Accounts Payable
Copyright © Business Applications, Inc. 1999 - 2012
 
Work With Payee Unpaid Items 



  *PGMMOD              Work With Payee Unpaid Items           DD/MM/YY HH:MM:SS
  66

  Payee OOOOOOOOOO OOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOO

  Position at Date 33/33/33            Select Item Status I

  Type options, press Enter.
  0=Text   2=Change   3=Hold   4=Delete   5=Display   6=Release   15=Pay
  16=Dsc & Pay   17=Discount   18=Pay Alone   19=Dsc & Pay Alone   20=Distrib
  24=Reverse   41=Offset

  Opt Dsc Date Due Date Doc Date ---Document----        Balance   Sts
  II  66/66/66 66/66/66 66/66/66 OOOOOOOOOOOOOOO 666,666,666.66CR  O
  II  66/66/66 66/66/66 66/66/66 OOOOOOOOOOOOOOO 666,666,666.66CR  O
  II  66/66/66 66/66/66 66/66/66 OOOOOOOOOOOOOOO 666,666,666.66CR  O
  II  66/66/66 66/66/66 66/66/66 OOOOOOOOOOOOOOO 666,666,666.66CR  O
  II  66/66/66 66/66/66 66/66/66 OOOOOOOOOOOOOOO 666,666,666.66CR  O
  II  66/66/66 66/66/66 66/66/66 OOOOOOOOOOOOOOO 666,666,666.66CR  O
  II  66/66/66 66/66/66 66/66/66 OOOOOOOOOOOOOOO 666,666,666.66CR  O
                                                                          More..

  F3=Exit   F6=Create   F12=Cancel
   
 

Introduction

  This function allows you to display the records in a database file. A highlighted Discount Date indicates the item has a discount amount associated with it. A highlighted Name indicates the account is held. You may pay items on held accounts. The system will not automatically pay items on held accounts.
   
 

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.
 

F12=Cancel

Use this function to return to a previous display without performing any action. Repeated use of this function will back you up though previous display levels one at a time. To exit quickly and return to the Accounts Payable System Display, use the "F3=Exit" function key.
 

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.

 

0,=Text

Use this option to create, change, display or delete related text or comments.
 

2=Change

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

3=Hold

Use this option to hold the associated item or vendor. Payments will not be made for items or which are held. Use the "Release" option when you are ready to pay.
 

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.
 

5=Display

Use this option to display details of the selected list item.
 

6=Release

Use this option to release the associated item or vendor. Released items and vendors will be paid.
 

15=Pay

Use this option to pay the associated item. When this option is used, the item is paid in full without taking any discount. If you wish to take a discount use the Dsc & Pay option.
 

16=Dsc & Pay

Use this option to take the discount on the associated item and then pay the balance.
 

16=Dsc

Use this option to take the discount on the associated item. If discount on the item has been taken, then no additional discount will be taken. If the item was previously paid without taking a discount, a discount will be taken which will result in a credit balance remaining for the item. The credit will be taken on the next payment to the vendor.
 

18=Pay Alone

Use this option to pay the item on a check by itself. No other items will appear on the same check. If you need to have all invoices to a vendor on individual checks, change the vendor value "Single Invoice/Check" on the vendor's account record. No discount will be taken when this options is used.
 

19=Discount and Pay Alone

Use this option to take the discount, and then pay the item on a check by itself. No other items will appear on the same check.
 

20=Distribution

Use this option to display or work with related General Ledger distribution. The General Ledger Distribution indicates how the transactions are expensed.
 

24=Reverse

Use this option to reverse the associated G/L distribution assiciated with the item. If the item was previously paid, then a credit balance will for item after the reversal. The credit will be taken on the next payment to the vendor. If the item has not been paid, the reulting balance will be zero and no payment will be made to the vendor for the item.
 

41=Offset

Offset item to A/P Clearing Account. This option assumes you are off setting one item against another. It is the users responsibilty to insure the amounts offset. If any items are not offset to zero, the net difference will be posted to the General Ledger.
   
 

Fields

 

Company Number

Display only
A unique number used to identify a company.
 

Payee

Display only
The account to be paid.
 

Account Name

Display only
The name of the associated Account.
 

Position at Date

OPTIONAL
The date by which payment must be made in order to take the prompt payment discount.
 

Select Item Status

OPTIONAL
The status of the Payable Item.
  • A = Active
  • D = Disputed
  • H = Held
  • P = Paid
 

Opt

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

Dsc Date

Display only
The date by which payment must be made in order to take the prompt payment discount.
 

Due Date

Display only
The date the vendor expects to have payment made.
 

Doc Date

Display only
The document date assigned by the vendor.
 

---Document----

Display only
The invoice or other document number associated with a Payable Item as assigned by the Vendor.
 

Balance

Display only
The balance of a Payable Item.
 

Sts

Display only
The status of the Payable Item.
  • A = Active
  • D = Disputed
  • H = Held
  • P = Paid