Accounts Payable
Copyright © Business Applications, Inc. 1999 - 2012
 
Accounts Payable System 



  *PGMMOD                 Accounts Payable System             DD/MM/YY HH:MM:SS

  Position at Company 33

  Type options, press Enter.
  1=Close Dates   2=Change   4=Delete   6=Facilities   7=Values   8=Chkg Accts
  9=Unpaid Items  10=Name & Address  11=Accounts  12=Managers  13=Payable Sets
  14=Status   15=J/Es   16=Payment Sets   17=Adjustment Sets   36=Gvt Rpts
  37=Recurring Items   44=Item Search   46=Users   47=Loan Agrmts   51=Assets
  53=Loan Assgnmnts

  Opt  Co  Company Name                    Sts
  II   66  OOOOOOOOOOOOOOOOOOOOOOOOOOOOOO   O
  II   66  OOOOOOOOOOOOOOOOOOOOOOOOOOOOOO   O
  II   66  OOOOOOOOOOOOOOOOOOOOOOOOOOOOOO   O
  II   66  OOOOOOOOOOOOOOOOOOOOOOOOOOOOOO   O
  II   66  OOOOOOOOOOOOOOOOOOOOOOOOOOOOOO   O
  II   66  OOOOOOOOOOOOOOOOOOOOOOOOOOOOOO   O
  II   66  OOOOOOOOOOOOOOOOOOOOOOOOOOOOOO   O
  II   66  OOOOOOOOOOOOOOOOOOOOOOOOOOOOOO   O
                                                                          More..
  F3=Exit   F6=Create   F7=Appl Values   F8=Terms of Purchase   F9=Acct Classes
  F10=Export Payments   F11=Import Cleared Checks
   
 

Introduction

  This function allows you to display the records in a database file. This is the primary display for working with the Accounts Payable System. Almost all user interaction with the system originates from this display. There are some execptions when other subsystems use interface programs to access the Accounts Payable System directly.

This list contains the companies within the accounts payable system. Each company is independent of the others and as such has its own associated list of vendor accounts, checking accounts, payable items and etc.

   
 

Positioning function

  You may control which records from the file appear on the display by using the 'positioning' fields that appear on the upper part of the screen. When you enter a positioning value, the program will position the display to start with the record that you specify.
   
 

Function Keys

Functions allow you to work with or display information related to all items or objects on the list or to perform a navigation function such as exit, return, or branch to another process.

 

F3=Exit

Use this function to exit the current task. In most cases this will return you to a high level display skipping other levels in between. In many cases you will return to the Accounts Payable System top level display. If you wish to return to one of the intermediate levels, use the "F12=Cancel" function key.
 

F4=Prompt

Use this function to display a list of valid values from which you can select the one you want. Place the cursor on the field for which you would like to see a list and press then press the F4 key. If you have placed the cursor on a field for which there is not a selection list, you will see an error message at the bottom of the display.
 

F5=Reset

Use this function to refresh the display. In most cases you will not see this function option at the bottom of your display. When used, this key will refresh the diaplay to the previous values and any keyed information typed after the last enter key will be lost.
 

F6=Create

Use this function to create a new record and have it added to the list.
 

F7=Appl Values

Use this function to change, display, or otherwise work with Application Values. Application Values are used to control how the system works in various circumstances. These values allow you configure your implementation to best meet your needs.
 

F8=Purchase Terms

Use this function to display, change, delete or create Purchase Terms of Sales. Purchase Terms of Sale are used to define how due dates, discount due dates, and discount amounts are calculated by the system when payable items are entered. Purchase Terms of Sale can be assigned to vendors for recall when payable items are entered for the vendor.
 

F9=Acct Classes

Use this function to add, change, display, delete or otherwise work with Account Classes and related information. Account Classes are used to classify vendor accounts for easier management.
 

F10=Export Payments

Use this function to create a file of payments which can be sent to your bank when you are using a positive pay system. You will be allowed to select a format from the ones currently set up for number of banks. If your bank is not included in the list, you will need to have a custom program added to the list for your bank's format.
 

F11=Import Cleared Payments

Use this function to import a cleared check file from your bank. You will be prompted for the information required to import and format the file.
 

F13=Currency Table

Use this function to display or work with currency table.
 

HELP=Help

Use this function for help text. By positioning the cursor at a field on the display and pressing help, help narrative will be displayed for that field. By placing the cursor on the title for the display, help narrative related to the entire function will be displayed. Once the help narrative is displayed you may then enlarge the display by using the F20 key or you may display expanded help narrative by using the F2 key.
 

ROLLDOWN or PAGEUP

Use this option to display the previous page.
 

ROLLUP or PAGEDOWN

Use this option to display the next page. Occasionly, when you are working with long lists and selecting records based on some value, it may appear that the end of the list has been reached prematurely. When this happens, check the bottom of the display for a note indicating that the scan limit has been reached. If you see this message, it means that more records exist. By using the function key again, you can continue to see more records. This method is used on long lists in order to prevent tying up the machine when a selection search is resulting in few records being found. It allows you an opportunity to verify you are using valid selection criteria and gives you a way out if you are not.
   
 

Options

Options allow you to perform actions upon or display information related to items or objects on the list.

 

1=Close Dates

Use this options to create new closing dates, close or open periods, print month end reports and etc.
 

2=Change

Use this option to change, display or update the related record on the list.
 

4=Delete

Use this option to delete the associated record or object. If the record is a transaction type of record and deletion is allowed, then all related information is also deleted. If the closing date for the transaction has been closed, deletion will not be allowed. For master type records like companies and accounts, deletion is not allowed if related transactions exist. Deleted records can not be recovered unless a back up has been done which contains copies of the records. Even if a back up exists, it may not be possible to recover the records because relationships to other records may have been lost.
 

6=Facilities

Use this option to display or work with related Facilities.
 

7=Values

Use this options to work with values. Values are used to contorl how the Accounts Payable System responds to various conditions or requests while processing information. Values are also used to set up and control defaults for various types of actions or field values. Use these values to help you control how the Accounts Payable System works for you.
 

8=Chkg Accts

Use this option to add, change, delete and otherwise work with checking accounts and related transactions for the associated company.
 

9=Unpaid Items

Use this option to work with related unpaid items and perform such tasks as generating cash requirements and payments.
 

10=Name & Address

Use this option to work with names and addresses for vendor accounts related to a company. The Accounts Payable system does not contain name and addresses and accesses an external system for that information. This options, if interfaced, will allow access to the external names and addresses.
 

11=Accounts

Use this option to work with vendor accounts related to a company. Vendor accounts contain Accounts Payable specific information about account. This would be things like terms of purchase, checking account and etc.
 

12=Managers

Use this option to work with vendor account managers. Account managers can be assigned to vendor accounts in order to subset them for easier management.
 

13=Payable Sets

Use this option to add, change or delete or work with sets of items payable to vendors. i.e. invoices, debit/credit memos and etc.
 

14=Status

Use this option to view the current Accounts Payable status for a company.
 

15=J/Es

Use this option to work with journal entries generated by the accounts payable system. These are journal entries which are available to be exported to a general ledger system.
 

16=Payment Sets

Display or work with Payment Sets.
 

17=Adjustment Sets

Use this option to make adjustments to vendor items after the period in which the items were entered has been closed.
 

36=Gvt Rpts

Use this option to work with government forms or reports such as 1099s.
 

37=Recurring Items

Use this option to add, change and delete recurring items such as monthly lease and rental payments.
 

44=Item Search

Use this option to search for payable items by differen criteria such as date or document number.
 

46=Users

Use this option to control who has authority to work with a company. When a user is added, only users on the user list will have access to the company. For other users, the company will not appear on their display. When no users are on the list, then all users will see the company on their displays and have access to it. When a company user list is created, the user creating the list will also be added to the list.
 

47=Loan Agrmts

Use this option to maintain loan agreements. Loan agreements can be used to aid in creating payable items for making payments on loan agreements.
 

51=Assets

Use this option to add, change and delete assets. Assets can be related to Loan Assignments
 

53=Loan Assgnmnts

Use this option to work with all loan assignments which are being charged to the company. Assignments are associated with Loan Agreements which can assign interest or other related charges to one or more companies.
   
 

Fields

 

Position at Company

OPTIONAL
A unique number used to identify a company.
 

Opt

OPTIONAL
Enter the number of the option to be performed on the associated record.
 

Co

Display only
A unique number used to identify a company.
 

Company Name

Display only
The name of the Company.
 

Sts

Display only
A code identifying the status of the Company.
  • A = Active
  • S = Suspended