to be paid on an account with numerous invoices.  You do not want to do an all option and have to exclude the majority of the vouchers.  It is faster just to select the few vouchers that need to be paid.  You also can select an individual voucher to pay an invoice that has been excluded, thus un-excluding the voucher.

 

Enter Selection #, E'X'clude, A'll, D'ue, E'nd, Or C'ancel       

Enter Selection #, N'ext, E'X'clude, A'll, D'ue, E'nd, Or C'ancel

Enter Selection#, N'ext, Previous, E'X'clude, A'll, D'ue, E'nd, Or C'ancel

Enter Selection #, P'revious, E'X'clude, A'll, D'ue, E'nd, Or C'ancel    

 

To select an individual voucher for payment, enter the corresponding computer assigned line number.  You may enter a number that is not displayed on the current screen, but the number must exist for the vendor.  If an invalid selection number is input, the prompt Invalid Selection appears.  The cursor returns for reinput.  If a voucher is selected that has a Hold payment status the following prompt appears.

 

This Invoice/Credit Memo Is On Hold.  OK To Continue? (Y/N)  

 

This is a warning prompt to alert you to the fact that the voucher you have selected for payment is on hold.  A hold status means that the voucher is being held from payment.  Enter a Y for yes to override the hold status and pay the voucher.  This prevents the operator from having to go into Payment Status Change and remove the hold status.  Enter a N for no to cancel the selection.  The voucher remains on hold status.

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Selecting An Individual Voucher  (Contd)

 

Upon selection of an individual voucher, the only voucher that is displayed is the selected record.  The current balance is displayed after the heading Bal:.  The cursor is at the following prompt.

 

Disc:

 

 

The default discount amount is displayed.  A carriage return accepts the displayed amount.  This can be zeroed out or overridden to a different discount amount.  A discount amount cannot be entered that is greater than the invoice balance.  If an attempt is made, the prompt Invalid Discount Amount appears.  The default redisplays and the cursor returns for reinput.  Note, on credit and debit memo records the cursor does not stop at the discount prompt.  (6 Digits - No Decimals)

 

Note, the default discount amount, that is stored in the AP Invoice File (APINVD), is never changed by check writing.  The original amount is still stored in the A/P Invoice File, even when it is changed in A/P Check Writing.  On invoices that have had prior partial payments the stored discount amount does not appear in A/P Check Writing.  The assumption is made that any discount would have been taken on the first payment.

 

Net Amt:

 

The default net amount displays.  This is the invoice balance less the discount amount that was accepted.  A carriage return accepts this as the paid amount.  To make a partial payment enter in the desired amount.  If the record is a credit or debit memo and the net amount is changed it is not necessary to enter in the negative sign.  Enter the desired dollar amount.  Entering in an amount greater than the vouchers balance, less any discount, produces the prompt Invalid Payment Amount.  The cursor returns for reinput and the default amount returns.  An up arrow ^ returns the cursor to Disc.  Upon reaching this prompt the heading is changed to Pd Amt:.   (9 Digits - No Decimals)

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Selecting An Individual Voucher  (Contd)

 

Msg:

 

 

A message can be input.  This message should relate to the voucher that is being paid.  It will be printed below the voucher on the check stub.  Thus the purpose of the message is to relate information to the vendor.  The message is also stored in the GLHistory File for that voucher.  The message is than displayed on the A/P Check Detail Inquiry that is a part of the A/P Invoice Inquiry.  You may up arrow ^ back to the Pd Amt prompt.  (25 Alphanumeric)

 

After the message prompt, the individual voucher is exited.  The vendor and all of its open invoices and credits are redisplayed.

 

 

When a voucher has been individually selected the pay status is changed to PAID.  Also the heading of Net Amt is changed to Pd Amt:.  The amount in PD Amt: is the amount that was paid.  The amount in Disc: is the discount amount that was accepted.  The amount in Bal: is the adjusted invoice or credit memo balance, less the paid and discount taken amount.  Any messages that were entered are displayed.  The Amount Paid for the vendor is updated.  This is the total payment amount only, not the discount amount.  The Vendors Bal is also updated, less the payment and discount amount.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Selecting An Individual Voucher  (Contd)

 

As the payments are entered the No. Checks and Cum. Total are updated with the vendors payment.  The Cum. Total is the payment amount for all included vendors.  This does not include discounts taken.  The No. Checks is actually the number of vendors selected for payment.  It is not necessarily the number of checks used, due to checks that exceed more than one physical check and alignment and reprinted checks.

 

 

Once an individual vendor is exited you may enter that vendor again and modify the check or even cancel it, which will delete it from the check run.  You may re-select vouchers that have been paid in the check run.  This can be done at any time or any number of times, prior to the actual printing of the checks.  Once the checks are printed, no more modifications can be made.  When accessing a vendor that already has been selected for payments, the same information is displayed on the screen as when the vendor was exited.  This includes the pay status reflecting PAID and the total amount paid.

 

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Selecting An Individual Voucher  (Contd)

 

When an individual voucher is re-selected, after the voucher has been paid, there is additional information included on the screen.

 

 

Orig Bal:  This is the original balance, prior to the payment made on this check run.

 

Disc:  This is the original default discount amount.  This is the amount that is stored in the A/P Invoice File and will remain unchanged.  In the above example, the original discount amount was zero.  When the invoice was individually selected for payment, a discount amount of $2.00 was entered.

 

Net Amt:  This the original net amount, prior to the payment made on this check run.

 

The above information is to inform what the status of the invoice or credit was, prior to the payment being entered during this check run.  The figure, after the heading Bal:, reflects what the balance of the invoice or credit is, after the payment that was applied during the current check run.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Selecting An Individual Voucher  (Contd)

 

When re-selecting a paid voucher, the cursor is at the following prompt.

 

Disc:

 

 

The discount amount accepted on the initial payment or other changes appears.  A carriage return accepts the displayed amount.  This can be zeroed out or overridden to a different discount amount.  A discount amount cannot be entered that is greater than the original invoice balance.  If an attempt is made, the prompt Invalid Discount Amount appears.  The default redisplays and the cursor returns for reinput.  Note, on credit and debit memo records the cursor does not stop at the discount prompt.  If the discount amount is changed the amount displayed in the Pd Amt field is recalculated.  (6 Digits - No Decimals)

 

Pd Amt:

 

The payment amount accepted on the initial payment or other changes appears.  A carriage return accepts this as the paid amount.  To make a partial payment enter in the desired amount.  If the record is a credit or debit memo and the paid amount is changed it is not necessary to enter in the negative sign.  Enter the desired dollar amount.  Entering in an amount greater than the vouchers original balance, less any discount, produces the prompt Invalid Payment Amount.  The cursor returns for reinput and the default amount returns.  An up arrow ^ returns the cursor to Disc.

(9 Digits - No Decimals)

 

Msg:

 

The message entered on the initial payment or other changes appears.  A carriage return accepts the displayed message.  A message can be entered.  An up arrow ^ back to the Pd Amt prompt is allowed.  Be careful when up arrowing back that the correct amounts are entered in.  (25 Alphanumeric)
Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

All Option

 

Enter Selection #, E'X'clude, A'll, D'ue, E'nd, Or C'ancel       

Enter Selection #, N'ext, E'X'clude, A'll, D'ue, E'nd, Or C'ancel

Enter Selection#, N'ext, Previous, E'X'clude, A'll, D'ue, E'nd, Or C'ancel

Enter Selection #, P'revious, E'X'clude, A'll, D'ue, E'nd, Or C'ancel    

 

To include all of the displayed vouchers on the check, without having to individually select each voucher, enter an A for all.  Vouchers that have already been selected individually or excluded will not be affected by the all option.  They will remain as is.  Vouchers that have a payment status of Hold are not included.  These would have to be selected individually.  The following prompt may appear when the all option is selected.

 

Do You Want To Take 'Lost' Discounts?  (Y/N)             

 

 

This prompt only appears when there is at least one invoice that has a discount that calculates as being a lost discount.  A lost discount is when the due date is less than the inputted check date.  Thus the prompt does not appear on vendors with no discounts or no calculated lost discounts.  Enter a Y for yes to take discounts that calculate out as lost.  Enter a N for no to not take lost discounts.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

All Option  (Contd)

 

Following are two examples of the results of the lost discount prompt.  This is the same vendor included on the previous page.  Thus lines 1, 2 and 3 are not affected by the all option.  The check date is 03/26/96.  On the first example, a Y to include lost discounts was entered.  Notice line 4, voucher 19325, has a lost discount amount and it is taken on the payment.  The second example is with a no to take lost discounts.  Notice line 4 has no discount taken.  Notice the difference in the total amount paid.

 

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Due Date Option

 

Enter Selection #, E'X'clude, A'll, D'ue, E'nd, Or C'ancel       

Enter Selection #, N'ext, E'X'clude, A'll, D'ue, E'nd, Or C'ancel

Enter Selection#, N'ext, Previous, E'X'clude, A'll, D'ue, E'nd, Or C'ancel

Enter Selection #, P'revious, E'X'clude, A'll, D'ue, E'nd, Or C'ancel    

 

There is also the ability to do an all option but specify a due date range.  This is similar to flagging the vouchers by due date with the Cash Requirements by Due Date Report.  However, this is vendor specific and is done right in Check Writing.  Vouchers that have already been individually selected, or are on hold, are not affected by the due date option.  Vouchers must have a due date within the specified date range to be included on the check.  This includes vouchers with due dates equal to the inputted beginning and ending due dates.  To select vouchers by due date enter a D.  The following prompt appears.

 

Enter Beginning Due Date

 

 

Enter the beginning due date.  If an invalid date is entered, the prompt Invalid Date --Enter Again appears.  The cursor returns for reinput.  (MMDDYY)

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Due Date Option  (Contd)

 

Enter Ending Due Date 

 

Enter the ending due date.  If an invalid date is entered, the prompt Invalid Date --Enter Again appears.  The cursor returns for reinput.  Entering an ending date that is less than the beginning date produces the prompt Ending Date Is Less Than Beginning.  The cursor returns for reinput.  An up arrow ^ returns the cursor to the Beginning Date prompt.  (MMDDYY)

 

After the input of the due date range the following prompt appears.

 

Do You Want To Take 'Lost' Discounts?  (Y/N)                   

 

This prompt only appears when there is at least one invoice that has a discount that calculates as being a lost discount.  A lost discount is when the due date is less than the inputted check date.  Thus the prompt does not appear on vendors with no discounts or no calculated lost discounts.  Enter a Y for yes to take discounts that calculate out as lost.  Enter a N for no to not take lost discounts.

 

Entering a due date range on an individual vendor is a separate feature from the flagging done by the Cash Requirements by Due Date Report.  It does not matter if the vouchers are already flagged by due date, entering a due date range will pay whatever vouchers are due within the specified range.  However, you could flag the vouchers with the Due Date Report, which than reflects the vouchers as due when viewing an individual vendor.  You than view the vendor and determine if all of the due vouchers should actually be paid.  If not, than exclude the ones that should be paid.  Than do an all or due date option.  Or after viewing specific vendors you can still go back to the original prompt and select option 2 to pay the flagged vouchers.  Those that are excluded or selected individually are left as is.

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Due Date Option  (Contd)

 

The following example illustrates an entered due date range of 02/01/96 to 02/28/96.  Lost discounts are included.  Note that lines 1 and 2 fall within the due date range.  However, line 2 is excluded thus it is not included on the check.  Lines 3 through 6 are not paid as their due date is after the entered ending date.

 

 

Whether using the all option or due date or individually selecting a voucher, after the payment is made the pay status is changed to PAID.  Also the heading of Net Amt is changed to Pd Amt:.  The amount in PD Amt: is the amount that was paid.  The amount in Disc: is the discount amount that was taken.  The amount in Bal: is the adjusted invoice or credit memo balance, less the paid and discount taken amount.  Any messages that were entered are displayed.  The Amount Paid for the vendor is updated.  This is the total payment amount only, not the discount amount.  The Vendors Bal is also updated less the payment and discount amount.

 

After using the all or due date option any voucher can be re-selected and changes made, or to reverse out a payment on an individual voucher, just exclude it.

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Excluding Vouchers

 

Enter Selection #, E'X'clude, A'll, D'ue, E'nd, Or C'ancel       

Enter Selection #, N'ext, E'X'clude, A'll, D'ue, E'nd, Or C'ancel

Enter Selection#, N'ext, Previous, E'X'clude, A'll, D'ue, E'nd, Or C'ancel

Enter Selection #, P'revious, E'X'clude, A'll, D'ue, E'nd, Or C'ancel    

 

To exclude vouchers from being paid, when using the all or due date option, enter X.  This can be entered before or after activating the all or due date options.  There is no need to exclude vouchers, if paying the vendor totally through individual selection of the vouchers, other than to reverse out a voucher that was paid and should not have been paid.  The following prompt appears after X for Exclude is input.

 

Press 'RETURN' When Done               

Enter Selection Number To Exclude      

 

 

Enter the line number that corresponds with the voucher that is to be excluded from the check.  The prompt Invalid Selection occurs when entering a line number that does not exist.  After entering the first line, the cursor returns for more exclusions.  Entering a carriage return exits the exclusion prompt.  (3 Digits)

 

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Excluding Vouchers  (Contd)

 

Following is an example of the results of excluding vouchers.  Note that the pay status is changed to EXCL.  Also note the X after the line number.

 

 

When an invoice or credit has been included for payment on the check and an exclusion is entered, the vouchers balance, discount amount and net amount return to their original amounts prior to this check run.  Any messages entered are deleted.  The payment status remains EXCL.  Re-selecting the voucher individually removes the EXCL payment status. 

 

Note, excluding a voucher is only in effect for the current check run.  This has no effect on later check runs.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Cancellation Of The Check

 

Enter Selection #, E'X'clude, A'll, D'ue, E'nd, Or C'ancel       

Enter Selection #, N'ext, E'X'clude, A'll, D'ue, E'nd, Or C'ancel

Enter Selection#, N'ext, Previous, E'X'clude, A'll, D'ue, E'nd, Or C'ancel

Enter Selection #, P'revious, E'X'clude, A'll, D'ue, E'nd, Or C'ancel    

 

The entire check transaction for a specific vendor can be canceled.  The cancellation can be made on the original selection of the vendor or a re-selection of a vendor.  The check and payments are not created for the vendor.  All vouchers are returned to their original payment status and amounts prior to this check run.  This includes removing the EXCL status.  The vendors balance is returned to its original amount.  The No. Checks and Cum. Total are adjusted.  Enter a C to cancel the entire check transaction for a specific vendor.  The following prompt appears after the input of C to cancel.

 

Are You Sure You Want To Cancel Payment To This Vendor? (Y/N)

 

 

The purpose of this prompt is to warn the operator to pay attention.  If a lot of individual payments have been entered for the vendor, canceling deletes the work.  Enter a Y for yes to cancel the check transaction.  The vendor is exited.  All entered payments and exclusions are deleted for the vendor.  Enter a N for no to not cancel the transaction.  The cursor remains on the vendor and returns to the Enter Selection # prompt.  The payments and exclusions remain.
Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Cancellation Of The Check  (Contd)

 

Following is the results of the cancellation of the vendor included on the previous page.  The vendor number was re-entered.

 

 

Note, that all of the vouchers have returned to their original status.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Exiting The Vendor

 

Enter Selection #, E'X'clude, A'll, D'ue, E'nd, Or C'ancel        

Enter Selection #, N'ext, E'X'clude, A'll, D'ue, E'nd, Or C'ancel

Enter Selection#, N'ext, Previous, E'X'clude, A'll, D'ue, E'nd, Or C'ancel

Enter Selection #, P'revious, E'X'clude, A'll, D'ue, E'nd, Or C'ancel    

 

When the initial entry is completed on the payments for a specific vendor, enter an E to end.  This is just the initial exit of the vendor.  You may re-enter the vendor number as many times as desired, prior to printing the checks.  Individual selections, exclusions and using the all or due date options can be performed as many times as desired.  All of the payments and exclusions made are displayed and remain, unless the cancel command is given.  You can re-enter a vendor just to view what has been selected for payment and than end out.  If you have entered a vendor and made no payments or exclusions you can either end or cancel.  A check will not be created if no vouchers are selected for payment on a vendor. 

 

A zero check is allowed.  This would occur if the selected invoices and credit memos calculate out to a check amount of zero.  A Check File is created and printed.  Many companies issue zero checks to clear out a vendors account.  Invoices and credit/debit memos will never be purged from the A/P Files if they are not fully paid on a check or voided. 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Exiting The Vendor  (Contd)

 

Check Writing also allows issuing of a check to a vendor that has an overall credit balance.  Even though the credit memos are greater than the invoice amounts, there still needs to be a check issued to the vendor.  However, a negative check is not allowed.  If E to end is entered on a vendor and the check amount calculates out to a negative balance, the following prompt appears. 

 

Amount Paid Cannot Be Less Than Zero

 

 

The cursor returns to the Enter Selection # prompt.  The vendor cannot be exited until the amount paid is greater than zero.  Either exclude vouchers or cancel the transaction. 

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Miscellaneous Vendors

 

There is a feature in the A/P module which identifies a specific vendor number as the Miscellaneous Vendor.  The Miscellaneous Vendor should be used for vendors that are very rarely used and a permanent Vendor File is not desired.  This vendor number must be 999999.  Upon creation of the invoice or credit the vendors name is entered.  Because the Miscellaneous Vendor has vouchers that actually are assigned to different companies, when paying the Misc. Vendor the program performs different functions.  There is a need to issue multiple checks under one vendor number.  The second difference is that Misc. Vendors are never flagged for payment by due date by the Cash Requirements By Due Date Report.  Thus in order to issue checks to vendors entered under the Misc. Vendor, you must enter the 999999 vendor individually.

 

 

Another difference of the Misc. Vendor is the display of the vendors name that was entered when the invoice or credit memo was created.  This is from the A/P Invoice File (APINVD).  This is to help the operator identify which voucher is assigned to which vendor.  The message is a temporary feature.  When the voucher is selected for payment the name is removed from the message.  This is than replaced by any message that is input and is printed on the check stub.  All of the normal features are available with the Misc. Vendor.  Operation of the features is basically the same.  However, because the vouchers are assigned to different actual vendors using the All or Due Date option is probably not feasible.  Most of the vouchers will have to be selected individually.  The only time the all or due date option could be used, is if all of the vouchers were for the same vendor. 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Miscellaneous Vendors  (Contd)

 

If the all or due date option is entered, the following prompt appears to alert the operator of the possible error of this selection.

 

WARNING!  All Vouchers For Miscellaneous Vendors Will Be Flagged For Payment!  Are You Sure You Want To Do This?  (Y'es/N'o)                               

 

 

Enter a Y for yes to pay all of the vouchers assigned to the Misc. Vendor on one check.  As stated earlier this should only be done if all or the majority of the vouchers are actually for the same vendor.  Exclusions could be made on the vouchers that were for another check.  The most time saving method is what is desired and this depends on how many vouchers are assigned to the Misc. Vendor.  Enter a N for no to cancel the all or due date command.  The cursor returns to the Enter Selection # prompt.

 

One check at a time must be issued to the different vendors assigned to the Misc. Vendor.  Thus after selecting the vouchers for one vendor enter an E to exit.  As an example, on the above sample Misc. Vendor, the first check to be issued is for the La Crosse Floral Shop.  Thus line number 2, voucher 19495 is selected and paid.  That is the only voucher for this vendor.  After the E to exit is entered the following prompts appear.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Miscellaneous Vendors  (Contd)

 

Input Miscellaneous Vendor Name  Default Name of Vendor....

Input Vendor Address Line 1     .........................

Input Vendor Address Line 2     .........................

Input Vendor Address Line 3     .........................

 

 

The name that was entered in when the invoice or credit was created appears as the default vendor name.  This is from the APINVD File.  This was the name that did appear in the message field prior to the selection of the vouchers.  This will always be the name assigned to the first voucher that was selected prior to entering the E to end.  A carriage return accepts this as the correct vendor name.  This can be overridden if desired.  After the input of the name the cursor proceeds to the three input lines for the vendors address.  Whatever is entered for the name and address is what prints on the check as the vendor name and address.  Each line is 25 alphanumeric characters.  An up arrow ^ to go back is allowed on the three address lines.  Be aware that anything entered in is erased when up arrowing back.

 

Notice that the Misc. Vendors balance is updated and that the amount paid is displayed.  After completion of the entry of the address line 3, the following prompt appears.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Miscellaneous Vendors  (Contd)

 

Return To Miscellaneous Vendor Input?  (Y/N)  

 

 

If you have completed creating checks for vendors assigned to the Misc. Vendor enter a N for no.  The cursor returns to the Vendor No. prompt for input of another vendor number.  The 999999 vendor can be entered again if desired.  To directly access the Misc. Vendor, to create additional checks or modify the checks that have already been created for the Misc. Vendor, enter a Y for yes.  A screen is accessed that displays all of the individual checks that have been assigned to the Misc. Vendor in this check run.  The cursor is at one of the two following prompts.

 

Select Vendor Choice, A'dd Another Miscellaneous Vendor Or E'nd     

Display Next, Select Vendor Choice, A'dd Another Misc. Vendor Or E'nd     

 

 

The first prompt appears when there are less than 17 separate checks issued to the Misc. Vendor.  The second prompt appears when the checks exceed 16.  Enter a N for next to access the next screen.  When a N for next is input one of the two following prompts appear.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Miscellaneous Vendors  (Contd)

 

Display Next, Previous, Select Vendor Choice, Add A Misc. Vendor Or End

Display, Previous, Select Vendor Choice, Add A Misc. Vendor Or End

 

The first prompt appears until the last screen is accessed.  The second prompt appears when the last screen is accessed.  Enter a N for next to access the next screen.  Enter a P for previous to go back one screen.  You may go back and forward as many screens as exist.

 

All of the different Misc. Vendor checks that have been issued on this check run are displayed.  Each is assigned a line number to allow selection of that individual vendor.  The name and first address line that was entered and the total check amount is displayed for each check.  If the Misc. Vendor number is re-entered at the Vendor No. prompt, and there has been at least one check issued to the Misc. Vendor, this screen is also displayed.

 

Select Vendor Choice, A'dd Another Miscellaneous Vendor Or E'nd     

Display Next, Select Vendor Choice, A'dd Another Misc. Vendor Or E'nd     

Display Next, Previous, Select Vendor Choice, Add A Misc. Vendor Or End

Display, Previous, Select Vendor Choice, Add A Misc. Vendor Or End

 

To exit the screen and the Misc. Vendor enter an E to end.  The cursor returns to the Vendor No. prompt for input of a vendor number.  As stated earlier you can re-enter the 999999 vendor number and access this screen to modify checks or add new ones.  To access an existing check, enter the computer assigned line number that corresponds with the desired vendor.  If a number is entered that does not exist the prompt Selection Is Out Of Range displays.  The cursor returns for reinput.

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Miscellaneous Vendors  (Contd)

 

When accessing a Misc. Vendor that has already been issued a check, the vouchers that have been selected for payment on this specific check display first on the screen.  All of the other vouchers, assigned to the Misc. Vendor that have not been selected, thus are unpaid vouchers, display.  In the following example, La Crosse Floral was selected.  Note that line 1 is voucher 19495 and it is marked paid.  All of the other vouchers list below this one. 

 

 

In this case none of the other vouchers belong to La Crosse Floral.  Be sure that you do not select a voucher that does not belong to this vendor as it will be added to the check.  As in this example, it would be added to the check for La Crosse Floral.  Or if the check is incorrect a C for cancel would delete the check.  Entering an E to end accesses the name and address prompt. 

 

The complete address that was entered for this check displays.  Carriage return to keep the address as is or change it.  Thus this is how an address and name can be corrected. 

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Miscellaneous Vendors  (Contd)

 

Select Vendor Choice, A'dd Another Miscellaneous Vendor Or E'nd     

Display Next, Select Vendor Choice, A'dd Another Misc. Vendor Or E'nd     

Display Next, Previous, Select Vendor Choice, Add A Misc. Vendor Or End

Display, Previous, Select Vendor Choice, Add A Misc. Vendor Or End

 

 

To create another check, for a different vendor assigned under the Misc. Vendor, enter an A for add.  All of the unpaid vouchers display.  Paid vouchers do not display.  Note in the following example, that the voucher paid to La Crosse Floral does not display.

 

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Miscellaneous Vendors  (Contd)

 

You would than select whichever vouchers you wanted to pay.  After entering an E to end the prompt for the name and address appears.  Note, be aware that if an E to end is entered and no vouchers have been selected for payment a record is still created.  This occurs only on the open Misc. Vendor screen.  A C for cancel instead of an E to end would prevent this.  This does appear on the screen that displays the miscellaneous vendors that have been assigned a check.  The payment amount would be zero.  No actual physical check would be printed or created.  Thus no damage occurs, however, you can select the zero Misc. Vendor check and cancel the transaction.

 

The following example is of the paid Misc. Vendor selection screen.  One more check has been issued to the vendor Trophies Inc.  Note that the Vendor Bal: has been adjusted with both checks.

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Individual Selection Of Vendors  (Contd)

Miscellaneous Vendors  (Contd)

 

In the next example, line 2 Trophies Inc. was selected.  Note that La Crosse Florals paid voucher is not displayed.  The voucher 19543 is for Trophies Inc and is paid.  Also note line 4, voucher 19544.  This invoice is also for Trophies Inc but it was not selected the first time through.  Thus this time it can be selected and will be added to the same check for Trophies Inc.

 

 

The next examples reflect the addition of the other paid invoice to Trophies Inc.

 

 

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Payment Of Flagged Vouchers By Due Date

 

 Select Payment Option:                                      

                                                             

 1 = Individual Vendors                                      

 2 = All Vendors With Vouchers Flagged For Payment By Due Date

 E = End And Return To Menu                                  

 

Enter 2 to activate issuing of checks to vendors with the invoices and credits that have been flagged for automatic payment by due date.  Vouchers are flagged for payment by due date with the running of the Cash Requirements By Due Date Report.  Vouchers can also be flagged for payment in the program Payment Status Change.  Vouchers that are flagged are stored with a payment indicator.  Entering 2 generates a check for each vendor with at least one flagged voucher.  At this point note that even after entering 2 to activate the payment for flagged vouchers, individual vendors can still be selected, even the ones that had flagged vouchers.  Also note that if an individual vendor was selected and payment made and this vendor had flagged vouchers, entering option 2 would not affect this vendor.  Since there is a payment issued to the vendor, option 2 skips this vendor.  This would occur even if all that was done was exclusions.

 

When option 2 is entered, the following prompt appears.

 

Do You Want To Take 'Lost' Discounts?  (Y/N)

 

 

This prompt always appears when activating option 2.  A lost discount is when the due date is less than the inputted check date.  Enter a Y for yes to take discounts that calculate out as lost.  Enter a N for no to not take lost discounts.  This applies only to the vouchers that are flagged for payment by due date by the Due Date Cash Requirements Report.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Payment Of Flagged Vouchers By Due Date  (Contd)

 

Do You Want To Take 'Lost' Discounts?  (Y/N)

 

There may be specific vendors that have been flagged for payment and they differ from the majority of the flagged vendors in the taking of lost discounts.  Thus answering a yes or a no will not be correct for all of the flagged vendors.  Remember that you can enter these vendors through option 1, Individual Vendors.  This can be done after or before activating option 2.  If it is before than create the check the way you want the discounts reflected.  If it is after the check is created, than select the individual vouchers and change the discounts taken.  Or you could cancel that check and re-enter it.  Printing the report will list exactly what has been paid by the individual selection or by option 2 to pay the flagged vouchers.  And than enter individual selection and make any corrections.

 

Prior to Revision 11 the only way to prevent a discount from being taken, when paying by due date, was to zero out the discount amount in the program Payment Status Change.  This is still available but really is not necessary and may be more time consuming.  With the addition of the Do You Want To Take 'Lost' Discounts?  (Y/N) prompt and the ability to consolidate that with individual selection this may be more time efficient.

 

After the input of the lost discount prompt, the program begins processing the payments to the vendors that have flagged vouchers.  A message Preparing Vouchers displays during the processing.  When the processing is completed the cursor returns to the following prompt.

 

 Select Payment Option:                                      

                                                              

 1 = Individual Vendors                                      

 2 = All Vendors With Vouchers Flagged For Payment By Due Date

 3 = Print Checks And Reports                                

 4 = Cancel And Return To Menu                                

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Printing Reports And Checks

 

After ending out of the individual selection of vendors or activating the payment of flagged vouchers by due date, the cursor returns to the following prompt.

 

 Select Payment Option:                                      

                                                             

 1 = Individual Vendors                                      

 2 = All Vendors With Vouchers Flagged For Payment By Due Date

 3 = Print Checks And Reports                                

 4 = Cancel And Return To Menu                               

 

 

At this point there has still been no permanent file updating.  Everything that has been selected for payment is stored in temporary files used in the Check Writing program.  Thus you can enter 1 and return to the entry of individual vendors.  Additional vendors can be entered and payments selected.  Vendors already paid on this check run can be re-entered and changes, additions or a cancellation can be made.  This relates to vendors that were paid through individual selection or the flagged for payment by due date option.  All of the vouchers that had already been selected for payment are shown with the pay status of PAID.  Even if you have already selected individual vendors for payment you can still select option 2 to create checks for vendors that have been flagged for payment by due date by the Cash Requirements By Due Date Report.  Note, any vendors that have been individually selected and have flagged vouchers will be ignored by option 2 as a payment has already been issued on this check run.  Since no file updating has occurred you can also enter option 4.  All of the temporary files are than deleted.  The program is exited and no checks are created.  All vendors remain as they were, prior to entering the Check Writing program.  Be careful when entering 4 as this deletes all the work you have done in creating the checks.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Printing Reports And Checks  (Contd)

 

Select Payment Option:                                      

                                                             

 1 = Individual Vendors                                      

 2 = All Vendors With Vouchers Flagged For Payment By Due Date

 3 = Print Checks And Reports                                

 4 = Cancel And Return To Menu                               

 

When you think you have completed entering the payments and are ready to print the checks enter option 3.  Remember, once the checks are printed no modifications to the payments can be made.  The check is issued and if it is incorrect the check must be voided in the A/P Check Void program.  Option 3 also allows the operator to print a report which includes all of the vendors and vouchers that have been selected for payment.  This can be used to review what has been paid prior to printing the checks.  As long as the checks are not printed the operator can still return to the individual vendor and flagged for payment by due date options and add more to the check run. 

 

As stated earlier the printer that was selected upon entry to Check Writing, is not locked for use, for those of you that do not have the spooler assigned, when selecting the printer.  As soon as option 3 is selected the printer is used exclusively by Check Writing and remains so until the option 3 is exited.  If the printer that was selected is being used on another task the normal printer busy prompt appears. 

 

Printer Busy.  Change or End - Wait Automatic

 

 

Enter a C for change to enter a different printer.  If the printer cannot be changed, find out who is using it and wait until they exit the printer.  The only other option is to enter an E to end.  But be aware that this EXITS the Check Writing program.  It is like canceling the entire check run.  Nothing is created or updated.
Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Printing Reports And Checks  (Contd)

 

When option 3, Print Checks and Reports, is selected and the printer is available, the following prompt appears.

 

Print R'eport, Print C'hecks, Or A'dditional Entry

 

 

Entering an A returns the cursor to the Select Payment Option prompt.  Thus you still have the opportunity to add and change payments.  Operation at this prompt has been described.

 

 

Entering R allows the printing of a report.  The following prompt appears.

 

Sort By Vendor NU'mber Or Vendor NA'me      

 

 

The vendors that have been selected for payment may be printed on the report in two different orders.  Enter NU to print the vendors in vendor number order, smallest to largest number.  Enter NA to print the vendors in vendor name order.  Note, after the actual checks are printed there is another chance to print a report of the check run.  However, no modifications can be made.  

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Printing Reports And Checks  (Contd)

 

After selecting the sort for the report, the following prompt appears.

 

Please Verify That The Checks Have Been Removed From The 

Printer And Replaced With Paper.                         

                                                         

Press 'RETURN' When Ready To Proceed                      

 

 

This prompt is to alert the operator to be sure that they do not have checks in the printer.  If they do, the report data is printed on the checks.  Enter the carriage return when ready to proceed with the printing of the report.  The report is than printed.  When the printing is completed the cursor returns to the Print R'eport, Print C'hecks, Or A'dditional Entry prompt.  You may reprint the report, do additional entry or print the checks.

 

The following information is included on the report for each vendor that is being issued a check.  Both sorts print the same information per vendor.  A sample report is included on page 412. 

 

VENDOR NUMBER AND NAME  The complete vendor number and name.  Misc. Vendors include the name that was entered during the check entry.

 

ADDRESS LINE 1

ADDRESS LINE 2

ADDRESS LINE 3  The vendors complete address lines 1, 2 and 3 of the vendor from the current Vendor File.  Misc. Vendors print the addresses that were entered during the check entry.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Printing Reports And Checks  (Contd)

 

All of the invoices and credit and debit memos, that were selected on the check run, are listed under their corresponding vendor.  Each record contains the following information.

 

VOUCHER  The voucher control number of the invoice, credit and debit memos.

 

TYP  The type of record that was selected for payment.  This is INV for an invoice, C/M for a credit memo and D/M for a debit memo.

 

VENDOR INVOICE  The invoice number of the invoice, credit and debit memos.

 

INVOICE AMOUNT  The original amount of the invoice, credit and debit memos.  This is the amount before any payments were applied to the vouchers, even on other check runs.

 

DISCOUNT  The discount amount that was taken on the check.

 

PAYMENT  The payment amount that was taken on the check.

 

PREV PAY  The total amount that has been paid on checks entered prior to this check run.

 

INV BALANCE  This is the invoice balance after this check run.

 

MESSAGE  Any messages that were entered during the check run.

 

VENDOR TOTALS  A total INVOICE AMOUNT, DISCOUNT, and PAYMENT AMOUNT.

 

REPORT TOTALS  A grand total of all included vendors for total INVOICE AMOUNT, DISCOUNT, and PAYMENT AMOUNT.

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Printing Reports And Checks  (Contd)

 

Following is a sample report.  This is the vendor number sort.

 

 

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Printing Reports And Checks  (Contd)

 

Print R'eport, Print C'hecks, Or A'dditional Entry

 

When the actual checks are ready to be printed, enter a C.  Remember, once this command is given no more additional entry is allowed.  If the check is incorrect it will have to be voided in A/P Check Void.  Note, there is the ability to reprint a check, prior to exiting the check run.

 

Sort By Vendor NU'mber Or Vendor NA'me    

 

 

There are two options to determine the order that the vendors are issued a check.  Enter NU to issue the checks in vendor number order, smallest to largest vendor number.  Enter NA to issue the checks in vendor name order.  The checks should be loaded into the printer.  They should be aligned so that the first check that is to printed on is set to print.

 

Enter Beginning Check Number   

 

You must enter the first check number.  The program will begin numbering and creating the checks from that number.  This number must match the first physical check that will be printed on.  After entering the first check number, the program checks through the Check File for duplicate check numbers.  Duplicate check numbers are not allowed.  The program calculates out how many checks will be used in the entire check run and than adds 10 more numbers to that calculation.  The 10 additional allows for the possibility of printing 10 alignment checks.  Thus there is little chance for a duplicate check being issued.  If a duplicate check is found, the following message appears.  The cursor returns to the Enter Beginning Check Number for another beginning check number.  (8 Digits)

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Printing Reports And Checks  (Contd)

 

Enter Beginning Check Number    

 

The check number that is found as a duplicate check is displayed.  You need to determine what the actual beginning check number is that has not already been entered into the Check File.  Thus this is the next number after the last check that was created in the system.  There is no cancel option out of Check Writing at this point.  Go to another task and leave the Check Writing program as is.  One way to find out is to print an Outstanding Check Register and Cleared Check Register.  Find the duplicate check and see if there are any numbers greater than this one, as those will be considered duplicate also at some point.  You also could access Check Journal Maintenance, found on the A/P System Manager menu.  Do a change on the check number that is displayed as the duplicate.  This will tell you who the check is assigned to.  Enter a N for next at the field prompt to see if there are any other numbers in the Check File.  These also could be potential duplicates.  Once you determine what the actual check number must be than return to the task in Check Writing and enter the correct beginning check number.  Be sure to adjust your checks in the printer to correspond with that number.  If you are unsure what to do, please call the LMS Support Department for assistance, if the duplicate check number prompt appears.

 

On the example, check number 115 was entered and a check number 120 was found as the first duplicate check number.  After researching, it was found that the last check number in the Check File is check number 124.  Thus check 125 is entered as the beginning check number.  The physical check that is numbered as 125 is aligned on the printer to be the first check printed on.

 

After entering a successful beginning check number, the following prompt appears.

 

Do You Wish To Print Alignment Checks?  (Y/N)   

 

 

Enter Y to print an alignment check.  A Check File is created and is assigned the inputted beginning check number.  Enter a N for no to bypass printing an alignment pattern.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Printing Reports And Checks  (Contd)

 

When an alignment pattern is printed the following prompt appears.  Be sure the checks are in the printer and ready for the alignment pattern.

 

Press 'RETURN' When Ready To Print Alignment Checks

 

A carriage return prints the alignment pattern.  The following prompt appears.

 

Are The Checks Properly Aligned?  (Y/N)

 

Enter N to print another alignment pattern.  A Check File is created assigning the next number.  The procedure is repeated until a Y for yes is entered.  Once a Y for yes is input or the alignment pattern was bypassed, the checks are printed.  A message Checks Printing displays on the screen while the processing and printing is occurring.  When it is completed the following prompt appears.

 

P'rint Report, R'e-Print Checks, Or E'nd And Return To Menu

 

 

Entering E to end exits the check run.  The above option allows two things prior to exiting the program.  A report can be printed that includes all of the vendors and vouchers that were paid.  It also includes the check numbers issued to each vendor.  Thus this is a hard copy of the check run.  This cannot be printed after exiting Check Writing.  Note, you can print a Check Register but this does not include the individual vouchers that were included on the check.  Also note that the checks and vouchers included on the checks are written to the GLHistory File, so that information can be obtained later.  However, this is your chance to get a consolidated report of the check run, which includes the check numbers.  There is also the chance to reprint any checks that may have jammed in the printer or been out of alignment.  Once you exit the Check Writing program they cannot be reprinted.  The checks will have to be voided and issued a new check.  Thus verify the checks in the printer, prior to exiting the program, to be sure that all printed correctly.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Printing Reports And Checks  (Contd)

 

P'rint Report, R'e-Print Checks, Or E'nd And Return To Menu

 

To print the report enter a P.  The following prompt appears.

 

Sort By Vendor NU'mber, Vendor NA'me Or C'heck Number   

 

 

There are three possible sorts for the report.  Enter NU to print the vendors in vendor number order, smallest to largest vendor number.  Enter NA to print in vendor name order.  Enter C to print in check number order.  The vendor number and name order prints the exact same information as was described on page 410.  The addition is the check number that was issued to the vendor.  The check number order also prints the same information.  There is one difference.  The check number sort includes the alignment, stub and reprinted checks.  The other two sorts do not.  Note, the alignment, stub and reprinted checks do print on the Check Register.

 

After selecting the sort for the report the following prompt appears.

 

Please Verify That The Checks Have Been Removed From The

Printer And Replaced With Paper.                       

Press 'RETURN' When Ready To Proceed                   

 

Be sure that the checks have been removed from the printer and replaced with paper.  Otherwise the report data will be printed on the checks.  Enter a carriage return after verifying this.  After the printing is completed the cursor returns to the P'rint Report, R'e-Print Checks, Or E'nd And Return To Menu prompt.  The report could be reprinted, using the other sorts if desired, or exit the program.  Reprints of the checks, issued in the current check run, can also be done.  Note, to provide aid in the reprint feature, it is a good idea to print the report first and use the check number sort.  This will aid in determining the check numbers that were issued to each vendor.  Compare this with what checks printed on the physical checks.

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Printing Reports And Checks  (Contd)

 

P'rint Report, R'e-Print Checks, Or E'nd And Return To Menu

 

To reprint checks, enter R for reprint.  Be sure the printer is loaded with checks.  The following prompt appears.

 

Do You Wish To Print Alignment Checks?  (Y/N)   

 

Enter Y to print an alignment check.  A Check File is created.   There is no need to enter a beginning check number.  The program knows what check number was issued last.  The reprint will use the next check number as the alignment pattern check or the reprinted check when no alignment is printed.  Enter a N for no to bypass printing an alignment pattern.  Be sure the correct check is ready to be printed on.  This is where the check number sort report is beneficial.

 

When an alignment pattern is printed the following prompt appears. 

 

Press 'RETURN' When Ready To Print Alignment Checks

 

A carriage return prints the alignment pattern.  The following prompt appears.

 

Are The Checks Properly Aligned?  (Y/N)

 

Enter N to print another alignment pattern.  A Check File is created assigning the next number.  The procedure is repeated until a Y for yes is entered.  Once a Y for yes is input or the alignment pattern was bypassed, the following prompt appears.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Printing Reports And Checks  (Contd)

 

     Beginning Check Number To Reprint Or              

     E'nd To Return To The 'Print Report' Prompt       

 

 

You must enter the check number that has already been assigned to the check that needs to be reprinted.  Entering E returns the cursor to the P'rint Report, R'e-Print Checks, Or E'nd And Return To Menu prompt.  Entering a check number that has not been created in this check run produces the prompt, Invalid Check Number.  The cursor returns for reinput.  Entering an alignment pattern or stub check produces the prompt, No Checks Found To Be Reprinted.  The cursor returns for reinput.  Once a valid check is entered the next prompt appears.  (8 Digits)

 

Ending Check Number       ###   

 

Whatever was entered as the beginning check number appears as the default ending.  A carriage return accepts this.  This can be overridden to a larger number.  When doing this be sure all of the numbers within the range need to be reprinted.  Entering an ending number that is less than the beginning, produces the prompt Ending Check Number Cannot Be Smaller Than Beginning Check Number.  The cursor returns for reinput.  Entering an ending check number that has not been created in this check run produces the prompt, Invalid Check Number.  The cursor returns for reinput.  An up arrow ^ can be entered to return to the Beginning Check Number prompt.  (8 Digits)

 

Once the ending check is entered the check is reprinted.  The cursor returns to the Beginning Check Number To Reprint Or E'nd To Return To The 'Print Report' prompt.  You can than reprint other checks or return to the P'rint Report, R'e-Print Checks, Or E'nd And Return To Menu prompt.  If there is a range of checks reprinted, they print in the same order as the original checks.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Printing Reports And Checks  (Contd)

 

Following is an example of two checks that printed.  These examples are using the standard non-laser printer format.  These are checks that are included on the check run included in the documentation.  On the examples, the headings are typed in, as the actual form is not inserted into the documentation.  The information that is in bold and italicized print is the information that is printed by the Check Writing program.  As stated earlier, copies of the standard A/P checks can be obtained from LMS. 

 

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Printing Reports And Checks  (Contd)

 

Following is a sample of the report after the checks are printed.  The sample is using the check number sort.  These are the same vendors included on the sample report, prior to printing the checks.  Note, the addition of the check numbers.  Also note, check number 125, and the notation that this is the alignment pattern check. 

 

 

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Printing Reports And Checks  (Contd)

 

Following is a sample of the report after a reprint of a check.  The sample is using the check number sort.  These are the same vendors included on the sample report on the previous page.  Note, the addition of the reprinted check number 132.  Also note, check number 126, which was the original check and was reprinted.  Note, the reprint and the notation that this is the check that was reprinted.  Note that the amount on check 126 is zero. 

 

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Printing Reports And Checks  (Contd)

 

When the number of vouchers paid exceeds one check, stub only checks are created.  These checks are assigned a Check File and a check number.  The program prints the actual check number that is the final check on all of the stub only checks.  The stub only checks are not totaled until the final stub.  The actual section of the check, on stub only checks, are marked as VOID.  Alignment checks are also marked as VOID on the printed copy.  Following is a sample of a payment that exceeded more than one check.  Note, this check is from a different check run than the other examples.

 

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Printing Reports And Checks  (Contd)

 

Following is a sample report of the check run that the sample check, included on the previous page, was created in.  This sample is using the check number sort.  Notice the printing of check number 145.  This is the stub only check.  This is the number that is  written into the Check File as the stub only check.  Note, on the sample of the actual printed check, that check number 146 is printed as the check number.  Check number 146 is the check number assigned as the final or actual payment check, as that was the last check number used for the printing of the check.

 

 

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Printing Reports And Checks  (Contd)

 

The final sample report is the same check run as the previous page.  The sort is the vendor number sort.  Notice that the check numbers are included, but the alignment pattern and stub only checks are not included.  These only print on the check sort.

 

 

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Printing Reports And Checks  (Contd)

 

P'rint Report, R'e-Print Checks, Or E'nd And Return To Menu

 

After any necessary reprints are made or the report is printed if desired, the final step is to exit the program.  Enter an E to end.  At this point all of the file updating occurs, even the posting to the General Ledger.  During the updating the message File Updating In Progress displays.  If there are any problems with the updating, a message appears on the screen.  The message will include the comment File Mismatch  -  Call LMS For Assistance.  This should be reported to the LMS Support Department immediately.

 

During the updating of the GLHistory File, it is possible that an end of file stop may occur.  This may occur if you are entering a large amount of payments at one time.  Because the way the program allows input of all transactions and does not update till you complete the transactions, an end of file stop could cause a lot of transactions to not be updated, thus the operator could potentially have to re-enter a lot of work.  To prevent the operator from having to do this, if an end of file stop occurs, the program will not go to a greater than > prompt.  The following error message displays.

 

 

Always call LMS support during the regular support hours with this error.  However, if this occurs on a weekend or late at night, you could try running the file enlarging.  Be sure everyone is logged off the system, with the exception of the terminal that has the above error.  After the file is enlarged, entering a C continues the program on.  Note, if the file checking does not enlarge the file enough the stop will reoccur.  You could than run the file checking again.  Caution, if there is an error on the file checking the first time it is run, DO NOT rerun it.  You will have to wait until LMS support is contacted.

 

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

After the updating is completed the procedure control totals are displayed.  This is basically a verification of what has occurred in the check run.  The cursor is at the following prompt.

 

Enter Y To Return To Menu

 

 

Enter a Y to exit the procedure control totals.  The procedure control totals provide the following information.

Check Writing  (Contd)

 

 

Enter Data  (Contd)

 

Vendors Paid:  This is the total number of vendors issued a check.  Each check issued to a Misc. Vendor is counted separately.

 

Vouchers Paid:  This is the total number of vouchers included on the checks.  This includes all invoices and credit memos.

 

Account  Number  Amount

 

A/P  The Accounts Payable account number that is stored in Global Record 6.  The total discount taken and the total payment amount, for the entire check run, is also displayed.  This is the amount that is debited in the General Ledger to the displayed A/P account. 

 

Discount  The Discount account number that is stored in Global Record 6.  The total discount taken, for the entire check run, is also displayed.  This is the amount that is credited in the General Ledger to the displayed discount account. 

 

Cash  The Cash or Checking account number that is stored in Global Record 6.  The total payment amount, for the entire check run, is also displayed.  This is the amount that is credited in the General Ledger to the displayed cash account. 

 

Checks Issued:  ### Through ####  The beginning and ending issued check numbers.  This includes alignment checks, and reprints.  These numbers are written into the entries made in General Ledger as the description.

Check Writing  (Contd)

 

 

Additional Information

 

Summary Of Operations

 

Following is a brief summary of the entry of an Accounts Payable check run.

 

Enter the desired check date.

 

Enter the payments by individual selection of the vendors, or by the payment option of paying flagged vouchers by due date, or a combination of the two.

 

The individual selection allows accessing the vendors by vendor number or name. 

 

Within the individual selection, the vouchers can be selected for payment by entering them specifically.  There is also an all or due date option.  When using the all or due date option, there is the ability to exclude specific vouchers.  The all or due date option can also be combined with the individual selection of the vouchers.  An entry of a 25 character message can be assigned to a specific voucher.  The message prints on the check stub, below the voucher.

 

Vendors can be re-selected and additions and changes made.  The entire payment to the vendor can also be canceled.  The vendor could than be re-entered if desired.  This procedure can be made any number of times, prior to the actual printing of the checks.  Once the checks are printed, no modifications can be made.  The check would have to be voided in the A/P Check Void program.

 

Prior to printing the checks, the entire check run can be canceled.  No updating occurs.

 

A report that includes all of the vendors and vouchers that were paid, and the total discount and payment amount, is available.  This can be printed before and after printing the checks.  Prior to printing the checks, the report can be used to verify all is paid correctly.  After the checks are printed, the report also includes the check numbers.

 

When all of the payments have been entered, the checks are than printed.  The beginning check number is entered.  The program numbers them from that point on.

 

Prior to exiting the program, if any reprints are necessary, they are than reprinted.

Check Writing  (Contd)

 

 

Additional Information

 

Updating Of Files

 

Following is a recap of the files that are updated when a check run is completed.

 

Purchase Order and Pending Files

 

Check Writing has no affect on Purchase Order and Pending Files.

 

A/P Files

 

All of the A/P Files are updated.  On the A/P Invoice File, APINVD, payments always update the original invoice record, even when more than one payment is made.  An additional payment record is never created.  Information included is payment amount, payment date, and if there is a partial payment made, the partial payment indicator is set to yes.  The A/P Accounting Journal File, (APSAJD) on the first payment, updates the original accounting journal record with the payment amount, payment date, and stores a payment system date.  If the payment is not the first payment, a new file is created for the partial payments.  This has a TAC code of 31.  The same information is stored.  The entered check date is the payment date in both files.  The payment amount, in both files, is the amount paid plus the discount amount taken.  The A/P Aged Trial Balance includes all of the individual payments.  The Vendor Cash subtracts the total payment amount and prints the balance of the voucher.  If the voucher is totally paid, it is not printed.  The A/P Transaction Register prints all payments as a payment (PMT) type.

 

Vendor File

 

The Vendors balance is updated.  The check date, number and check amount are written to the Vendor File.  The amount paid year to date, and discounts taken and lost year to date are also updated. 

Check Writing  (Contd)

 

 

Additional Information  (Contd)

 

Updating Of Files  (Contd)

 

Check File

 

One Check File is created for every vendor issued a check.  Information stored in the Check File is check date, check amount, discount amount, system date, vendor number and name.  Also stored is a check type of S, which designates the check as being created through Check Writing.  The checks are included on the Check Register and Outstanding Check Register.

 

Alignment checks, checks that were reprinted, and checks used for stub checks only, also have a Check File created.  Checks that are designated as reprints are the original checks that were than reprinted.  The check created from the reprint command is a regular check.  The vendor number on alignment checks is zero.  The vendor name on alignment checks is Alignment Pattern.  On reprints and stubs it is the actual vendor and vendor name.  On stub only checks the maximum vendor name is 20 letters of the name, followed by a space and the word Stub.  On a check that was reprinted the maximum vendor name is 17 letters, followed by a space and the word Reprint.  The amount on all three types is always zero.  They are included on the Check Register.  A date paid is written into the Check File.  This is the same as the check date.  This causes the check to print on the Cleared Check Register.  These will purge, with the Check Purge, when the purge date is greater than their check date.

 

General Ledger and Chart Of Accounts Files

 

One entry is made to the G/L File, for all of the included checks.  This is a debit to the Accounts Payable account for the total amount paid and discount taken, a credit to the Cash or Checking account for the total amount paid, and a credit to the Discount account for the total discount taken.  These accounts are stored in Global File record 6.  The source code of the entry is GL.  The description of the entry includes the beginning and ending check numbers that were issued.  This includes the alignment, stub only checks, and reprints.  Thus the description reads CHECKS ## - ###.  Also written is the fiscal month number, and the date entered at the menu prompt upon entry to the program, as the transaction or entry date.  The Chart File is also updated on the three G/L accounts for the same amounts that posted to the G/L File. 

Check Writing  (Contd)

 

 

Additional Information  (Contd)

 

Updating Of Files  (Contd)

 

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 invoices.  Thus when an A/P invoice is accepted all of the G/L distributions for each item invoiced are written to the GLHist File.  One additional GLHist File is created for every voucher that is included on the check in Check Writing.  This check type GLHist File stores the check number, voucher control number, check amount, discount amount, and check date.  Also stored as the special description is any message that was entered on the check for the voucher.  The GLHistory records are used in the Invoice Inquiry to include the payment information.  It is used by the Payment History and Check Detail Inquiries that are included in the Invoice Inquiry.