purchasing system menu

Transcription

PURCHASING MODULE
USER'S GUIDE
This document is non-technical and explains
the operation of the Purchasing Module programs.
It is intended for both accounting staff and
operators.
Software Version 7.00.115 May 5, 2011
COPYRIGHT © 2011 AgTrax
®
®
Copyright © by AgTrax
A Division of Integrated Solutions Group
PO Box 2044
rd
1632 E. 23 Ave.
Hutchinson KS 67504-2044
The software described in this document is furnished under contract for use only on a single computer
system and may be copied only with the inclusion of the above copyright notice. The software is furnished
under a license and may be used or copied only in accordance with the terms of such license agreement.
The information in this document is subject to change without notice and should not be construed as a
®
®
commitment by AgTrax . AgTrax assumes no responsibility for any errors that may appear in this
document.
TABLE OF CONTENTS
INTRODUCTION
PURCHASING MODULE OVERVIEW ..................................................................................................... i
PURCHASING DATA FILES .................................................................................................................... i
VENDOR MASTER FILE ........................................................................................................................ i
MISCELLANEOUS VENDOR NAME AND ADDRESS ......................................................................... ii
PURCHASE ORDER MASTER ............................................................................................................. ii
PURCHASE ORDER DETAIL PRODUCT ............................................................................................ ii
PURCHASE ORDER DETAIL GENERAL LEDGER ............................................................................. ii
PURCHASE ORDER DETAIL COMMENTS .........................................................................................iii
PURCHASE ORDER DETAIL ADDON .................................................................................................iii
PURHCASE ORDER RECURRING ORDER ........................................................................................iii
PU ACCOUNTS PAYABLE DETAIL INVOICE ......................................................................................iii
PU ACCOUNTS PAYABLE DETAIL CHECK ....................................................................................... iv
PU ACCOUNTS PAYABLE DETAIL AFFECTS ................................................................................... iv
PU ACCOUNTS PAYABLE GENERAL LEDGER AFFECTS............................................................... iv
RECOMMENDED PROCEDURES .......................................................................................................... v
GETTING STARTED ............................................................................................................................. v
DAILY ROUTINE .................................................................................................................................. vi
MONTH END ........................................................................................................................................ vi
CALENDAR YEAR END ....................................................................................................................... vi
FISCAL YEAR END .............................................................................................................................. vi
USER'S GUIDE
U S E R „ S G U I D E ............................................................................................................................. 1
PURCHASING SYSTEM MENU .............................................................................................................. 2
FILE MAINTENANCE
11. VENDOR MASTER ............................................................................................................................ 3
12. PREPAID CONTRACT MAINTENANCE ......................................................................................... 13
DAILY ACTIVITY
21. PURCHASING ENTRY .................................................................................................................... 17
ADD MODE (INVOICING ONLY) ........................................................................................................ 18
APPLICATION WINDOW .................................................................................................................... 23
ADD MODE (QUICK CHECK) ............................................................................................................. 28
ADD MODE (PURCHASE ORDER) .................................................................................................... 33
COST ADD ON DISTRIBUTION WINDOW......................................................................................... 42
ADD MODE (RECURRING INVOICE) ................................................................................................ 45
ADD MODE (PREPAID DEPOSIT) ..................................................................................................... 51
APPLICATION WINDOW .................................................................................................................... 56
ADD MODE (PREPAID CONTRACT APPLICATION) ........................................................................ 59
COST ADD ON DISTRIBUTION WINDOW......................................................................................... 68
CHANGE MODE .................................................................................................................................. 73
DELETE MODE ................................................................................................................................... 77
INQUIRY MODE .................................................................................................................................. 78
SAVE MODE ........................................................................................................................................ 79
22. P/O PRINT ........................................................................................................................................ 80
23. RECURRING PURCHASE RELEASE ............................................................................................. 83
25. INVOICE SELECTION FOR CHECKS ............................................................................................ 86
26. CHECK WRITING ............................................................................................................................ 93
30. AUDIT AND UPDATE ...................................................................................................................... 97
REPORTING
31. CONTROL TOTALS ....................................................................................................................... 101
32. A/P REPORTS MENU .................................................................................................................... 103
32.1 TRIAL BALANCE ....................................................................................................................... 104
32.2 INVOICES / CHECK DETAIL LISTING ..................................................................................... 110
32.3 CASH REQUIREMENTS LIST .................................................................................................. 115
32.4 G/L AFFECTS REPORT ............................................................................................................ 117
32.5 G/L BALANCING REPORT ....................................................................................................... 119
32.6 CHECK LISTING ....................................................................................................................... 121
32.7 CHECK REGISTER REPRINT .................................................................................................. 123
33. P/O REPORTS MENU .................................................................................................................... 126
33.1 COST RECEIPT VARIANCE ..................................................................................................... 127
33.2 UNINVOICED PURCHASE ORDERS ....................................................................................... 130
33.3 VENDOR PURCHASES ............................................................................................................ 134
33.4 P/O DETAIL LISTING ................................................................................................................ 137
34. FILE MAINTENANCE REPORTS MENU ...................................................................................... 141
34.1 VENDOR REPORT.................................................................................................................... 142
35. PREPAID CONTRACT REPORT................................................................................................... 147
MONTHLY / GENERAL
41. PURCHASING INQUIRY / MAINTENANCE .................................................................................. 151
CHECK / VOUCHER INQUIRY ......................................................................................................... 154
INVOICE INQUIRY ............................................................................................................................ 159
ORDER INQUIRY .............................................................................................................................. 161
PREPAID CONTRACT INQUIRY ...................................................................................................... 163
42. REPRINT CHECKS ........................................................................................................................ 168
45. G/L AUDIT TRAIL & UPDATE ....................................................................................................... 170
47. BANK RECONCILIATION MENU .................................................................................................. 173
47.11 BANK MAINTENANCE ............................................................................................................ 174
47.13 ACH ROUTING MAINTENANCE ............................................................................................ 180
47.14 ACH ACCOUNT MAINTENANCE ........................................................................................... 182
47.21 ENTRY / MAINTENANCE ....................................................................................................... 190
47.22 SELECT TRANSACTIONS TO CLEAR .................................................................................. 194
47.23 CLEAR OUTSTANDING TRANSACTIONS ............................................................................ 199
47.24 EXPORT CHECKS FOR A BANK ........................................................................................... 201
47.25 AUDIT/EXPORT ACH TRANSACTIONS ................................................................................ 204
47.31 TRANSACTION LISTING ........................................................................................................ 208
47.33 RECONCILIATION REPORT .................................................................................................. 213
47.35 ACH ACCOUNT LISTING ....................................................................................................... 216
47.42 RE-POST SYSTEM TRANSACTIONS .................................................................................... 219
47.43 PURGE RECONCILIATION DETAIL ....................................................................................... 222
47.UT UTILITIES MENU .................................................................................................................... 225
47.UT1 INITIALIZE FILES ................................................................................................................. 226
47.UT2 B/R OPTIONS ....................................................................................................................... 227
47.UT3 REORGANIZE FILES ........................................................................................................... 230
47.UT4 CLEAR TERMINAL LOCK FILE ........................................................................................... 231
UTILITIES
UT. UTILITIES MENU .......................................................................................................................... 232
UT.1 INITIALIZE FILES ..................................................................................................................... 233
UT.2 PURCHASING OPTIONS ......................................................................................................... 234
UT.3 REORGANIZE FILES ............................................................................................................... 238
UT.4 PURCHASE ORDER TYPE ...................................................................................................... 239
UT.5 TERMS CODE MAINTENANCE ............................................................................................... 242
UT.6 COMPANY NAME & G/L CONTROL ACCTS .......................................................................... 245
UT.7 BANK MAINTENANCE ............................................................................................................. 247
UT.8 AUTO NUMBERS MAINTENANCE .......................................................................................... 250
UT.9 SHIP VIA MAINTENANCE ........................................................................................................ 252
UT.10 AUTHORIZATION NAME MAINTENANCE ............................................................................ 254
UT.11 BUYER NAME MAINTENANCE ............................................................................................. 256
UT.12 REQUESTOR NAME MAINTENANCE................................................................................... 258
UT.13 FOB LOCATION MAINTENANCE .......................................................................................... 260
UT.14 MISCELLANEOUS FLAG MAINTENANCE ............................................................................ 262
APPENDICES
APPENDIX I
STANDARD CONVENTIONS ................................................................................. 266
KEYBOARD ....................................................................................................................................... 266
STANDARD PROMPTS .................................................................................................................... 269
PRINTER OPTIONS .......................................................................................................................... 272
MENU HOPPING ............................................................................................................................... 273
APPENDIX II
BANK RECONCILIATION SETUP AND USE ......................................................... 275
APPENDIX III
IMPORTING CLEARED CHECK RECORDS FROM AN OUTSIDE BANK ........... 281
APPENDIX IV SUGGESTED PROCEDURES FOR PURCHASING ............................................... 287
APPENDIX V
MASS DATE MAINTENANCE UTILITY .................................................................. 290
APPENDIX VI
PAYMENT FOR AN EXPENSE INVOICE PRIOR TO G/L POSTING DATE ......... 292
APPENDIX VII EXPORT CHECK RECORD INFORMATION .......................................................... 295
APPENDIX VIII COMMENTS LINES ON CHECK STUBS ................................................................ 300
APPENDIX IX
PURCHASING PREPAID CONTRACTS ................................................................ 302
APPENDIX X
ACH (DIRECT DEPOSIT) ........................................................................................ 322
`
Introduction – Page i
Purchasing
PURCHASING MODULE OVERVIEW
The Purchasing Module comprises a complete set of programs designed for the processes necessary to
track purchases of product from time of order through invoice payment. It also contains Bank
Reconciliation programs to aide in the balancing of General Ledger to a Bank Statement.
Data entry programs are designed to give operators flexibility in how the module is used. One
organization may wish to incorporate the full features of the module by using purchase orders. This allows
the user to track each product as it is ordered, received, invoiced and paid. By using Inventory Item
Masters to create detail line items on a purchase order, the operator can update pertinent activity to
Inventory data files.
Another organization may wish to only use the Accounts Payable portion of the module by entering
invoices and then paying them. General Ledger account numbers or Inventory Item Masters may be used
in entering detail line items for invoices. Those detail line items entered using Inventory Item Masters will
update information to Inventory data files.
Invoice payment may be direct deposited to a Vendor account via an ACH file.
Options on the Bank Reconciliation Menu allow the user to pull bank related activity from other
accounting modules, flag records as having cleared the bank and generating a reconciliation report.
Reporting functions include:
Reports that an auditor may require for completion of an audit.
Daily audit / update reports of any invoices or checks entered.
Reports to verify outstanding invoices total to General Ledger control accounts.
Month end accrual report for products received but not invoiced.
Various reports for Accounts Payable invoices, Purchase Order detail, Vendor information and
check registers.
PURCHASING DATA FILES
Each of the Purchasing Utility Menu Options, where setup information is defined for the module, has its‟
own data file for storing that information. In addition to these data files the module also utilizes the
following data files.
VENDOR MASTER FILE
Information in this file is stored by:








Vendor Number
Status
Customer A/R number (if any)
Last name
First name
Middle Name
Address 1 and Address 2
City
Purchasing
Introduction – Page ii
 State
 Zip
Other screen prompts for PU11 are also stored in this file. There are two exceptions – Vendor contacts
and comments for each contact are stored in system files (System_contacts and System_Remarks).
MISCELLANEOUS VENDOR NAME AND ADDRESS
Each time the miscellaneous Vendor master is used and the predefined name / address maintained, the
changes are stored in this file.
 Master serial ID
 Name
 Address Line 1
 Address Line 2
 Address Line 3
PURCHASE ORDER MASTER
In PU21 answers to program prompts on screen one make up a purchase order master. Records are
stored by:
 Purchase Master Serial ID
 PO Type Number
 Branch Number
 Purchase Number
 Vendor
Other screen prompts are also kept in this record.
PURCHASE ORDER DETAIL PRODUCT
Detail records attached to each Purchase Order Master can be any one of four transaction types. Detail
lines created using an Inventory Product number are stored in this file.
 Detail file serial ID
 Serial ID‟s are also kept tying this record to the Purchase Order Master file, IV receipt file,
and invoice file.
 Record Type
 Detail sequence line number
 Vendor
 Status
 Branch number
 Product number
 G/L number on Item master
 Detail Description
Also information keyed in the Receiving / Invoicing Window is a part of each record.
PURCHASE ORDER DETAIL GENERAL LEDGER
Detail lines created using a General Ledger number are stored in this file.
 Serial ID‟s are also kept tying this record to the Purchase Order Master file and invoice file.
 Record Type
 Vendor
 Status
 G/L number
Purchasing
Introduction – Page iii
 Detail Description
PURCHASE ORDER DETAIL COMMENTS
Detail lines created as comments are stored in this file.
 Serial ID‟s are also kept tying this record to the Purchase Order Master, invoice file and cost
line file.
 Record type
 Vendor
 Status
 Comment Description
PURCHASE ORDER DETAIL ADDON
Detail lines created as cost add-on have records in two files. The first contains the total dollar amount of
add-on with serial ID‟s to the Purchase Order Master file, Product detail line and the second add-on file.
The second file contains:
 Serial ID‟s to the Purchase Order Master file, IV Receipt file invoice file.
 Record type
 Vendor
 Status
 Detail description
 Extended amount
PURHCASE ORDER RECURRING ORDER
A Recurring Order uses several files to track all of its‟ information. In addition to the normal information
contained in a Purchase Order Master and each detail line record, there are also a Recurring Order
Master and Recurring Order Detail.
The Master file contains:
 PO type number
 Recurring times
The Detail file contains:
 Invoice date
 Due date
 Discount date
 Released master serial ID
PU ACCOUNTS PAYABLE DETAIL INVOICE
To track the payables functionality of the Purchasing Module, the System uses several data files. One of
these files contains invoice information.
Purchasing
Introduction – Page iv
 Serial ID
 Record type
 Vendor
 Invoice date
 Last remaining affected date
 Remaining amount
 Back out date
PU ACCOUNTS PAYABLE DETAIL CHECK
The second AP function file contains check record detail.
 Serial ID
 Record type
 Vendor
 Check number
 Check date
 Check register ID
 Company Number
 Bank number
 Check G/L date
 Check amount
 Discount amount taken
 Back out date
PU ACCOUNTS PAYABLE DETAIL AFFECTS
To preserve the ability to print some point in time reports, the System keeps track of activity affecting any
given record. Each new activity must have an accounting date equal to or greater than the last activity.
Record information in this file includes:
 Detail affects serial ID
 Affect type
 Detail affected serial ID
 Affected date
 Dollars of affect
PU ACCOUNTS PAYABLE GENERAL LEDGER AFFECTS
Each activity that creates an entry that will affect General Ledger is stored in this file.
 Transaction type
 Transaction serial ID
 Posting date
 General Ledger number
 Date and time stamp
 G/L type
 Operator number
 Amount
 Quantity
Introduction – Page v
Purchasing
RECOMMENDED PROCEDURES
GETTING STARTED
Initially, this sequence of procedures should be followed to set up the Purchasing module:
Create all files required by the new Purchasing Module using program “UT-1. INITIALIZE ALL FILES.”
Define Purchasing Module settings in PUUT02. Note that this menu option sets the defaults for: the
System auto assigning numbers for new vendor masters, a vendor master to use as a
“miscellaneous” vendor and check writing options.
Purchase Order types are defined in PUUT04. Each PO Type defines what program prompts are
seen in PU21 entry.
Define Terms Codes in PUUT05. Terms codes are used to establish due dates as new invoices are
entered. They also define vendor discount policies. Once Terms Codes have been defined they are
assigned to corresponding vendors. However, it is not mandatory than a Terms Code is assigned to
each vendor master. Any invoice entered using a vendor master with no Terms Code assigned to it
will use the invoice date as the due date and will not auto calculate any invoice discount.
Utilities Menu option 6 contains the General Ledger control accounts. They are used as the credit
side of the entry for an invoice and the debit side for any check issued.
Define any banks to be used in UT-7. The bank General Ledger number in this menu option is used
for the credit entry side of any check issued.
To have the System auto assign a number to each new purchase order, set the Inventory branch to
YES for AUTO NUMBER P/O and set the starting number in PUUT-8.
For Purchase Order type entry, operators may include optional information that will print on the
purchase order. This information is predefined in each of the following menu options.
UT-9 SHIP VIA MAINTENANCE
UT-10 AUTHORIZATION NAME MAINTENANCE
UT-11 BUYER NAME MAINTENANCE
UT-12 REQUESTOR NAME MAINTENANCE
UT-13 FOB LOCATION MAINTENANCE
Operators will also want to add any Vendor Masters (PU11) to be used in the Entry program.
Several of the programs in the Purchasing Module provide for Security By Function. This allows the
organization to define by operator what functions they are allowed to perform in certain programs.
Menu options that provide for this feature include PU11 (VENDOR MASTER), PU21 (PURCHASING
ENTRY), PU23 (RECURRING PURCHASE RELEASE), PU25 (INVOICE SELECTION FOR
CHECKS), PU30 (AUDIT & UPDATE) and PU33.2 (UNINVOICED RECEIPTS). Setup for Security By
Function is done in System Maintenance.
The programs also check accounting dates on invoice detail lines and checks written to help the
operator avoid posting errors.
Detail lines entered using an Inventory Item number are verified against a receipt cut-off date in
IVUT02 and transaction cut-off date in IV14. Verification is made against the older date.
Accounting dates on invoices are checked against cut-off dates established in GL11 and
GLUT02.
Purchasing
Introduction – Page vi
Check dates are verified against the invoice Accounts Payable GL date (earliest date that a check
can be written for that invoice) and PUUT02.
Also, any subsequent activity to a record must be equal to or greater than the last action against
that record (E.G. back out a check).
Users may want to verify how they are presently using these other menu settings to see if any
changes need to be made to accommodate checks and balances in Purchasing.
To use DIRECT DEPOSIT for a vendor payment, Bank Reconciliation Utilities option 2 must be set
AUTO POST PURCHASING SYSTEM = YES and banking information for the vendor defined in
BR14.
DAILY ROUTINE
Simply stated daily activity consists of new record entry, invoice selection for check payment, check
writing and General Ledger update.
NEW DATA ENTRY. All entry is made through program PU21. Operators have the choice of entering a
Purchase order at the time an order is placed with a particular vendor. Later they can record the receipt of
those products. Finally the products may be invoiced to show they are ready for payment.
In lieu of the purchase order, operators may combine steps and record all activity as a payable invoice.
INVOICE SELECTION. As invoices come due, the operator will use PU25 to choose those invoices to
include for payment. A printed report may be reviewed and modifications made prior to checks being
printed.
CHECK WRITING. Once a final proposed check listing has been printed, PU26 is used to print checks for
those invoices.
GENERAL LEDGER UPDATE. All invoice activity in the Purchasing Module is available for check
selection and check writing without printing any type of audit or updating General Ledger. At some point
during the day or week, the operator will want to complete PU30 and PU45 to send any General Ledger
transactions to the General Ledger data files to keep them current.
MONTH END
If outstanding invoices in Purchasing have not been balanced back to General Ledger on a daily basis,
users will to do so at month end. Use PU31, PU32.1 or PU32.5 for this purpose. See those sections of
the manual for more detail in this matter.
Those organizations using purchase orders can make an accrual to General Ledger for any receipted
products that have not been invoiced. Use PU33.2 fro this purpose.
CALENDAR YEAR END
Calendar year end is the same as other month ends. The exception would be the possibility of any 1099
®
records that may need to be printed. Consult the AgTrax Calendar Year End packet for detailed
instructions.
FISCAL YEAR END
Complete all normal month end activities.
Print a copy of the Trial Balance Report (PU32.1) with detail for the auditor.
User‟s Guide – Page 1
Purchasing
USER„S GUIDE
Written with the operator in mind, this section of the User‟s Guide contains detailed instructions for each
Purchasing Module program.
When displayed on-screen, the Purchasing Module system appears as a menu. Various programs are
listed on this main menu. Each Purchasing program is identified by a program number.
To access a program, enter the number of the desired program. When the operator exists a program, the
System displays the main Purchasing menu.
For Standard Conventions (common keystrokes, prompts, printer use, cursor movement, etc.) used in
every program refer to Appendix I, STANDARD CONVENTIONS.
For an explanation of the menu-hopping feature used throughout the Purchasing Module, refer to
Appendix I, STANDARD CONVENTIONS – Menu Hopping.
User‟s Guide – Page 2
Purchasing
PURCHASING SYSTEM MENU
INSTRUCTIONS
This menu is used to select the desired PURCHASING MODULE program.
All Purchasing programs are accessed from the Purchasing Menu. This menu may be displayed by
®
choosing option 1 on the AgTrax Main Menu or using the HOP code of PU.
CHOICE
Enter a program number as displayed on the screen. Once an operator leaves a given Purchasing
program, the System will return to this menu.
®
Enter “E” to return to a higher AgTrax menu.
File Maintenance – Page 3
Purchasing
11. VENDOR MASTER
INSTRUCTIONS
The Vendor Master program is used to ADD (and later CHANGE) new suppliers to the Vendor Master
File.
Organizations may want to define one Vendor Master to use as a MISCELLANEOUS VENDOR. This will
allow for checks to be issued to those suppliers who are one-time or very infrequent providers of products
or services without having their own individual master record. A Vendor Master is added through PU11
then designated as the Miscellaneous Vendor in Utilities Option 2. During entry in PU21 the program will
stop in the vendor name and address field each time that Vendor Master number is used allowing the
operator to change name and address information to fit current needs.
Any prompt with an exclamation point indicates that a help window is available. Use the <HOME> key to
access the help window.
This program provides for security-by-function. Organizations may define by individual operator which
functions (ADD, CHANGE, DELETE or INQUIRY) they are authorized to perform.
FUNCTION (A/C/D/I/E)
Choose one of the following options.
A
C
D
=ADD
=CHANGE
=DELETE
I
=INQUIRY
Create a new vendor master record.
Modify an existing vendor master record.
Remove an existing record from the master file. If an existing record has
any detail associated with it, it can not deleted.
View existing records with no change capability.
Purchasing
VENDOR #
Enter a vendor master number for the new record. Vendor master numbers may be up to seven
characters in length. While this field is alphanumeric, we urge organizations to use numbers for
vendor masters. It will make the sorting on reports printed in vendor number order make more sense.
If a number is entered that is already in use the operator will receive a warning message to that
effect.
Operators may use the option of having the System assign vendor master numbers. This feature is
activated in PUUT02. When active, this field is by-passed and operators cannot over-ride a System
assigned number. The System will start with a number predefined by the operator. Then will go in
numeric sequence as each new vendor master is added. If a number already exits, that number will
be skipped and the next available one used.
ACTIVE(A/I)
Only active vendor masters may be used in generating new records or maintaining existing ones. To
cease using a vendor master without deleting all history associated with it and the vendor master,
change the ACTIVE flag to NO.
This field is accessible only in CHANGE mode.
NAME
At the prompt for vendor name, the following widow will display.
LAST / COMPANY NAME: ONTJES VENDING COMPANY
FIRST NAME ........:
MIDDLE NAME .......:
For a company name, enter the complete name on line 1. This is the way the name will redisplay and
print on any reports or checks.
For individual names, they may be entered the same as company names or entered in the
corresponding field of the name. How a name redisplays and prints on reports is determined by
PUUT02. In PUUT02, operators define the format to be used for reports. It can be printed as LAST,
FIRST MIDDLE or the same as checks (FIRST MIDDLE LAST). Depending upon which preference is
selected the name will redisplay that way.
Operators should note that on reports printed in name sort order, the first method of name entry
would place John T Brown in the J section of a report. The second method will place it in the B
section of a report. With PUUT02 set to LAST, FIRST MIDDLE the name will print as Brown, John T.
Otherwise it will print as John T. Brown.
CUSTOMER #
If this specific vendor is also a customer (within A/R program 11. CUSTOMER MASTER) enter that
customer number in this field. The customer‟s address is retrieved from the Accounts Receivable
Module and displayed in the appropriate fields.
Purchasing
ADDRESS 1
ADDRESS 2
CITY
Enter the vendor mailing address. Up to 30 characters are available for each line of address and city.
®
AgTrax is suggesting that ADDRESS 1 be used for IN CARE OF information or those addresses that
will not fit on ADDRESS 2.
STATE
Key the two character U.S. Postal state mailing code.
ZIP + 4
Enter the vendor‟s zip code. Include the dash when entering zip + 4.
PHONE
FAX
Enter the vendor‟s main telephone number with extension and fax number. Key these as a
continuous string of numbers. The System will insert brackets or dashes as needed. These fields are
informational. They appear on the vendor master report. The telephone number can be set to print on
purchase orders.
CREDIT LIMIT
Key the CREDIT LIMIT that this vendor has your organization. The value can be up to 10 digits in
length, including two decimal places. If the value is not known, leave this field blank. This field is
informational only.
CONTACTS
Multiple contacts for a vendor may be stored on the vendor master. At this prompt a window displays
for adding those additional contacts and their information. A sample window appears below.
Purchasing
In the example above, John Smith has been added as an additional contact. By using <LEFT
ARROW> or <RIGHT ARROW> the columns will rotate between PHONE NUMBER, EXTENSION,
TITLE, MOBILE NUMBER, and E-MAIL.
A remarks window is also available for each contact. To view any remarks that may have been
entered for a contact, select the sequence number of that contact.
If there are more than one page of contacts, use <PAGE DOWN> or <PAGE UP> to go from screen
to screen.
To add a new contact, use the <INSERT> key. The following window will display.
Purchasing
CONTACT – Enter this contact‟s name.
TITLE – Key the employee‟s title or position in the company.
PHONE – Enter telephone number including extension.
MOBILE – If they have a cell phone number, enter it.
EMAIL – Enter the contacts email address.
REMARKS – A free form text window is available to record up to ten lines of information.
Within the REMARKS window, standard word processing commands are used.
<INS> - At the cursor location any character(s) typed will be added to existing text.
<DEL> - Removes a character at the cursor position each the key is touched.
<TAB> - Moved the cursor forward 7 positions.
ARROW – Will move the cursor one position in the direction of the arrow key depressed.
<BACKSPACE> - Moves the cursor left one position.
<SEL> - Moves the cursor down to SCREEN OK.
SCREEN OK- YES accepts the screen as displayed and returns to the contact screen.
NO allows the operator to maintain screen contents.
Contacts and their remarks can be included on the Vendor Master Report.
MAIN CONTACT
Enter the main contact for this vendor. Up to 15 characters may be keyed. If a main contact has been
added with other contacts, their information may be retrieved from that list by using the <HOME> key.
PHONE
Key the telephone number for this contact as a continuous string of numbers.
1099 TYPE
If all or part of the activity for this vendor is to be reported on a 1099 form at the end of the calendar
year, enter the form type. Otherwise, leave this prompt blank.
Purchasing
This field setting will be used during PU21 entry as a default for an invoice header. Individual detail
lines may be flagged differently as needs require. Valid 1099 TYPES are;
A - ATRN ( Attorney )
B - BART ( Barter / broker )
D - DIV ( Dividend )
I - INT ( Interest )
M - MISC ( Miscellaneous )
P - PATR ( Patronage )
Operators may also choose “X” for exempt. As with 1099 TYPES this setting is used a default for the
invoice header. Individual detail lines may be flagged differently as needed.
TAX ID/SSN
Enter the vendor Federal ID number or Social Security Number. This is informational only unless the
vendor is flagged for a 1099 TYPE. In that case, the number is required for the 1099 form.
1099 NAME
When a vendor is to be issued a 1099 form and the vendor name does not match the name
associated with the TAX ID / SSN number, enter the name that does belong with the Tax ID number.
Otherwise leave this field blank. Up to 30 characters may be entered for a 1099 Name.
OUR ACCOUNT#
Key the local organizations account number with this vendor. Up to 16 digits may be entered. This
information is available for printing on checks.
WEB ADDRESS
Enter the vendor‟s internet web address if there is one.
MISC. FLAGS
At this prompt the miscellaneous field window displays on the screen. Maintain any predefined fields
that are applicable to this vendor.
Purchasing
REMARKS
Notes for this vendor can be saved in the remarks window. (For example- Orders must be placed by
5pm on Tues. for Fri. delivery.) These notes are in addition to and separate from notes for contact
remarks.
The REMARKS window is a free form text window where operators may record up to ten lines of
information.
Within the REMARKS window, standard word processing commands are used.
<INS> - At the cursor location any character(s) typed will be added to existing text.
<DEL> - Removes a character at the cursor position each the key is touched.
<TAB> - Moved the cursor forward 7 positions.
ARROW – Will move the cursor one position in the direction of the arrow key depressed.
<BACKSPACE> - Moves the cursor left one position.
<SEL> - Moves the cursor down to SCREEN OK.
SCREEN OK- YES accepts the screen as displayed and returns to the contact screen.
NO allows the operator to maintain screen contents.
Remarks for the Vendor Master can be included on the Vendor Master Report.
Purchasing
HOLD PAYMENT
As the Purchasing Module is being used, operators may decide to hold payments to a specific
vendor. For example, until a quality issue is resolved. At that time, change HOLD PAYMENT to YES.
The System will not issue any checks to this particular vendor until HOLD PAYMENT has been
changed back to NO.
ALWAYS TAKE DISCOUNTS
Enter YES if any early payment discounts are to be subtracted from the payment total to this vendor
even if the final discount date has passed for an invoice. In such situations the operator will receive a
message in the check writing program (PU26) informing them that there are discount due dates less
than the check date. Even though the operator may choose <I> to IGNORE those discounts, the
System will honor this prompt setting and take those discounts for this vendor.
EMPLOYEE #
If this vendor is also an employee of the local organization, enter the payroll number used for the
employee. The employee number may be up to 4 digits in length.
NOTE - The defined defaults for Company number and Bank number in Purchasing Utilities menu option
2 are used when adding a new vendor. If those prompts are zero the system will use the smallest
Company number and Bank number on file.
COMPANY #
Enter a company number for the current vendor or touch <ENTER> for the System default of the
smallest company number on file. This is used as a default in PU21 entry. The default may be overridden at that time. Company numbers were previously defined in PUUT06.
BANK #
Key a bank number for the current vendor or touch <ENTER> for the System default of the smallest
bank number on file for the COMPANY selected. This is used as a default in PU21 entry. The default
may be over-ridden at that time. Bank numbers were previously defined in PUUT07.
Purchasing
A/P #
Accounts Payable General Ledger liability numbers were matched to a valid company number in
PUUT06. Enter the corresponding liability number that goes with the current vendor. PU21 will use
this number as a default which may be over-ridden as needed. For each invoice entered the system
will use this A/P number as the credit side of the General Ledger posting. Later during check printing
it will be used as the debit entry to General Ledger.
The System can track up to 15 different A/P General Ledger numbers.
TERMS CODE
Enter a payment terms code or touch <ENTER> for the System default of zero. This Terms Code will
be used as a default in PU21 entry of invoices for this vendor. The System uses this Terms Code to
calculate a due date and any discounts, where applicable. If the Terms Code is set to zero, then the
due date becomes the same date as the invoice date and no discounts are calculated.
Terms Codes were previously defined in PUUT05 (TERMS CODE MAINTENANCE).
HOLDBACK %
Key HOLDBACK % or touch <ENTER> for a default of “blank”. The field will hold up to four digits
including decimal places. A holdback percentage of twenty percent would be entered as 20.00. To
remove a holdback % key the number zero.
Whenever an invoice is recorded for this vendor through PU21, the System will reduce or holdback
any payment by this percentage during check writing. In order to generate a check for the holdback
amount, the operator must first release it through PU41.
CK TO VENDOR
Enter a CHECK TO VENDOR number or touch <ENTER> to default this field to VENDOR #.
This field is used in check writing (PU26) to determine where the check should be sent. In most
cases, a check is sent to the same address as is located at the top of the vendor master screen.
In other situations, an organization may be doing business with a branch store and checks are to be
mailed to the main office. By setting the main office up as a separate vendor master and entering that
vendor number here, the System will use that mailing address for any check issued to this particular
vendor.
CK MINIMUM
Enter a minimum check amount or touch <ENTER> to accept the System default of “blank”. Up to 7
seven digits including two decimal places may be entered. During check writing, the System will not
issue a check to this vendor for any amount less than the indicated CHCEK MINIMUM.
To remove a minimum check amount, key zero to “blank” the field.
GRACE DAYS
Touch <ENTER> for a default of “blank” or key a number of grace days for this vendor. A number
between 1 – 99 may be entered. During check writing, the GRACE DAYS will be added to the invoice
DISCOUNT DATE and the discount will be taken if the payment falls within this period even if the
DISCOUNT DATE has passed.
Purchasing
REMITTANCE SHEET
In varying situations, operators may or may not want to print invoices being paid on the check stub.
When REMITTANCE SHEET is set to YES then none of the invoice information prints on the check
stub. It prints only on a check detail report (remittance sheet).
This field setting is secondary to the System setting in PUUT02. PRINT CHECK DETAIL REPORT
must be set to REMIT before the System will read this field.
Purchasing
12. PREPAID CONTRACT MAINTENANCE
INSTRUCTIONS
This program is used to add or maintain all vendor prepaid contracts. Any deposits or product receipts
against a contract are made through PU21.
Note that quantity and price fields used in defining a Product specific contract type are not checked when
making applications to a contract.
For a detailed discussion of contract setup and use, see Appendix IX.
FUNCTION? (A/C/D/I/T/O/R/E)
The different functions available in the program are:
A = ADD
C =CHANGE
D = DELETE
I = INQUIRY
T =TRANSFER
O = OPEN
Set up a new contract.
Prior to any transactions on a contract most all fields are maintainable.
After any sort of application only Their Contract, Contract Date, Quantity,
Price, Extended Amount and Deposit Price fields are maintainable.
Any contract with NO transactions may be deleted.
View a contract master with no maintenance capabilities.
Used to move prepaid dollars from one contract to another for the same
vendor. Transfer amounts may not exceed the remaining balance.
Allows the operator to reopen a contract. The System automatically
closes a contract when the remaining balance goes to zero.
Purchasing
R = RECALCULATE
E = END
Reads all purchase order detail lines whose status is Ordered or
Received verifying that ON ORDER is correct. If not, the System
recalculates ON ORDER and MEMO BALANCE.
Cancel this program and return to the previous menu with no action
taken.
VENDOR
Enter an existing vendor number that is to be associated with the new prepaid contract.
CONTRACT DESCRIPTION
Enter up to thirty characters to describe this contract. Entry is optional. However we would suggest
this field or the following be used so the contract can be identified in a lookup.
Description may be maintained in change mode by using the <LEFT ARROW> key to access the
field.
THEIR CONTRACT
Operators may use the vendors contract number as reference information. This field is 20 characters
long. It may be maintained in change mode.
A contract lookup window is available for either of the two previous prompts. The only difference in
the display depends upon which prompt calls the window. When it is called from CONTRACT
DESCRIPTION, that column displays to the left of THEIR CONTRACT #. When the window is called
from THEIR CONTRACT #, the two columns of information are reversed.
By using the <FORWARD ARROW> or <BACKWARD ARROW> the operator can rotate the screen
to display Contract Type / Product – Group Description or Contract balances. The screen defaults to
a display of only open contracts. Use the <SELECT> key to show closed contracts.
CONTRACT DATE
Enter a calendar date for this contract. This date may be maintained in change mode. Operators will
want to make sure that any date entered is at least as old as any activity to be posted to the contract.
Purchasing
Otherwise, the Prepaid Contract Report may not print accurate information when run as a point in
time report.
STATUS
This prompt is by-passed in ADD mode. The System defaults new contracts to OPEN. When a
remaining Balance goes to zero the System will close the contract. If for any reason the operator
needs to re-open a contract use Function “O”.
CLOSED DATE
A date is entered by the System during the close process.
CONTRACT TYPE
Choose from one of the three available options. Once a contract has any detail attached to it, the
contract type may not be changed.
PRODUCT – Refers to a specific Inventory product number. Any detail line items on purchase orders
must be for the same product in order to make application to the contract. The match for product is
organization wide, not by a certain Inventory branch number. Enter “P” to choose PRODUCT.
GROUP – Refers to particular Inventory products having the same major group number. Any detail
line items on purchase orders for products having the group number may be applied to the contract.
Enter “G” to choose GROUP.
GENERIC – Refers to a catch all type contract. Any detail line item on a purchase order can be
applied to the contract. Choose “E” for GENERIC.
PRODUCT NUMBER
Enter the Inventory product number for the current contract. This prompt is by-passed for Group or
Generic contract types. Once a contract has any detail attached to it the product number may not be
maintained.
GROUP NUMBER
Key the Inventory major group number to associate with the current contract. A group number may
not be changed once detail is attached to a contract. This prompt is by-passed for Product or Generic
contract types.
QUANTITY
Enter the BUYING Unit Of Measure quantity for this contract. If fertilizer is purchased by the ton and
fifty tons were booked, enter 50.00. Quantity may be maintained in CHANGE mode. This prompt is
accessible for only Product contract types.
PRICE
Key the BUYING Unit Of Measure purchase price. Price may be maintained in CHANGE mode. This
prompt is accessible for only Product contract types.
EXTENDED AMOUNT
For Product contract types the System calculates an extended amount. If an operator keys over a
calculated amount the System will recalculate PRICE to keep the formula (QUANTITY X PRICE =
Purchasing
EXTENDED AMOUNT) in balance. Enter a total dollar amount for either Group or Generic contract
types. Extended Amounts can be maintained in CHANGE mode for those contract types.
DEPOSIT PRICE
For Product specific contract types enter the BUYING Unit Of Measure deposit amount, if there is
one. This unit price will be used to multiply the units invoiced. The resulting answer is added to
APPLIED dollars thereby decreasing the contract BALANCE. When the status of a detail line item
goes from ORDERED to RECEIVED, the units received are multiplied by any deposit price. The
resulting answer is added to ON ORDER thereby decreasing the MEMO BALANCE.
PREPAID G/L NUMBER
The System will default this field to the PREPAID ASSET number on the Inventory Group Master for
Product or Group contract types. For Generic contract types, the system reads the Purchasing
Options screen. If a valid General Ledger number can not be found one must be entered before the
contract can be accepted. The operator can over-ride the default by keying an alternate General
Ledger number. Once detail has been attached to a contract, the General Ledger can not be
maintained.
Each of the following fields is maintained by the System and is not accessible.
PREPAID – Reflects the total deposit dollars applied to a contract.
TRANSFER – Contains the dollar amounts transferred to / from a contract. Transfer to a contract will
display as positive whereas transfers from a contract will display as negative.
APPLIED – Invoice line items that have been applied to the contract.
BALANCE- Net amount of PREPAID minus / plus TRANSFER minus APPLIED.
ON ORDER – Invoice line items that have been applied to a contract with a status of Ordered or
Received. When a line item status changes to INVOICED the dollar amount moves from ON ORDER to
APPLIED.
MEMO BALANCE – Net amount of BALANCE minus ON ORDER.
Daily Activity – Page 17
Purchasing
21. PURCHASING ENTRY
INSTRUCTIONS
Purchasing Entry is the program used to enter all data in the PURCHASING MODULE. Operators choose
an Order Type previously defined in PUUT04. The Order Type determines what information will be
entered and program prompts to be displayed for use. On the Order Type Users specify: 1) General
Ledger account number, Inventory Item number or a combination will be entered. 2) Quick checks will be
allowed during entry. 3) Entry will be invoice only or purchase order. 4) Recurring invoices are allowed.
functions (ADD, CHANGE, DELETE or INQUIRY) they are authorized to perform. For purchase order
entry security can also be set to restrict who may RECEIVE and / or INVOICE detail lines.
FUNCTION? (A/C/D/I/E/S)
Choose one of the following available functions.
A
C
D
=ADD
=CHANGE
=DELETE
I
S
=INQUIRY
=SAVE
Create a new record.
Modify an existing record.
Remove an existing record. One an order has been received or invoiced
it can not be deleted.
View existing records with no change capabilities.
Will save whatever ORDER TYPE and BRANCH are displayed at the top
of the screen as program defaults.
Due to the number of different variables, functions are covered individually.
Purchasing
ADD MODE (INVOICING ONLY)
SCREEN ONE
ADD MODE is used to create new records in the System. Once a record has been accepted CHANGE or
DELETE MODE in this menu option or PU41 are used to maintain it.
For orders to the Miscellaneous Vendor, the preferred Order Type will be quick check. If that is not used
the check will be printed through PU41.
As one invoice is accepted, the program returns to screen one. Vendor information, invoice number and
invoice dates are defaulted to the previous entry. The cursor stops in the vendor number field. Touch
<ENTER> to use screen defaults or key an alternate vendor number to start over for any program prompt.
ORDER TYPE
Select an Order Type predefined for invoice entry only.
BRANCH
Even though the current entry is to be invoice only, the System still ties all records to an Order
Number. Enter the Inventory branch number to be used for numbering Orders. Once a record has
been added to the System, an operator can access it by using the invoice number associated with the
order number.
VENDOR
Key the vendor number of the vendor who sent the invoice.
ORDER #
When auto numbering is in use this prompt is by-passed and the System assigns a purchase order
number to the new record. In situations where auto numbering is not used, key a purchase order
number for this record. Up to eight digits mat be entered.
Purchasing
NAME / ADDRESS
Any name and/or address information associated with the vendor number are pulled from the Vendor
Master file.
For the Miscellaneous Vendor enter the alternate Name and address at this point.
INVOICE #
Key the document number of the invoice to be entered. Invoice numbers may be up to 20 characters
in length. The System will auto assign an invoice number if none is entered. The System assigned
number will be YEAR/MONTH/DAY. In the above example this would translate to 20041225.
AMOUNT
Key the invoice total amount. This information is used as a proofing amount to the total of detail lines
keyed on screen two.
INVOICE DATE
Enter the calendar date of the invoice.
G/L DATE
The General Ledger posting date defaults to Invoice Date or Today‟s Date depending upon the
setting in PUUT02.
The System does 2 checks to validate available posting dates. 1) It looks at the General Ledger ID
Center master (GL111) CUTOFF DATE. This day plus 1 becomes the oldest posting date allowed. If
this prompt is blank then the lat day of the previous fiscal year plus 1 becomes the oldest posting date
allowed. 2) General Ledger Options (GLUT02) is checked. The prompt setting for POSTING DAYS
ALLOWED becomes the newest date forward from the current calendar date that can be used.
DUE DATE
The date that the invoice is due for payment is determined by the terms code assigned to the Vendor
Master. If a terms code is not defined for this Vendor Master then today‟s calendar date is used.
DISCOUNT DATE
If this vendor offers discounts for early payment and those terms are defined on the terms code
master associated with the current vendor, this field will be defaulted to the last payment date that a
discount may be taken. Otherwise a date may be entered or the field left blank for no discount.
DISCOUNT %
The percentage of available discount defined on the terms code master is displayed. Actual discounts
are calculated or entered detail line by detail line on screen two.
HOLDBACK %
Any holdback percentage that is in place on the Vendor Master is displayed. This percentage is used
to calculate a holdback detail line by detail line.
The holdback amount must be maintained to zero in PU41 before that portion of an invoice may be
paid.
Purchasing
COMPANY #
Company number is defaulted from the Vendor Master company setting. Enter to accept the default
or key an alternate company number.
BANK #
Bank number is defaulted from the Vendor Master. Enter to accept the default or key an alternate
bank number.
A/P G/L #
A General Ledger Liability account number is defaulted from the Vendor Master. Enter to accept the
default or key an alternate G/L number. The System can track up to 15 G/L numbers for Accounts
Payable Liability.
1099 CODE
Enter a 1099 code if this invoice is to be reported at calendar year end for taxable purposes. Entering
a code for this prompt flags all detail lines to be included. Individual detail lines may be flagged on
screen two.
Valid 1099 codes are:
A
B
D
I
M
P
X
-
ATRN
BART
DIV
INT
MISC
PATR
Exempt
(
(
(
(
(
(
(
Attorney )
Barter / broker )
Dividend )
Interest )
Miscellaneous )
Patronage )
A 1099 Type is not valid for this particular invoice )
Purchasing
ADD MODE (INVOICING ONLY)
SCREEN TWO
All detail line items are added to an invoice on screen two.
To add a new detail line, choose the transaction type and answer all other prompts on that line. The
cursor will move down the screen to automatically start a new line as each line is completed.
Use the <LEFT ARROW> or <RIGHT ARROW> keys to move up and down the screen between lines.
To insert a new line between existing lines, position the cursor on the detail line that will be below the new
line to be inserted. Touch <INSERT>. A new line will be opened above the line where the cursor was
positioned.
Individual detail lines may be maintained by positioning the cursor as the front of the line and <ENTER>.
The Delete key will remove a detail line while in the add mode.
When the Order Type is defined for General Ledger entry only, each new detail line will default to the
General Ledger account number of the previous line.
T!
Depending upon the Order Type definition, operators may enter only General Ledger numbers, only
Inventory item numbers or a combination of the two. In the example above, line one shows entry
using an Inventory item number and line two entry by General Ledger number. Both will affect
General Ledger the same way but only line one will have any affect on Inventory data files.
Valid Transaction types are:
C
= COMMENT
G
P
A
S
= GENERAL LEDGER
= PRODUCT
= COST ADD ON
= STATUS PROMPT
Up to 50 characters may be entered as a comment line. This will
print on the purchase order form and some reports.
Use General Ledger entry for the current line.
Use an Inventory Item master number for the current line.
Create a cost add on for other detail lines.
Skip to the STATUS prompt.
Purchasing
<END>= SELECT KEY
E
= PREPAID CONTRACT
For line items that were previously entered and their status is
either received or invoiced, the operator can view the
RECEIVING / INVOICE INFORMATION WINDOW.
Allows the operator to make a deposit on a prepaid Vendor
contract.
NOTE – If the order type is defined to use only General Ledger Account numbers or Inventory Item
numbers, the opposite type will not display or be available. The same is true of Prepaid Deposits. If
the Order Type is set to NO “E” will not display or be available.
NOTE – When entering a comment transaction type, the operator may be prompted to PRINT ON
CHECK STUB. The default for this prompt is defined in PUUT04. If PUUT04 is set to NEVER display
this prompt the operator will not see it. See Appendix VIII for a discussion on setup and use of this
feature.
BR!
Branch number defaults to BRANCH entered on screen one. This prompt is by-passed for General
Ledger entry. For item entry operators may key an alternate Inventory branch number.
PRODUCT NUMBER
Key the Inventory Product number of the item that was purchased. This prompt is by-passed when
making General Ledger entries. Where UPC codes are in use, the operator may use a bar code
scanner to enter the Product Number or hand key the UPC code.
DESCRIPTIION
The Inventory Product or General Ledger number descriptions are used to default this field.
Operators may key alternate text to describe this detail line. The field may be accessed using the
<LEFT ARROW> key.
The check print routine will print an alternate description of a purchase order G/L detail line, if the
General Ledger account is used only once on the check. Information from a purchase order is
combined by General Ledger Code when invoicing and later updating to General Ledger. In this case,
the detail line is a G/L entry and the General Ledger account number is not used by any other detail
lines. A variable in the check format file (GL_DESC) needs to be set to YES in order for the alternate
description to print.
G/L NUMBER
Enter a General Ledger number. Inventory Item entry will pull the COS General Ledger number from
the item master. If that number is missing or invalid, the program will display a warning message. The
operator may not continue until this number has been validated.
QUANTITY
Key the quantity for this detail line. Inventory Product entry requires a quantity not equal to zero.
General Ledger account entry may be zero.
ESTIMATED COST
Enter a purchase price per unit. This prompt is skipped when General Ledger number entry is used. If
there is a BUYING COST on the Inventory Item master that will be used as a default unit cost.
Purchasing
EXTENDED AMOUNT
Quantity times Estimated Cost equals Extended Amount. If Quantity or Estimated Cost were left at
zero, the operator must key extended amount. When the extended amount calculated by the system
is over-written, the System will re-calculate unit cost and replace it.
STATUS
For Invoice entry the Status will always default to INVOICED while in ADD MODE. This is the
equivalent of saying that the detail line is complete.
APPLICATION WINDOW
At the end of each detail line, the operator will see an application window. (For invoice entry only, the
Order Type may be set to not display this window. However this will prevent any maintenance to a detail
line that may be different than the Order Header screen one.)
**NOTE – Operators can use one of two methods to enter invoices. Since the System operates from the
perspective of an Order, Invoices could be entered on a one to one basis (one order for each invoice). Or
by using the application window, the operator could start one Order then by individual line item tie them to
different invoices (one order for multiple invoices).
RECEIVING
For Inventory Product entry any fields in the window may be maintained for Receiving or Invoicing.
If the status of a detail line is changed from Receipted to Invoiced, split to two lines and the unit cost
changed all in the same step; the system creates two receipt IDs in this scenario.
Purchasing
A receipted detail line item that is cancelled will back out the original receipt in Inventory provided no
portion of the receipt has been transferred. Sales or adjustments allocated against the receipt will be
removed from the original receipt; the receipt record cancelled and allocated records moved to another
receipt. If another receipt does not exist the next positive entry to Inventory will be used. Where a transfer
involving all or a portion of a receipt has been made and the detail line status in PU21 is changed to
cancelled; the system will use oldest open receipt.
Anytime that information is entered in the RECEIVING portion of the RECEIVING & INVOICING
WINDOW for a LOT based item, the operator will be prompted for an Available Date.
LOT NUMBER
EXPIRATION DATE
AVAILABLE DATE
If this Inventory Item Master is set up as a COSTING METHOD of LOT, a lot number and expiration
date must be entered before the operator can proceed. A Lot number may be up to 30 characters in
length.
These prompts are by-passed if the item is not a LOT based item.
EXPIRATION DATE – Key the expiration date of this LOT or touch <ENTER> to leave the prompt
blank.
AVAILABLE DATE - The operator may enter through the field and the System will fill the prompt with
the Invoice Date from screen 1.
DATE - Since Receipt Date is after the prompt for Available Date, if Receipt Date is any date other
than the Invoice Date, the System will change Available Date to match Receipt Date. Should the
operator decide that Available Date needs to be different that Receipt Date; they may <LEFT
ARROW> to that field to enter an alternate date. Any date entered must be equal to or greater than
Receipt Date and Less than or equal to Expiration Date. Any date entered outside that range will
result in an error message.
REFERENCE
Up to 20 characters may be entered as reference information. This could be a TDR number or
packing slip number.
DATE
Key a calendar date that product was received. The System will default to the invoice date used on
screen one.
NOTE – Where an IV CUTOFF DATE has been defined in IV14 or IVUT02, the date entered must be
greater than the cutoff date.
QUANTITY
Enter the quantity of this product that was received. The quantity ordered is used as a default.
If a quantity smaller than that ordered is entered, the System will split the detail line and make a new
one for the remaining amount. This new detail line can be received at a later date or CANCELLED if
no more product is to be received.
If the quantity received is greater than the ordered amount, the detail line will be recalculated to
match the received amounts.
Purchasing
If the quantity entered is negative (Return of product) and the product is a LOT based product, the
LOT number entered must already exist. If that LOT does not exist the system will return an error
message. Returns against a valid LOT number will have the same expiration date in Purchasing as
the original LOT receipt.
COST
Unit cost is pulled from the detail line EST. COST. Enter a corrected cost if that is not right.
EXTENDED AMOUNT
QUANTITY times COST equals extended dollar amount. If the System calculated amount is changed,
COST will be adjusted to keep the formula in balance.
AVAILABLE
LAST COST
These fields are display only. The quantity ON HAND and BUYING COST are pulled from the
Inventory item master.
INVOICING
On General Ledger detail lines only Invoicing fields may be maintained.
**NOTE – Operators may have the same invoice number attached to several detail lines on the same
purchase order or even detail lines on several purchase orders. If this situation happens prior to PU30
being updated, the operator will get a screen question asking if these detail records are to be combined
into one invoice. A “YES” response will combine all those records into one invoice. A “NO” response will
create invoices for each detail line with the same invoice number. Where the same invoice number is
used after a PU30 update, the System will generate separate invoices with same number.
VENDOR #
Vendor number is defaulted to the same Vendor Master used on screen one. It may be changed.
INVOICE #
Invoice number will also default to the same one used on screen one. Touch <ENTER> to accept that
number or key an alternate number. Invoice numbers may be up to 20 characters in length.
QUANTITY
AMOUNT
Detail lines created using Inventory Items will by-pass these prompts. If for some reason the invoiced
information does not match what was received, CANCEL the original detail and key a new one.
Detail lines created using a General Ledger number will by-pass quantity but dollar amount may be
maintained.
INVOICE DATE
This date prompt defaults to the same date used on screen one.
Purchasing
A/P G/L DATE
G/L DATE
These default to the G/L Date entered on screen one. For any product detail line, G/L Date is
skipped. If A/P G/L Date is maintained then the G/L Date prompt will change to that new date.
On any detail line created using a General Ledger number G/L Date can be maintained, provided
there is a PREPAID G/L EXPENSE NUMBER in PUUT02. The A/P G/L Date then becomes the
earliest date that a check can be issued for the invoice. Accounts Payable Liability and Bank GL
numbers are affected in General Ledger. G/L Date becomes the calendar date that expense is
updated to General Ledger with an offsetting entry to Account Payable Liability.
DUE DATE
This date also defaults to the same date used on screen one.
DISCOUNT DATE
If this vendor offers discounts for early payment and those terms are defined on the terms code, this
field will be defaulted to the last payment date that a discount may be taken. Otherwise a date may be
entered or the field left blank for no discount.
DISCOUNT AMT
A discount amount is calculated based upon the TERMS CODE associated with the Vendor master. If
the associated TERMS CODE is not defined to calculate a discount, one may be manually entered.
This prompt is by-passed when the DISCOUNT DATE is blank.
**NOTE – If there is a Discount G/L number on the Terms Code master used for this vendor any
discount amount will update to that G/L number. If that field is blank, the discount will update to the
same General Ledger and/or Inventory Item used to create the detail line.
HOLD BACK AMT
Operators may make partial payments on invoices by keying a Hold Back Amount. This dollar figure
will be deducted from the invoice total at payment time. It will not be paid until the Hold Back is
released (changed to zero) in PU41.
PREPAID CONTRACT
If this vendor has a prepaid contract and all or a portion of it is to be used as payment for this invoice
enter that contract number. Those contracts having a deposit amount per unit will reduce the total
invoice due by the deposit unit amount times the number of units received. The balance of the invoice
will be open and owing.
MISC INFO
Data in the Miscellaneous Information window defaults to the Order Header settings. Any fields may
be modified to meet current needs.
Purchasing
OK TO ADD?
After completing all detail lines, answer YES to add the new record to the System.
PRINT P/O
For invoice only entry this prompt can be kept from displaying by setting the PRINT FORMAT number
in PUUT04 to zero. If an operator wants a printed copy of the purchase order associated with the
invoice, it may be printed now or later through PU22. Records do not have to be printed in order to
selected for payment.
Purchasing
ADD MODE (QUICK CHECK)
SCREEN ONE AND TWO
For Order Types used for check printing, screen prompts are the same as Invoice Entry only. The
difference the operator will notice is that after accepting the Invoice portion of the entry, the System will
load the check print program.
For orders to the Miscellaneous Vendor Key the alternate Name and Address at those prompts.
Purchasing
ADD MODE (QUICK CHECK)
CHECK PRINTING
ORDER OF PRINT
This prompt defaults to the setting in PUUT02. Since this is a single quick check the setting is not
going to make any difference.
LOAD CHECKS FOR BANK
A Bank Name displays that is associated with the Bank Number entered on Screen 1. This field is not
accessible. If the bank is incorrect, exit to PU41 and correct the invoice before going any future.
MANUAL CHECK
Available options are:
Y = YES
N = NO
A = AUTO DEP
R = REISSUE
A manual check has been issued. Update the invoice status with that
check number.
Print a check at this time.
Print a voucher and set the record type to be included in an ACH file.
This option is not used for a quick check original issue.
Normally the prompt defaults to NO. Where the vendor has an ACH account defined for this
accounting module (Bank Reconciliation <PU> relationship) it will default to AUTO DEPOSIT. If the
operator tries to change to AUTO when a bank ACH account is not defined a warning message will
display.
Message Window
NO DIRECT DEPOSIT ACCOUNTS FOUND FOR
THIS CUSTOMER. PLEASE SET UP THE BANK
ACCOUNT TO USE BEFORE USING THIS OPTION.
<ENTER>
Purchasing
Or if AUTO POST PURCHASING SYSTEM = NO in BRUT02 the following warning message
displays.
Message Window
THE AUTO UPDATE FLAG IN BANK RECON IS
SET TO NO. THIS FLAG MUST BE SET TO
YES TO USE THE DIRECT DEPOSIT FEATURE
<ENTER>
ROUTING ACCOUNT
The bank account designated as a default is used. If the vendor has more than one bank account
relationship for this accounting module an alternate account number may be entered.
STARTING NUMBER
Starting check number is pulled from the Bank Master defined in PUUT07. Touch <ENTER> to
accept this number or key an alternate check number. Where Auto Deposit is being used for the
transaction a voucher is printed in place of a check. The same screen is read (PUUT07) to get the
next voucher number.
CHECK DATE
The System will look at the setting in PUUT02. If the prompt under check writing for POSTING DAYS
ALLOWANCE is set to TODAY, then the current calendar date is used as a default. If the General
Ledger date on the invoice is less than today‟s date, the check date may be any date within the range
of General Ledger date and today‟s date. On the other hand, if the General Ledger date is today‟s
date, the check date must be today‟s date. If for some reason the General Ledger date is greater than
today‟s date, a check cannot be issued until the General Ledger date.
The alternate setting in PUUT02 for POSTING DAYS ALLOWANCE is a number from 1 – 99. This
allows the operator to go that many days ahead of today‟s calendar date as a valid check date.
SCREEN OK
Once the operator is satisfied with screen prompts, key YES to proceed.
Purchasing
CHECK PRINTING (SCREEN TWO)
PRINT CHECK(S)? (Y/N/A/E):
Y
N
A
E
=YES
=NO
=ALIGN
=EXIT
Print the check.
Change the check number before proceeding.
Print a test form alignment.
Cancel this program without printing any checks.
BEGINNING CHECK NUMBER
The beginning check number may be accessed by answering “NO” to the previous prompt or using
the <LEFT ARROW> key.
DID THE CHECK(S) PRINT OK
Answer “Yes” to complete the check print routine or “NO” to reprint the check.
When NO is the response the following reprint screen will display.
Purchasing
CHECK REPRINT SCREEN
REPRINT CHECK FROM
Key the check number that is to be reprinted.
STARTING CHECK NUMBER
Enter the number on the new check form to be issued or touch <ENTER> to accept the program
default.
Purchasing
ADD MODE (PURCHASE ORDER)
SCREEN ONE
Security by function is available in this program. Operators can be limited to only ordering, receiving or
invoicing.
ORDER TYPE
Select an Order Type predefined for purchase order entry.
BRANCH
Enter the Inventory branch number to be used for numbering Orders. The branch number will also be
used as default Inventory branch number for each detail line on screen 2.
VENDOR
NAME / ADDRESS
Master file.
Purchasing
SALES REP
Enter the name of the vendor sales representative that took the order. Up to 20 characters may be
entered. This is optional information that will print on a purchase order form.
ORDER DATE
Touch <ENTER> for today‟s date or key an alternate date.
ATTENTION
Enter the name of the organization employee, at the site where the product is to be shipped, that
should be notified upon its‟ arrival. If this is a special order an A/R customer enter their name. Up to
15 characters may be keyed. This is optional information that will print on a purchase order form.
REFERENCE
Any kind of reference information up to 15 characters can be entered. This is optional information that
will print on a purchase order form.
REQUESTOR
Enter a requestor number or <ENTER> to leave this field blank. This is optional information that will
print on a purchase order form. A requestor is the employee who ask the product(s) be ordered.
BUYER
Enter a buyer number or <ENTER> to leave this field blank. This is optional information that will print
on a purchase order form. A buyer is the employee assigned the task of placing orders with supply
vendors.
AUTHORIZER
Enter an authorizer number or <ENTER> to leave this field blank. This is optional information that will
print on a purchase order form. An authorizer is the employee assigned to approve all orders before
they are placed with the supply vendor.
SHIP VIA
Enter a ship via code or <ENTER> to leave this field blank. This is optional information that will print
on a purchase order form.
A/R CUSTOMER
If the product(s) on this purchase order are special order items for an Accounts Receivable customer,
enter their account number. This is optional information that will print on a purchase order form.
SHIP TO
When an A/R Customer number is keyed in the previous prompt, enter the number of the Ship To
where the product is to be delivered or <ENTER> to leave this field blank. Ship To information for
customers was previously defined in OE14.
On orders where A/R Customer is left blank, this prompt refers to the branch location where the
product is to be delivered. If a branch number other than the Order Header branch is entered, it is
Purchasing
used as the default BRANCH on screen two. Inventory branch locations were previously defined in
IV14.
This is optional information that will print on a purchase order.
Purchasing
ADD MODE (PURCHASE ORDER)
SCREEN TWO
All detail line items for a purchase order are entered on screen two.
positioned.
Individual detail lines may be maintained by positioning the cursor at the front of the line and <ENTER>.
T!
using a General Ledger item number and line two entry by Inventory Item number. Both will affect
General Ledger the same way but only line two will have any affect on Inventory data files.
C
= COMMENT
G
= GENERAL LEDGER
P
= PRODUCT
A
= COST ADD ON
S
= STATUS PROMPT
<END>= SELECT KEY
Purchasing
E= PREPAID CONTRACT
contract.
the order type is set to NO that type will not display or be available.
feature.
BR!
Branch number defaults to the order header BRANCH entered on screen one unless an Inventory
branch number was entered for SHIP TO. Then the SHIP TO branch number is used. This prompt is
by-passed for General Ledger entry. For item entry operators may key an alternate Inventory branch
number.
PRODUCT NUMBER
making General Ledger entries. Where UPC codes are in use, the operator may use a bar code
scanner to enter the Product Number or hand key the UPC code.
DESCRIPTION
Operators may key alternate text to describe this detail line. This field may be accessed by using the
<LEFT ARROW>.
G/L NUMBER
QUANTITY
EST COST
Enter a purchase price per unit. This prompt is skipped for General Ledger number entry. If there is a
BUYING COST on the Inventory Item master that will be used as a default unit cost.
Purchasing
EXTENDED AMOUNT
STATUS
For purchase order entry the Status will always default to ORDERED while in ADD MODE. This is the
equivalent of saying that an order has been placed with a supply vendor for this product.
O
R
I
C
= ORDERED
= RECEIVING
= INVOICING
= CANCEL
Order has been placed with supply vendor.
Product has been received from vendor.
The vendor bill has been received for the product.
FLAG AN ORDERED STATUS AS CANCELLED (NO
RECEIVING OR INVOICING)
**NOTE – A detail line may not be cancelled using an accounting date prior to the Inventory Cut-Off Date
defined in IVUT02.
APPLICATION WINDOW
At the end of each detail line where the STATUS is RECEIVED or INVOICED, the operator will see an
application window.
RECEIVING
For Inventory Product entry any fields in the window may be maintained for Receiving or Invoicing. If a
Cutoff Date for receiving has been established in Inventory Utilities Options the DATE entered for product
received may not be prior to that date in IVUT02.
If the status of a detail line is changed from Receipted to Invoiced, split to two lines and the unit cost
changed all in the same step; the system creates two receipt IDs in this scenario.
Purchasing
A receipted detail line item that is cancelled will back out the original receipt in Inventory provided no
portion of the receipt has been transferred. Sales or adjustments allocated against the receipt will be
removed from the original receipt; the receipt record cancelled and allocated records moved to another
receipt. If another receipt does not exist the next positive entry to Inventory will be used. Where a transfer
involving all or a portion of a receipt has been made and the detail line status in PU21 is changed to
cancelled; the system will use oldest open receipt.
Anytime that information is entered in the RECEIVING portion of the RECEIVING & INVOICING
WINDOW for a LOT based item, the operator will be prompted for an Available Date.
LOT NUMBER
EXPIRATION DATE
AVAILABLE DATE
length.
blank.
REFERENCE
DATE
screen one.
QUANTITY
Purchasing
COST
EXTENDED AMOUNT
AVAILABLE
LAST COST
INVOICING
VENDOR #
INVOICE #
QUANTITY
AMOUNT
Detail lines created using Inventory Items will by-pass these prompts as their amounts are pulled from
the RECEIVING portion of the window. If for some reason the invoiced information does not match
what was received, CANCEL the original detail line and key a new one or get back to the RECEIVING
portion of this and maintain the amounts there.
maintained.
Purchasing
INVOICE DATE
This date prompt defaults to the current calendar date.
A/P G/L DATE
G/L DATE
These default to the current calendar date also. For any product detail line, G/L Date is skipped. If
A/P G/L Date is maintained, G/L Date will change to that new date also.
On any detail line created using a General Ledger number G/L Date can be maintained, provided
there is a PREPAID G/L EXPENSE NUMBER in PUUT02. The A/P G/L Date then becomes the
earliest date that a check can be issued for the invoice. Accounts Payable Liability and Bank GL
numbers are affected in General Ledger. G/L Date becomes the calendar date that expense is
updated to General Ledger with an offsetting entry to Account Payable Liability.
DUE DATE
DISCOUNT DATE
DISCOUNT AMT
HOLD BACK AMT
PREPAID CONTRACT
will be open and owing.
MISC INFO
Purchasing
OK TO ADD?
PRINT P/O
A copy of the purchase may be printed at this time or later using PU23. In either case, the System
reads PUUT04 (PURCHASE ORDER TYPES) to find which format file to use in printing the order.
The printed copy of a purchase order will reflect the status of each detail line at the time the order is
printed. If a detail line has been applied to a prepaid contract, the status description is shortened to
include the letters PREPA.
COST ADD ON DISTRIBUTION WINDOW
Anytime after entering a detail product line the operator may enter a cost adjustment against the line(s).
Only those detail lines entered using Inventory Items are eligible for cost adjustment. To record additional
Purchasing
expense against a General Ledger detail line, enter a new General Ledger detail line to the same G/L
number.
Any Cost Add On will not affect Inventory until the status of that detail line is RECEIVED or INVOICED.
Operators cannot change the status of a Cost Add On line to RECEIVED or INVOICED until the detail
lines that the Cost Add On affects have also been marked as either RECEIVED or INVOICED.
If a Cost Add On is attached to an ORDERED line, then the status of the Ordered line is received and
split due to a quantity difference; the System will split the Cost Add On dollars accordingly. The Cost Add
On line can not be RECEIVED or INVOICED until all split lines are RECEIVED. Or the Operator maintains
the original Cost Add On line to affect only those detail lines whose status is RECEIVED, then create a
new Cost Add On line for the split detail lines.
When a cost add-on affects the last purchase or transfer receipt for an item, the last buying cost will be
set to the new unit cost for that receipt.
A column has been added to the receipt selection window when doing a cost add-on. It is labeled
STATUS and reflects the current status of any displayed receipts.
The following table presents different types of status that an operator may see and their definition.
COMP/PREPAID
REC 05/12/2010
COMPLETED
CANCELLED
INV PHYS CNT
INV PO RECPT
INV ADJUST
INV TRANSFER
INV SALE
INV F/G PROD
A PU receipt that was applied to a vendor prepay contract and has been
invoiced
A PU receipt that has been received but not invoiced.
A PU receipt that has been invoiced.
A PU receipt that has been cancelled.
Positive physical count adjustment
IV21 recorded receipt or a PU receipt that system could not find detail
line item.
Positive adjustment entered through IV21
Positive side (Transfer In) of a branch transfer.
Returned sale from OE23 or negative sale from IV21
Positive records from building floor stock in Production or OE23.
AMOUNT
The operator will enter the dollar amount of cost add on. Cost add on amounts can be a positive or
negative dollar amount. The amount entered should the total amount to be adjusted, not an amount
per unit. The System will recognize a amount up to 999,999.00.
DISTRIBUTION TYPE
Amounts can be distributed by quantity, dollars, weight or equal amounts. Only those lines that match
the DISTRIBUTION TYPE will be selected by the System.
DESCRIPTION
COST ADDON is a default description. Operators may type over this text. Up to 25 characters may
be entered. This will print on the distribution report.
SELECT
Users can accept any detail lines as selected by the System (YES) or they may change the lines
selected (NO). Any detail lines changed from YES to NO will redistribute the amount among other
Purchasing
selected lines. Operators may also make a MANUAL selection for any line. This will allow the
operator to maintain the dollar amount of distribution by detail line.
DISTRIBUTION AMOUNT
This column is accessible only when SELECT is set to MANUAL.
AUTOMATIC / MANUAL / REMAINING
These fields are maintained by the System as receipt lines are selected. REMAINING must be zero
before proceeding.
Purchasing
ADD MODE (RECURRING INVOICE)
SCREEN ONE
DELETE MODE in this menu option or PU41 are used to maintain it. In CHANGE mode operators may
maintain the number of times to release the order, Invoice Date and Due Date. Prepaid Date may not be
changed once an order is accepted. If there is a change to the release dollar amount, the operator may
add a new detail line to adjust the original amount up or down.
ORDER TYPE
Select an Order Type predefined for recurring invoice entry only.
BRANCH
order number.
VENDOR
NAME / ADDRESS
Master file.
Purchasing
INVOICE #
Key the document number of the invoice to be entered. The System will auto assign an invoice
number if none is entered. The System assigned number will be YEAR/MONTH/DAY.
AMOUNT
Key the invoice amount that is to be released each period. This information is also used as a proofing
amount to the total of detail lines keyed on screen two.
INVOICE DATE
Enter the calendar date of the invoice. The System will use this as a default in the RECURRING
INFORMATION window.
G/L DATE
setting in PUUT02.
Operators can accept program defaults as the System will use dates in the RECURRING
INFORMATION window each time a release is made.
DUE DATE
DISCOUNT DATE
DISCOUNT %
HOLD BACK %
Any hold back percentage on the vendor master is displayed. Actual hold back amounts are
calculated or entered detail line by detail line.
COMPANY #
Company number is defaulted to the Vendor Masters‟ company. Enter to accept the default or key an
alternate company number.
Purchasing
BANK #
bank number.
A/P G/L #
Payable Liability.
1099 CODE
Enter a 1099 code if this invoice is to be reported at year end for taxable purposes. Entering a code
for this prompt flags all detail lines to be included. Individual detail lines may be flagged on screen
two.
RECURRING INFORMATION WINDOW
RECURRING ORDER
Based upon the Order Type, this prompt will display on the screen and is set to YES. As the cursor
reaches this field the RECURRING INFORMATION WINDOW displays on the screen.
SCREEN OK
Touch <ENTER> to define the time periods for the recurring invoice.
# TIMES TO RECUR
Key the number of times this invoice to be repeated. An invoice may be repeated up to 999 times.
RELEASE ORDER TYPE
Each time a recurring order is released it creates a new order and invoice. Enter the Order Type that
Purchasing
is to be assigned to the new order. Normally this would be the same type used for invoice only entry.
Do not use the same order type that is used to create a recurring order.
INVOICE / A/P DATE
Invoice day defaults to the same day as INVOICE DATE. The System will fill in the screen for the
number of times to recur starting with the month/year of the Invoice Date and continuing in
chronological order. The date in this field will be used as both an Invoice Date and A/P Date for each
release.
Operators may maintain this date and the System will reset all other release dates accordingly. In
situations where organizations want to pay the invoice in one month but not recognize the expense in
General Ledger until the following month, this date becomes the earliest date that a check can be
issued as payment. The following prompt for PREPAID EXP DATE then becomes the calendar month
in which expense is updated to General Ledger. In order to use this feature a PREPAID EXPENSE
G/L NUMBER must have been predefined in PUUT02. Operators should note that invoices created
by a recurring order release are still selected by due date. In the example above, each new invoice
nd
has a due date of the 2 day of the following month. Therefore, if an operator wanted to pay each
th
release on the 18 they would need to take this into account when selecting invoices for payment or
maintain Due Dates here.
This field may be maintained at a later time in CHANGE mode.
The System presumes that a release is to take place once each calendar month. Operators can
change that frequency by touching the <HOME> key to get the window displayed below.
STARTING DATE
Enter a date for the new invoice to be created on the first release. The System defaults to
INVOICE DATE.
Purchasing
FREQUENCY
Monthly is used a program default. If a release is to take place more frequently enter <D>ays.
NUMBER OF DAYS
Key the number of days to lapse between each release. For example, if the recurring amount is
to be paid twice a month, enter 15. On the other hand if the recurring amount is to be paid
every other month enter 60.
SCREEN OK
Each time any changes are made to FREQUENCY OF OCCURRENCES the RECURRING
INFORMATION window will resort to reflect the change in time periods.
PREPAID EXP DATE
This date will default to the same day as Invoice / AP Date in the first column. Provided there is a
Prepaid Expense General Ledger number defined in PUUT02, the operator will be able to maintain
dates in this column. Otherwise the column is by-passed.
NOTE – This date may not be maintained once the order has been accepted.
DUE DATE
The System will read the vendor master for a TERMS CODE. Based upon that code it will assign a
due date for each recur line. If there is no terms code on the vendor master, the Invoice Date will
become the due date also.
In the above example, the terms code of the vendor master establishes a due date of invoice date
plus 15 days. Users should note that the release for July will not have a check issued until August 2
unless the due date is maintained.
Due Date may be maintained at a later time in CHANGE mode.
DISCOUNT DATE
According to terms code associated with the vendor master or any discount date / amount entered in
those prompts in the RECEIVING / INVOICING WINDOW, the System will pull the discount date into
this column for each release.
BR / ORDER
This column is maintained by the System each time a release is made. It will display the branch
number where the new order was created and its‟ number.
Release periods may be maintained up to the time that they are to be released. There is no maintenance
on the original order after release. However the new invoice created may be maintained.
Purchasing
ADD MODE (RECURRING INVOICE)
SCREEN TWO
Screen two entry of a recurring order works the same as any other Order Type. Prompts are the same as
is the Receiving / Invoicing Window.
A listing of Recurring Orders may be printed through PU33.4 (P/O DETAIL LISTING).
Purchasing
ADD MODE (PREPAID DEPOSIT)
SCREEN ONE
Once a contract has been added for a vendor in PU12 an invoice is added to reflect the dollar amount of
prepaid product to be received. The invoice adds prepaid dollars to the contract. Then a check issued for
the invoice clears it from the outstanding / open list and removes money from the bank account.
ORDER TYPE
Select an Order Type predefined for prepaid deposits in PUUT04.
BRANCH
order number.
VENDOR
Key the vendor number of the company that matches the prepaid contract vendor.
ORDER #
When auto numbering is in use this prompt is by-passed and the System assigns a purchase order
number to the new record. In situations where auto numbering is not used, key a purchase order
number for this record. Up to eight digits mat be entered.
Purchasing
NAME / ADDRESS
Master file.
For the Miscellaneous Vendor enter the alternate Name and address at this point.
INVOICE #
Key the document number of the invoice to be entered. Invoice numbers may be up to 20 characters
in length. The System will auto assign an invoice number if none is entered. The System assigned
number will be YEAR/MONTH/DAY. In the above example this would translate to 20041225.
AMOUNT
Key the invoice total amount. This information is used as a proofing amount to the total of detail lines
keyed on screen two.
INVOICE DATE
Enter the calendar date of the invoice.
G/L DATE
setting in PUUT02.
DUE DATE
DISCOUNT DATE
DISCOUNT %
HOLDBACK %
Any holdback percentage that is in place on the Vendor Master is displayed. This percentage is used
to calculate a holdback detail line by detail line.
Purchasing
The holdback amount must be maintained to zero in PU41 before that portion of an invoice may be
paid.
COMPANY #
Company number is defaulted from the Vendor Master company setting. Enter to accept the default
or key an alternate company number.
BANK #
bank number.
A/P G/L #
Payable Liability.
1099 CODE
Enter a 1099 code if this invoice is to be reported at calendar year end for taxable purposes. Entering
a code for this prompt flags all detail lines to be included. Individual detail lines may be flagged on
screen two.
Valid 1099 codes are:
A - ATRN
B - BART
D - DIV
I - INT
M - MISC
P - PATR
X – EXEMPT
( Attorney )
( Barter / broker )
( Dividend )
( Interest )
( Miscellaneous )
( Patronage )
( A 1099 Type is not valid for this record)
Purchasing
ADD MODE (PREPAID DEPOSIT)
SCREEN TWO
All detail line items are added to an invoice on screen two.
positioned.
Individual detail lines may be maintained by positioning the cursor as the front of the line and <ENTER>.
When the Order Type is defined for General Ledger entry only, each new detail line will default to the
General Ledger account number of the previous line.
In situations where the operator may have more than one contract for the same vendor, multiple detail
lines may be added to the same purchase order, invoiced and then paid with one check.
T!
A separate order type does not have to be defined for use only with prepaid deposits. Therefore
operators will the normal transactions types associated with other entry for the order type chosen on
screen one. For the purpose of this order use a transaction type “E”.
using an Inventory item number and line two entry by General Ledger number. Both will affect
General Ledger the same way but only line one will have any affect on Inventory data files.
C
= COMMENT
G
= GENERAL LEDGER
Purchasing
P
= PRODUCT
A
= COST ADD ON
S
= STATUS PROMPT
<END>= SELECT KEY
E
= PREPAID CONTRACT
Contract.
the Order Type is set to NO “E” will not display or be available.
feature.
CONTRACT DESCRIPTION
When choosing a transaction type “E” screen 2 prompts reset to accommodate prepaid deposit type
entry. Inventory BRANCH, PRODUCT and DESCRIPTION are replaced with CONTRACT
DESCRIPTION. Use the <HOME> key to activate a lookup window to choose the appropriate
contract.
G/L NUMBER
The Prepaid G/L Number is pulled from the contract master so this prompt is by-passed. If the
number is incorrect it should be maintained on the contract master prior to any activity being added to
the contract.
EXTENDED AMOUNT
The difference between EXTENDED AMOUNT and PREPAID on the contract is used as a default.
Operators can decrease the default but it can not be increased.
Purchasing
STATUS
For Prepaid Deposit entry the Status will always default to INVOICED. Functionality in the program
requires that the status be INVOICED and the System does not allow the operator to change it when
using a transaction type “E”.
APPLICATION WINDOW
At the end of each detail line, the operator will see an application window. (For invoice entry only, the
Order Type may be set to not display this window. However this will prevent any maintenance to a detail
line that may be different than the Order Header screen one.)
**NOTE – Operators can use one of two methods to enter invoices. Since the System operates from the
perspective of an Order, Invoices could be entered on a one to one basis (one order for each invoice). Or
by using the application window, the operator could start one Order then by individual line item tie them to
different invoices (one order for multiple invoices).
RECEIVING
Transaction Type “E” (Prepaid Deposits) does not allow access to the Receiving portion of this window.
INVOICING
Purchasing
VENDOR #
Vendor number is defaulted to the same Vendor Master used on screen one. It can NOT be
maintained on Prepaid Deposit transaction invoices.
INVOICE #
QUANTITY
AMOUNT
Detail lines created using Transaction Type “E” will by-pass these prompts.
INVOICE DATE
This date prompt defaults to the same date used on screen one.
A/P G/L DATE
G/L DATE
These default to the G/L Date entered on screen one. G/L Date is skipped. If A/P G/L Date is
maintained then the G/L Date prompt will change to that new date.
DUE DATE
DISCOUNT DATE
DISCOUNT AMT
HOLD BACK AMT
PREPAID CONTRACT
The prompt is by-passed for the current transaction type.
Purchasing
MISC INFO
OK TO ADD?
PRINT P/O
For invoice only entry this prompt can be kept from displaying by setting the PRINT FORMAT number
in PUUT04 to zero. If an operator wants a printed copy of the purchase order associated with the
invoice, it may be printed now or later through PU22. Records do not have to be printed in order to
selected for payment.
Purchasing
ADD MODE (PREPAID CONTRACT APPLICATION)
SCREEN ONE
Application to a vendor contract can be made on an order type defined for purchase order entry or
invoicing. The prompts seen by the operator will depend upon the order type chosen. In either case
prompts on screen one are answered as they would be for any other record entry.
Operators have three different points at which they can apply detail line items to a contract. Those points
correspond with the status of the detail line item. Each point is covered on Screen Two.
Purchasing
ADD MODE (PREPAID CONTRACT APPLICATION)
SCREEN TWO
All detail line items for a purchase order or invoice are entered on screen two. Entry for application to a
vendor prepaid contract is made the same as any other detail line item. It does need to be an Inventory
item entry versus a General Ledger entry. Actual application to the contract can be made at each status
of the detail line: ORDERED, RECEIVED, or INVOICED.
positioned.
Individual detail lines may be maintained by positioning the cursor at the front of the line and <ENTER>.
T!
Inventory item numbers or a combination of the two. For Prepaid contract application the Order Type
should allow the use of Inventory Items.
C
= COMMENT
G
= GENERAL LEDGER
P
= PRODUCT
A
= COST ADD ON
S
= STATUS PROMPT
<END>= SELECT KEY
Purchasing
E= PREPAID CONTRACT
contract.
the order type is set to NO that type will not display or be available.
feature.
NOTE – Transaction Type “E” is NOT used when making product applications to a contract.
BR!
Branch number defaults to the order header BRANCH entered on screen one unless an Inventory
branch number was entered for SHIP TO. Then the SHIP TO branch number is used. This prompt is
by-passed for General Ledger entry. For item entry operators may key an alternate Inventory branch
number.
PRODUCT NUMBER
making General Ledger entries.
DESCRIPTION
Operators may key alternate text to describe this detail line. This field may be accessed by using the
<LEFT ARROW>.
G/L NUMBER
QUANTITY
Purchasing
EST COST
Enter a purchase price per unit. This prompt is skipped for General Ledger number entry. If there is a
BUYING COST on the Inventory Item master that will be used as a default unit cost.
EXTENDED AMOUNT
STATUS
For purchase order entry the Status will always default to ORDERED while in ADD MODE. This is the
equivalent of saying that an order has been placed with a supply vendor for this product.
O
R
I
C
= ORDERED
= RECEIVING
= INVOICING
= CANCEL
<SEL>
= SELECT KEY
Order has been placed with supply vendor.
Product has been received from vendor.
The vendor bill has been received for the product.
FLAG AN ORDERED STATUS AS CANCELLED (NO
RECEIVING OR INVOICING)
Detail line status is Ordered and application is to prepaid
contract
POINT ONE OF PREPAID CONTRACT APPLICATION
When the status of a detail line is ORDERED operators can use the <SELECT> key to access the
prepaid contract window.
Then use <HOME> to get a listing of those open contracts that match the detail line item being
ordered. Amounts updated to a contract for detail lines whose status is Ordered will add to the ON
ORDER amount and reduce the MEMO BALANCE.
Purchasing
The contract lookup window will display the contract price for item specific contracts. The CONTRACT
PRICE column can be toggled to display THEIR CONTRACT by using the <SELECT> key.
NOTE – When entering a detail line as ordered the System will default UNIT COST to Current
Buying Cost from the item master. The operator can maintain it while in the unit cost field or by
choosing a prepaid contract for application the System will maintain the cost field to match contract
unit price and recalculate extended dollars.
APPLICATION WINDOW
At the end of each detail line where the STATUS is RECEIVED or INVOICED, the operator will see an
application window.
Purchasing
POINT TWO OF PREPAID CONTRACT APPLICATION
The second point at which a purchase order line item can be applied is at receipt time. In the RECEIVING
& INVOICING WINDOW the cursor will stop at the prompt for PREPAID CONTRACT. Use the <HOME>
key to get a list of open matching contracts. Choose the desired contract. A detail line item with a status
of RECEIVED will update to a contract as a MEMO posting.
The detail line status description will display as REC/PREPA when a line flagged as received has been
applied to a prepaid contract.
RECEIVING
For Inventory Product entry any fields in the window may be maintained for Receiving or Invoicing.
LOT NUMBER
EXPIRATION DATE
AVAILABLE DATE
length.
blank.
REFERENCE
DATE
screen one.
QUANTITY
Purchasing
COST
EXTENDED AMOUNT
PREPAID CONTRACT
If this vendor has a prepaid contract and all or a portion of it is to be used as payment for this
RECEIVED product choose that contract number. Those contracts having a deposit amount per unit
will reduce the contract memo balance by the deposit unit amount times the number of units received.
Amounts updated to a contract for detail lines whose status is Received will add to the ON ORDER
amount.
AVAILABLE
LAST COST
NOTE – If a detail line is applied to a contract during invoicing the System does not check the cost
against the unit price of the contract. The operator can maintain cost during the RECEIVING process or
do it during INVOICING. If the operator elects to do it during INVOICING the System will make
adjustments to the contract and Inventory records so all will match contract price. (THAT IS PROVIDED
THE VENDOR INVOICE IS BILLED AT CONTRACT PRICE.)
POINT THREE OF PREPAID CONTRACT APPLICATION
The third point at which a detail line can be applied is at time of INVOICING. In the RECEIVING &
INVOICING WINDOW the cursor will stop at the prompt for PREPIAD CONTRACT. Use the <HOME>
key to get a list of open matching contracts. Choose the desired contract. A detail line item with a status
of INVOICED updates to a contract as APPLIED.
At the time a detail line is invoiced the system verifies that the invoice date is equal to or later than the
CONTRACT DATE of the prepaid contract. The system also verifies that the invoicing vendor is the same
Purchasing
as the prepaid contract vendor. If either is not true a warning message is displayed and the operator is
not allowed to complete invoicing of that detail line.
NOTE – The invoiced extended dollar amount of the detail line will be the amount to update the vendor
contract and Inventory records. The System does no check against contract price.
INVOICING
VENDOR #
INVOICE #
Invoice number will also default to the same one used on screen one for Invoicing type entry.
Purchase Order type entry will default to a System assigned number using YYYYMMDD. Touch
<ENTER> to accept that number or key an alternate number. Invoice numbers may be up to 20
characters in length.
QUANTITY
AMOUNT
Detail lines created using Inventory Items will by-pass these prompts as their amounts are pulled from
the RECEIVING portion of the window. If for some reason the invoiced information does not match
what was received, CANCEL the original detail line and key a new one or get back to the RECEIVING
portion of this and maintain the amounts there. (This is true in ADD mode. In CHANGE mode the
cursor will stop in AMOUNT.)
maintained.
INVOICE DATE
INVOICE DATE defaults to the current calendar date.
A/P G/L DATE
G/L DATE
These default to the current calendar date also. For any product detail line, G/L Date is skipped. If
A/P G/L Date is maintained, G/L Date will change to that new date also.
DUE DATE
Purchasing
DISCOUNT DATE
DISCOUNT AMT
HOLD BACK AMT
PREPAID CONTRACT
will be open and owing. A detail line item with a status of INVOICED updates to a contract as
APPLIED.
PREPAID AMOUNT
NET INVOICE AMT
The System will use as much of a vendor contract as possible to cover the extended amount of the
detail line item. If there is not enough left to cover the extended amount, the difference will appear in
NET INVOICE AMT. That represents the invoice amount still due the vendor. Operators can maintain
the amount of prepaid dollars used by the System to increase the Net Invoice Amount. However,
once a vendor contract number has been selected, the Prepaid Amount can not be zero.
MISC INFO
Purchasing
OK TO ADD?
PRINT P/O
A copy of the purchase may be printed at this time or later using PU23. In either case, the System
reads PUUT04 (PURCHASE ORDER TYPES) to find which format file to use in printing the order.
COST ADD ON DISTRIBUTION WINDOW
Anytime after entering a detail product line the operator may enter a cost adjustment against the line(s).
Only those detail lines entered using Inventory Items are eligible for cost adjustment. To record additional
expense against a General Ledger detail line, enter a new General Ledger detail line to the same G/L
number.
Purchasing
Any Cost Add On will not affect Inventory until the status of that detail line is RECEIVED or INVOICED.
Operators cannot change the status of a Cost Add On line to RECEIVED or INVOICED until the detail
lines that the Cost Add On affects have also been marked as either RECEIVED or INVOICED.
If a Cost Add On is attached to an ORDERED line, then the status of the ORDERED line is changed to
RECEIVED and split due to a quantity difference; the System will split the Cost Add On dollars
accordingly. The Cost Add On line can not be RECEIVED or INVOICED until all split lines are
RECEIVED. Or the Operator maintains the original Cost Add On line to affect only those detail lines
whose status is RECEIVED, then create a new Cost Add On line for the split detail lines.
When changing the status of ADDON lines to INVOICED, using the same invoice number as other detail
line items on the purchase order that have been selected for check writing at the time the status of the
ADDON line is being invoiced, the operator will receive a warning message. The message will indicate
that the original invoice has been selected for payment and that a new invoice will be created. It will have
the same number as the original invoice, but it will be a separate record. If the operator wishes to include
the new invoice in the same check run another selection process needs to be completed.
AMOUNT
The operator will enter the dollar amount of cost add on. Cost add on amounts can be a positive or
negative dollar amount. The amount entered should the total amount to be adjusted, not an amount
per unit. The System will recognize a amount up to 999,999.00.
DISTRIBUTION TYPE
Amounts can be distributed by quantity, dollars, weight or equal amounts. Only those lines that match
the DISTRIBUTION TYPE will be selected by the System.
DESCRIPTION
COST ADDON is a default description. Operators may type over this text. Up to 25 characters may
be entered. This will print on the distribution report.
SELECT
Users can accept any detail lines as selected by the System (YES) or they may change the lines
selected (NO). Any detail lines changed from YES to NO will redistribute the amount among other
selected lines. Operators may also make a MANUAL selection for any line. This will allow the
operator to maintain the dollar amount of distribution by detail line.
DISTRIBUTION AMOUNT
This column is accessible only when SELECT is set to MANUAL.
AUTOMATIC / MANUAL / REMAINING
These fields are maintained by the System as receipt lines are selected. REMAINING must be zero
before proceeding.
Purchasing
NOTES –
In the status column the description of an ORDERED or INVOICED line has been shortened to include
PREPAID when applied to a contract. Line items with a status of RECEIVED continue to show the date
received. To view if the line has been applied to a contract use the <SELECT> key in either the
TRANSACTION TYPE column or the STATUS column.
Postings to a prepaid contract are not made until the purchase order is accepted in ADD or CHANGE
mode. Therefore if multiple detail lines are made to the same order in one session, each time the operator
views the prepaid contract window the REMAINING BALANCE will stay the same. The System will allow
a MEMO BALANCE to go negative. However during the invoicing process only the BALANCE amount on
the contract will be used to pay all or a portion of the invoice. Should the invoice be for more than the
BALANCE, the excess will show as open and owing to the vendor.
At the time a detail line is invoiced and the BALANCE goes to zero, if there are other detail lines attached
to the contract that have not been invoiced, the operator will receive a warning message.
Remember that as soon as a contract balance goes to zero the System automatically closes it. The
contract can be re-opened in PU12, the EXTENDED AMOUNT increased, then additional prepaid dollars
applied to it.
Use the following steps to remove a line item from a contract:
LINE ITEM STATUS IS ORDERED. In the STATUS column use the <SELECT> key to access the
contract window. Touch <DELETE> to remove the line from the contract and leave it as ordered. If
the line should be attached to a different contract, choose the correct contract from the display
window.
LINE ITEM STATUS IS RECEIVED. To remove the detail from a contract and leave everything else
as is; in the STATUS column use the <SELECT> key to access the contract window. Touch
<DELETE> to remove the line from the contract and leave it as RECEIVED. If other information is
incorrect on the detail line CANCEL the line item and re-enter it. Or if the line is ready to be invoiced
the contract number can be changed or removed via the DELETE key during the INVOICE process.
LINE ITEM STATUS IS INVOICED. Back out the invoice. Answer the question to remove the detail
line item from the contract. Complete any other maintenance needed to the detail line.
Purchasing
Any line item removed from a contract after the status had been flagged as INVOICED will show as
a deduction and addition to the contract. Those line items removed while their status is either
ORDERED or RECEIVED will not show on any detail for the contract.
If a particular detail line is for a dollar amount that is greater than the BALANCE remaining on a prepaid
contract, then the invoice will show as partially paid. See the following example.
At the end of a contract period if there are prepaid dollars remaining on the contract they may be
transferred to another contract. Or in some situations the vendor may issue a credit invoice or a check.
1) Where the vendor issue a credit invoice, create an order like a payment is to be made to the
contract, only make the dollar amount NEGATIVE for the remaining BALANCE. This will take the
additional dollars off of the contract, close it and make a credit invoice that can be used against
other debit invoices.
2) If the vendor sends a check, make the entry outlined in step 1. In addition on the same purchase
order key a G/L detail line coded to the General Ledger account used on the Order Entry ticket to
record receipt of the check. Enter the G/L detail line as a positive dollar amount and use the same
Purchasing
invoice information so the System will create a zero dollar invoice. This process will remove
excess dollars from the contract, close it and offset the entry created for receipt of the check.
Purchasing
CHANGE MODE
SCREEN ONE
Change mode allows the operator to maintain certain field prompts after a purchase order has been
accepted.
FUNCTION
At the FUNCTION line choose C for CHANGE.
ORDER TYPE
Enter any defined order type. If the order to be maintained does not match the order type keyed, the
System will change this prompt to match the order type used when the record was created.
BRANCH
Enter the Inventory branch number where the order was created. Records must be maintained in the
same branch where they were added to the System.
VENDOR
If the vendor number associated with the Purchase Order is known, enter it. This field can be left
blank and the Order Number to be maintained keyed in the next prompt.
Purchasing
ORDER #
Enter the number of the order to be maintained. If the number is not known use the <HOME> key to
display a listing of those open orders.
Only open orders for the BRANCH selected will display. If the VENDOR prompt was left blank then all
open orders for the branch will display. Otherwise open orders for the vendor number keyed will appear in
the help window. The <FORWARD ARROW> key can be used to display a reference number column.
By using the <END> key, an operator can toggle between OPEN and CLOSED orders.
If there are more than one screen of records displayed the <F4> key will take the operator to the last
screen and <F3> will return to the first screen.
After selecting an order, the System will make any necessary changes to ORDER TYPE and VENDOR to
match the selected record.
SAMPLE HELP WINDOW FOR OPEN ORDERS
<FORWARD ARROW> TO DISPLAY REFERENCE NUMBER
Purchasing
HELP WINDOW TOGGLED TO SHOW CLOSED ORDERS
Changes made here are recorded against a purchase order record.
The main purpose of the CHANGE function in PU21 is to move the status of detail lines created using
item numbers from ORDERED to RECEIPTED and INVOICED. However, additional detail lines may be
added to a purchase order through the change mode. (e.g. Cost Add On)
Several programming standards should be kept in mind when using Change Mode.
ORDER TYPES FOR INVOICING ONLY.
Once a line has been invoiced only the General Ledger number can be changed. In such cases the
operator will be prompted for a General Ledger posting date.
Purchasing
When an invoice is backed out in PU41, any detail lines on purchase orders will have their status
changed. Detail lines created using General Ledger numbers will be changed to CANCELLED. Detail
lines made using Inventory Items will be changed to RECEIVED. To back the entry out of Inventory,
the operator must change the status of that line on the purchase order to CANCELLED.
Any detail line created using an Inventory item can not be cancelled if the COSTING METHOD of that
item has been changed to LOT after the detail line was received.
Any detail line created using an Inventory item can not be cancelled using an accounting date prior to
the Inventory Cut-Off Date defined in IVUT02.
Once a detail line has been changed to a STATUS of CANCELLED no further activity can take place
against that line item.
Even though CHANGE MODE has been selected, the operator can add more detail lines to the
purchase order.
ORDER TYPES FOR PURCHASE ORDER.
The default status of a new detail line is ORDERED. Operators may move the status to either
RECEIVED or INVOICED while in the ADD Mode. Once the purchase order is accepted, change
mode is used from that point to move the status.
If the status is changed to RECEIVED, only receiving information may be entered in the application
window. When the RECEIVED quantity is less than the ORDERED quantity, the operator will be
prompted to split the original line into two lines. Answering YES will create a new detail line for the
amount of product that is to be received at some later date. A NO response tells the System that no
more product is to be received and to adjust the ordered quantity to match received. Where
RECEIVED quantity is more than ORDERED, the System will maintain the ordered line to match
RECEIVED.
Moving the status from ORDERED to INVOICED will allow the operator to enter both receiving and
invoicing information in the application window. In such cases the quantity / dollar amount prompts in
the invoicing section are skipped. It is presumed that correct information was keyed in the receiving
section of the screen.
Changing the status from RECEIVED to INVOICED allows the operator to key information only in the
invoicing section of the application window. If either quantity or dollars are different from RECEIVED
the System will make appropriate adjustments to Inventory. In situations where the quantity is smaller
than received the System will split the line to show that there is remaining RECEIVED quantity to be
INVOICED.
Any detail line created using an Inventory item can not be cancelled if the COSTING METHOD of that
item has been changed to LOT after the detail line was received.
Even though CHANGE MODE has been selected, the operator can add more detail lines to the
purchase order.
Use PU41 for other maintenance functions.
Purchasing
DELETE MODE
Only those orders that are in an ORDERED status can be deleted form the System. Once any detail line
has been received and / or invoiced an order cannot be deleted.
The operator will receive a warning message if any detail lines have been moved to RECEIVED or
INVOICED.
In place of deleting a purchase order, the operator can change the status of all detail lines to
CANCELLED. The System will then consider this order to be complete.
A Recurring Order can be deleted if it has not been released for any of the billings.
Purchasing
INQUIRY MODE
Inquiry mode allows the operator to view all screens of a purchase order with no change capabilities. The
Receiving / Invoicing window can be displayed on screen two by using the <END> key.
Purchasing
SAVE MODE
If an operator uses the same ORDER TYPE and BRANCH number the majority of the time, they can
enter those two pieces of information, <DOWN ARROW> and key S to SAVE. Then each time they enter
PU21 those prompt answers will be the defaults and the program will start at VENDOR #. To change the
default prompt for any order use <UP ARROW>.
Note that these are saved by operator login as opposed to an operator number that may be entered when
going to the Purchasing Menu.
Purchasing
22. P/O PRINT
INSTRUCTIONS
Purchase Orders may be printed as they are accepted in Entry (PU21) or as a group using PU22. Orders
selected for printing may be chosen by: Order Type, Branch, Date range or Order number range.
A sample of a printed purchase order appears below.
FUNCTION? (Y/N/E/S/D)
Y
N
E
S
D
PAGE
XXXX
=YES
=NO
=END
=SAVE
Accept screen settings and proceed with purchase print.
Change screen prompts before continuing.
Cancel this program and return to the previous menu.
=DELETE
Remove saved prompts for the save name appearing in the upper right
hand corner of the screen.
= <PAGE UP> or <PAGE DOWN> Key through the different saved parameters.
= MENU-HOP Refer to Appendix I, STANDARD CONVENTIONS – Menu Hopping
Purchasing
SELECTION
ORDER TYPE
Key the Order Type to be printed. Whichever type is selected must have a valid format file number to
use in printing. A format file number was previously defined in PUUT04.
BRANCH
Inventory branch numbers may be selected by a <R>ange of branch numbers, <S>elect specific
branch numbers, a s<I>ngle branch number, or <A>ll branches on file.
DATE….FROM
TO
Key a beginning and ending date range for the purchase orders to be included in this print run. Touch
<ENTER> to use any calendar date.
ORDER…FROM
TO
Touch <ENTER> to accept program default of all records on file matching other criteria. Otherwise
key an order number or range of order numbers to print.
PARAMETERS
UNPRINTED ONLY
Answer YES to print only those orders that have not been flagged as previously printed or NO to
include those matching other criteria but have been printed.
COMPLETED ORDERS
When all detail lines on an order have a status of either INVOICED or CANCELLED, the order is
considered to be complete. Completed orders can be included in the print run by selecting <I>. To
exclude them from the print run choose <E>.
ENTER DEVICE #!
Key the printer device number to use in printing the selected purchase orders.
PRINT ALIGNMENT? (Y/N)
The operator can print a form alignment before beginning the print run.
Purchasing
SAMPLE PRINTED PURCHASE ORDER
SHIP TO:
VENDOR:
AGTRAX
TYPE: PURCHASE ORDERS
ONTJES VENDING COMPANY
1200 WEST 4TH ST
HUTCHINSON, KS 67502
BRANCH ......:
1 AGTRAX
ORDER NUMBER :
33
ORDER DATE ..: 01/10/2005
PAGE NUMBER .:
1
VENDOR NUMBER:
2500
BUYER:
ATTENTION:
TERMS:
REFERENCE #:
=================================================================================================================================
BRANCH / ITEM # / DESCRIPTION
G/L NUMBER
QUANTITY
UOM
COST
TOTAL
STATUS
=================================================================================================================================
1
1 ANHYDROUS AMMONIA
0101000-02220000
1.000 TON
235.0000
235.00 RECEIVED
1
1 ANHYDROUS AMMONIA
0101000-02220000
1.000 TON
235.0000
235.00 ORDERED
TOTAL ORDER AMOUNT:
470.00
===============
Purchasing
23. RECURRING PURCHASE RELEASE
INSTRUCTIONS
PU23 will release any line items on recurring order with a due date on or before the date specified. During
the release the program will update the original order to show that a line has been released. The Branch
and new order number created will be noted on the released detail line item.
The new order will show as invoiced and be ready to pay. A General Ledger posting date on the new
invoice must be within an acceptable date range. The date range is established by 1 day greater than the
cut-off date on the General Leger ID Center master and POSTING DAYS ALLOWED in GLUT02.
This program provides for security by function. Organizations can decide by operator who has the ability
to UPDATE RECORDS and complete the release.
Y
N
E
S
=YES
=NO
=END
=SAVE
D
=DELETE
Accept screen settings and proceed with purchase print.
Purchasing
PAGE
XXXX
SELECTION
BRANCH
Inventory branch numbers may be selected by a <R>ange of branch numbers, <S>elect specific
branch numbers, a s<I>ngle branch number, or <A>ll branches on file.
ORDER TYPE
For those organizations having only one recurring order type, it will make no difference how this
prompt is answered. Organizations having more than one recurring order type can choose an
individual one or all types at once.
RELEASE THRU INVOICE DATE
Recurring orders created through PU21 have a set number of times to release. Each release incident
has an invoice date and due date for the new record that will be created. The calendar date entered
here will be compared to any matching recurring order release invoice dates. Any that have a date
equal to or less than this date and have not previously been released, will now be released.
PARAMETERS
PRINT ORDER DETAIL
To include detail line information entered on screen two in PU21, answer YES. Otherwise answer
NO.
UPDATE FILES
Operators have an option to print a listing of what will be released without actually updating any
records. Set this prompt to NO to use that feature. When answering YES, the operator will prompted
one final time if it is okay to continue with the update.
ENTER DEVICE #!
Key the printer device number to use for this report. Device 4 (operator work directory on the RISC)
may be used as opposed to printing to paper. Device 99 (trashcan) may not be used.
OK TO UPDATE FILES? (Y/N):
After the print job has been sent to the print queue, the operator will be prompted to continue with the
update. A positive response will finalize the release. NO will cancel the program with no records being
affected.
Purchasing
SAMPLE OF RELEASE REPORT WITH ORDER DETAIL
Purchasing
25. INVOICE SELECTION FOR CHECKS
INSTRUCTIONS
Periodically operators will want to select invoices for payment. PU25 serves that function. Invoices may
be selected by: Due Date, Discount Date, Bank, range of Vendors or specific invoices for specific
vendors.
The selection process is by specific operator. A second operator can print checks for invoices selected by
another operator, but only if the first operator has released them for payment.
The check writing program (PU26) is designed to handle a combination of Checks and ACH vouchers. So
the operator does not have to make those selections in separate sessions of the program.
functions (ADD, CHANGE, DELETE or INQUIRY) they are authorized to perform. In this particular
program one employee (e.g. Controller) could be designated to edit / update the invoices selected for
payment by other operators.
Y
N
=YES
=NO
Accept screen settings and proceed with proposed check print.
Purchasing
E
XXXX
=END
OPERATOR
Only an operator with security set to update invoice selections for other operators can access this
field. Use the <LEFT ARROW> key to reach this field.
ORDER OF PRINT
Program defaults to PUUT02 setting. Operators will probably want to print the selection report in the
same order as the check print job. Available option are vendor number, vendor name or zip code.
PAGE BREAK ON OPERATOR
Set to YES the program will do a form feed to the top of the next sheet of paper after completing the
information for each operator. To continue printing on the same sheet of paper, answer NO.
G/L OR LAST AFFECT DATE
In most cases an operator will probably want to see the General Ledger date included on the report. It
is the first criterion for the oldest check date that can be used for payment of an invoice.
In other situations, mainly where a check was issued as payment then backed out, the operator will
want to see LAST AFFECTED DATE. To preserve point in time reports each new transaction for an
invoice has to have a transaction date equal to or greater than the previous transaction date.
Therefore in the background the System tracks a Last Affected Date. This date is not visible in PU41
or any other report. So if an operator is trying to do a check run and the System is asking for a check
date newer than the date desired, rerun INVOICE SELECTION choosing to see LAST AFFECTED
DATE. The operator should see at least one invoice with a Last Affected Date equal to the calendar
date being asked for by PU26 (CHECK WRITING).
At that point the operator can either un-select the invoice in question to pay all other selected invoices
using the desired check date. Or they could back out the invoice in question and re-enter it so the
System will allow use of the desired check date.
CLEAR SELECTIONS
Answer YES to remove any previous invoices selected and start over. Answer NO to add to previous
selections.
SELECT INVOICES
When CLEAR SELECTIONS and ADDITIONAL SELECTIONS are set to YES, this prompt is bypassed. If CLEAR SELECTIONS is answered NO, the program will stop at this prompt. Answer YES
to make new selections.
INVOICES FOR OPERATOR(S)
Operators can select only those invoices they have entered by choosing their operator number. Other
options are to choose invoices for any operator or choose specific operators.
INVOICES WITH DISCOUNTS
Organizations who record invoice discount amounts on individual detail lines in the discount field, as
Purchasing
opposed to netting out detail line items on screen two, have several variables they can use in
selecting invoices for payment. Other organizations will want to accept the program default of YES or
choose A for ALL.
Y = YES - INVOICES WITH DISCOUNT DATES WITHIN DISCOUNT DATE SELECTION,
OR INVOICES WITH DUE DATES WITHIN THE DUE DATE SELECTION
O = ONLY- ONLY INVOICES WITH DISCOUNTS AND WITHIN DISCOUNT DATE
SELECTION, REGARDLESS OF DUE DATES
A = ALL - ALL INVOICES DUE AT THIS TIME
DUE DATE…FROM
THRU
Enter a date range of invoice due dates to be paid. To insure that all invoices with a due date older
than the ending date are selected, leave the FROM date defaulted to BEGINNING OF FILE.
DISCOUNT DATE…FROM
THRU
Enter a discount date range. Invoices with discount dates matching will be selected. Any special
circumstances defined on the Vendor master can put other invoices into the selection.
For example, the vendor master has a prompt for GRACE DAYS. Any number contained in that field
will add that number of days to the discount date. So a vendor that has GRACE DAYS of 5 and an
invoice discount date of 12/10/2004 would still have the discount taken if paid by 12/15/2004.
**NOTE – Invoices selected to pay indicate the available discount date. If checks are not actually
written until after the available date, the check will print for the full invoice amount.
COMPANY
Enter a company number or range of company numbers to use in selecting invoices.
BANK
This field is accessed only when a single company number is chosen in the previous prompt.
Operators may choose invoices that are linked to a specific bank or banks.
VENDOR SELECTION
If invoice selection is to be restricted to certain vendors, choose them in the VENDOR SELECTION
WINDOW. Operators may choose one vendor, specific vendors or a range of vendors. Leave the
prompt defaulted to ALL where choosing specific vendors is not a criteria in invoice selection.
SELECT BY INVOICE
This prompt is skipped unless specific vendors are chosen in the previous prompt. Answer YES to
choose by individual invoice. NO will use other screen criteria to select invoices for each vendor.
Purchasing
If SELECT BY INVOICE was set to YES a window with all open invoices for the vendor will display on
the screen. Choose any invoices to pay by setting the PAY flag to YES. In the above example, note
that in the PAY column, invoices for vendor 2500 have already been selected for payment by
operator 1. Operator AG cannot maintain them without proper security clearance.
After selecting invoices for one vendor, the screen will return with open invoices for the next vendor
and so on until all vendors chosen in the VENDOR SELECTION WINDOW have their invoices
displayed. If at any time the operator wants to exit selection, key <E> at SCREEN OK?
NOTE – If the operator is going to make a combination of selections by due date and also individual
invoices per vendor, make the selection by due date first. If individual invoices are selected first, other
invoices for the vendor(s) could also be selected because they match DUE DATE or DISCOUNT
DATE criteria.
RELEASE FOR CHECK PRINTING
RELEASING INVOICES WILL ALLOW ALL SELECTED INVOICES FOR OPERATOR:
PRINTED ON CHECKS BY ANOTHER OPERATOR.
TO BE
SCREEN OK
Answer YES to continue with selections.
ADDITIONAL SELECTIONS
If the operator wants to make more selections at this time Answer Yes and go through the screen
prompts to complete a second group of selections.
PRINT FOR (O/R/A/E): OPERATOR: AG
(OPERATOR /RELEASED INVOICES /ALL /END)
The report of invoices selected may be printed in several ways. An operator who makes selections is
probably only interested in the selections they made. This is the program default. An employee who is
responsible for printing checks for multiple operators would more than likely want to print a listing of
only those invoices RELEASED to pay or possibly ALL invoices selected.
Purchasing
Some invoices may print on the selection report because they matched selection criteria but will not
be paid. For example, if an invoice due date fell with the range chosen but there is a hold on the
vendor master due to a dispute. Another example would be invoices matching selection criteria for a
particular vendor net to a credit balance.
DEVICE #
Enter a printer to generate the report of selected invoices.
**NOTE – At this time if the operator will check the upper right hand corner of the screen, they will
see a recap of the number of invoices selected with related dollar amounts.
To call operators attention to a situation where invoices may not have checks printed, the following
message will appear on the screen.
Message Window
Invoices have been selected that will not print
on checks.
These invoices will not be processed, please review the
proposed check listing for the list of vendors found.
<ENTER>
In the recap area of the invoice selection report, a total of all invoices matching the selection criteria is
printed. A total dollar amount of invoices included that will NOT have checks printed follows. Finally a
dollar amount for checks to be printed is listed.
Purchasing
SAMPLE OF PROPOSED CHECK LISTING
REPORT: PU250U OP: AG
PROPOSED CHECK LISTING - PAY THRU DUE DATE: 06/01/05
TIME .: 17:03 06/23/2005
AGTRAX TECHNOLOGIES
BANK: WACHOVIA; ,
VENDOR/INVOICE NO.
-------------INVOICE-------------- DUE DATE
DISCOUNT DISCOUNT PAST DUE
DATE
G/L DATE
REMAINING
DATE
AMOUNT DISCOUNT
18 ABC TRUCKING
514
05/02/2005 05/10/2005
1,234.00 05/10/2005
20050517
04/30/2005 04/30/2005
250.00 05/15/2005
18
05/17/2005 05/17/2005
100.00 06/01/2005
------------------ --------TOTAL FOR VENDOR
18
$1,584.00
16 ACME TOWEL SERVICE
20050414
04/14/2005 04/14/2005
5001 MARY E BROWN
510
511
515
517
TOTAL FOR VENDOR
05/10/2005
05/10/2005
05/01/2004
04/30/2005
05/10/2005
05/10/2005
05/01/2005
04/30/2005
5001
84 HEARTLAND AGRI SUPPLY, INC.
19548
06/11/2004 06/17/2004
C72459
02/04/2004 05/31/2004
C82347
06/08/2004 06/14/2004
TOTAL FOR VENDOR
84
5003 GENE HERMAN
517
20050517
20050518
TOTAL FOR VENDOR
05/01/2005 05/17/2005
05/17/2005 05/17/2005
05/17/2005 05/17/2005
5003
1000 MISC VENDOR
1001
02/15/2005 02/15/2005
2500 ONTJES VENDING COMPANY
2501
12/15/2004 12/15/2004
2502
01/03/2005 01/03/2005
20050107
12/26/2004 12/26/2004
60
12/26/2004 12/26/2004
TOTAL FOR VENDOR
2500
442 VAN DIEST SUPPLY COMPANY
93788
12/01/2003 12/30/2003
TOTAL FOR BANK
1
TOTAL FOR COMPANY
1
TOTAL FOR OPERATOR AG
TIME .: 17:03 06/23/2005
BANK: WACHOVIA; ,
VENDOR/INVOICE NO.
GRAND TOTAL
450.00
280.00
100.00
285.50
255.00
----------$920.50
04/14/2005
12.60
HOLD%
1,234.00
250.00
100.00
---------- -----------$1,584.00
100.00%
05/10/2005
05/10/2005
05/15/2005
05/10/2005 05/10/05
280.00
100.00
285.50
255.00
---------- -----------$920.50
5.10
-------- --------$5.10
8.00
-------- --------$8.00
03/02/2005
100.00 12/15/2004
100.00 01/03/2005
136.00 12/26/2004
60.00 12/26/2004
----------$396.00
137.71
AG
AG
AG
AG
AG
AG
AG
250.00
9,515.22
280.00
---------- -----------$10,045.22
AG
AG
AG
12.60
AG
92.00- 12/16/2003
92.00- AG
----------$11,338.17
-------- --------$13.10
---------- -----------$1,132.15- $12,470.32
----------$11,338.17
-------- --------$13.10
---------- -----------$1,132.15- $12,470.32
----------$11,338.17
-------- --------$13.10
---------- -----------$1,132.15- $12,470.32
PROPOSED CHECK LISTING
AGTRAX TECHNOLOGIES
DATE
AMOUNT DISCOUNT
-------- --------$13.10
PAGE:
HOLD%
SELECTION OP: AG
HOLDBACK
PAYMENT
AMOUNT
AMOUNT
---------- -----------$1,132.15- $12,470.32
2
OPER
$2,057.55-
TOTAL NET CHECK AMOUNT
84
AG
AG
AG
100.00%
100.00
AG
100.00%
100.00
AG
100.00%
136.00
AG
100.00%
60.00
AG
-------- ------------------ -----------$396.00
$.00
VENDORS NOT BEING PAID
BANK: WACHOVIA; ,
VENDOR/INVOICE NO.
1
AG
100.00%
81.64
-------- ------------------ -----------$1,978.15$.00
05/17/2005
05/17/2005 05/17/05
05/17/2005
-------------INVOICE-------------- DUE DATE
DATE
G/L DATE
REMAINING
----------$11,338.17
TIME .: 17:03 06/23/2005
450.00
ON HOLD
100.00%
137.71 06/26/2004
2,197.50- 02/19/2004
81.64 06/23/2004
----------$1,978.15250.00
9,515.22
280.00
----------$10,045.22
PAGE:
SELECTION OP: AG
RELEASED
HOLDBACK
PAYMENT OPER
AMOUNT
AMOUNT
$14,527.87
VENDOR(S) ON HOLD LISTING
AGTRAX TECHNOLOGIES
-------------INVOICE-------------- DUE DATE
DATE
G/L DATE
REMAINING
HEARTLAND AGRI SUPPL
$1,978.15-
DATE
AMOUNT DISCOUNT
PAGE:
SELECTION OP: AG
HOLDBACK
PAYMENT
AMOUNT
AMOUNT
$1,978.15$.00
HOLD%
3
OPER
Purchasing
TIME .: 17:03 06/23/2005
BANK: WACHOVIA; ,
VENDOR/INVOICE NO.
1000
-------------INVOICE-------------- DUE DATE
DATE
G/L DATE
REMAINING
MISC VENDOR
$12.60
TIME .: 17:03 06/23/2005
BANK: WACHOVIA; ,
VENDOR/INVOICE NO.
442
MISCELANEOUS VENDOR
AGTRAX TECHNOLOGIES
DATE
AMOUNT DISCOUNT
PAGE:
HOLD%
NEGATIVE CHECK(S) LISTING
AGTRAX TECHNOLOGIES
-------------INVOICE-------------- DUE DATE
DATE
G/L DATE
REMAINING
VAN DIEST SUPPLY COM
$92.00-
DATE
AMOUNT DISCOUNT
SELECTION OP: AG
HOLDBACK
PAYMENT
AMOUNT
AMOUNT
$12.60
PAGE:
HOLD%
SELECTION OP: AG
HOLDBACK
PAYMENT
AMOUNT
AMOUNT
$92.00-
4
OPER
5
OPER
Purchasing
26. CHECK WRITING
INSTRUCTIONS
Menu option 26 is used to print checks for invoices selected in option 25. If one employee is responsible
for printing checks for several operators, those operators must release their selected invoices in PU25.
This same program is loaded for the printing of Quick Checks in PU21. It is also used when printing
individual checks from PU41 or reprinting multiple checks in PU42.
If there is a combination of vendors to be paid that check and ACH vouchers will be issued, the program
will load the check printing portion of the program first. After the operator answers YES to “DID THE
CHECKS PRINT OK?”, the voucher print portion of the program will load.
Detail information appearing on the check stub is controlled by settings in PUUT02 and the check print
format file.
SCREEN OK? (Y/N/E)
Choose one of the following responses:
Y
N
E
=YES
=NO
=END
Proceed with check printing.
Change screen prompts before proceeding with check print.
OPERATOR SELECTION
Purchasing
If invoices are selected for payment by several operators, how they answered the prompt RELEASE
FOR CHECK PRINTING determines what the operator will see here. In situations where an operator
answered NO to RELEASE FOR CHECK PRINTING, that operator will not appear in the list unless
the operator selecting the invoices is also the one doing the check print. Where operators answer
YES to RELEASE FOR CHECK PRINTING, it does not matter which of the operators enter PU26, all
will display in the operator selection window. From that point, the operator can decide which of the
operators displayed to issue checks.
NOTE – When this program is loaded from PU21 or PU41, OPERATOR SELECTION is not
accessible.
ORDER OF PRINT
This prompt defaults to the setting in PUUT02.
LOAD CHECKS FOR BANK
A Bank Name displays that is associated with the Bank Number associated with the invoices
selected. This field is not accessible. If the bank is incorrect, exit to PU41 and correct the invoice
before going any future.
In situations where invoices for more than one bank have been selected for payment, the screen will
display the name of the first bank, after those checks have been printed successfully the program will
return to this screen and display the name of the next bank and on until checks have been printed for
all banks.
MANUAL CHECK
If a check was hand issued and this entry is to update the computer system, answer YES.
Starting check number is pulled from the Bank Master defined in PUUT07. Touch <ENTER> to
accept this number or key an alternate check number.
NOTE – When the check number is changed the system updates PUUT07 with the new number.
CHECK DATE
The System will look at the setting in PUUT02. If the prompt under check writing for POSTING DAYS
ALLOWANCE is set to TODAY, then the current calendar date is used as a default. If the General Ledger
dates on the invoices selected is less than today‟s date, the check date may be any date within the range
of newest General Ledger date and today‟s date. On the other hand, if the newest General Ledger date is
today‟s date, the check date must be today‟s date. If for some reason the General Ledger date is greater
than today‟s date, a check cannot be issued until the General Ledger date is equal to or less than the
current calendar date.
The alternate setting in PUUT02 for POSTING DAYS ALLOWANCE is a number from 1 – 99. This allows
the operator to go that many days ahead of today‟s calendar date as a valid check date.
SCREEN OK
Once the operator is satisfied with screen prompt settings, key YES to proceed.
Purchasing
CHECK PRINTING (SCREEN TWO)
PRINT CHECK(S)? (Y/N/A/E):
Choose one of the following responses:
Y =YES
Print the check.
N =NO
Change the check number before proceeding.
A =ALIGN
Print a test form alignment.
E =EXIT
Cancel this program without printing any checks.
BEGINNING CHECK NUMBER
The beginning check number may be accessed by answering NO to the previous prompt or using the
<LEFT ARROW> key.
DID THE CHECK(S) PRINT OK
Answer Yes to complete the check print routine or NO to reprint the check.
When NO is the response the following reprint screen will display.
REPRINT CHECK FROM
Key the check number that is to be reprinted.
Purchasing
Enter the number of the new check form to be issued or touch <ENTER> to accept the program
default.
CHECK REPRINT SCREEN
DEVICE FOR CHECK REGISTER
Enter the printer device number to print the check register.
DEVICE FOR CHECK DETAIL LISTING
Enter a printer device number to generate a check remittance report. If PUUT02 is set to NO for
printing a CHECK REMITTANCE SHEET, this prompt will not display.
Purchasing
30. AUDIT AND UPDATE
INSTRUCTIONS
Records within the Purchasing Module are updated as soon as they are accepted. This is to say that the
Purchasing Module recognizes the record and any function can be used to maintain or pay that record. At
some point operators will want a register of all activity since the last register was printed and updated.
The Audit & Update program serves that purpose. It also builds any General Ledger transactions. If the
System discovers any errors that would prevent a successful General Ledger posting the update is
stopped. Errors must be corrected before an update will complete.
Records that print on an update register are assigned a register number and that report may be printed
again later.
In most cases activity to the same General Ledger number on the same invoice is combines into a single
line on the audit report. There are a couple of exceptions to this standard. In situations where a debit and
credit are entered against the same General Leger number on the same invoice they will print as
separate line items. When the description for a General Ledger number or Inventory item are replaced
with operator entered text, each such record will print as a separate line item.
If a General Ledger account is flagged as Stop Post between the time an invoice is entered and audited,
it will be noted on the audit.
The report MUST be printed to hard copy or device 4 when the UPDATE flag is set to YES.
Security by Function is available in this program so that only certain operators can UPDATE.
Purchasing
Y
N
E
S
D
PAGE
XXXX
=YES
=NO
=END
=SAVE
=DELETE
Accept screen settings and proceed with register print / update.
Will save screen prompts and associate them with a save name.
OPERATOR
The report can be printed for single or multiple operators.
PREVIOUS DATE
Allows the operator to reprint a previous register by answering YES. A help window displays with a
listing of all previous registers starting with the most recent one.
Operators can display register(s) for a specific date by keying that calendar date as continuous string
of numbers (e.g. Dec.30, 2004 as 123004) and touching their <FIND KEY>.
AS OF G/L DATE
Program defaults to the current calendar date. Any new records that have not printed on an update
register with an accounting date equal to or less than this date will be included on the report.
G/L AFFECTS ON INVOICES
Yes will include the G/L number associated with each detail line item.
G/L AFFECTS ON CHECKS
Purchasing
Yes will include the bank and accounts payable G/L number.
G/L GRAND TOTALS BY DAY
This allows the operator to get a daily total by G/L number.
PRINT ORDER INFO
Even though purchase orders do not affect General Ledger until they are invoiced, the activity from
those records can be included.
NOTE – The next two prompts allow the operator to create more white space on the report. In some
situations this may make the report easier to read. With both prompts set to NO the report prints on each
line of paper leaving no white space between records or detail lines of records.
DOUBLE SPACE REPORT
Set to YES the program will leave a blank line between each printed line of information, including the
ledger recap.
DOUBLE SPACE INVC / CHK
Answer YES to leave a blank line between each invoice or check record that appears on the report.
Detail lines for each invoice or check record will print with no white space between lines.
UPDATE
Answer YES to print a final audit and complete the update process.
DEVICE #
Key the printer device number to print the audit report. An audit MUST be printed to hard copy in
order to UPDATE files.
OK TO UPDATE FILES
After the print job has been sent to the print queue, the operator will be prompted one more time to
update.
A SAMPLE OF THE AUDIT REPORT APPEARS ON THE NEXT PAGE
NOTE – The Purchasing module does not allow the use of a General Ledger account that has been set to
“STOP POST”. If an account is changed to stop post between invoice entry and update, the detail and
recap sections of the report will note this fact.
Purchasing
REPORT: PU300U
TIME .: 09:09 01/16/2005
PURCHASING AUDIT AND UPDATE
AGTRAX TECHNOLOGIES
SELECTION
OPERATOR
.............! ALL
PREVIOUS UPDATE ........: NO
AS OF G/L DATE .........: 01/16/2005
PARAMETERS
G/L AFFECTS ON INVOICES?:
G/L AFFECTS ON CHECKS? .:
G/L GRAND TOTALS BY DAY?:
PRINT ORDER INFO? ......:
YES
YES
YES
YES
PAGE:
1
(YES/NO)
(YES/NO)
(YES/NO)
(YES/NO)
(YES/NO)
UPDATE? ................: YES
TYPE
INVC
INVC
INVC
INVC
INVC
INVC
INVC
INVC
INVC
INVC
INVOICE/CHECK NUMBER G/L DATE
TKT DATE VENDOR NUMBER / NAME
UPDATE DATE GENERAL LEDGER ACCOUNT
QUANTITY
18
12/10/2004 12/10/2004
18 FRISBIE CONSTRUCTION
BRC/ORDER
10 / 27
12/10/2004 0100100-16010000 ACCOUNTS PAYABLE
12/10/2004 0100100-05680000 MISCELLANEOUS INCOME
19
12/15/2004 12/10/2004
BRC/ORDER
10 / 28
12/15/2004 0100100-05670000 GAIN (LOSS) ON EQUIPMENT
20
12/15/2004 12/15/2004
BRC/ORDER
10 / 29
12/15/2004 0100100-05710000 INTEREST COBANK OVERNIGH
20050115
01/15/2005 01/15/2005
BRC/ORDER
10 / 31
01/15/2005 0100100-05710000 INTEREST COBANK OVERNIGH
25
12/15/2004 12/15/2004
25 DIRECTOR OF TAXATION
BRC/ORDER
10 / 34
12/15/2004 0100100-08070000 BC/BS INS. EXPENSE
30
12/15/2004 12/15/2004
30 BROTHERS EQUIPEMENT, INC.
BRC/ORDER
10 / 35
12/15/2004 0100100-08130000 BONDS AND LICENSE EXPENS
1000
01/15/2005 01/15/2005
100 WALKER STONE COMPANY, INC.
BRC/ORDER
10 / 36
01/15/2005 0100100-08140000 INTEREST EXPENSE
25
01/15/2005 01/15/2005
25 DIRECTOR OF TAXATION
BRC/ORDER
10 / 37
01/15/2005 0100100-08070000 BC/BS INS. EXPENSE
30
01/15/2005 01/15/2005
30 BROTHERS EQUIPEMENT, INC.
BRC/ORDER
10 / 38
01/15/2005 0100100-08130000 BONDS AND LICENSE EXPENS
1
12/10/2004 12/10/2004
1 FARMLAND TRANSPORTATIONS INC
BRC/ORDER
1 / 39
5.0012/10/2004 0100100-05680000 MISCELLANEOUS INCOME
12/10/2004 0101000-02400000 AG CHEMICAL PURCHASES
5.00
AMOUNT
AMOUNT
$10.00
10.0010.00
AG
AG
20.0020.00
AG
AG
30.0030.00
AG
AG
2,500.002,500.00
AG
AG
100.00100.00
AG
AG
100.00100.00
AG
AG
100.00100.00
AG
AG
100.00100.00
AG
AG
100.00100.00
AG
AG
250.00100.00
150.00
AG
AG
AG
---------------$3,310.00
$20.00
$30.00
$2,500.00
$100.00
$100.00
$100.00
$100.00
$100.00
$250.00
TOTALS .....
INVOICE GENERAL LEDGER RECAP 0100100-05670000
0100100-05680000
0100100-05710000
0100100-08070000
0100100-08130000
0100100-08140000
0100100-16010000
0101000-02400000
CHK
CHK
18
19
GAIN (LOSS) ON EQUIPMENT
MISCELLANEOUS INCOME
INTEREST COBANK OVERNIGH
BC/BS INS. EXPENSE
BONDS AND LICENSE EXPENS
INTEREST EXPENSE
ACCOUNTS PAYABLE
AG CHEMICAL PURCHASES
G/L RECAP TOTAL
12/10/2004 12/10/2004
12/10/2004 0100100-10020000 CASH IN BANK-WACHOVIA
12/15/2004 12/15/2004
12/15/2004 0100100-10020000 CASH IN BANK-WACHOVIA
EXP CH 1
12/10/2004 12/10/2004
1 FARMLAND TRANSPORTATIONS INC
BRC/ORDER
1 / 39
12/10/2004 0101000-02220000 ANYHDROUS AMMONIA PURCHA
5.00
12/10/2004 0101000-02400000 AG CHEMICAL PURCHASES
5.00EXPENSE CHANGE GENERAL LEDGER RECAP 0101000-02220000 ANYHDROUS AMMONIA PURCHA
0101000-02400000 AG CHEMICAL PURCHASES
G/L RECAP TOTAL
TOTAL G/L RECAP FOR: 12/10/2004
0100100-05680000
0100100-10020000
0100100-16010000
0101000-02220000
0101000-02400000
MISCELLANEOUS INCOME
CASH IN BANK-WACHOVIA
ACCOUNTS PAYABLE
ANYHDROUS AMMONIA PURCHA
AG CHEMICAL PURCHASES
G/L RECAP TOTAL
0100100-05670000
0100100-05710000
0100100-08070000
0100100-08130000
0100100-10020000
0100100-16010000
GAIN (LOSS) ON EQUIPMENT
BC/BS INS. EXPENSE
ACCOUNTS PAYABLE
G/L RECAP TOTAL
0100100-05710000
0100100-08070000
0100100-08130000
0100100-08140000
0100100-16010000
BC/BS INS. EXPENSE
INTEREST EXPENSE
ACCOUNTS PAYABLE
G/L RECAP TOTAL
$20.00
$110.00
$2,530.00
$200.00
$200.00
$100.00
$3,310.00$150.00
$.00
5.005.00
................
$10.00
10.00
10.0020.00
20.00TOTALS .....
CHECK GENERAL LEDGER RECAP 0100100-10020000 CASH IN BANK-WACHOVIA
0100100-16010000 ACCOUNTS PAYABLE
G/L RECAP TOTAL
OPER
AG
AG
$20.00
AG
AG
---------------$30.00
................
150.00
AG
150.00AG
5.00
5.00................
$30.00$30.00
$.00
$150.00
$150.00$.00
................
$110.00
$10.00$250.00$150.00
$.00
$.00
................
$20.00
$30.00
$100.00
$100.00
$20.00$230.00$.00
................
$2,500.00
$100.00
$100.00
$100.00
$2,800.00$.00
5.005.00
Utilities – Page 101
Purchasing
31. CONTROL TOTALS
INSTRUCTIONS
Periodically operators will want to verify that the total of outstanding invoices in Purchasing is in balance
with the control account in General Ledger. There are several ways to accomplish this task. Probably the
quickest and easiest way is to use this program.
Based upon a cutoff date for an individual company this program will calculate the total amount
outstanding in Purchasing and retrieve the General Ledger amount for the same cutoff date.
Users want to keep in mind that all invoices / checks entered through the Purchasing Module have to be
updated to General Ledger in order for this to be a valid test.
SCREEN OK? (Y/N/E)
Choose one of the following responses.
Y
N
E
=YES
=NO
=END
Accept screen prompts and proceed.
Change screen prompts before proceeding.
COMPANY NUMBER
Enter the company number to verify outstanding invoices against the control account(s) in General
Ledger.
CUT OFF DATE
Key a calendar date to balance the two modules. The System will default to today‟s calendar date.
Purchasing
ENTER DEVICE #!
Key a device to print or display the comparative information.
The example above indicates a $2,381.27 difference between Purchasing and General Ledger. Check
each step in the update process to insure that all records have been updated to General Ledger.
Purchasing
32. A/P REPORTS MENU
INSTRUCTIONS
Use the A/P REPORTS MENU to generate reports relating to invoices or checks that have been entered
through the Purchasing Module. There are record detail reports in addition to reports that can be used to
balance to General Ledger.
CHOICE:
Key the menu number of the report to be selected.
Enter “E” to return to the Purchasing Module Menu.
Purchasing
32.1 TRIAL BALANCE
INSTRUCTIONS
The Trial balance report will calculate the amount outstanding in Purchasing by company as of a specific
cut off date. The report can be printed in summary or detail. When printing detail the operator has an
option to include a recap by General Ledger number.
This report can also be used to get a listing of outstanding invoices by select vendors as of a specific
cutoff date.
Since the report can be run as of a specific cut off date, it is one of the tools to use in balancing to
General Ledger. It is also a good report at fiscal year end to give to auditors for payables outstanding as
of fiscal year end.
Y
N
E
S
D
PAGE
XXXX
=YES
=NO
=END
=SAVE
=DELETE
Accept screen settings and proceed with trial balance report.
SELECTION
Purchasing
COMPANY NUMBER
Key the number of the company to have a trial balance printed.
A/P G/L #
For those organizations using more than one General Ledger Liability Account number to track
outstanding invoice amounts, the Trial Balance Report may be run by individual Liability Account
Numbers. Each Liability Account number is assigned to a sequence number in PUUT06. Enter the
sequence number that corresponds with the Liability Account(s) to be included on the report.
Touch <ENTER> to include all Liability Account Numbers.
AS OF G/L DATE
Enter a calendar date as the cut off time frame. The System defaults this prompt to today‟s date. Any
records with posting General Ledger dates later than the day entered will be ignored. Therefore, this
report can be run at any time and get a total amount outstanding as of the cut off date.
DATE PROMPTS
Each program prompt for either a date or date range has been standardized. The prompts are
designed so that the operator may enter a calendar date for immediate use (Actual Date) or enter a
calendar date as a reference point to a day or month (Relative Date). Relative Dates are normally
used in conjunction with the Job Processor. However they be used in conjunction with saved
prompts. For example, an Order Entry audit is to be run each day for the previous day‟s activity. The
operator could enter Actual Dates and save those. Each day the date range would need to be
updated for the current day audit. In contrast using an ending Relative Date of 1 DAY, each day when
the operator enters OE38 they would see that the Ending Date has already advanced to stay
consistent with the system date. Hence the operator could use <DOWN ARROW> and generate the
report.
TYPE ACTUAL – This setting is the default for a date prompt.
RELATIVE – Dates may be relative to a DAY or MONTH.
DAY – This option makes comparison to the current system day.
MONTH – This option makes a comparison to the current system month.
For each option the operator is prompted to enter a DATE. That date is compared to the
current system date and the corresponding DAY or MONTH is filled with a default. If that is
not correct, enter the correct value and the system will change the DATE to be the correct
value. When using a Relative to MONTH the operator is also asked for DAY. This is a
reference to the day of the month. If the comparison is to the last day of the month enter 32.
Example1. If PU32 is to be run each day for activity through the previous calendar day a
Relative DAY could be chosen for the Ending Date while an Actual Date is still used for the
state date. DATE would be filled with 1 day prior to the current date. DAY will be filled with
the number 1. Should the DATE be entered incorrectly, DAY can be filled with the number 1
and the system will change DATE to be 1 day less than the system date.
DATE – Depending upon the program a default date may be the current calendar date, last day
of the current month, beginning of file which will display as the date 01/01/1753 or ending of file
displayed as 11/27/2738.
Purchasing
VENDOR
Operators can choose specific vendors by a Single vendor, Select vendors or a Range of vendor
numbers. To include all vendors, accept the program default of ALL.
PARAMETERS
REPORT SEQUENCE
Operators may sort this report by Vendor name or Vendor account number.
PRINT
A choice of SUMMARY will print a total dollar amount outstanding by individual vendor. Detail will
include the invoices that make up the total per vendor.
PRINT G/L DETAIL
The General Ledger postings per outstanding invoice can be included by a YES response. NO will
print only the invoice total.
A YES response will also include a recap by General Ledger number at the end of the report.
This prompt is accessible only if PRINT is set to DETAIL.
CREDIT INVOICES
Operators can include vendor credit invoices or exclude them from the report. A report can also be
generated that has only credit invoices on it.
PRINT HOLDBACK AMTS ONLY
Users can withhold partial payment of a vendor‟s invoice(s) by setting a holdback amount. This is
deducted during the check printing process and will not be paid until it is released through PU41.
Operators can generate a listing of only those amounts by answering YES. Otherwise the holdback is
included as part of other report information.
REPORT DELIVERY
Report delivery tells the system where we want the report to be sent, whether that is a printer or the
system hard drive. After the operator accepts screen prompt settings the Report Delivery window
loads.
NOTE – There are three types of error messages that the operator may receive:
1. APPLICATION ERROR – Examples would be no records found matching prompt criteria. In
the case of OE38 this could also be Invalid or Stop Post General Ledger numbers.
2. CRITICAL ERROR – A system problem that requires Customer Support assistance.
3. NON-CRITICAL ERROR – A system problem that may require Customer Support assistance.
For each type of error a report is not physically printed. A copy is saved to the operator‟s
PRIVATE directory. Go there to view the report and/ or error message. The operator PRIVATE
directory is accessed via TraxReport Menu located on the main menu or using the following HOP
keys.
TR – Takes the operator to the TraxReport Menu.
Purchasing
TRJ – Takes the operator directly to the Job Processor menu option.
TRR – Takes the operator directly to the Report Delivery menu option.
NOTE – The Delivery Options window has a SAVE PROMPT function. This save is per user for all
converted programs. If a user answers prompts in this window the same way the majority of the time,
they could be saved so all the operator need do is answer YES and continue.
NOTE – The prompts for STATUS and QUEUE / RUN NOW are not available if the job processor has
not been purchased and setup completed for it.
STATUS – Displays the number of jobs that have been sent to the job processor and the number of
print queues that are available for the current data set.
QUEUE / RUN NOW – Select to deliver the report to the job processor or to run the report now.
DELIVERY OPTIONS – A report may be sent to the user‟s personal work directory on the server‟s
hard drive, a public work directory on the server‟s hard drive accessible by all users, or to a selected
printer device.
NOTE – When choosing Personal or Public several prompts are by-passed.
DEVICE – Choose a device to print the report. All defined devices are available as they are in other
programs.
It was mentioned earlier that saving a report to Personal or Public is stored in a different format than
when using device 4 and that those are only accessible through the TraxReport Menu.. Device 4 may
be used here to save the report so that it is accessible through PRTC.
When sending a job to the Job Processor no RP (Pass Thru) or Video (Device 5, 7) are allowed.
COPIES When defining a printer device it may be set for a specific number of copies or zero so that
the operator may choose a number of copies when printing the report. Copies will default to 1 and
may be changed as the need arises.
TOTALS ONLY – If a program has prompts to generate detail or summary totals, a detail selection
may be over-ridden by answering YES.
DELETE REPORT FILE – Even though a report is sent to a printer device, the operator may save a
second copy for future use. To save a copy, change the prompt default setting to NO. The job is
saved in the Private directory.
Purchasing
NOTIFICATION EMAIL – A notification may be sent to the operator or other address upon
completion of the job. In case an error occurs during the report delivery a notification will be sent with
information regarding the error. If a default email address has been defined for the current operator it
may be inserted by touching the <HOME> key.
SCREEN OK – The operator has several available choices.
YES – Accept screen prompts and proceed with the report delivery/
NO – Change screen prompts prior to proceeding.
END – Cancel the delivery with no action taken.
SAVE – Save screen prompts for use with all report delivery as a default.
DELETE – Remove SAVED screen prompts for the Save name displayed in the upper right
corner of the window.
A SAMPLE OF THE TRIAL BALANCE REPORT WITH DETAIL APPEARS BELOW AND ON THE
NEXT PAGE
REPORT: PU3201
TIME .: 11:34 09/28/2005
SELECTION
COMPANY NUMBER ...........!
ACCOUNTS PAYABLE TRIAL BALANCE
YOUR FIRM NAME
PAGE:
1
1 PRO AG MARKETING ASSOC IN
A/P G/L # FROM ...........! BEGINNING OF FILE
THRU ...........! END OF FILE
AS OF G/L DATE ...........: 08/31/2005
VENDOR ...................! ALL
PARAMETERS
REPORT SEQUENCE ..........:
PRINT ....................:
PRINT G/L DETAIL? ......:
CREDIT INVOICES? .........:
PRINT HOLDBACK AMTS ONLY?.:
NAME
DETAIL
YES
INCLUDE
NO
(VENDOR <N>AME, N<U>MBER)
(<S>UMMARY, <D>ETAIL)
(YES/NO)
(<I>NCLUDE, <E>XCLUDE, <O>NLY)
(YES/NO)
OUTSTANDING INVOICES AS OF: 08/31/2005 FOR: 0100100-16020000 ACCOUNTS PAYABLE
VENDOR NUMBER / NAME
INVOICE NUMBER
INV DATE
G/L DATE
DUE DATE
HOLDBACK AMOUMT DISC DATE
AMOUNT
TRANS DATE GENERAL LEDGER NUMBER / DESCRIPTION
QUANTITY
163 ABILENE MACHINE
20030312
03/12/2003 03/12/2003 03/22/2003
50.00
50.00
20050629
06/29/2005 06/29/2005 06/29/2005
20,000.00
06/29/2005 0100001-01030000 SNACK/POP SALES
100.000
829
125.00
DISCOUNT AMOUNT REMAINING
AMOUNT
20,000.00
08/25/2005 08/25/2005 08/25/2005
08/25/2005 0100001-01060000 LUBRICANTS
179 ACME FENCE & IRON CO, INC
20030312
03/12/2003 03/12/2003 03/22/2003
50.00
0.000
125.00
TOTAL REMAINING
---------------20,175.00
TOTAL REMAINING
---------------50.00
50.00
12131 ADFASFASDFFD
21321
06/24/2004 06/24/2004 06/24/2004
1,500.0006/24/2004 0100001-02100000 LIQUID FERTILIZER PURCH
1100.000
1,500.00---------------1,500.00-
TOTAL REMAINING
97 ADM/GROWMARK
20030312
03/12/2003 03/12/2003 03/22/2003
97
07/25/2005 07/25/2005 07/25/2005
150.00
07/25/2005 0100100-10400000 PREPAID EXPENSES
08/04/2005 0100001-08020000 ADVERTISING/CONTRIB. EXP
08/04/2005 0100100-10400000 PREPAID EXPENSES
410 ADVANCE INSURANCE COMPANY
20030312
03/12/2003 03/12/2003 03/22/2003
50.00
50.00
50.00
0.000
0.000
0.000
150.00
150.00
150.00---------------TOTAL REMAINING
200.00
50.00
---------------TOTAL REMAINING
50.00
542 ADVANTAGE GLASS PLUS
20050906
08/31/2005 08/31/2005 09/06/2005
10.00
08/31/2005 0100001-01200000 MARK TEST
0.000
10.00
TOTAL REMAINING
---------------10.00
Purchasing
REPORT: PU3201
TIME .: 11:34 09/28/2005
ACCOUNTS PAYABLE TRIAL BALANCE
YOUR FIRM NAME
PAGE:
OUTSTANDING INVOICES AS OF: 08/31/2005 FOR: 0100100-16020000 ACCOUNTS PAYABLE
INVOICE NUMBER
INV DATE
G/L DATE
DUE DATE
HOLDBACK AMOUMT DISC DATE
AMOUNT
TRANS DATE GENERAL LEDGER NUMBER / DESCRIPTION
QUANTITY
DISCOUNT AMOUNT REMAINING
AMOUNT
TOTAL REMAINING
PAYABLES TOTAL
50.00
================
303,428.34
G/L RECAP
0100001-01000000
0100001-01030000
0100001-01040000
0100001-01060000
0100001-01070000
0100001-01080000
0100001-01200000
0100001-01920000
0100001-02030000
0100001-02100000
WHO CARES
SNACK/POP SALES
GASOLINE SALES NON-TAX
LUBRICANTS
SEED SALES
NH3 SALES
MARK TEST
TES
SNACKS/POP PURCH
LIQUID FERTILIZER PURCH
102.000
105.000
10.000
.000
.000
2.000
10.000
.000
1000.000
1100.000
35
$1725.00
$21005.00
$100.00
$625.00
$100.00
$200.00
$125.00
$185.00
$1500.00$1500.00-
Purchasing
32.2 INVOICES / CHECK DETAIL LISTING
INSTRUCTIONS
This report is designed to print check and / or invoice detail based upon company, vendor and date
range. Operators can also use this report to get a listing of only paid or only open invoices by vendor.
Records that have been backed out can be included on the report. Or the operator may elect to generate
a report with only backed out records.
If the user is having problems locating any differences between Purchasing and General Ledger or they
are questioning a remaining amount on an invoice, this report may help. It will verify detail records to see
that they have updated data files correctly. To use the report for this purpose, accept all default screen
prompts. Choose device five to bring the report back to the terminal screen. At the bottom of the first
screen, type “INVALID”. The program will then search for any records with a problem. It will highlight any
that are found. Call Customer Support to have these detail records fixed.
Y
N
E
S
D
=YES
=NO
=END
=SAVE
=DELETE
Accept screen settings and proceed with detail report..
Purchasing
PAGE
XXXX
SELECTION
COMPANY NUMBER
Enter the number of the company to include on this report.
VENDOR
Vendors may be selected by a <R>ange of account numbers, <S>elect specific vendors, a S<I>ngle
vendor or <A>ll vendors on file.
INVOICE .........FROM
TO
Key an invoice number or range of invoice number to include. Touch <ENTER> to include on all
invoice numbers matching other selection criteria.
CHECK ...........FROM
TO
Touch <ENTER> to include all check numbers matching other selection criteria. Otherwise key a
beginning and ending check number for those records to include.
G/L DATE ........FROM
TO
Enter a range of General Ledger dates to be included on the report. Touch <ENTER> to accept
program defaults of all records on file.
PARAMETERS
PRINT VENDOR ADDRESS
Answer YES to include Vendor address information.
PRINT INVOICES
Operators can include both invoice and check information on this report. To include invoice
information answer YES. Otherwise answer NO.
NOTE – The following four prompts are accessible only if PRINT INVOICES is set to YES.
SORT BY
Invoice records on the report may be sorted Alpha or Numeric.
ALL/OPEN/PAID/PART
Invoice information may be restricted to those invoices that Open, Paid or Partially Paid. Select ALL
to ignore this parameter and include invoices regardless of their payment status.
Purchasing
PRINT G/L AFFECTS
Answer YES to include detail line General Ledger posting for each invoice.
PRINT CHECK DETAIL
Answering YES will print the check number, date and check amount directly below each invoice.
PRINT CHECKS
Operators can include both invoice and check information on this report. To include check information
answer YES. Otherwise answer NO.
NOTE – The following two prompts are accessible only if PRINT CHECKS is set to YES.
PRINT G/L AFFECTS
Answer YES to include the bank and accounts payable General Ledger entries of each check.
PRINT INV DETAIL
Answering YES will print any invoice number, date and amount that the check paid directly below the
check record. Otherwise only check information prints.
SUMMARY OR DETAIL
The previous prompt has to be set to YES in order to access this prompt. A setting of SUMMARY will
print only the invoice number, date and amount. DETAIL will include General Ledger postings of the
invoice.
The operator does not have to print check General Ledger information to include invoice General
Ledger activity.
DOUBLE SPACE REPORT
Operators can create two blank lines between vendor breaks on the report by answering YES.
Otherwise only a single blank line will be used between vendor breaks.
PRINT BACKOUTS
Any invoice or check records that have been backed out can be included on a listing by answering
YES. Operators can also exclude them by answering NO. Or they can get a listing of only back out
records.
ENTER DEVICE #!
Key a device number to view or print the report.
The following screen shows an invalid detail record as described in the INSTRUCTIONS section of this
program. This type of data problem requires a programmer to fix it, so please call CUSTOMER
SUPPORT.
Purchasing
SAMPLE OF THE DETAIL REPORT WITH ALL DETAIL
REPORT: PU3202
TIME .: 10:58 07/31/2006
CHECK / ALL INVOICES DETAIL LISTING
AGTRAX TECHNOLOGIES
TICKET TYPE / NUMBER
G/L DATE INVC DATE
GENERAL LEDGER NUMBER / DESCRIPTION
27 FARMLAND INDUSTRIES
800-822-8263 EXT
INVC 100
09/14/2005 09/14/2005
0102100-02430000 GASOLINE PURCHASES
0102100-02440000 DIESEL FUEL PURCHASES
CHK 128
INVC 101
09/14/2005 09/14/2005
CHK 128
INVC 103
09/14/2005 09/14/2005
INVC 104
09/14/2005 09/14/2005
INVC 20060725
07/25/2006 07/25/2006
0100100-10150000 PREPAID FERTILIZER
0101000-02220000 ANYHDROUS AMMONIA PURCHA
INVC 20060730
07/30/2006 07/30/2006
0101000-02220000 ANYHDROUS AMMONIA PURCHA
INVC 246-1
09/14/2005 09/14/2005
0100100-10050000 NOTES RECEIVABLE
0100100-10050000 NOTES RECEIVABLE
INVC 246-1
09/14/2005 09/14/2005
INVC 70958632
09/14/2005 09/14/2005
INVC 725
07/01/2006 07/01/2006
CHK 128
CHK
PAGE:
1
AMOUNT
QUANTITY
AMOUNT
0
$17,271.86
7,471.0002,490.000
4,981.000
17,271.865,031.05
12,240.81
07/01/2006
$45,043.72
7,471.0002,490.000
4,981.000
17,271.865,031.05
12,240.81
07/01/2006
$45,043.72
$17,271.86
$17,271.86
7,471.0002,490.000
4,981.000
17,271.865,031.05
12,240.81
7,471.0002,490.000
4,981.000
17,271.865,031.05
12,240.81
.000
5.0005.000
.00
1,200.001,200.00
.000
5.0005.000
50.001,150.001,200.00
$17,271.86
$.00
$50.00
$103.57- B/O 09/14/2005
.000
.000
.000
.000
103.57
103.57103.57
103.57-
.000
.000
.000
.000
103.57103.57
103.57
103.57-
$103.57
B/O 09/14/2005
$17,271.86
7,471.0002,490.000
4,981.000
17,271.865,031.05
12,240.81
$10,500.00
.000
.000
128
07/01/2006 07/01/2006
0100100-10020000 CASH IN BANK-WACHOVIA
.000
.000
10,500.0010,500.00
07/01/2006
$45,043.72
TOTAL VENDOR INVOICES
45,043.72
45,043.72-
INVC 100
09/14/2005 09/14/2005
7,471.0002,490.000
4,981.000
17,271.865,031.05
12,240.81
INVC 101
09/14/2005 09/14/2005
7,471.0002,490.000
4,981.000
17,271.865,031.05
12,240.81
$96,909.30
$45,043.72
Purchasing
INVC 725
07/01/2006 07/01/2006
.000
.000
10,500.0010,500.00
TOTAL VENDOR CHECKS
0100100-10020000
0100100-10050000
0100100-10150000
0100100-16010000
0101000-02220000
0102100-02430000
0102100-02440000
.000
NOTES RECEIVABLE
.000
PREPAID FERTILIZER
10.000ACCOUNTS PAYABLE
52,297.000ANYHDROUS AMMONIA PURCHA
10.000
GASOLINE PURCHASES
17,430.000
DIESEL FUEL PURCHASES
34,867.000
G/L RECAP TOTAL ................
$45,043.72
$45,043.72$.00
$18,650.00
$96,909.30$2,400.00
$35,217.35
$85,685.67
$.00
Purchasing
32.3 CASH REQUIREMENTS LIST
INSTRUCTIONS
Those organizations that do cash forecasts needs, will use this report. It can break out up to five time
intervals checked against a specified due date. Operators have the option of including HOLD amounts or
CREDIT invoices.
Y
N
E
S
D
PAGE
XXXX
=YES
=NO
=END
=SAVE
=DELETE
Accept screen settings and proceed with cash requirements report..
COMPANY NUMBER
Enter the number of the company to do a cash requirements cash forecast.
AS OF DUE DATE
Purchasing
Key a DUE DATE. The System will use this date as a reference starting point. It will then work
forward sub-totaling outstanding invoices with due dates within the time intervals specified.
INCLUDE HOLD AMOUNTS
Operators can include any hold amounts in the report totals by answering YES.
INCLUDE CREDIT INVOICES
Operators can include any credit invoice amounts in the report totals by answering YES.
INTERVAL 1
Five time intervals are available. The System defaults them to by seven days in each interval. If an
organization pays invoices two times a week they want to adjust the settings accordingly.
ENTER DEVICE #!
Key a device number to display or print the report.
Cash Requirement Excluding Hold and Credits
Purchasing
32.4 G/L AFFECTS REPORT
INSTRUCTIONS
This report allows the operator to print a listing of all records affecting selected General Ledger codes for
a date range. For those G/L codes set to update in summary, this report will give the detail records
making up that daily total. Any General Ledger account may be selected for this report including the Bank
or Accounts Payable control accounts.
Y
N
E
S
D
PAGE
XXXX
=YES
=NO
=END
=SAVE
=DELETE
Accept screen settings and proceed with G/L Affects report.
ID CENTERS
General Ledger ID Center numbers may be selected by: <R>ange of ID Center numbers, <S>elect
specific ID Center numbers, a S<I>ngle ID Center or <A>ll ID Centers on file.
Purchasing
ACCOUNTS
Eight digit General Ledger account numbers may also be selected by: <R>ange of account numbers,
<S>elect specific account numbers, a S<I>ngle account number of <A>ll records on file.
POSTING DATE …... FROM
TO
Enter a range of General Ledger posting dates to include on the report. The program defaults to a
date range of the current calendar month.
RECAP BY ID CENTER
At the end of the report, a recap by each General Ledger number listed in account number order by
ID Center is included. To also include a recap where the report breaks between ID Centers, answer
YES.
RECAP ONLY
Answer YES to print only the Grand Total Recap from the end of the report.
INVOICE/CHECK DETAIL
This prompt is by-passed and defaulted to NO if RECAP ONLY is set to YES.
When this prompt is set NO the report will print only total postings per General Ledger number and
not show any of the individual records making up that total.
ENTER DEVICE #!
Enter a device number to display or print the report.
REPORT SAMPLE WITH DETAIL
Purchasing
32.5 G/L BALANCING REPORT
INSTRUCTIONS
If a situation arises where the General Ledger has gotten out of balance with Purchasing, this balancing
report is a good tool to narrow the search to a specific day or days. Based upon a company number and
date range criteria, the System will total by day the amount outstanding in each accounting module.
The operator can then research the posting in each module for that day or days to locate the discrepancy.
Y
N
E
S
D
PAGE
XXXX
=YES
=NO
=END
=SAVE
=DELETE
Accept screen settings and proceed with G/L balancing report.
COMPANY NUMBER
Key the company number to check Purchasing balances against General Ledger.
Purchasing
BALANCE FORWARD THRU DATE
Enter a beginning balance date. The System will take all activity in each module prior to this date and
total it. If the difference the operator is searching for happened after this date, the balance forward
amount for each module should be the same dollar amount. If that is not true, the operator will want to
move the balance forward date to find a point in time where the two modules were in agreement.
INVOICE THRU DATE
Key an ending date for the search. If books are being balanced through month end, this date would
be that last posting date of the calendar month in question.
Operators should keep in mind that if all activity entered into Purchasing for the time frame in
question has not been updated to General Ledger this report will not give them an accurate picture of
any differences.
ENTER DEVICE #!
Enter a device number to display or print the report.
SAMPLE OF G/L BALANCING REPORT
Purchasing
32.6 CHECK LISTING
INSTRUCTIONS
The check listing will print a report containing all checks issued and / or backed out for a date range.
Records are selected by Company number and Bank number. The report can be sorted by check number
or date issued.
Y
N
E
S
D
PAGE
XXXX
=YES
=NO
=END
=SAVE
=DELETE
Accept screen settings and proceed with check listing report..
SELECTION
COMPANY NUMBER
Enter the number of the company to print checks on the check listing.
Purchasing
BANK NUMBER
Operators can choose an individual bank for a company or all banks if that company has more than
one bank defined.
CHECK/DATE RANGE (C/D)
Choose to select records by a range of check numbers or a range of calendar dates.
FROM
TO
This prompt will switch depending upon the previous prompt answer. If CHECK was selected, enter a
beginning and ending check number to be included on the report. For a selection of DATE, enter a
beginning and ending calendar date of check records to include.
PARAMETERS
BACKOUTS
Check records that were backed out and match selection criteria can be <I>ncluded or <E>xcluded
on the report. Operators can also generate a report containing <O>nly backed out records.
REPORT SEQUENCE
Check records on the report can be sorted by Check number or Check date.
ENTER DEVICE #!
Key a device number to display or print the check listing.
SAMPLE OF CHECK LISTING
Purchasing
32.7 CHECK REGISTER REPRINT
INSTRUCTIONS
When checks are generated through the Purchasing Module they are tied to a register number. Checks
printed through PU26 or PU42 during a single run are tied to a register number. Likewise, Checks printed
though PU21 or PU41 are assigned to a register. Each time an operator is in either program all check
records generated during that session are tied to the same register. The Check register reprint allows the
operator to print a listing of the checks created during any or several of these sessions. When several
registers are selected for reprint, the report is broken by register number.
Y
N
E
=YES
=NO
=END
Accept screen settings and proceed with check listing report..
REGISTER NUMBER ... FROM
THRU
Register numbers selected to be printed must be in ascending order. So if the FROM and THRU are
chosen from the HELP window, the smaller numbered register must be in the FROM prompt.
REGISTER DATE ...... FROM
THRU
Purchasing
Key a beginning and ending check issue date. The program defaults to all registers matching other
criteria.
PRINT CHECK DETAIL REPORT
Operators can get a listing of invoices associated with each check by including the check detail report
as a part of the check register report. By answering YES a check detail section will be included for
each check appearing on the register. A negative response will omit any check detail. Operators can
also select “R” to have the System read each vendor master REMITTANCE SHEET flag. For those
set to YES the program will generate a check detail report.
NOTE – The next two flags are accessible only if PRINT CHECK DETAIL REPORT is set to YES or
REMIT FLAG.
PAGE BREAK BY CHECK
Enter YES to have each check detail information print on a separate sheet of paper.
PRINT INV G/L AFFECTS
General Ledger postings for each invoice associated with a check can be included as part of the
check detail information. To include them answer YES. Otherwise enter NO.
ENTER DEVICE #!
SAMPLE OF REGISTER REPRINT
There are several messages that may appear to the right of the AMOUNT column. These indicate if
any activity has taken place against a particular check, other than normal printing.
BACKOUT – The check record was backed out at some time after it was originally issued. There may
or may not be a replacement check for this record.
REPRINT – The check has been replaced with another check number during a check reprint
executed from PU26, PU41 or PU42.
CHECK PRINTED, ABORTED – The check number was used during a check print routine. However,
the operator answered NO to DID THE CHECK(S) PRINT OK; then cancelled out of the check reprint
Purchasing
without completing it. This message is to alert the operator that there is a printed check with this
number that should have VOID written on it. If that is not the case, the check needs to be entered into
the System.
SAMPLE OF CHECK DETAIL REPORT
Purchasing
33. P/O REPORTS MENU
INSTRUCTIONS
Use the P/O REPORTS MENU to generate reports relating to purchase orders that have been entered
through the Purchasing Module. There are record detail reports in addition to a month end report that can
be used for accrual purposes.
CHOICE:
Purchasing
33.1 COST RECEIPT VARIANCE
INSTRUCTIONS
When operators enter a purchase order an estimated unit cost is keyed. That cost may change between
the time the order is placed, product received or invoice received. A listing of such variances can be
generated through this listing. The listing can be selected by Order date, Inventory branch, Vendor,
Inventory product or Inventory major group. Operators can select one of three variances to review.
1 - ORDERED COST TO RECEIPTED COST
2 - ORDERED COST TO INVOICED COST
3 - RECEIPT COST TO INVOICED COST
Y
N
E
S
D
PAGE
XXXX
=YES
=NO
=END
=SAVE
=DELETE
Accept screen settings and proceed with cost receipt variance report..
= MENU-HOP Refer to APPENDIX I, STANDARD CONVENTIONS – Menu Hopping
Purchasing
SELECTION
ORDER DATE ....... FROM
TO
Key a date, range of dates or touch <ENTER> to use all dates on file.
BRANCH
Purchase Orders are entered by inventory branch. Operators can choose records for <R>ange of
branches, <S>elect specific branches, choose a S<I>ngle branch or touch <ENTER> for <A>ll
branches.
VENDOR
A Vendor account number is also associated with each Purchase Order. Selected records may be
restricted to a <R>ange of vendor numbers, <S>elect vendor numbers, a S<I>ngle vendor number or
<A>ll vendors in file.
PRODUCT
Only those Purchase Order detail lines made using Inventory Product numbers will appear on this
report. Operators can choose those detail lines to include by a <R>ange of Product numbers,
<S>elect products, a S<I>ngle product number or <A>ll products in file.
This prompt can be used in conjunction with following one to get the desired products included on a
report. For example, PRODUCT could be set to ALL and GROUP to a specific group. Then all
products within that group would be included.
GROUP
Inventory major groups can also be selected by <R>ange, <S>elect, S<I>ngle or <A>ll.
PARAMETERS
VARIANCE TO PRINT
Three different comparisons can be made with this report. Operators can compare: Ordered cost to
Receipted cost, Ordered cost to Invoiced cost or Receipted cost to Invoiced cost.
REPORT SEQUENCE
To sort information on this report by vendor then product number choose VENDOR. Or operators
may sort it by product number then vendor.
INCLUDE ZERO VARIANCE
If operators want to see all items on the report, even if Ordered cost matches Receipted cost that
matches Invoiced cost, answer YES. Otherwise, key NO.
ENTER DEVICE #!
Purchasing
REPORT SAMPLE SHOWING ORDERED COST TO RECEIPTED COST
Purchasing
33.2 UNINVOICED PURCHASE ORDERS
INSTRUCTIONS
At different periods users may want to know what products have been received and placed into inventory
without the corresponding invoice being posted. Such an inquiry would take place at month end for
financial purposes. In addition to printing a listing of receipts not yet invoiced, this program will create an
accrual entry for General Ledger.
To use the accrual feature of this program an accrual G/L number MUST be defined in PUUT06. The
accrual G/L number and Accounts Payable Liability cannot be the same G/L number. This program uses
the same G/L batch number as other Purchasing entries. After running this program the normal steps of
PU45, GL26 and GL42 must be completed before any accruals will be reflected in General Ledger
amounts.
This program uses security by function. Certain operators can be designated at those with the ability to
update an accrual to General Ledger.
Y
N
E
S
=YES
=NO
=END
=SAVE
Accept screen settings and proceed with listing.
Purchasing
D
PAGE
XXXX
=DELETE
SELECTION
BRANCH
Information on this report may be limited to a <R>ange of Inventory branch numbers, <S>elect
branch numbers or a S<I>ngle branch number. To include any Inventory branch accept the program
default of <A>ll.
GROUP
Operators may future narrow the amount of information included by choosing a <R>ange of Inventory
Groups, <S>elect specific Group numbers, a S<I>ngle major group number or accepting the program
default of <A>ll groups.
CUT-OFF DATE
Enter the accounting cut-off date. Any selected Purchase Order that was receipted prior to the cut-off
date and invoiced after will be included. Normally the cut-off date will be the last day of the month.
PARAMETERS
RECAP BY BRANCH
Information on the report is sorted by Inventory Branch number. As the report concludes one Branch
and moves to the next, a recap of activity at that Branch can be included by answering YES.
RECAP ONLY
Enter YES to print only the recap page(s).
PRINT BY GROUP
If the operator is interested in seeing information in the detail section of the report broken out by
Inventory major group, key YES. Otherwise, the sort after branch number will be Purchase Order
number.
ACCRUALS
UPDATE TO G/L?
If the System is to build General Ledger transactions at this time, answer YES. This is a point in time
report. The General Ledger should not be updated until the user is comfortable that all entries
affecting the General Ledger time period have been entered.
Should the operator run this report twice with same cut-off date and answer yes to G/L Update, the
System will build duplicate entries that will update to General Ledger. In such situations, the duplicate
entries must be manually backed out using GL21.
Purchasing
LAST ACCRUAL DATE
This field is maintained by the System. It displays as a reference for the operator to know the last time
General Ledger was updated with an accrual.
ENTER DEVICE #!
Key a device number to display or print the report. This report does not have to be printed to hard
copy to update accruals.
NOTE – When UPDATE TO G/L is set to YES and there are any invalid General Ledger numbers found,
the operator will receive the following warning message. No records will be updated until this problem has
been corrected.
Message Window
There are some invalid records on the report
Check the report for errors. Nothing will be updated.
Press <ENTER> to exit program.
<ENTER>
OK TO UPDATE FILES? (Y/N)
After the report has completed the operator will be prompted to continue with the update. To exit
without updating any records the operator can answer NO.
DETAIL SECTION OF REPORT WITH BRANCH RECAP
Purchasing
END OF REPORT WITH GRAND TOTAL GENERAL LEDGER RECAP
Purchasing
33.3 VENDOR PURCHASES
INSTRUCTIONS
Use this menu option to print a listing of products purchased from various vendors. Operators can select
records by range of dates, Order branch, Vendors, Inventory products or Inventory Major Groups.
Y
N
E
S
D
PAGE
XXXX
=YES
=NO
=END
=SAVE
=DELETE
Accept screen settings and proceed with the vendors purchase report..
SELECTION
TO
Enter a range of Purchase Order dates to include on this report.
Purchasing
ORDER BRANCH
Information on this report may be limited to a <R>ange of Purchasing Order branch numbers,
<S>elect branch numbers or a S<I>ngle branch number. To include any Purchasing Order branch
accept the program default of <A>ll.
VENDOR
A Vendor account number is also associated with each Purchase Order. Selected records may be
restricted to a <R>ange of vendor numbers, <S>elect vendor numbers, a S<I>ngle vendor number or
<A>ll vendors in file.
PRODUCT
Only those Purchase Order detail lines made using Inventory Product numbers will appear on this
report. Operators can choose those detail lines to include by a <R>ange of Product numbers,
<S>elect products, a S<I>ngle product number or <A>ll products in file.
This prompt can be used in conjunction with following one to get the desired products included on a
report. For example, PRODUCT could be set to ALL and GROUP to a specific group. Then all
products within that group would be included.
GROUP
Inventory major groups can also be selected by <R>ange, <S>elect, S<I>ngle or <A>ll.
PARAMETERS
PRINT
Either detail information from individual orders can be printed or only summary information. In both
cases the body of the report will print a total quantity / amount per Inventory item and per vendor.
DETAIL STATUS
This prompt is skipped when SUMMARY is selected in the previous prompt.
The status of a purchase order detail line changes as activity happens affecting that line. When a
detail line is first entered it has a status of <O>rdered. When the product is received the status
changes to <R>eceipted. Later when the invoice posted it is flagged as <I>nvoiced. Operators any of
these status types or <ENTER> to accept the program default of <A>ll status types.
If a particular status type is chosen, only those detail lines with matching status will appear on the
report.
PRINT VENDOR ADDRESS
Enter YES to include each vendor‟s address information.
RECAP BY
Users can elect to recap by <V>endor, <P>roduct, <B>oth or <N>one.
PRINT RECAP ONLY
Purchasing
This prompt is skipped when NONE is selected in the previous prompt.
A Vendor recap prints immediately after the detail for that vendor. Product recaps print at the end of
the report.
DETAIL WITH ALL STATUS TYPES
RECAP ONLY BY VENDOR AND PRODUCT
Purchasing
33.4 P/O DETAIL LISTING
INSTRUCTIONS
This listing focuses on the Purchase Order and any detail records tied to it. Operators can select records
by Order Branch, Date, Number or Type.
When running this report for only those Order types defined for Recurring Orders, the report will include
information contained in the RECURRING INFORMATION window.
Any cancelled detail lines that may be included in the body of the report are not included in the order total,
product recap or General Ledger recap.
Y
N
E
S
D
PAGE
XXXX
=YES
=NO
=END
=SAVE
=DELETE
Accept screen settings and proceed with P/O detail report..
Purchasing
SELECTION
BRANCH
Information on this report may be limited to a <R>ange of Purchasing Order branch numbers,
<S>elect branch numbers or a S<I>ngle branch number. To include any Purchasing Order branch
accept the program default of <A>ll.
TO
Enter a range of Purchase Order dates to include on this report.
ORDER NUMBER .... FROM
TO
Touch <ENTER> to include any order numbers matching other selection criteria or key a range of
purchase order numbers.
ORDER TYPE
Users may select a specific order type or ALL order types.
PARAMETERS
PRINT
When the status of all detail lines on a purchase order are invoiced or cancelled, that order is
considered to be closed or complete. Operators can elect to print only <O>pen orders, <C>losed
orders or ignore this and print <A>ll orders matching other criteria.
DETAIL STATUS
This prompt is by-passed unless OPEN is selected in the previous prompt.
The status of a purchase order detail line changes as activity happens affecting that line. When a
detail line is first entered it has a status of <O>rdered. When the product is received the status
changes to <R>eceipted. Later when the invoice posted it is flagged as <I>nvoiced. Operators any of
these status types or <ENTER> to accept the program default of <A>ll status types.
If a particular status type is chosen, only those detail lines with matching status will appear on the
report.
PRODUCT RECAP BY
Product information may be recapped by the Inventory <P>roduct number, the <G>eneral Ledger
Cost of Sales number on the item master, <B>oth methods or no recap printed at all (<N>one).
PRINT RECAP ONLY
Purchasing
Answer YES to print only the recap portion of the report. This prompt is skipped when NONE is
chosen in the previous prompt.
PAGE BREAK BY BRANCH
When the report is run for multiple branches, it may be easier to locate the transition point between
one branch and the next by inserting a page break. To use this feature, key YES.
PRINT COMMENTS
Any comments entered on a purchase order may be included on the report by answering YES.
DETAIL SECTION OF REPORT
BRANCH RECAP PORTION OF REPORT
Total company recaps print after the last branch recap.
Purchasing
REPORT SAMPLE FOR RECURRING ORDER TYPES
Purchasing
34. FILE MAINTENANCE REPORTS MENU
INSTRUCTIONS
Use the FILE MAINTENANCE REPORTS MENU to generate a report for vendor masters that have been
entered through the Purchasing Module
CHOICE:
Purchasing
34.1 VENDOR REPORT
INSTRUCTIONS
Use this report to print a listing or mailing labels of vendors that have been added to the Purchasing
Module. Operators may use Vendor account number, vendor status or miscellaneous field settings to
select vendors. The report also provides for including only those vendors that have had no activity after a
specified date. Thus allowing the operator to generate a listing of those vendors that they may want to
turn to inactive.
The report can be printed in several different formats depending upon what information is chosen to
include on the report.
Y
N
E
S
D
PAGE
XXXX
=YES
=NO
=END
=SAVE
=DELETE
Accept screen settings and proceed with vendor master report..
Purchasing
SELECTION
VENDOR STATUS
As organizations cease to do business with various vendors they can change the status of those
vendor account numbers by the changing the status to INACTIVE. This prevents those numbers from
being accidentally used.
Operators can use the STATUS flag to determine who is included on the Vendor List. Available
choices are: <A>ctive, <I>nactive or a<L>l.
VENDOR
The second selection criteria for a vendor master list is VENDOR NUMBER. Operator can choose by
a <R>ange of vendor numbers, <S>elect specific vendors, S<I>ngle vendor or <A>ll vendors.
MISC FIELD SELECTION
If an organization has defined any miscellaneous fields and maintained them on individual vendor
masters, they may be used as a selection criteria. Miscellaneous Fields were previously defined in
PUUT14.
When changing the prompt to YES, the program will display the miscellaneous field selection window.
Answer NO to SCREEN OK. This will take the cursor to the upper left hand corner of the window. Use
the <HOME> key to get a pic list window of all miscellaneous fields defined.
Choose the SEQUENCE NUMBER of the miscellaneous field desired.
Answer the three line questions.
LOW VALUE. Enter the smallest value that is to be included.
HIGH VALUE. Enter the highest value that is to be included. If only those vendors that have this
field set to YES are to be included, then the LOW and HIGH value will both be Y.
SORT BY. This sort will take precedence over REPORT SEQUENCE.
If more than one miscellaneous field is to be used repeat the process to select any additional ones.
Purchasing
JOIN (AND/OR). Where a single miscellaneous field is chosen this prompt setting makes no
difference. For multiple field selections – AND means any vendor fields must match all window
settings to be included on the report. OR means that if any of the field settings on the master match
window settings they will be included.
NO ACTIVITY FROM DATE
Periodically operators may want to generate a listing of those vendors whom they have not done
business with in the recent past. To create such a list, enter a calendar date to use as a reference
point. Only those vendors with NO activity since that date will appear on the report.
PARAMETERS
REPORT SEQUENCE
Records can be sorted by Vendor <N>ame, account N<U>mber or mailing <Z>ip code.
If a Miscellaneous Field was selected for use and the prompt SORT BY was set to YES, it will take
priority over this prompt setting.
PRINT LABELS
To generate a set of mailing labels in place of a report listing, Enter YES.
LABEL FORMAT
Choose a format file number that corresponds to the type of labels to be used. This prompt is bypassed when PRINT LABELS is set to NO.
SINGLE LINE
Answer YES to generate a listing that has one print line per vendor.
NOTE – The next prompt is accessible only when SINGLE LINE is set to YES.
DOUBLE SPACE REPORT
Key YES to get 2 blank lines between each vendor listed on the report.
NOTE – The following prompts are by-passed when SINGLE LINE is set to YES.
VENDOR REMARKS
Operators can enter up to ten lines of free form text in the vendor REMARKS window. To include this
information on the report answer YES.
CONTACTS
Multiple employee contacts may be defined for each vendor master. Operators can include them on
the vendor listing. Answer YES to add contacts to the listing.
Purchasing
CONTACTS REMARKS
In addition to remarks for the Vendor, operators can key remarks for each contact also. In the contact
remarks window up to 10 lines of free form text mat be entered. Answer YES to include this
information.
ENTER DEVICE #!
Key a device number to use in displaying the report or printing the report / labels.
LABELS TO SKIP 1ST PAGE
When using labels that are more than one column wide, operators may have a partial row left from a
previous print job. Or in the case of labels for a laser printer, a partial sheet may be left. By indicating
how many labels have been used, the print program knows where to start on the page. For
continuous form labels 3 columns wide where a label in the first column has been used, key the
number 1. On a sheet of laser labels that has the first five used, enter the number 5.
This prompt can be accessed by <LEFT ARROW> or answering NO to PRINT LABELS.
PRINT LABELS? (Y/N/A/E)
Y = YES
Continue with label printing.
N = NO
Change prompt setting for number of labels to skip.
A = ALIGNMENT
Print a test pattern prior to printing labels. When an alignment is used
LABELS TO SKIP will be set to zero.
E = EXIT
SAMPLE OF ONE LINE REPORT
Purchasing
SAMPLE WITH CONTACTS AND REMARKS INCLUDED
Purchasing
35. PREPAID CONTRACT REPORT
INSTRUCTIONS
The Prepaid Contract listing can be run as a single line report or with detail. It is also designed to use as a
point-in-time report for use as an aide in balancing outstanding prepaid contracts with General Ledger
control accounts.
Y
N
E
S
D
PAGE
XXXX
=YES
=NO
=END
=SAVE
=DELETE
Accept screen settings and proceed with Prepaid contract report..
SELECTION
For each of the following three prompts the operator will see a standard selection window.
Purchasing
VENDOR
Choose the vendor or vendors to include. They may be chosen by: Single, Range, Select vendors or
ALL.
PRODUCT
Select the product or products to include. Touch <ENTER> to accept program defaults of all products
having contracts.
GROUP
When selecting specific products, Group will probably be defaulted to all. Or when an operator is
interested in products in a specific group(s), PRODUCT may be defaulted to all.
SINGLE CONTRACT
To see detail for only a specific contract choose that contract from the pick list.
CONTRACT DATE …FROM
TO
Enter a date range of CONRTACT DATES to include on the report. When running this report as a
point in time, the operator will want to leave FROM defaulted to BEGINNING OF FILE and set TO as
the last date to balance.
CONTRACT TYPE
Choose a single contract type to print or accept the program default of all types.
CONTRACT STATUS
The report may be printed only for OPEN contracts or CLOSED contracts. Operators may ignore
status by selecting ALL.
PARAMETERS
RECAP BY
Detail may be recapped at the end of the report by Inventory Product, General Ledger prepaid
account(s), both Product and General Ledger. Operators may eliminate any recap by choosing
NONE.
SORT BY
Activity appearing on the report can be sorted by Vendor number, Inventory Product number, major
Group number or General Ledger prepaid account.
ZERO BALANCE CONTRACTS
Answer YES to include contracts whose balance is zero. Otherwise, answer NO. Choose ONLY to
generate a report with only those contracts having a zero balance. NOTE that the System
automatically closes contracts when the balance goes to Zero. Unless contracts have been manually
Purchasing
re-opened CONTRACT STATUS must be set to CLOSED or ALL to have a zero balance contract
appear on a report.
PRINT INVOICE DETAIL
Answer YES to include contract detail for transfers or invoiced purchase order detail items. Detail
information includes record type (TRFR, INVC) accounting date and invoice number.
PRINT P/O DETAIL
Any purchase order detail line items whose status is ORDERED or RECEIVED can be printed on the
report by answering YES. Since these are MEMO entries against the contract they do not affect
contract balances on the report. Detail information includes product description, order quantity, order
extended dollars, order branch number and order number.
ONE LINE CONTRACT
Operators can print one line per contract by answering YES. Note to get one line per contract PRINT
INVOICE DETAIL and PRINT P/O DETAIL both must be set to NO.
OUTSTANDING AS OF TO DATE
Answer YES to get a point in time report. Note that CONRTACT DATE TO determines the cut-off
date for the report.
DEVICE #!
Enter a valid printer device to display, print or save the report.
SAMPLE OF DETAIL SECTION OF REPORT WITH ALL DETAIL
Purchasing
SAMPLE OF RECAP SECTION WITH BOTH PRODUCT / GENERAL LEDGER
SAMPLE OF ONE LINE DETAIL REPORT
Purchasing
41. PURCHASING INQUIRY / MAINTENANCE
INSTRUCTIONS
After completing the entry of a record, situations will arise where an operator needs to inquire or maintain
a record. This can be done through PU41.
Choosing records to display can be as broad or as narrow as the operator desires.
Records selected can be sorted by Date or by Record number.
When choosing a single vendor to display activity the screen column for VENDOR changes to DUE DATE
displaying that information.
A report of records appearing on screen may be generated by using the function <P>.
Operators can also use a drill down tool to view the origination of a record or its disposition. For example,
having chosen an invoice, the operator can drill backward to see which order is associated with the
invoice. The operator can also drill forward to find the check that paid the invoice.
VENDOR # / NAME
Key a vendor number or touch <SPACE BAR> to include all vendors on file. Touching <ENTER> at
this prompt will leave it defaulted to NOT SELECTED.
Purchasing
TYPE
Enter a specific Type of record (Order, Invoice, Check or Prepaid Contract).
NUMBER
If the number of the record to display is known, enter it and that will be the only record to display.
STATUS
This prompt is skipped when all is selected for TYPE or Check records are chosen. For a specific
record type of Order, Invoice or Prepaid Contract the available responses change accordingly.
ORDER TYPE
INVOICE TYPE
O - ORDERED, NOT RECEIVED
O - OPEN
N - NOT INVOICED, RECEIVED
P - PAID
I - INVOICED, NOT RECEIVED
C - COMPLETED, INVOICED
PREPAID CONTRACT
R - RECURRING
O - OPEN
X - ORDERED, CANCELED
C - CLOSED
<SPACE BAR> FOR ALL
<SPACE BAR> FOR ALL
REFERENCE
This choice is valid only for TYPE of Order.
DATE RANGE
Enter a calendar date range or enter for all records matching other selection criteria.
To change a date range previously entered, type over the existing date with a new one or key ZERO
to remove date range as a selection criterion. This resets date range to be BEGINNING OF FILE to
END OF FILE.
NOTE - What appears in each field will depend on how the Type, Number, Status, Reference, and Date
Range are answered. In the example it includes all orders, invoices, checks, and prepaid contracts for
vendor 27 that are in the system. If ALL vendors are selected then it will total for all vendors.
ORDER TOTAL
INVOICE TOTAL
UNPAID TOTAL
CHECK TOTAL
PREPAID BALANCE
Dollar amounts appearing in each field are a total of all matching records selected to display. Records
that may display on subsequent screens are included in the totals.
The order total will include open or not received, invoiced orders plus any orders that have been invoiced
and or paid.
If only Invoices are selected then amounts will display only in the invoice total and unpaid total fields
The invoice total will include both paid and un-paid invoices.
The unpaid invoice total will only include outstand or un-paid invoices.
The check total will be total of all checks written to the vendor or vendors.
The prepaid balance will be total prepaid amounts remaining on any contracts .
Purchasing
EACH OF THE DIFFERENT TYPES IS COVERED INDIVIDUALLY ON THE FOLLOWING PAGES.
Purchasing
CHECK / VOUCHER INQUIRY
INSTRUCTIONS
The screen displays printed check information. Available options from this point are as follows.
CHANGE
There is no change allowed to check information.
BACKOUT
To cancel a check / voucher use this function. The back out date must be equal to or greater than the
check date. Canceling a check will build G/L transactions to the bank and accounts payable. It will
also change the status of any invoices paid by the check to open.
If a back out date is entered incorrectly, it may be maintained up to the time PU30 is updated.
If a check is backed out on the same day as the issue date, it will reset the last affected date for each
invoice based on all of the affects made to the invoice. If there were multiple checks written and
backed out, then it looks at each check to see if it was written / backed out the same day. If so, it
doesn't affect the last affect date on the invoice. This allows for maximum flexibility when it comes to
the date checks and invoices are posted to the G/L.
Other prompting and warning messages that an operator may see are dependent upon the status of
the record in Bank Reconciliation.
A. CHECK / VOUCHER STATUS IS OUTSTANDING / PENDING
Choose the sequence number of the check record to be backed out. At the function line select “B”
to back out. The program will prompt for a back out date which must be equal to or greater than
the check date. If a cut-off date has been established in General Ledger that is greater than the
check date, any date entered must be greater than the General Ledger cut-off date.
General Ledger entries will be created to debit the bank and credit accounts payable. Any
invoices paid by the check / voucher will be flagged as open and owing. When Purchasing is set
to auto post to Bank Reconciliation the system will change the status of the record in Bank
Purchasing
Reconciliation to VOID. Where AUTO post is not in use and a check is issued in one month and
canceled on another, it is the operators‟ responsibility to change the status.
B. CHECK / VOUCHER STATUS CLEARED / TRANSMITTED
Choose the sequence number of the record to be backed out. At the function line select “B” to
back out. At this point the following warning message / prompt will display.
Message Window
THIS CHECK WAS FOUND IN BANK RECON.
THE STATUS SHOWS THAT THIS CHECK HAS
CLEARED THE BANK.
ARE YOU SURE YOU WANT TO CONTINUE?
<Y>ES/<N>O: N
To continue with the back out, answer YES. The following prompt window displays.
Message Window
IS THIS CHECK TO BE REISSUED?
<Y>ES/<N>O: N
If the same check is to be re-issued answer YES. A YES response will display the following
message.
Message Window
WHEN REISSUING THE CHECK,
PLEASE SELECT THIS CHECK
NUMBER TO REISSUE.
<ENTER>
If the same check is not to re-issued answer NO. A NO response will display the following
message.
Message Window
NO TRANSACTION WILL BE UPDATED
TO BANK RECON FOR THIS BACK OUT
PLEASE VERIFY THAT THE INFORMATION
IN BANK RECON IS CORRECT.
<ENTER>
The program will prompt for a back out date which must be equal to or greater than the check
date. If a cut-off date has been established in General Ledger that is greater than the check date,
any date entered must be greater than the General Ledger cut-off date.
invoices paid by the check / voucher will be flagged as open and owing.
Purchasing
CHECK / VOUCHER RE-ISSUE
When a check / voucher with a status of cleared / transmitted in Bank Reconciliation is backed
out and the operator chooses to re-issue that record, the system places information for that
record in a re-issue file. To re-issue a check / voucher choose the outstanding invoice paid by the
original payment record. At the function choose “P” to print a check.
NOTE – If the record backed out paid more than one invoice the operator needs to select those
invoices in PU25. Check Writing (PU26) is then used to re-issue the record.
During the check / voucher print the operator will choose RE-ISSUE. The system checks the reissue file for the current vendor for any records. STARTING NUMBER will default to the original
document number found. If there is more than one record a window will display those for the
operator to choose the correct one.
Purchasing
If the system believes the new check / voucher amount is going to be different than the original
one a warning message displays. The operator must correct this before they are allows to
proceed.
Message Window
THE AMOUNT OF THE CHECK BEING
REISSUED IS
360.00.
THIS DOES NOT MATCH THE AMOUNT OF THE
ORIGINAL CHECK
274.00.
THESE AMOUNTS MUST BE EQUAL.
<ENTER>
DATE for the new record must fall within the date range displayed across the bottom of the
screen.
After successfully printing the new document, the operator will notice a message temporary
display on screen that the program is updating Bank Reconciliation. However, during a re-issue
the file is checked but no posting takes place.
FROM
Will drill backward to the invoices paid by this check.
END
Cancel this search and return to the previous screen.
G/L
Will display all General Ledger postings created by this record with accounting date. In the example
below, the screen displays the original entries and those created when the check was backed out.
Operators can rotate between General Ledger account description and account number by touching
Purchasing
the <END> key.
REPRINT
Allows the operator to reprint a specific check. The System will load PU26 when this function is
selected.
Purchasing
INVOICE INQUIRY
INSTRUCTIONS
This screen displays the invoice header information. Available options for this record type are as follows.
Operators will use this screen to change invoice due dates, discount amounts and hold back amounts. As
long as all or a portion of an invoice has not been paid, the operator can also maintain the BANK number.
CHANGE
From this screen for a paid invoice only the 1099 Code can be maintained. For open invoices Invoice
Date, Due Date, Discount Date, Discount Amount, 1099 code, Hold Back Amount and Bank Number
may also be maintained. To maintain a G/L number, use PU21 to maintain on the original order.
BACKOUT
Will change the invoice status to backed out. For any detail line on an order tied to this invoice
created using General Ledger entries, those lines will be CANCELLED. For any detail lines that were
created using Inventory item numbers, they will be changed to a status of RECEIVED.
If a back out date is entered incorrectly, it may be maintained up to the time PU30 is updated.
FROM
Drills back to the order associated with this invoice.
TO
Drills forward to the check record paying this invoice.
END
Purchasing
G/L
Will display all General Ledger postings created by this record with accounting date. Operators can
rotate between General Ledger account description and account number by touching the <END> key.
PRINT CHECK
This Function allows the operator to print a check for the invoice displayed. The System will load
PU26 when this function is selected. If the vendor has a defined bank relationship for ACH the check
print screen will default to voucher.
Purchasing
ORDER INQUIRY
INSTRUCTIONS
The first screen of an order inquiry displays the header information. From this point the operator can drill
backward to the order detail or forward to any invoice associated with the order.
FROM
Drill backward to order detail.
The <END> key will display the Receiving / Invoicing Window.
To exit use <PAGE UP> to return to the order header screen. Then use <DOWN ARROW> and <E> to
cancel the search and return to the starting point.
Purchasing
Depending upon the Order STATUS, the program will allow line maintenance from this screen.
TO
Drills forward to any invoice associated with this order.
END
Purchasing
PREPAID CONTRACT INQUIRY
To view more detail for a specific contract, choose the sequence number of that contract. The following
screen displays the contract master information. This is the same screen displayed in PU12.
At any point that the operator cancels a drill down process they are returned to this screen.
Having displayed a specific contract master, the operator can start a drill down process to view detail
records attached to the contract. To initiate this process touch “D” for detail.
The System will display any detail records attached to the contract. Operators could see three record
types: TRFR, INVC and ORDR.
Purchasing
To continue the drill down enter the sequence number of an individual detail record. Depending upon the
status of the record the System will display accordingly. Choosing sequence 2 (INVC) in the example
above, which has been invoiced, the System goes to the invoice display. From there the operator can
select FROM to see the purchase order associated with the invoice. Or they may choose TO for viewing
the check that paid the invoice.
Operators should remember that an invoice was created to apply prepaid dollars to the contract. It will
display along with other invoices made as application towards the contract. Deposits to the contract will
display as positive dollar amounts whereas applications will display as negative dollar amounts. An
exception to this rule is any invoice that has been backed out. They are easily identified with B/O as part
of the DETAIL DESCRIPTION.
Purchasing
Choosing sequence 6 (ORDR), which has a status of ordered, the System goes to the header screen of
the related purchase order. There the operator can select FROM to see the detail line items on the
purchase order.
Any maintenance functions that are available for other records types are also available for detail line
items attached to prepaid contracts.
Choosing sequence line 1 (TRFR), which is a transfer from another contract, the System will display the
contract master that transferred dollars to the current contract.
Purchasing
PRINT FUNCTION
A print function has been added to the screen display. It allows the operator to print to any device records
matching screen prompts. Sort order used on the screen is the same order of print. Recaps on screen
print at the end of the report. The function is available after the system has displayed records matching
prompt settings.
NOTE: The amount column prints the original invoice amount the same as the screen display.
A SAMPLE OF THE REPORT APPEARS ON THE NEXT PAGE.
Purchasing
REPORT: PU410U
PURCHASING INQUIRY / MAINTENANCE LISTING
TIME .: 11:45 11/10/2009
AGTRAX TECHNOLOGIES
VENDOR:
TYPE
Order
Invoice
Invoice
Invoice
Invoice
Invoice
Invoice
Invoice
Order
Order
Order
Order
Order
Order
Order
Order
Order
Order
Order
Order
Check
Order
Invoice
Prepaid
Order
Invoice
Order
Invoice
Order
Invoice
Invoice
Prepaid
Order
Order
Invoice
Order
Order
Invoice
Invoice
Invoice
Order
Order
Invoice
Order
Invoice
Invoice
Prepaid
Prepaid
Invoice
Check
Check
Check
PAGE:
1
27 FARMLAND INDUSTRIES
---DATE--01/20/2005
09/14/2005
09/14/2005
09/14/2005
09/14/2005
09/14/2005
09/14/2005
09/14/2005
09/27/2005
09/27/2005
09/29/2005
09/30/2005
09/30/2005
09/30/2005
09/30/2005
09/30/2005
09/30/2005
09/30/2005
01/15/2006
06/25/2006
07/01/2006
07/01/2006
07/01/2006
07/01/2006
07/25/2006
07/25/2006
07/30/2006
07/30/2006
08/29/2006
08/29/2006
08/29/2006
08/29/2006
08/30/2006
11/01/2007
11/17/2007
01/12/2008
01/13/2008
01/15/2008
01/16/2008
01/16/2008
01/16/2008
02/01/2008
02/01/2008
02/01/2008
02/01/2008
02/01/2008
02/01/2008
02/01/2008
02/02/2008
11/05/2008
11/26/2008
07/01/2009
ORDER TOTAL:
INVOICE TOTAL:
UNPAID TOTAL:
CHECK TOTAL:
PREPAID BALANCE:
-------NUMBER------BRCH: 10
56
100
101
103
104
246-1
246-1
70958632
BRCH:
2
1
BRCH:
2
3
BRCH:
2
2
BRCH:
2
4
BRCH:
2
5
BRCH:
2
6
BRCH:
2
7
BRCH:
2
8
BRCH:
2
9
BRCH:
2
10
BRCH: 10
225
BRCH: 10
224
128
BRCH: 10
165
725
PP NH3
BRCH: 10
166
20060725
BRCH: 10
167
20060730
BRCH:
1
59
800
829
27
BRCH:
1
60
BRCH:
1
110
1117
BRCH: 10
229
BRCH: 10
227
115
116
117
BRCH: 10
226
BRCH:
1
144
201
BRCH: 10
228
115-2
27-0625
PP-2
PP-ITEM 1
20090430
98
111
50037
DUE DATE
09/27/2005
09/27/2005
09/27/2005
09/27/2005
09/27/2005
09/27/2005
09/27/2005
07/01/2006
08/09/2006
08/14/2006
09/13/2006
09/13/2006
12/02/2007
01/15/2008
01/31/2008
01/31/2008
02/01/2008
02/16/2008
02/01/2008
02/17/2008
$422,495.10
$411,795.30
$.00
$411,795.30
$304,525.00
AMOUNT
$2500.00
$17271.86
$17271.86
$17271.86
$17271.86
$103.57
$103.57$17271.86
$12240.81
$12240.81
$5031.05
$5031.05
$12240.61
$5031.05
$12240.81
$5031.05
$12240.81
$5031.05
$.00
$.00
$45043.72
$10500.00
$10500.00
$8150.00
$.00
$.00
$50.00
$50.00
$12500.00
$175.00
$12500.00
$11375.00
$175.00
$2275.00
$1200.00
$4275.00
$4611.00
$.00
$1761.00
$.00
$.00
$14250.00
$285000.00
$285000.00
$.00
$14250.00
$285000.00
$.00
$.00
$17271.86
$17271.86
$332207.86
STATUS
Paid
Paid
Paid
Paid
Backout
Backout
Paid
Complete
Complete
Complete
Complete
Complete
Complete
Complete
Complete
Complete
Complete
Complete
Complete
Paid
Complete
Paid
Complete
Paid
Complete
Paid
Complete
Paid
Paid
Complete
Paid
Paid
Paid
Paid
Complete
Complete
Paid
Complete
Paid
Paid
Closed
Paid
Paid
Paid
Paid
Purchasing
42. REPRINT CHECKS
INSTRUCTIONS
This menu option allows the operator to reprint checks by a range of check numbers and / or date ranges.
Y
N
E
XXXX
=YES
=NO
=END
= MENU-HOP
Accept screen settings and proceed with cash requirements report..
Refer to Appendix I, STANDARD CONVENTIONS – Menu Hopping
COMPANY NUMBER
Key the number of the company used for the original check print.
BANK NUMBER
Enter the bank number of the company selected. As invoices are entered in PU21 they are
associated with a Company number and Bank number. Those associations are used to print checks
as payment for the invoices. In order to do a reprint the same associations must be used.
CHECK NUMBER….FROM
THRU
Enter the starting and ending check number to be reprinted.
Purchasing
CHECK DATE…FROM
THRU
Key a date range associated with the checks to be printed. Date may be defaulted as long as there
are not duplicate series of check numbers in the System.
SCREEN OK
Answer YES to continue with the check run.
The System will load PU26 when the prompt SCREEN OK has been set to YES.
Purchasing
45. G/L AUDIT TRAIL & UPDATE
INSTRUCTIONS
Use this menu option to take any General Ledger transactions created by PU30, attach them to a batch
number and send the batch to General Ledger. A default batch number is pulled from PUUT02. Operators
can print the report generated by this program without building a General Ledger batch.
Y
N
E
XXXX
=YES
Accept screen settings and proceed with the G/L Audit report.
=NO
=END
= MENU-HOP Refer to Appendix I, STANDARD CONVENTIONS – MENU HOPPING.
CREATE G/L TRANSACTIONS
Answer YES to associate any General Ledger transactions created during the update in PU30 with a
G/L batch number. Leaving this prompt set to NO will still allow the operator to print a report without
sending any transactions to General Ledger.
Purchasing
BATCH
A default General Ledger batch was defined in PUUT02. Operators may accept the program default
or key an alternate batch number. General Ledger batch numbers were predefined in GLUT05.
DATE .............. FROM
TO
It is possible to have several accounting days of activity update together during PU30. The System
preserves the identity of each accounting date as records are sent to General Ledger. So there is no
real need to run PU45 individually for each accounting date involved.
Normally operators will accept the program default of all records in file that have been through an
update and not yet updated to General Ledger.
SUMMARIZE BY DAY
Operators have three different ways of printing the General Ledger batch report. Their three options
are:
Y
=YES
N
=NO
All information will be totaled by General Ledger account number by day. Only
the total will print.
Information for individual records are included in addition to recap by General
Ledger. Users will see a warning message that the report length is longer and will
require more paper.
Each G/L account master is read. If the master is set to summarize by day, the
report will print only a total for that account. If the G/L account master is set to
NO for summarize by day, detail is included on the report.
M =MASTERS
SUB-TOTAL BY DAY
Presuming there are multiple days of activity in the General Ledger batch file to build, operators can
get a recap by day if so desired. Answer NO to print only a GRAND TOTAL by G/L account.
REPORT SAMPLE WITH SUMMARIZE BY DAY EQUAL YES
Purchasing
REPORT SAMPLE WITH SUMMARIZE BY DAY EQUAL NO
REPORT SAMPLE WITH SUMMARIZE BY DAY EQUAL MASTERS
In the above example, General Ledger account 0100100-05680000 is set to YES for SUMMARIZE BY
DAY.
Purchasing
47. BANK RECONCILIATION MENU
INSTRUCTIONS
This menu is used to select the desired BANK RECONCILIATION program.
For a discussion of setup and use of the Bank Reconciliation programs see Appendix II.
CHOICE
Enter a program number as displayed on the screen. Once an operator leaves a given BANK
RECONCILIATION program, the System will return to this menu.
®
Purchasing
47.11 BANK MAINTENANCE
INSTRUCTIONS
Use this menu option to ADD or MAINTAIN a bank number to be used in Bank Reconciliation. As banks
are added through the PURCHASING Module (PUUT.7 Bank Maintenance) they are also defined here.
Not all fields on this screen are contained in PUUT.7. Fields located on this screen that are not contained
in PUUT.7 are miscellaneous information used for specific purposes and are not required by programs in
Bank Reconciliation to use this module as a tool to reconcile to a bank statement.
**NOTE – Banks as defined in the Purchasing Module are tied to specific Company numbers. In Bank
Reconciliation they are not. Therefore if the Purchasing Module has been defined to track information for
multiple companies, each must have a different bank number or all activity will update to the same bank.
For example, if company 1 has a bank number 1 and company 2 also has a bank number 1, activity from
both companies will update to bank number 1 in Bank reconciliation.
A
C
D
=ADD
=CHANGE
=DELETE
I
E
=INQUIRY
=EXIT
Create a new bank number record for the bank master file.
Modify an existing bank number record.
Remove an existing bank number record from the bank master file. A
bank record should not be removed once it has been used unless all
detail associated with that bank master has been purged.
View existing bank master records with no change capability.
Purchasing
BANK NUMBER
Enter a number to use for a new bank record or that is associated with an existing record. Numbers in
the range of 1 – 99 may be used as valid bank numbers.
BANK NAME
Key the name of this bank. Up to 30 characters may be entered.
ACCOUNT NUMBER
Choose the Account that belongs to the current bank. Routing numbers are predefined in option 13.
Account numbers are added in option 14. In option 14 the operator also links a routing number to the
bank account which in turn is linked to a bank master.
NOTE – when pre-note verification is in use the account will display as “INVALID ACCOUNT” until the
pre-note time period has lapsed.
ADDRESS LINE 1
ADDRESS LINE 2
CITY
STATE
POSTAL CODE
Key a mailing address for this financial institution. These fields are informational only.
CONTACT
Enter your organizations contact at this financial institution. This field is informational only.
PHONE
EXT
FAX
Enter the telephone number with extension for the organizations contact. Key their fax number. These
are informational fields only.
IMPORT CLEARED CHECKS
Answer YES to have the ability for importing cleared check records for this bank master. Otherwise
leave this prompt set to NO.
**NOTE – The following prompts are by-passed when IMPORT CLEARED CHECKS is set to NO.
IMPORT FROM DISKETTE
If the data file received from the banking agency is on a diskette and this media is going to be used to
upload the file to the main computer, answer YES.
PATH
This prompt is by-passed when IMPORT FROM DISKETTE is set to YES. Otherwise, key in the
directory patch where the System is to find the check data file.
Purchasing
In the example above, the import program is to look in the work directory ($WRK:) of the employee
taking menu option BR22. So before going into that program the file must be in place.
When adding a new bank master, PATH will default to the same path directory as the smallest
numbered bank already on file.
There are several methods that can be used to move the import file from a local hard drive to the
specified directory on the main computer. If you have questions or would like help with this process
call Customer Support.
FILE NAME & EXTENSION
Enter the name and extension assigned to the import file. If the file was named using capital letters,
enter the name in caps here also. This must be completed for both diskette and hard drive options. If
importing multiple check files for different banks then each must have a different name and separate
masters setup for each bank. When setting up a new bank master FILE NAME will default to the
name of the smallest numbered bank already on file.
DELIMITED OR FIXED
Select either D or F. These are the only two options that will be accepted by the System for the type
of file it will be reading for the cleared check records. DELIMITED means there is a separator such
as a comma (,) between each field within each record in the file. Individual fields may vary in length.
FIXED length means that each field within each record is the same length all the time.
DELIMITER
When the previous prompt is D for delimited, key the delimiter or separator used in the file. The most
common will probably be a comma. When the prior prompt is F for fixed this prompt is bypassed.
OFFSETS
An additional pop-up window displays for the operator to define where in the file pieces of information
are located. Windows displayed are slightly different for Delimited files versus Fixed.
DELIMITED FILE ELEMENTS
IMPORT FILE OFFSETS
ELEMENT #
DOCUMENT NUMBER ..:
DOLLAR AMOUNT ....:
DOCUMENT DATE ....:
FORMAT .........:
1
2
3
YYYYMMDD
SCREEN OK? ..(Y/N): N
As mentioned previously certain fields (e.g. DOLLAR AMOUNT) within a delimited file may not always
be the same size, but they are always separated by the same character and located in the same
relative position (ELEMENT). For each prompt enter the ELEMENT number where the piece of
information is located within a record. As an example, if DOLLAR AMOUNT is the second piece of
data within a record enter 2 as the element number.
Purchasing
FIXED LENGTH FILE OFFSETS
IMPORT FILE OFFSETS
START
DOCUMENT NUMBER ..:
DOLLAR AMOUNT ....: 11
DOCUMENT DATE ....: 21
FORMAT .........: YYYYMMDD
END
10
20
28
With this type of file it is necessary to tell the system where to start reading and where to stop for
each bit of information within an individual record. For example the DOLLAR AMOUNT starts at digit
11 and ends at digit 20, making the check dollar amount 10 digits long.
At the prompting for date in both types of files there will be a help window. Select a date format from
the help window that matches the date format in the check data file.
Help Window
1 = YYYY/MM/DD
2 = YYYYMMDD
3 = YYMMDD
4 = YY/MM/DD
5 = MMDDYYYY
6 = MMDDYY
7 = MM/DD/YYYY
8 = MM/DD/YY
9 = DDMMYYYY
10 = DDMMYY
11 = DD/MM/YYYY
12 = DD/MM/YY
RECONCILED AS OF
When adding a new bank, enter the balance forward calendar date. For existing banks this field is
maintained by the System whenever BR33 (RECONCILIATION REPORT) is run and requested to
UPDATE THE BANK. However, operators still have the option of maintaining it manually.
RECONCILLED AMOUNT
The dollar amount appearing to the right of RECONCILED AS OF is the bank amount as of the last
time the bank was reconciled. This amount is maintained by the System and updated through BR33.
CURRENT BOOK BALANCE
This field is maintained by the System as new activity is posted to the Recon Detail file.
ACCOUNTS PAYABLE
COMMODITY ACCOUNTING
PATRONAGE AND EQUITY
PAYROLL
Purchasing
These fields are maintained by the System. Each time BR42 (RE-POST SYSTEM TRANSACTIONS)
is run, the System will update the last check number used by each accounting module posted. If, for
some reason, an operator is posting records that had previously been updated to Bank Recon, the
field on this screen will retain the number of the later dated check.
G/L ACCOUNT NUMBER
Key the 15 digit General Ledger account number that is used to track activity for this bank. This is a
required field and a new bank cannot be added unless this field contains a valid General Ledger
number.
EXPORT FORMAT
A format file is used for the System to know where to place each piece of information in the export
file. If information is being exported to a single bank then only one format file is needed even the user
has several accounts numbers for the same bank. On the other hand, if the user is exporting to
several different banks and each requires a different type of file, a separate format file is required for
each different type of file.
PASSWORD
Each individual bank account may have its‟ own password. Passwords may be up to 8 characters.
Any combination of letters and numbers may be used. Lower case letters are ignored. The password
will not display or print on any report. To change a password simply type the new password while in
CHANGE mode. To remove a password touch the <SPACE BAR> one time while in CHANGE mode.
ACH SETUP
At this prompt a window will display on screen with several prompts relating to ACH file exports.
BANK ACH ID
This is a single digit number used in the ACH file header as an Identification Code Indicator. The
Identification Code is pulled from the Company Name located in System Maintenance. There are 3
possible values.
Purchasing
1 = IRS Employer number (EIN)
3 = Data universal Numbering System (DUNS)
9 = User Assigned Number
The default value is 1.
BALANCED ACH
If an export file is to contain a debit entry to offset credit records in the file answer YES. Otherwise
answer NO. The system will default to NO.
Situations may arise where the System Maintenance Company Name and Bank Master are not the
information needed in the header of an ACH file. The Alternate Field settings allow the user to replace
Company Name and Bank Master with the desired information. Note that these fields should be left blank
unless alternate information is needed in the ACH file.
The next two prompts replace the Bank Master routing number and name.
ALTERNATE IMMEDIATE DESTINATION - Routing number of the alternate financial institution
NAME - Enter the name of the financial institution
The next two prompts replace the Company routing number and name.
ALTERNATE IMMEDIATE ORIGIN - Routing number of the alternate organization
NAME - Enter the name of the alternate organization
SEPARATE CCD/PPD
When a financial institution requires that CCD and PPD transactions be submitted in separate files,
set this prompt to YES. Otherwise accept the program default of NO.
ENTER DEVICE #!
To a get a report of all setup completed in this menu option enter a printer device number. Otherwise,
enter <E> to exit back to the previous menu. Account number information will include only the last
four digits of an account number.
Purchasing
47.13 ACH ROUTING MAINTENANCE
INSTRUCTIONS
Bank routing numbers are required for financial institutions that an organization is using and for each
customer, vendor or freight hauler they will be sending payments via ACH. This menu option is used
to ADD and later maintain those records. Once a routing number has been placed into use it may not
be deleted.
A
C
D
=ADD
=CHANGE
=DELETE
I
E
=INQUIRY
=EXIT
Add a new routing number to the file.
Modify an existing routing number record.
Remove an existing routing number record from file. A
bank routing record may not be removed once it has been used.
View existing routing master records with no change capability.
ACH ROUTNG NUMBER
Enter the 9 digit routing number of the financial institution. Routing Numbers are in check digit format
and are verified as such.
Purchasing
DESCRIPTION
Key the name of the financial institution. This information is used for lookups and
reports.
NOTE: The following fields are informational but may save time later if it is necessary to contact the
organization in writing or by phone. It may also be used to update a Bank Master when assigning an
account number to a new bank.
STREET / PO BOX
Key the mailing address. It is for informational purposes only.
CITY
Enter the city where the current institution is located.
STATE
Key the 2 character state mailing code for this institution.
ZIP (+4)
Key the mailing zip code.
PHONE NUMBER
Enter the telephone number including area code as a continuous string of numbers.
Purchasing
47.14 ACH ACCOUNT MAINTENANCE
INSTRUCTIONS
Use this menu option to create a link between an accounting application, a customer/employee/vendor
bank account number and a pre-note bank. The bank account numbers entered in this screen are visible
in their entirety. If there are employees who use the Bank Reconciliation menu and should not have
access to this information, the organization will want to set security on this menu option. The program has
a default security level of 6 in the Guard file. It is not active until the prompt ACTIVATE SECURITY in
BRUT02 is set to YES.
While adding a relationship for a bank if the routing number and bank name do not exist, they may be
added here without having to return to menu option 13.
Once a relationship has been added it may not be deleted. There is no way in the system to know if it has
been used. By changing the ACTIVE flag to NO the account will cease to display or be available for use.
The only place that an operator will see the account is in this menu option or the ACH Account Listing
when including inactive accounts.
MODULE
Choose the application where the bank routing and bank account number will be used.
<AR> CUSTOMER – Use for activity in Commodity Accounting and Notes Payable.
<BA> BANK – Use only for those banks as defined in BR11.
<FR> - FREIGHT HAULER – Use only for Commodity Accounting freight haulers.
<PR> EMPLOYEE – Use only for direct deposit activity from the payroll module.
<PU> VENDOR – Use only for activity in the Purchasing module.
<E> END – Cancel this program and return to the menu.
Purchasing
CUSTOMER
Depending upon the MODULE selected the wording of this prompt will change to reflect the desired
number. A lookup is available by name. For Payroll the specified lookup type (first or last name) as
defined in the Payroll Options screen is used.
At this point the ACH ACCOUNTS window will display. Any existing accounts for the current Module
and Customer will display.
Information contained in the window includes:
Bank Routing Number
Bank Name
Account Number
Account Type – Checking or Savings
Default Bank Account – Noted by Y or N. Default Account should always display on sequence 1
Active Status – Noted by A or I.
Available functions include: Sequence Number. Forward Arrow, Backward Arrow, Page Up/Page
Down, Insert and ENTER. Each is covered separately.
<ENTER>
Touch the ENTER key to return to the prompt for MODULE.
SEQUENCE NUMBER
To view or maintain a specific bank line, enter the sequence number of that bank. A maintenance
window will display. In the following example sequence number 2 has been selected.
Purchasing
NOTE – Once a Pre-Note or actual transaction has been audited and exported the Routing Number
and Account Number cannot be maintained. If there is a problem with either of those numbers,
change the ACTIVE to NO.
ROUTING NUMBER
To change a Routing Number key the alternate number or choose from an available pick list. If
the alternate Routing Number does not exist, it may be added at this point by entering that
number.
The system will display a message asking if the operator wants to add the new number. A
positive response will display the setup screen from BR13.
Complete the setup screen for the new Routing Number and return to Account number
maintenance.
Purchasing
ACCOUNT NUMBER
Key a corrected account number if needed. Account numbers may be up to 20 characters long.
ACCOUNT TYPE
Several Account types are available. They are:
22 – Consumer Checking Account
27 – Business Checking Account
32 – Consumer Saving Account
37 – Business Saving Account
52 – Consumer Loan Account
57 – Business Loan Account
ACTIVE
Change to NO if the current account is to no longer be used.
AVAILABLE TO
®
Select the AgTrax account numbers that are to be associated with the current bank account
number.
Purchasing
In this example Accounts Receivable number 2600 is linked to bank account 17000978 in
addition to other bank accounts. For MODULE <AR> checking account ending in 5721 is the
default. Number 2600 is also used as a freight hauler master number for John R Farmer. An
association between MODULE <FR> and checking account ending in 0978 is being added in this
session of the program.
MODULE – Enter the Module where activity will occur for this association.
AVAILABLE TO – Choose the master account number of the entity for the association. A
lookup is available based upon the Module selected.
DEFAULT ACCT – A single association for a module / customer / bank will make it the
default bank. If more than one association exists a default may be designated by keying
“T”.
NOTE – An association with a bank account for a different Module may be added as in this
example. However, to remove that association the operator must have selected that Module for
which the association was created. Once an association has been used by that Module it may not
be removed.
NOTE – Prenote prompts are bypassed when the module selected is BANK.
PRENOTE DATE
Where PRENOTES are in use this field will display PENDING until a test record has been sent in
an ACH export file. At that time it will display the date of the test record. See BRUT02 for
information on PRENOTES.
PRENOTE BANK
Enter the bank master number as defined in BR11 where the ACH file containing a PRENOTE for
this account will be sent for processing. Once a PRENOTE record has been created this field
may not be maintained. If PRENOTES are not in use this field is by-passed.
<FRWD>
Purchasing
Use the <FORWARD ARROW> key to rotate the column labeled ACCT/NAME to ACCT/ADDRESS,
ACCT/CITY, STATE ZIP and ACCT/PHONE NUMBER.
<BACK>
Use the <BACKWARD ARROW> key to rotate the column labeled ACCT/NAME to ACCT/ADDRESS,
ACCT/CITY, STATE ZIP and ACCT/PHONE NUMBER.
<PAGE>
Where there are more than a screen full of accounts <PAGE DOWN> and <PAGE UP> mat be used
to move from screen to screen.
<INS>-TO ADD
®
Use the <INSERT> key to add a new bank account for the current AgTrax account master.
ROUTING NUMBER
Enter a Routing Number or choose from an available pick list. If the Routing Number does not
exist, it may be added at this point by entering that number.
The system will display a message asking if the operator wants to add the new number. A
positive response will display the setup screen from BR13.
Purchasing
Complete the setup screen for the new Routing Number and return to Account number
maintenance.
ACCOUNT NUMBER
Key a bank account number. Account numbers may be up to 20 characters long.
ACCOUNT TYPE
Several Account types are available. They are:
52 – Consumer Loan Account
57 – Business Loan Account
Purchasing
ACTIVE
Enter YES. The prompt may be changed to NO if the current account is to no longer be used.
AVAILABLE TO
®
Select the AgTrax account numbers that are to be associated with the current bank account
number.
In this example Purchasing Vendor number 403 is linked to checking bank account ending in
2567. If there are other vendor masters to be associated with this account they may be entered
at this time. Or if the same entity does other business with the organization and is to use this
®
account for ACH purposes, enter those modules and AgTrax master numbers.
AVAILABLE TO – Choose the master account number of the entity for the association. A
lookup is available based upon the Module selected.
DEFAULT ACCT – A single association for a module / customer / bank will make it the
default bank. If more than one association exists a default may be designated by keying
“T”.
NOTE – An association with a bank account for a different Module may be added. However, to
remove that association the operator must have selected that Module for which the association
was created. Once an association has been used by that Module it may not be removed.
PRENOTE DATE
Where PRENOTES are in use this field will display PENDING until a test record has been sent in
an ACH export file. At that time it will display the date of the test record. See BRUT02 for
information on PRENOTES.
PRENOTE BANK
Enter the bank master number as defined in BR11 where the ACH file containing a PRENOTE for
this account will be sent for processing. Once a PRENOTE record has been created this field
may not be maintained. If PRENOTES are not in use this field is by-passed.
Purchasing
47.21 ENTRY / MAINTENANCE
INSTRUCTIONS
This program allows the operator to add or maintain records on an individual basis.
If a password has been established for the selected bank, it must be successfully entered before the
cursor will move to any other screen prompts. Three tries are allowed for entry of the password.
Choose one of the following available options.
A
C
D
=ADD
=CHANGE
=DELETE
I
E
=INQUIRY
=EXIT
Create a new record in the Recon detail file.
Modify an existing record. ACH records do not allow changes.
Remove an existing record from the Bank Recon detail file. ACH records
do not allow deletion.
BANK NUMBER
All records contained in the Bank Recon detail file are associated with a bank number. Enter the
number of the bank to add a record or, in the case of existing records, the bank number that they are
associated with.
Purchasing
PASSWORD
If a password has been defined for the current bank, it must be successfully entered before the
operator is allowed to proceed.
NOTE: In ADD mode the cursor moves to the following prompt. For CHANGE or DELETE modes the
cursor moves to Transaction Number.
TRANS DATE
Key the calendar date that this transaction occurred.
SYSTEM CODE
In addition to a bank number each record in the Bank Recon detail file is also associated with a
SYSTEM CODE to identify which accounting module originated the record. Valid system codes are:
1 BANK RECON
2 ACCOUNTS PAYABLE
3 COMMODITY ACCOUNTING
4 PATRONAGE & EQUITY
5 PAYROLL
6 ORDER ENTRY (DEPOSIT)
7 HEDGING
8 PURCHASING A/P
9 NOTES
10 GENERAL LEDGER
TRANS TYPE
Records are also identified by their transaction type. They are segregated into the following types:
1 CHECK
2 DEPOSIT
3 WITHDRAWAL
4 ADJUSTMENT
BRANCH
In accounting modules Commodity Accounting, Order Entry and Hedging records are created by
Branch number and are updated to Bank Recon accordingly. This prompt is by-passed unless one of
those is selected as a SYSTEM CODE.
PAYEE NUMBER
If the PAYEE for this record is an existing Purchasing Module Vendor, enter the vendor master
number. Name and Address information for that vendor will be used.
TRANSACTION NUMBER
Enter a number for this record. In the case of a check, this would be the check number. Up to eight
digits may be used for a transaction number.
For CHANGE and DELETE modes a lookup window is available if the transaction number is not
known. Otherwise the operator may enter the number. If there are multiple records in the Bank
Reconciliation file with that number, a window will display all matches and the operator may choose
the desired record from that list.
Purchasing
In the following example Transaction Number 19 has been entered. The system displays matching
records for the operator to choose the desired record.
AMOUNT
Key the dollar amount of this record. The System will handle any number up to 999,999,999.99.
STATUS
As new records are processed through the banking channels or voided their STATUS changes. To
track this movement Bank Recon has four STATUS CODES:
1 OUTSTANDING
Record has been created.
2 CLEARED
Record has been through banking channels and paid.
3 CANCELED
An issued record was backed out prior to going through bank
channels.
4 VOIDED/WASTED
Form used for alignment at start of check run.
CLEARED DATE
Whenever the STATUS chosen is OUTSTANDING this prompt is by-passed. Otherwise key the
calendar date the status of the record changed from OUTSTANDING to CLEARED, CANCELLED or
VOIDED.
PAYEE NAME
Enter a Payee Name for the current record. If a Purchasing Module vendor master was used for
PAYEE NUMBER, the information associated with that number will display in this field as a default.
DESCRIPTION
Up to 25 characters may be entered to describe the current record. This information will appear on
any transaction report. Any ACH record will have text of “ACH TRANSACTION”.
Purchasing
ACCOUNT
An ACH transaction will display whether the record is associated with a checking or saving account
and the last four digits of that account. All other records will be blank.
Purchasing
47.22 SELECT TRANSACTIONS TO CLEAR
(SCREEN ONE)
INSTRUCTIONS
Changing the status of records may be done individually in BR21 or multiple records may be selected
through BR22. Changing multiple records status through BR22 is a two-step process. Records are
chosen in this program; then the status change is finalized in BR23.
On Screen One of BR22, the operator chooses a Bank, Branch range (if applicable) and Reconciliation
Date. A bank statement balance may be entered also for quick balancing.
Programs are structured so that only one operator may access a bank master at any given time. If a
second operator tries to access the same bank number they will receive a message that the file is in use
and not be able to continue. Where multiple bank masters are defined, this program defaults to the
smallest bank number on file. If that happens to be the bank master in use; a second operator will receive
the mentioned warning. However the second operator may touch <ENTER>, key another bank master
number and continue.
Screen Two of BR22 displays any outstanding records matching the Bank, Branch and Reconciliation
Date. Records with a Transaction Date later than the Reconciliation Date will not display.
Operators may also import cleared check records from an outside banking agency. Each bank that is to
have records imported has additional setup features defined on the Bank Master in BR11. This program
is then used to import those records that have cleared the bank and flag the corresponding record in
Bank Reconciliation as ones to change the status from outstanding to cleared. For a more detailed
discussion on setup and use of this feature see Appendix III.
program will proceed to screen 2. Three tries are allowed for entry of the password.
Purchasing
SCREEN OK? .(Y/N/E/R)
Choose from one of the available functions.
Y
N
E
R
=YES
=NO
=END
=REBUILD
Screen One is Ok, proceed to screen two.
Change screen one prompts before proceeding.
Periodically, the temporary file that stores the records to be cleared will
show records that don‟t belong there or show an error message. This
function will empty the temporary file and rebuild it.
BANK NUMBER
Enter the desired Bank Number.
**NOTE - If the Bank Master (BR11) is set to NO for IMPORT CLEARED CHECKS, the next couple of
prompts are by-passed.
IMPORT CLEARED CHECKS FROM THIS BANK
Answer YES to import records from another file. The check number must already exist in Bank
Reconciliation for the record to import. If it does not exist that record is skipped.
The operator will receive a warning message if there is any type of problem finding the file to import
or with records in the file to be imported.
CLEAR THE FEEDER FILE BEFORE IMPORT
If the only records that the operator wants to see in BR22 are the check records to be imported,
answer YES to CLEAR THE FEEDER FILE. Otherwise answer NO. Should other transactions have
already been selected to clear, the operator will probably want to finalize the clearing of those in
BR23 before importing any records so as to not accidentally unselect the first group.
BRANCH FROM
THRU
Operators should keep in mind that only records originating in Commodity Accounting, Order Entry or
Hedging are kept by branch number. All other source records carry a branch number of zero. So, for
example, to get Purchasing Checks to display either accept the program default or key ZERO for the
beginning branch number.
When IMPORT CLEARED CHECKS is set to YES, the BRANCH prompts are by-passed. Otherwise
key the range of branch numbers to be cleared.
RECONCILIATION DATE
Reconciliation Date is the equivalent of a cutoff date. If it is the end of the month when checks are
cleared enter that calendar date. Any records in Bank Recon with a transaction date later than this
date will not display on screen two.
Purchasing
STATEMENT BALANCE
Operators can enter a bank balance from a statement if one is available. On screen two the System
will display a quick reconcile against the book balance as of the RECONCILIATION DATE. From the
STATEMENT BALANCE any OUTSTANDING transactions will be subtracted / added to make an
ADJUSTED STATEMENT. A BOOK BALANCE calculated as of the RECONCILIATION DATE is then
subtracted from the ADJUSTED STATEMENT to show any DISCREPANCY.
PASSWORD
Purchasing
47.22 SELECT TRANSACTIONS TO CLEAR
(SCREEN TWO)
INSTRUCTIONS
Screen two displays any outstanding records matching the criteria entered on screen one. Operators will
choose (flag) any records that are to have their status changed to CLEARED.
ACH Transactions will not display in this window until they have been included in an export file. At that
time their status will change from PENDING to TRANSMIT.
**NOTE – As records are selected for clearing the OUTSTANDING amount at the top of the screen
adjusts accordingly which in turn affects ADJ STATEMENT. The DISCREPANCY amount will change
also.
SCREEN OK (Y/N/E)
Choose one of the following functions.
Y
N
E
=YES
=NO
=END
Accept records as selected and return to the previous menu.
Change selections before returning to the menu.
Cancel this program and return to the previous menu. Any changes that
may have been made to selections will not be accepted.
SELECTING RECORDS
Records may be chosen by several different methods. Which one that is used will depend upon the
number of records to select based upon the total displayed. From the SCREEN OK line the operator
can use <INSERT> to select all records displayed. <DELETE> will reverse or unselect all records.
Purchasing
Individual records may be selected by answering NO to SCREEN OK. This will position the cursor at
the top of the screen. Use the <END> key to flag each record desired.
The <RIGHT ARROW> key will move the cursor down the screen one line at a time whereas <LEFT
ARROW> will move up the screen one line at a time. Once a direction has been chosen the cursor
will continue to move in that direction until the opposite is chosen.
Once all desired records have been selected, use <DOWN ARROW> to return to the screen prompt
SCREEN OK.
ENTER DEVICE #!
A report of selected records is available for printing upon exiting this program. A sample copy is
displayed below.
SAMPLE OF REPORT FOR SELECTED ITEMS TO CLEAR
TIME: 12:12 06/20/2009
BANK NUMBER .......!
TRANSACTIONS TO CLEAR FOR
1 WACHOVIA BANK
PAGE:
1
1 WACHOVIA BANK
IMPORT CLEARED CHECKS FROM THIS BANK? (Y/N): NO
CLEAR THE FEEDER FILE BEFORE IMPORT?(Y/N): NO
BRANCH FROM ...............................! BEGINNING OF FILE
THRU ...............................! END OF FILE
RECONCILIATION DATE .......................: 04/30/2009
STATEMENT BALANCE .........................:
TRANS #
-------31138
31139
31140
31141
31142
31143
TRANS DATE
---------05/24/2004
05/24/2004
05/24/2004
05/25/2004
05/28/2004
05/29/2004
SYS
--C/A
C/A
C/A
C/A
C/A
C/A
TYP
--CHK
CHK
CHK
CHK
CHK
CHK
1004
1005
04/21/2009
04/21/2009
PUR
PUR
ACO
ACO
$55000.00
PAYEE NAME
-------------------------------------22527 EARL DEINES
22527 EARL DEINES
22527 EARL DEINES
22527 EARL DEINES
92118 TERRAPIN LAKE FARMS
183 DOUG ACKER
---------CHECK
TOTALS
6
2600 TEST INV FOR ACH
403 ALLTEL
ACH TR OUT TOTALS
---------2
AMOUNT
-----------------$16090.00
$2179.04
$6716.00
$2264.64
$2289.73
$4012.80
-----------------$33,552.21
DESCRIPTION
----------------------------
$128.50
$112.50
-----------------$241.00
ACH TRANSACTION
ACH TRANSACTION
Purchasing
47.23 CLEAR OUTSTANDING TRANSACTIONS
INSTRUCTIONS
Any records selected in BR22 will have their status changed from OUTSTANDING to CLEARED with this
menu option.
program will make any calculations for Adjusted Bank Balance, Book Balance and Discrepancy. Three
tries are allowed for entry of the password.
CLEAR TRANSACTIONS? (Y/N/E)
Choose one of the available options.
Y
N
E
=YES
=NO
=END
Proceed with changing record status to cleared.
BANK NUMBER
The System will default to the smallest numbered bank defined for Bank Reconciliation. For
organizations having more than one bank, key the number of the bank to clear selected records.
Purchasing
PASSWORD
After entering a Bank Number and Password the cursor will return to CLEAR TRANSACTIONS. At this
point the operator will answer YES to proceed. If there is a Discrepancy a warning message will display.
ARE YOU SURE YOU WANT TO CLEAR?
Answer YES to proceed.
CLEAR AS OF DATE
Enter a transaction date to place on each record as the date that it was cleared. This will default to
the RECONCILIATION DATE keyed in BR22.
SCREEN OK? (Y/N/E)
Choose from one of the available choices:
Y = YES
Continue with clearing selected records.
N = NO
Change screen settings or records selected before continuing.
E = END Cancel this program will no action taken.
Purchasing
47.24 EXPORT CHECKS FOR A BANK
INSTRUCTIONS
Use this menu option to create an export file of checks written. The program uses a predefined format file
to make the file header and individual detail file records. One format file is required for each different type
of file to be exported. Operators may copy the file to diskette or file transfer it from the operator‟s WORK
directory on the main computer to their work station PC.
ACH records are not included in the check export file. Hedge transactions are not included in the check
export file.
Check records from Commodity Accounting that contain multiple payees (lien holders) will include that
information in the export record. If the check payees are longer than the payee field defined in the check
export format file, the payee field will be filled left to right and truncated. That same information is included
on the report of records exported.
SCREEN OK?(Y/N/E/S/D)
Y
N
E
=YES
=NO
=END
Accept screen prompts and proceed with export file build.
Purchasing
S
D
PAGE
XXXX
=SAVE
Save the parameters. You need to name the parameter settings. In the
upper right hand corner of the screen “DEFAULT PARMS” must be
displayed to add a new parameter. Any other wording in the upper right
hand corner indicates you are modifying that parameter setting. The first
saved parameter setting will become your new default parameter.
=DELETE
Delete the parameter setting shown in the upper right hand corner of the
screen.
=<PAGE UP> or <PAGE DOWN> key through the different saved parameters.
=MENU-HOP Refer to Appendix I, STANDARD CONVENTIONS – Menu Hopping.
BANK NUMBER
Enter the number of the bank to build an export file. The System defaults to the smallest numbered
bank defined in BR11.
NAME OF EXPORT FILE
Assign a name for the file to be created. The financial institution where the file is being sent may have
some name convention requirements. In such cases be sure to follow those requirements. The
System defaults to a file name BRYYYYMMDD. BR indicates Bank Reconciliation and YYYYMMDD
is YEAR, MONTH and DAY.
EXTENSION OF EXPORT FILE
Enter a file name extension. The program default is TXT.
CREATE EXPORT DISKETTE
Operators may write a copy of the file to a diskette placed in the diskette reader of the main
computer. The diskette can then be taken to a PC where the file is copied to the PC hard drive.
In cases where the operator has their PC mapped to get to their work directory on the main computer,
they can drag and drop a copy of the file directly to their PC.
CHECK DATE FROM
THRU
Key a date range of the check records to be exported. The program defaults to the current calendar
date.
CHECK NUMBER FROM
THRU
In some situations the operator may want to use a range of check numbers in place of or in addition
to a check date range. The System defaults this prompt to all checks matching other selection criteria.
PASSWORD
EXPORT FILE EXISTS, OVERWRITE IT
Purchasing
Any time that a previous file with same name is detected the operator will be prompted to overwrite it.
If the previous copy is no longer needed answer YES.
ENTER DEVICE #!
Enter a printer device number to print a listing of those records to be included in the export file.
CREATE THE EXPORT FILE
Answer YES to continue with building an export file.
INSERT THE DISKETTE AND TOUCH ENTER
When an operator chooses to CREATE EXPORT DISKETTE, they will be prompted to place a
diskette in the diskette reader on the main computer. After the file has been copied to the diskette a
message will display on screen letting the operator know that copy was successful.
SAMPLE OF EXPORT REPORT
REPORT: BR240U
TIME .: 16:53 07/21/2006
BANK NUMBER .................!
CHECKS EXPORTED FOR BANK: WACHOVIA BANK
AGTRAX TECHNOLOGIES
PAGE:
1
1 WACHOVIA BANK
NAME OF THE EXPORT FILE .....: BR20060721
EXTENSION OF THE EXPORT FILE.: TXT
CREATE EXPORT DISKETTE (Y/N)?: NO
CHECK DATE FROM .............! 05/25/2004
THRU .............! 05/25/2004
CHECK NUMBER FROM ...........! BEGINNING OF FILE
DATE
TRANS# SYS
PAYEE NAME
AMOUNT
STATUTS
-----------------------------------------------------------------------------------------------------------------------------------05/25/2004
11840 A/P
422 ADM GRAIN TERMINAL
$62501.00
05/25/2004
11841 A/P
578 YELLOW TRANSPORT INC.
$71204.00
05/25/2004
11842 A/P
29 BLUE CROSS/BLUE SHIELD OF KS
$358332.00
05/25/2004
11849 A/P
47 HEDGE INC
$10000.00
05/25/2004
11850 A/P
41 FIRST NAT. BANK
$78677.00
05/25/2004
11851 A/P
20 MARK TWAIN
$14167.00
05/25/2004
11852 A/P
132 SCHWAN'S
$4778.00
05/25/2004
11853 A/P
196 A T & T
$27789.00
05/25/2004
11854 A/P
460 TSC
$59318.00
05/25/2004
11855 A/P
172 SALINA SCALE
$48792.00
05/25/2004
31141 C/A
22527 JOE FARMER
$226464.00
--------------$962022.00
Purchasing
47.25 AUDIT/EXPORT ACH TRANSACTIONS
INSTRUCTIONS
Use this menu option to create an audit report and export file of ACH transactions. Files are built for a
single bank in each session of the program. Records from specific accounting modules may be selected
to include in the export file.
Export files may include only those credit transactions to update customer, employee or vendor accounts.
It may also include a debit entry to affect the organization bank account. The type of file built is controlled
by a prompt setting on the Bank Master (BR11). Organizations should check with their financial institution
to verify what type of file they want to receive.
A Carriage Return / Line Feed have been added at the end of each line in the ACH file. When using a
Windows based program such as Note Pad to look at the file it will display correctly by detail line rather
than one long line of text.
The program determines the type of service code to use. Service code 220 is used when only credits are
in the ACH file. Code 225 is used for debits only and code 200 is used when a file contains both.
Separate ACH files for CCD / PPD transactions may be created by a setting on the bank master in BR11.
Where pre-notes are in use, the file may contain those records also. The description “PRE NOTE” is
inserted into the name field.
Operators may reprint a previous audit and, if needed, rebuild a previous export file. If there are
reconciled transactions in the previous file selected, the system does not allow the file to be re-built.
Purchasing
Y
N
E
XXXX
=YES
=NO
=END
=MENU-HOP
Accept screen prompts and proceed with export file build.
Refer to Appendix I, STANDARD CONVENTIONS – Menu Hopping.
PREVIOUS EXPORT
Operators may re-print a copy of a previous audit by answering YES. A display window will list all
previous audits in reverse chronological order. Choose the sequence number of the audit to be reprinted.
Having chosen the sequence number of a previous audit the system will complete screen prompting
to match those at the time the audit was originally printed.
If the selected bank has an established password the operator must successfully enter it before the
screen will move to Device Number for printing.
DATE + <HOME KEY> = DATE LOOKUP – Where there are multiple screens of previous audits, the
operator may enter a calendar date as MMDDYY and touch <HOME> to display all matching audits
for that day.
BANK NUMBER
Purchasing
Key a Bank Number as defined in BR11 to build an export file.
PASSWORD
SYSTEM
Choose the Accounting module or modules that have ACH activity to be exported. The program
default is ALL.
DATE
Enter a date range of activity to be included in the file. FROM DATE may be left blank to ensure that
any back-dated records are included and transmitted. Anytime that TO DATE is set to END OF FILE
a warning message will display advising the operator that it set to a date greater than today.
EFFECTIVE DATE
Key a date that funds are to be available to recipients. Any date entered must be greater than DATE
TO. If the date entered falls on a weekend a warning message will display and an alternate date must
be keyed.
ENTER DEVICE #
To generate a listing of those transactions included in an export file key a printer device number.
EXPORT TRANSACTIONS
Answer YES to build an export file. The file will be placed in the WORK directory of the operator
executing the program. It will be named ACHTRX and have a numeric extension. Each time the
program is run the numeric extension will increase by one if a previous file still exists in the WORK
directory.
This prompt also displays when selecting a previous audit. Only answer YES if the original file was
lost before transmission or a successful submission.
Purchasing
SAMPLE OF ACH EXPORT AUDIT
REPORT: BR250U
TIME .: 12:30 05/22/2009
AUDIT ACH TRANSACTIONS
AGTRAX TECHNOLOGIES
PAGE:
1
SELECTION
PREVIOUS EXPORT?.. .....: YES
(YES/NO)
BANK NUMBER ............!
2 CENTRAL BANK (PAYROLL)
SYSTEM .................!
ALL
DATE ...............FROM: 04/20/2009
TO: 04/20/2009
PARAMETERS
EFFECTIVE DATE .........: 05/11/2009
FILE HEADER
TYPE DESTINATION
ORIGIN
FILE DATE/TIME
ID MOD
---- ---------------------------------------- ----------------------------------------- ------------------- -----1
48-1234567 AGTRAX TECHNOLOGIES
05/22/2009 12:30:30 A
BATCH HEADER
TYPE
---5
TYPE
---6
6
6
6
6
6
DETAIL
SER CLASS COMPANY
CO ID
ENTRY CLASS ENTRY DESCRIPTION ENTRY DATE ODFI
--------- ----------------------------------- ---------- ----------- ----------------- ---------- --------200
AGTRAX TECHNOLOGIES
148-123456 PPD
CONSUMER
05/11/2009 110110022
TRAN ROUTING
ACCOUNT
AMOUNT INDIV ID INDIV NAME
SYS SYS ID
---- --------- ------------------------- -------------- -------- ------------------------------ --- ------22
101100223 CHECKING........4321
272.15 0000001 HE T MAN
P/R 2
22
101101581 CHECKING........6543
1,273.94 0000002 VICTOR BORGA
P/R 5
32
101101581 SAVINGS.........2145
1,013.47 0000003 ROYAL A BRITAIN
P/R 9
32
301178327 SAVINGS.........5123
100.00 0000004 WILD BILL CODY
P/R 11
22
101100171 CHECKING........4455
197.63 0000005 WILD BILL CODY
P/R 11
27
101100223 CHECKING........4455
2,857.19 0000006 BALANCING OFFSET
BATCH CONTROL
TYPE ENTRY COUNT
TOTAL DR
TOTAL CR
---- ----------- ------------------ -----------------8
6
2,857.19
2,857.19
FILE CONTROL
TYPE BATCH COUNT ENTRY COUNT
TOTAL DR
TOTAL CR
---- ----------- ----------- ------------------ -----------------9
1
1
2,857.19
2,857.19
Purchasing
47.31 TRANSACTION LISTING
INSTRUCTIONS
This option allows operators to print a listing of outstanding transactions based upon selected criteria.
Operators can also define sort order for the report and sub-totals at different break points.
The report recap is broken out by Status Level in addition to a total for all status types.
Y
N
E
S
=YES
=NO
=END
=SAVE
Accept screen prompts and proceed with report printing.
Change screen prompts before proceeding with report.
Purchasing
D
PAGE
XXXX
=DELETE
screen.
=MENU-HOP Refer to Appendix I, STANDARD CONVENTIONS – Menu Hopping.
SELECTION
BANK
A standard selection window is available to choose a Single bank, Select banks, Range of banks or
All banks. The program defaults to ALL.
BRANCH
A standard selection window is available to choose a Single Inventory Branch, Select branches,
Range of Branches or All. Records updating from Commodity Accounting will contain a branch
number that coincides with originating branch where the check / voucher record was created.
Deposits or bank adjustments recorded through Order Entry 23 will contain a branch number of the
Inventory branch where the order was made. Other Accounting modules will have zero for a branch
number.
SYSTEM
Each system where records may be updated to Bank Reconciliation is listed in a selection window.
The program defaults to all being selected. Operators may unselect all by the <DELETE>key.
Individual systems may be selected /unselected by keying the sequence number of that system. The
operator will note that the asterisk will disappear from the sequence number when unselecting a
system. Use <ENTER> to accept selections and continue to the next prompt.
If an organization is not using the Hedge Module, an operator will not be able to access HEDGING.
TYPE
Purchasing
Each record type is listed in a selection window, The program defaults to all being selected.
Operators may unselect all by the <DELETE>key. Individual types may be selected /unselected by
keying the sequence number of that type. The operator will note that the asterisk will disappear from
the sequence number when unselecting a type. Use <ENTER> to accept selections and continue to
the next prompt.
PAYEE
This prompt is by-passed unless a specific SYSTEM is selected for that prompt. A standard selection
window is available to choose by a Single payee, Select payees, Range of payees or All. Program
defaults are set to include ALL payees.\
STATUS
Each record status is listed in a selection window, The program defaults to all being selected.
Operators may unselect all by the <DELETE>key. Individual record status may be selected
/unselected by keying the sequence number of that status. The operator will note that the asterisk will
disappear from the sequence number when unselecting a status. Use <ENTER> to accept selections
and continue to the next prompt.
Purchasing
TRANSACTION
Specific records may be included by keying that specific transaction number or range of transaction
numbers.
TRANSACTION DATE
To include records within a date range enter the beginning and ending issue date of those records.
CLEARED DATE
Key the cleared date or cleared date range of records to include on the report. When running a listing
for outstanding records only ignore this prompt.
PARAMETERS
BANK
BRANCH
SYSTEM
TYPE
PAYEE
STATUS
TRANSACTION
TRANS DATE
CLEARED DATE
Prompts in the Parameters section allow an operator to customize the report. Normal sorting for the
report is the order that items are listed. That order can be changed by entering a sort preference in
the SORT column. (Numbers 1 – 9 with 1 being highest sort order.) Should the operator want a listing
to sort by Transaction number with a sub-sort by Transaction Date those could be entered as Sort 1
and Sort 2. A sub-total can be inserted at each break by answering YES to the prompt at which the
sub-total is to be inserted. Prompting for BANK is defaulted to YES for subtotal.
PASSWORD
Purchasing
Any bank that has an established password will require that the password be successfully entered
prior to any information for that bank being displayed or printed.
HINTS FOR RUNNING THE REPORT
1) COMPLETE LISTING FOR A MONTH - The re-post option no longer prints a listing of everything.
It prints only those transactions that are new to update. To get a listing of all records updated to
the bank for a month choose that bank number and Transaction date range. Accept the program
defaults for all other prompts.
2) LIST OF OUTSTANDING RECORDS – Choose the bank number; status of outstanding, ACH
pending or ACH transmit; ending date in the Transaction date range. Accept the program defaults
for all other prompts.
3) LIST OF CLEARED CHECKS – Choose the bank number; status of cleared; Cleared date range.
Accept program defaults for all other prompts.
4) MULTIPLE BANKS – The report normally sorts by bank first. However the report does not print a
sub-total by bank unless a SORT number for BANK is entered.
SAMPLE REPORT
Purchasing
47.33 RECONCILIATION REPORT
INSTRUCTIONS
This program allows the operator to print a report to use in reconciling computer activity to a statement
from a banking institution. One of the prompts will ask for the bank statement amount and then use
outstanding records to adjust the bank balance amount to a computer balance.
Once any discrepancies have been resolved the adjusted balance can be written to the bank master.
Y
N
E
S
=YES
=NO
=END
=SAVE
Purchasing
D
PAGE
XXXX
=DELETE
screen.
=MENU-HOP Refer to Appendix I, STANDARD CONVENTIONS – Menu Hopping
BANK NUMBER
Enter the bank number that is being reconciled. The System defaults to the smallest bank number on
file.
RECONCILIATION DATE
Key the calendar cut-off date that is being used to reconcile the bank.
STATEMENT BALANCE
Enter the ending dollar amount on the statement received from the bank.
SUMMARY OR DETAIL
The reconciliation report may be printed as a recap only or with detail showing outstanding records as
of the RECONCILIATION DATE.
UPDATE BANK
To update the bank master with the current RECONCILIATION DATE and STATEMENT BALANCE
answer YES. Otherwise accept the program default of NO.
PASSWORD
ENTER DEVICE #
Key the printer device number to generate the reconciliation report. A sample copy appears below.
Key “E” to exit this program without printing a report and return to the previous menu.
Purchasing
SUMMARY PORTION OF RECONCILIATION REPORT
TIME: 11:12 06/22/2009
RECONCILIATION REPORT FOR
S U M M A R Y
1 WACHOVIA BANK
PAGE:
1
AS OF STATEMENT DATE 04/30/2009
BANK STATEMENT BALANCE
$50,000.00
3 DEPOSITS IN TRANSIT
0 OUTSTANDING ACH INS
191 OUTSTANDING CHECKS
32 OUTSTANDING ACH OUTS
+
+
$.00
-
$319,171.98
-
$225,190.35
0 OUTSTANDING WITHDRAWALS
-
6 OUTSTANDING ADJUSTMENTS
+/-
ADJUSTED STATEMENT BALANCE
CURRENT BOOK BALANCE
$3,439.14
-
$.00
$2,473.40---------------------$493,396.59$905,407.49---------------------$412,010.90
DISCREPANCY
DETAIL PORTION OF RECONCILIATION REPORT
TIME: 11:12 06/22/2009
RECONCILIATION REPORT FOR
TRANS #
-------11853
11854
11855
11856
11857
11858
11859
11973
11974
11975
11976
11977
11978
11979
11980
12014
20353
30576
31065
31066
50000
DATE
---------05/25/2004
05/25/2004
05/25/2004
05/26/2004
05/27/2004
05/28/2004
05/28/2004
12/28/2004
12/20/2004
12/31/2004
12/31/2004
12/31/2004
01/05/2005
01/10/2005
01/10/2005
01/11/2005
05/22/2004
04/30/2004
04/30/2004
04/30/2004
04/30/2009
SYS
--A/P
A/P
A/P
A/P
A/P
A/P
A/P
PUR
PUR
PUR
PUR
PUR
PUR
PUR
PUR
PUR
C/A
C/A
C/A
C/A
PUR
TYP
--CHK
CHK
CHK
CHK
CHK
CHK
CHK
CHK
CHK
CHK
CHK
CHK
CHK
CHK
CHK
CHK
CHK
CHK
CHK
CHK
CHK
0
1
1938
07/21/2006
07/21/2006
01/02/2009
C/A
C/A
O/E
DEP
DEP
DEP
94803 ADM GRAIN PURCHASER
94803 ADM GRAIN PURCHASER
CASH CASH
---------3
$10.00
$69.16
$3359.98
-----------------$3,439.14
HERMAN TEXT MESSAGE FOR T
ADJUSTMENT
TRF FEES
RECEIVED
PMT CHG
FUNDS TO PAT ACCT
---------ADJUSTMENT TOTALS
6
$150.00
$1.85
$.15$150.00
$.10$2775.00-----------------$2,473.40-
DEPOSIT
1
185
101833
102029
102127
131713
12/23/2004
07/27/2006
07/01/2006
07/02/2006
07/06/2006
01/15/2009
B/R
B/R
GL
GL
GL
GL
ADJ
ADJ
ADJ
ADJ
ADJ
ADJ
1019
1021
5001
01/18/2009
04/28/2009
01/31/2009
PUR
PUR
NO
ACO
ACO
ACO
1 WACHOVIA BANK
O U T S T A N D I N G
AS OF STATEMENT DATE 04/30/2009
PAYEE NAME
AMOUNT
------------------------------------------------------196 SOUTHWESTERN BELL TELEPHONE
$277.89460 WESTHEFFER COMPANY, INC.
$593.18172 WH SCALE COMPANY
$487.92385 CENTRAL PUBLISHING CO. INC.
$190.0020 MARK PERRY
$184.20584 JANET GFELLER
$50.00358 KS DEPT OF AGRICULTURE
$125.002500 ONTJES VENDING COMPANY
$300.002600 TESTY
$600.002600 TESTY
$280.002600 TESTY
$300.002600 TESTY
$250.002600 TEST INVOICE ONLY ENTRY
$190.00663 AGTRAX TECHNOLOGIES
$100.0043842 TOD HETTENBACH
$2897.8678 CASH SALES
$335.7072571 POLAND LYONS CREEK FARMS
$3465.3772571 POLAND LYONS CREEK FARMS
$998.50568 AG NEWS
$500.00--------------------------CHECK
TOTALS
191
$319,171.98-
TOTALS
100 GENE
BANK
WIRE
WIRE
STOP
MOVE
403 ALLTEL
2600 TEST INV FOR ACH
1002 JEFFERY MICHEALS
ACH TR OUT TOTALS
---------32
$242.20$500.00$236.35-----------------$225,190.35-
PAGE:
13
DESCRIPTION
-------------------------
0123456789012345678901234
XX
DESC2
DESC2
ACH TRANSACTION
ACH TRANSACTION
Purchasing
47.35 ACH ACCOUNT LISTING
INSTRUCTIONS
Use this menu option to get a listing of accounts that been defined for use of ACH purposes. This
program does not prompt for a bank password as only the last 4 digits of any account are printed.
Y
N
E
S
D
PAGE
XXXX
=YES
=NO
=END
=SAVE
=DELETE
screen.
Purchasing
SELECTION
ROUTING NUMBER
A standard selection window is available to choose ABA Routing numbers to include on the report.
Routing numbers may be chosen as Range, Select numbers, a Single number or ALL records on file.
The program defaults to ALL.
CLASS
Choose Consumer, Business or ALL account Classes.
TYPE
Accounts are divided into types of Checking and Saving. Enter the Type to include on the report or
ALL types.
ACTIVE
Accounts that have been changed to a status of inactive are not available for use. Those accounts
can be included on the report. Choose:
Y = YES
Prints only Active Accounts.
N = NO
Prints only Inactive Accounts
A = ALL
Account status is ignored for report purposes.
CUSTOMER
BANK
HAULER
EMPLOYEE
VENDOR
For each prompt a standard selection window is available. Operators may accept program defaults of
ALL or choose specific records by a Range, Select or Single.
PARAMETERS
ACCOUNTS
Answer YES to include those account numbers that are linked to a specific ABA Bank Routing
number. Otherwise answer No to get a listing of only those Routing numbers defined for the current
data set.
ACCESS
A positive response will include those entities that have access to each account listed on the report.
This prompt is by-passed when ACCOUNTS is set to NO.
ENTER DEVICE #!
Key a valid printer device number to generate a copy of the report to paper, screen or the operator
work directory on the main server.
Purchasing
SAMPLE OF ACH ACCOUNT LISTING
WITH ALL INFORMATION
REPORT: BR350P
TIME .: 13:11 06/22/2009
ACH ACCOUNT LISTING
AGTRAX TECHNOLOGIES
PAGE:
1
BANK
BENNINGTON STATE BANK
2130 S OHIO
SALINA KS
ROUTING
ACCOUNT
CLASS
TYPE
ACTIVE -------------- PRE-NOTE --------------10114928 CHECKING........5555 BUSINESS CHECKING YES
N/A
BANK
99 0000000000000
CHECKING........5555
CENTRAL BANK & TRUST COMPANY
101 W AVENUE A
HUTCHINSON KS
101100223 CHECKING........7890
BANK
SAVINGS.........3678
CUSTOMER
EMPLOYEE
CUSTOMER
BANK
EMPLOYEE
VENDOR
301178327 SAVINGS.........5123
EMPLOYEE
CENTRAL KANSAS CREDIT UNION
2616 N MAIN
HUTCHINSON KS
BUSINESS CHECKING YES
05/04/2009
CONSUMER SAVINGS
YES
04/17/2009
1 WACHOVIA BANK
2600
JOHN R FARMER
23 ALENE D FARMER
SAVINGS.........3678
CONSUMER CHECKING YES
N/A
1001
BRADLEY JOHNSON
N/A
4 CENTRAL BANK (PATRONAGE)
CONSUMER CHECKING YES
N/A
2 HE T MAN
N/A
18
FRISBIE CONSTRUCTION
CONSUMER SAVINGS
YES
N/A
11 WILD BILL CODY
SAVINGS.........5123
CITY STATE BANK
101100605 CHECKING........9864 CONSUMER CHECKING YES
CUSTOMER
30
AAA FARMS
N/A
EMPRISE BANK
N/A
EMPLOYEE
15 MARY DETWILER
FIRST NATIONAL BANK
BOX 913
HUTCHINSON KS
101100171 CHECKING........7139 BUSINESS CHECKING YES
N/A
VENDOR
2600
TEST INV FOR ACH
CHECKING........4455 CONSUMER CHECKING YES
N/A
EMPLOYEE
11 WILD BILL CODY
SAVINGS.........2896 CONSUMER SAVINGS
YES
N/A
CUSTOMER
100021
LARRY WOODS
SAVINGS.........5123
SAVINGS.........2896
INTRUST BANK, N.A.
105 N MAIN
WICHITA KS
101114989 CHECKING........5721 BUSINESS CHECKING YES
04/17/2009
CUSTOMER
2600
JOHN R FARMER
CHECKING........1989 BUSINESS CHECKING YES
N/A
FREIGHT HAULER
5 COMMODITY BROKER
1 WACHOVIA BANK
PEOPLES BANK & TRUST
101 S MAIN
SALINA KS
04/17/2009
CUSTOMER
2600
JOHN R FARMER
FREIGHT HAULER
2600 JOHN R FARMER
N/A
EMPLOYEE
5 VICTOR BORGA
SAVINGS.........2145 CONSUMER SAVINGS
YES
N/A
EMPLOYEE
9 ROYAL A BRITAIN
N/A
CUSTOMER
902344
MARY COLLINS
1 WACHOVIA BANK
SAVINGS.........2145
Purchasing
47.42 RE-POST SYSTEM TRANSACTIONS
INSTRUCTIONS
Menu Option 42 is used to update records from other accounting modules. As of this writing the following
modules are capable of automatically updating to Bank Reconciliation.
Purchasing – Update as soon as new check record is accepted.
Patronage / Equity – Checks issued through PE13 update as soon as accepted. Checks issued
through PE25 are updated during PE26.
Payroll – Check records are updated during PR21.9 and PR22.3.
Notes Payable – Update as soon as check record is accepted.
Commodity Accounting – Any dispersement of funds (customer check for purchase or advance
on a purchase contract) update as soon as the check is accepted.
For other accounting modules (Order Entry, General Ledger and Commodity Accounting outbound drafts,
final settlements, hedge wires) an operator must use this program to update those records.
Default prompts by accounting module for this program are set to NO. Only those set AUTO POST = NO
in BRUT02 will allow the operator to access those modules.
**NOTE – Any given record can exist in the Bank Reconciliation detail file only once. Therefore, if records
are pulled from an accounting module a second time, any existing record in Bank Reconciliation is bypassed. The report that is available prints only new records that are being posted to Bank Reconciliation
Purchasing
during the current session of the program. An exception to this rule is a VOID record. When updating
records a second time for the same time period, if a check / voucher issue and void are both in that
period, each record will print on the register. The check is changing the record in Bank Recon to
outstanding. The void record would then change it back to void for a net change in Bank Recon of zero.
Y
N
E
S
D
PAGE
XXXX
=YES
=NO
=END
=SAVE
Accept screen prompts and proceed with updating records.
Change screen prompts before proceeding with update.
=DELETE
screen.
BANK
Key a bank number to have new records updated to it. The System defaults to the smallest bank
number on file.
PASSWORD
PURCHASING SYSTEM
ACCOUNTS PAYABLE (OLD)
PATRONAGE & EQUITY
PAYROLL
ORDER ENTRY
NOTES
COMMODITY CHECKS
FREIGHT CHECKS
ADVANCE CHECKS
DRAFTS
FINAL SETTLEMENTS
HEDGE WIRES
GENERAL LEDGER
Program defaults are NO for each accounting module. Only those that are set in BRUT02 to AUTO
POST = NO can be accessed. To update records from any module set that prompt to YES.
DATE FROM
TO
Purchasing
Enter a date range of records to update to Bank Reconciliation. The System defaults to the current
calendar month.
TRANSACTION NUMBER FROM
TO
Specific records within a date range can be updated by entering the range of transaction numbers.
BRANCH
A standard selection window appears on screen at this prompt. Operators may choose branches by
Range, Single, or Select branch numbers. Touch <ENTER> to accept the program default of ALL
branches on file including zero.
PRINT REGISTER
A report is available of all records being updated to bank Reconciliation each time option 42 is run. To
generate the report answer YES.
VOID MISSING CHECKS
This prompt gives the operator a method to have the System add VOID / WASTED records. Normally
this would refer to those forms used while doing alignments before a check print. Care should be
taken when using this feature. For example, if an organization has several branches in Commodity
Accounting and each is using their own series of check number, answering YES to void missing
checks could result in large numbers of voided records between the different number series.
ENTER DEVICE #!
Whenever PRINT REGISTER is set to YES, the operator will be prompted for a printer device to use
in generating the register report. Otherwise, this prompt does not display. Key “E” to exit this program
without printing a report or updating any new records.
SAMPLE OF RE-POST REGISTER
TIME: 15:47 06/22/2009
RE-POST REGISTER FOR:
BANK ..................!
PURCHASING SYSTEM .....:
ACCOUNTS PAYABLE (OLD).:
PATRONAGE & EQUITY ....:
PAYROLL ...............:
ORDER ENTRY ...........:
NOTES .................:
NO
NO
NO
NO
NO
NO
COMMODITY CHECKS ....:
FREIGHT CHECKS ......:
ADVANCE CHECKS ......:
DRAFTS ..............:
FINAL SETTLEMENTS ...:
HEDGE WIRES .........:
GENERAL LEDGER ........:
DATE ............. FROM:
TRANSACTION NUMBER FROM:
TO:
BRANCH.................!
PRINT REGISTER ........:
VOID MISSING CHECKS ...:
NO
NO
NO
NO
NO
NO
YES
0100100-10060000
06/01/2009
TO: 06/30/2009
1
END OF FILE
ALL
YES
NO
SYSTEM DATE
GL
GL
06/20/2009
06/13/2009
PAGE:
1
NUMBER TYPE
152301 ADJ
152240 ADJ
PAYEE PAYEE NAME
TRFR TO PAYROLL
TRFR TO PAYROLL
STATUS
OUTSTND
OUTSTND
GL
CLRD DATE
AMOUNT DESCRIPTION
$25480.00
$32680.35
------------SYSTEM TOTAL =
$58160.35
Purchasing
47.43 PURGE RECONCILIATION DETAIL
INSTRUCTIONS
As months of records in the bank Reconciliation Detail file grow, there may come a time when old records
are no longer of any use and operators want to remove them. This program serves that function.
Records may be selected for deletion by bank number and date range. A report of records removed can
be printed during the session that removes the records.
Y
N
E
S
=YES
=NO
=END
=SAVE
Purchasing
D
PAGE
XXXX
=DELETE
screen.
BANK
Key the number of the bank to have records deleted. The program defaults to bank zero which is
invalid.
PASSWORD
DATE FROM
THRU
Enter the beginning and ending date of records to be removed from the Reconciliation Detail file.
PURGE OUTSTANDING TRANSACTIONS
Any old transactions that are still outstanding are used at month end as part of the reconciling
differences with a bank statement. If those are purged then some adjustment has to be made to
General Ledger or the bank statement will not balance to Ledger at next month end.
PRINT REPORT
Operators can print a listing of those records to be deleted by answering YES.
ENTER DEVICE #
This prompt will display only when PRINT REPORT is answered YES. Key a printer number to
generate the purge report. Enter “E” to exit this program without printing the report or removing any
records from the Reconciliation Detail file.
OK TO PURGE
The operator will have a final change to exit without deleting any records by answering NO.
Otherwise answer YES to proceed with removing matching records for the bank selected.
Purchasing
SAMPLE OF PURGE REPORT
Purchasing
47.UT UTILITIES MENU
INSTRUCTIONS
This menu is used to select the desired BANK RECONCILIATION UTILITIES program.
CHOICE
Enter a program number as displayed on the screen. Once an operator leaves a given BANK
RECONCILIATION UTILITIY program, the System will return to this menu.
®
Purchasing
47.UT1 INITIALIZE FILES
INSTRUCTIONS
This option may be used to clear individual files or all Bank Reconciliation files.
Extreme care should be used in allowing access to this option. Once the program has run, the data file(s)
will be empty and any information contained in those files will be lost.
Normally the only time these options will be used is during initial set up.
CHOICE:
Select the option number of the file to clear or choose number 1 to clear all data files.
After selecting a menu option, the operator will be prompted whether to proceed with replacing the
existing file. To exit without performing any action, key “N” and the INITIALIZE FILES menu will
return.
To return to the previous menu, key <E>.
Purchasing
47.UT2 B/R OPTIONS
INSTRUCTIONS
The OPTIONS screen defines for the System various parameters that are to be used in conjunction with
Bank Reconciliation. Security functions can be activated. The default for BR42 (RE-POST SYSTEM
TRANSACTIONS) is established by accounting module.
Any records that update live from other accounting modules should have the prompt for that module
set to AUTO POST =YES. Other modules should have it set to NO. Those prompt lines where records
are not updating live are General Ledger and Commodity Accounting. Option 42 will not allow the
operator access to those modules that are set to AUTO POST = YES.
Prompts for Payroll and Patronage / Equity BANK NUMBER FOR POSTING display as N/A when
AUTO POST = NO. BR42 will ask for the bank number to update activity.
NOTE – To use ACH (Direct Deposit) in Commodity Accounting, Notes Payable, Purchasing or Order
Entry the prompt for that module must be set to AUTO POST = YES. The setting for Payroll is optional.
ACTIVATE SECURITY
To use any of the System security features, set this prompt to YES.
Purchasing
AUTO POST PURCHASING SYSTEM
The PURCHASING MODULE is designed to update Bank Reconciliation live as new records are
created. For the live update to work this prompt must be YES. When set to NO, none of the check
records in Purchasing will update.
AUTO POST ACCOUNTS PAYABLE
ACCOUNTS PAYABLE was the predecessor to the PURCHASING module. If any history records
need to be updated from there, answer NO.
AUTO POST COMMODITY ACCOUNTING
Covers Sales contract drafts received, Outbound Final Settlements and Hedge Wires. These do not
update live, answer NO.
AUTO POST COMMODITY CHECKS
Auto update checks issued to customers for commodity purchases.
AUTO POST FREIGHT CHECKS
Auto update checks issued to haulers for freight charges.
AUTO POST ADVANCE CHECKS
Auto update checks issued to customers against purchase contracts.
AUTO POST ORDER ENTRY
Answer NO to update any deposits or bank adjustments made through OE23. The System will read
the General Ledger number associated with the Bank Master defined in BR11. Each time it finds a
match for that General Ledger number on a detail line item, it will update the Reconciliation Detail file.
Debit detail line items are recorded as deposits and credit detail line items as adjustments.
In order to use ACH payments through Order Entry 23 the Order Entry module must be set to Auto
post to Bank Reconciliation. Operators should keep in mind that if they have been manually updating
Order Entry bank activity to Bank Reconciliation using BR42, they may want to update any activity
since the last update before taking this step. Otherwise they will need to change this prompt setting
back at a later date long enough to update those transactions that are missing.
POST BY ORDER OR INVOICE
Operators have the choice of using the Order number or Invoice number from Order Entry as the
transaction number in Bank Reconciliation. This prompt is by-passed when AUTO POST ORDER
ENTRY is set to NO.
AUTO POST PATRONAGE & EQUITY
Set to YES to auto update any check records created in the PATRONAGE & EQUITY module. Check
records created in PE13 are updated as soon as accepted. Checks associated with an allocation are
updated when PE26 is executed.
Purchasing
BANK NUMBER FOR POSTING
Key a Bank Reconciliation bank number to use for updating records from the PATRONAGE &
EQUITY module. This prompt is by-passed when AUTO POST PATRONAGE & EQUITY is NO.
AUTO POST PAYROLL
Answer YES to auto update checks created in the PAYROLL module. Checks are updated when
PR21.9 and PR22.3 are executed.
BANK NUMBER FOR POSTING
Key a Bank Reconciliation bank number to use for updating records from the PAYROLL module. This
prompt is by-passed when AUOT POST PAYROLL is NO.
AUTO POST NOTES SYSTEM
The NOTES SYSTEM is designed to update Bank Reconciliation live as new records are created. For
the live update to work this prompt must be YES. When set to NO, none of the check records in
Notes will update.
AUTO POST GENERAL LEDGER
Manual entries made through GL21 can be updated to Bank Reconciliation by answering NO.
ACH PRENOTES
Organizations have the option to create a zero dollar record sent for account verification purposes.
This is optional. When PRENOTES are in use as new accounts are placed in use a verification record
is to a specified bank. The date of that transaction is stored on the new account record. Actual use of
the account cannot start until the number of days defined in the next prompt has lapsed.
DAYS BEFORE AVAILABLE
Valid numbers for this prompt are 8 – 99. The number entered here is added to the PRENOTE
transmission date of a new account. That date is compared to the main system calendar date. The
system calendar date must be equal to or greater than the adjusted PRENOTE transmission date in
order for the account to be available for use.
OK TO CHANGE? (Y/N/E)
Y
N
E
=YES
=NO
=EXIT
Accept prompt answers and return to the previous menu
Change prompt answers before proceeding.
Cancel this program and return to the previous menu with no changes.
Purchasing
47.UT3 REORGANIZE FILES
INSTRUCTIONS
Over the course of time a data file may become fragmented on the hard drive. This may be due to
records being deleted from the file. The reorganize program allows the System to compress the file and
readdress the location of each record within the file.
This program may prove useful also if a file error is received while running other programs.
To exit this screen and return to the previous menu, key “E”.
CHOICE:
Enter the sequence number of the file to be reorganized.
Purchasing
47.UT4 CLEAR TERMINAL LOCK FILE
INSTRUCTIONS
This program allows the operator to unlock the Bank Reconciliation Detail file and / or Bank Master file.
Any terminals that show as being in a Bank Reconciliation program in SEE WHAT IS RUNNING should
return to a menu before running this program.
Any terminal that gets disconnected from the System while in a program where either file is locked, may
leave that file locked. By using this program the file(s) will be available for other operators to use.
CLEAR THE LOCK FILE?(Y/N)
Y
=YES
N
=NO
E
=END
Clears any locks on Bank Reconciliation files and returns to the previous
menu.
Cancels this program and returns to the Bank Reconciliation menu with
no action taken.
Cancels this program and returns to the Bank Reconciliation menu with
no action taken.
Purchasing
UT. UTILITIES MENU
INSTRUCTIONS
This menu gives the operator several options for use in setting up the Purchasing System Module.
Extreme care should be used in allowing access to the Utilities Menu as any changes made may affect
any existing or new records keyed. To secure the menu or individual options on the menu, check the
GUARD MANUAL for specific instructions.
CHOICE:
Select the option number to proceed or key <E> to return to the previous menu.
Purchasing
UT.1 INITIALIZE FILES
INSTRUCTIONS
This option may be used to clear individual files or all Purchasing System files.
Extreme care should be used in allowing access to this option. Once the program has run, the data file(s)
will be empty and any information contained in those files will be lost.
Normally the only time these options will be used is during initial set up.
CHOICE:
Select the option number of the file to clear or choose number 1 to clear all data files.
After selecting a menu option, the operator will be prompted whether to proceed with replacing the
existing file. To exit without performing any action, key “N” and the INITIALIZE FILES menu will
return.
To return to the previous menu, key <E>.
Purchasing
UT.2 PURCHASING OPTIONS
INSTRUCTIONS
Purchasing Options defines several basic settings for the Purchasing Module.
SCREEN OK? (Y/N/E)
Y
N
E
=YES. Accept screen prompt settings and return to the previous menu.
=NO. Change prompt settings before proceeding.
=END. Cancel this program and return to the previous menu with no action taken.
ACTIVATE SECURITY
In order to check entry by operator the Purchasing Module requires that basic security be active. This
written into the programs and cannot be turned off. Therefore this prompt relates to additional security
by menu option and program function that can be used. In order for those features to work this
prompt must be YES.
DATE FORMAT
Operators may use one of three date formats. The format chosen here will be the one used for any
data or report print format. In most cases MDY will be the desired setting.
DMY
MDY
YMD
= DAY MONTH YEAR
= MONTH DAY YEAR
= YEAR MONTH DAY
Purchasing
DEFAULT BATCH NUMBER
Enter a default batch number to use when building General Ledger transactions through menu option
45 (G/L AUDIT TRAIL & UPDATE). Normally this will be number 1 but any predefined G/L batch
number may be used.
DEFAULT COMPANY
BANK NUMBER
Settings for these two prompts are used when adding a new vendor master. During initial setup they
are defaulted to be left blank. When left blank, the system will use the smallest defined company and
bank number as defaults when adding a new vendor master.
Both prompts are located on the same line as are their settings. The system will highlight the prompt
being answered as the cursor moves down the screen.
AUTO NUMBER NEW VENDORS
To have the System auto number new vendor masters as they are added to the Purchasing Module,
answer YES. The vendor master number is an alphanumeric field 7 characters long. When auto
numbering is set to YES only consecutive numbers will be used.
NEXT AVAILABLE VENDOR NUMBER
This prompt is by-passed if AUTO NUMBER NEW VENDORS is set to NO.
Enter the smallest number desired for a new vendor master. As new masters are added the System
will keep this field updated. Any master numbers that already exist when auto numbering reaches that
level are skipped and the next available number is used. When auto numbering is activated,
operators cannot over-ride the System selected number.
MISCELLANEOUS VENDOR
During data entry operators may change the name and address of the MISCELLANEOUS VENDOR.
The vendor used for this purpose is defined the same as any other vendor in option 11 (VENDOR
MASTER). By using a MISCELLANEOUS VENDOR operators have a method to enter invoices for
those infrequent suppliers without having to assign them a permanent vendor number.
VENDOR NAME FORMAT FOR REPORTS
In PU11 (VENDOR MASTER) operators can use one of two methods to enter a vendor name. The
entire name may be keyed on the line labeled as LAST NAME or it may be entered in each
corresponding field labeled as LAST, FIRST and MIDDLE.
For any names keyed using the second format, this prompt setting determines how the name will
appear on reports. Vendor names will appear as FIRST MIDDLE LAST or LAST, FIRST MIDDLE.
AUTO NUMBER P.O. NUMBERS
Select YES to have the System assign a number as each new Purchase Order is added. This is a
System wide setting used as a default. Each Inventory branch master (Inventory Menu option 14)
may be set to use or not use Auto Numbering. When Auto Numbering is in use, the System assigned
Purchase Order number may not be over-ridden.
Purchasing
Next available P.O. Numbers for each branch are set in Utilities option 8 (AUTO NUMBERS
MAINTENANCE).
DEFAULT GENERAL LEDGER DATE
When adding a new purchase order operators can the General Ledger posting date default to either
the same day as the Purchase Order Invoice Date or today‟s calendar date. These are default
settings only. The operator can key a different date if so desired. Invoice Date and G/L Date do not
have to be the same date.
PREPAID EXPENSE G/L NUMBER
The Purchasing Module is designed to allow an expense to be posted to one General Ledger month
and a check issued in a preceding General Ledger month. To handle this type of situation the System
needs a G/L Account number for the interim postings. Normally this account will be an ASSET type
account. See Appendix VI for a further discussion on setup and use of this feature.
DEFAULT CHECK FORMAT
Enter a check format number to use in check writing. The System will use this number if none exists
in Purchasing Utilities Menu option 7 (BANK MAINTENANCE). There are special settings in the
format file to include G/L detail on the check stub. Contact Customer Support to have this set up.
DEFAULT VOUCHER FORMAT
Enter a voucher format number to use in check writing. The System will use this number if none
exists in Purchasing Utilities Menu option 7 (BANK MAINTENANCE).
PRINT ORDER (N/U/Z)
Checks generated through PU26 (CHECK WRITING) may be printed by Vendor <N>ame, Vendor
Account N<U>mber or <Z>ip Code address.
POST DAYS ALLOWANCE
Calendar dates that may be used during check writing are controlled via this prompt. Regardless of
the setting chosen here, the System will open a date range starting with the invoice General Ledger
posting date. If zero is chosen (TODAY) the ending date for a check date range will be today‟s
calendar date. Any number from 1 through 99 will add that many days to today‟s calendar date for an
ending date of the range. For example, an invoice with a General Ledger posting date of 12/02/04 is
selected for payment ON 12/08/04. POST DAYS ALLOWANCE is set to 10. Then any date 12/02/04
through 12/18/04 may be used as the check date.
PRINT CHECK DETAIL REPORT
During check printing, the System will print invoice information (number and dollar amount) on the
check stub. Users have the option to print this information on a separate check detail report. To
generate a check detail report answer YES to this prompt. When using the check detail report, the
only information that will appear on the check stub is check amount.
Users also have the option of including General Ledger detail information per invoice on the check
stub. In order to use this feature, this prompt must be set to NO or REMITTANCE. In addition there
Purchasing
are some settings in the check print format file to be maintained. To have those set to include G/L
detail, call Customer Support.
The prompt setting here is used during check printing in PU25. Operators will not receive an option
to over-ride or change printed information. However during check reprinting in PU42, operators will
have prompts to over-ride current settings.
Each Vendor Master contains a field for REMITTANCE SHEET, so if there are mixed situations
where organizations want detail on the check stub for some vendors and a detail report for others,
they have that capability.
NOTE – The format file contains a flag setting for PRINT STUB DETAIL. When that flag is set to NO,
the check stub will only print a stub message to see the remittance report regardless of how this
prompt or the vendor master are set.
**NOTE – The following two prompts are accessible only if PRINT CHECK DETAIL REPORT is
YES.
PAGE BREAK BY CHECK
In addition to printing a list of invoices paid by each check in a given check run, operators may want
to page break the report by check for use a remittance statement or for audit filing. Answer YES to
have the report page break by check.
PRINT INV G/L AFFECTS
Invoice information included on the check stub or check detail report is invoice number, date and
dollar amount. To also include each General Ledger account affected with corresponding dollar
amount, Answer YES. Otherwise answer NO.
GENERIC PREPAID G/L #
Enter an asset General Ledger account if the organization is using Vendor prepaid contracts.
Otherwise this prompt may be left blank.
This field prompt setting serves as the default asset prepaid code assigned to vendor contracts
defined as GENERIC.
Purchasing
UT.3 REORGANIZE FILES
INSTRUCTIONS
Over the course of time a data file may become fragmented on the hard drive. This may be due to
records being deleted from the file. The reorganize program allows the System to compress the file and
readdress the location of each record within the file.
This program may prove useful also if a file error is received while running other programs.
Included as part of the reorganization process the System will also compress the file. This capability has
several indirect benefits for your organization.
1) A lot more information can be stored in a significantly smaller amount of room on your main
computers hard drive. Thus possibly postponing the purchase of a new hard drive.
2) Also whenever a file conversion needs to be run during an upgrade, the time required to do it will
be significantly reduced.
During this process the file cannot be in use by any other program. If it is not possible to have users out of
the System during normal business hours to complete this task, there is a FILE REORGANIZER
SCHEDULER that can be set to run at night. This option is located on the SYSTEM MAINTENANCE
MENU.
CHOICE
Enter a program number as shown on the screen to activate the program. All files in the Purchasing
Module can be reorganized at one time by selecting option 1. Individual files may be reorganized by
selecting the appropriate menu option.
Enter "E" to return to the UTILITIES MENU
Purchasing
UT.4 PURCHASE ORDER TYPE
INSTRUCTIONS
This program defines the different order types to be used in PURCHASING ENTRY (Option 21). Each
individual type can be defined for a separate purpose. One type could be defined to allow vendor invoice
entry only while a second could be set to allow for checking writing (Quick Check) as soon as all invoice
information is entered. A third could be defined for use with recurring invoices. Finally a type could be
setup to allow for tracking information from the time of order through invoice payment.
For each Order Type defined, the operator decides if detail line items are to affect General Ledger,
Inventory or a combination of the two.
Choose one of the available responses.
A
C
D
=ADD
=CHANGE
=DELETE
I
E
=INQUIRE
=EXIT
Create a new order type.
Modify an existing order type.
Remove an existing order type from the System. Once an order has
been used, it should not be deleted.
Return to previous menu with no action taken.
ORDER TYPE
Enter a number for the Order Type to be added, maintained or viewed. Numbers 1 through 99 may be
used for Order Types.
Purchasing
DESCRIPTION
Key generic text to describe the current Order Type. Up to 20 characters may be entered.
QUICK CHECKS
To have the ability to issue a check from PURCHASING ENTRY set this prompt to YES. Otherwise
invoices must be paid through INVOICE SELECTION and CHECK WRITING.
Order Types used for recurring invoices and purchase orders will probably have this prompt set to
NO.
ENTRY TYPE
Data entered in PURCHASING ENTRY may be keyed as invoices payable to vendors or as purchase
orders. Choose I for INVOICE entry only. Select P for PURCHASE ORDER entry.
RECURRING ORDERS
Recurring Orders are those that have a set amount to be paid over a set payment schedule. Since
this is a special use Order Type, only the Order Type(s) intended for use with recurring orders will
have this prompt answered YES.
DETAIL ALLOWED
For each Order Type operators can decide if they want to update information to Inventory, General
Ledger or Both. The prompt setting will determine by individual detail line in PURCHASING ENRTY if
the operator is able to use an Inventory Product number, a General Ledger account number or a
combination of the two.
Updating to Inventory presumes that INVENTORY CONTROL in IV16 is set to YES. This allows
activity from other accounting modules to update Inventory history for a particular item.
P
=PRODUCT.
G
=G/L
B
=BOTH
Allows the operator to enter detail by Inventory Product numbers only.
Will update activity to Inventory and General Ledger.
Allows the operator to enter detail by General Ledger number only.
Activity updates to General Ledger only.
Operators may enter detail by Item number or General Ledger account
number. Activity updating will depend upon which one is used.
PRINT FORMAT
On any Purchase Orders where an organization wants a hard copy of the order, enter a format file
number. Each format file has a list of instructions that are sent to the printer for placing individual
pieces of information on a purchase order form. Format files may be customized to fit pre-printed
forms or set to print on blank paper.
For all other Order Types set the format file number to zero.
STOP IN APPLICATION WINDOW
Each detail line on a purchase order has its‟ own application window to store receiving and invoicing
information. As new product is received by an organization and they are billed for that product by the
shipping vendor, the user can keep the System current via the application window. Order Types
defined for purchase order entry will want this prompt set to YES.
Purchasing
When using PURCHASING ENTRY for vendor invoice entry, there is little need to view the contents
of the application window as it already contains the information just entered. In this situation users
may want to set this prompt to NO to save some key-strokes during data entry.
Any Order Type that is to be used in recording expense invoices, where a check will be issued in a
calendar month prior to the G/L posting date of the invoice, should have this prompt set to YES. See
Appendix VI for a discussion on setup and use of this feature.
PREPAID CONTRACT PAYMENTS
Where organizations are using vendor prepaid contracts, they need a method to apply prepaid dollars
to the contract. The order type serves that purpose. Operators can define a special order type to use
for only applying deposits to contracts or they may use an existing order type and set this prompt to
YES.
DEFAULT PROMPT FOR COMMENTS ON CHECK
Available responses are:
NEVER – For this particular Order Type do not prompt at all.
YES – Any new comment added to a purchase order will default to print.
NO – Any new comment added to a purchase order will default to not print.
ENTER DEVICE #!
enter <E> to exit back to the previous menu.
Purchasing
UT.5 TERMS CODE MAINTENANCE
INSTRUCTIONS
This program is used (primarily during the initial PURCHASING SYSTEM installation) to define a table of
PURCHASING payment terms offered to you by your vendors. In program “11. VENDOR MASTER”,
each vendor is assigned one of these payment-terms codes. This code then becomes the default
payment-term within program “21. PURCHASING ENTRY” (however, the operator can override that
default term on an invoice-by-invoice basis).
A payment term can also contain an early-payment discount. Such a discount is defined as a percentage
of the invoice amount. For example:
 NET 30 means the invoice is due 30 days after the invoice date with no discount.
 2% - 10 NET 30 means the invoice is due 30 days after the invoice date; however, if paid within
10 days of the invoice date, an early-payment discount of 2% of the invoice total can be taken.
th

2% -10, NET 30 F means that the invoice is due on the 30 of the following month; however, if
paid within 10 days of the invoice date, an early-payment discount of 2% of the invoice total can
be taken.
Choose one of the following:
A
C
D
I
E
=ADD. Set up a new terms code for the Purchasing System.
=CHANGE. Make modifications to an existing code.
=DELETE. Remove an existing code from the Purchasing System.
=INQUIRY. View existing records only.
=EXIT. Cancel this program and return to the previous menu.
Purchasing
TERMS CODE:
Enter a number to use as a TERMS CODE. Valid numbers are 1 to 99.
If one payment term applies to the vast majority of your invoices, it is recommended that code #1
be used for that payment term.
DESCRIPTION:
Enter a DESCRIPTION for that payment term, such as “2% 10, NET 30” .
** NOTE: a value can only be placed into one of the next three fields. If “30” was placed in the INVOICE
DATE PLUS ?? field, then the THIS DAY NEXT MONTH and ON THIS DATE fields are left blank.
--- DUE DATE --INVOICE DATE PLUS ?? DAYS:
Enter up to two digits. This number is added to the Invoice Date to calculate the due date for that
invoice. The system will automatically calculate the due date within program “21, PURCHASING
ENTRY” .
The number entered here is the maximum number of days allowed before full payment is expected by
the vendor. For example, if INVOICE DATE PLUS = 30, then that invoice is deemed to be overdue
31 days after the invoice date.
THIS DAY NEXT MONTH:
Enter up to two digits less than or equal to 31. This is the date next month that will become the due
th
date for that invoice. For example, THIS DAY NEXT MONTH = 20. An invoice is entered on Feb 10 th
with this payment term, the invoice is due on March 20 .
ON THIS DATE:
Enter a date. This specific date will become the due date for that invoice.
** NOTE: a value can only be loaded into one of the following three fields. If “10” was placed in
the INVOICE DATE PLUS field, then the THIS DAY NEXT MONTH and ON THIS DATE fields are left
blank.
--- DISCOUNT DATE --INVOICE DATE PLUS ?? DAYS:
Enter up to two digits. This number is added to the Invoice Date to calculate the Discount Date.
This is the maximum number of days allowed for the discount - after that date, the early-payment
option has expired.
Purchasing
THIS DAY NEXT MONTH:
Enter a number less than or equal to 31. This is the date next month after which the early-payment
Discount option expires.
ON THIS DATE:
Enter a date. This specific date will become the date after which the early-payment Discount option
expires.
DISCOUNT PERCENT:
Enter a PERCENT. This number is multiplied by the Invoice Amount to calculate a Discount Amount.
Any percentage entered must be greater than zero.
DISCOUNT G/L NUMBER:
Whenever an early payment discount is taken the System reads this prompt to find what General
Ledger code to update. If this field is blank, the System will read each detail line that is discounted
and update based upon the General Ledger number tied to that detail line.
ENTER DEVICE #!
Purchasing
UT.6 COMPANY NAME & G/L CONTROL ACCTS
INSTRUCTIONS
This utility program defines the company name, any General Ledger accounts used for tracking Accounts
Payable activity and updating accrual information at month end.
If an organization uses more than one General Ledger number to track outstanding Accounts Payable,
each of those numbers MUST be included here.
Choose one of the available options.
A
C
D
=ADD
=CHANGE
=DELETE
I
E
=INQUIRY
=EXIT
Define a new company for the Purchasing Module.
Remove an existing company name from file. A company name should
not be removed after it has been used.
View an existing record with no change ability.
COMPANY NO
Enter a number for the current company. A company may be any number from 1 – 999.
Purchasing
COMPANY NAME
Key generic text to describe this company. Up to 30 characters may be entered. This name will
display in any program prompt asking for company number. As far as a company name printing in the
heading of any reports that information is pulled from COMPANY NAME MAINTENANCE on the
SYSTEM MAINTENANCE MENU.
G/L NUMBER 01
Enter a General Ledger 15 digit number for Accounts Payable. The System uses this number as the
credit entry for new invoices and debit entry for checks written. The System is capable of tracking up
to fifteen different account numbers. Each Vendor master is assigned to an Accounts Payable
number that is used in PURCHASING ENTRY.
PURCHASE ACCRUAL
At month end users have the option of updating an accrual to General Ledger for any Purchase Order
receipts that have not been invoiced yet (PU33.2 UNINVOICED RECEIPTS). That program will read
this setting for the accrual credit entry.
Users may want to setup a special General Ledger account for this purpose to keep their regular
Accounts Payable number in balance with the Purchasing control totals and open invoice listing.
ENTER DEVICE #!
Purchasing
UT.7 BANK MAINTENANCE
INSTRUCTIONS
Use this menu option to add or maintain a Purchasing bank number. Individual banks are defined by
company number and bank code. Each invoice has a bank number associated with it. The System reads
this bank code to get the General Ledger account number to debit in check writing.
Each VENDOR MASTER has a company number and bank code number associated with it that is used
during data entry in PURCHASING ENTRY.
Any banks defined here are also added to the Bank Reconciliation files. However, prompts answered
here may not answer all prompted needed to use different features in Bank Reconciliation such as ACH
(Direct Deposit).
A
C
D
=ADD
=CHANGE
=DELETE
I
E
=INQUIRY
=EXIT
Add a bank code to the Purchasing module.
Modify an existing bank code.
Removes an existing bank code from the Purchasing module. A bank
code should not be deleted once it has been used.
View existing records without any maintenance capability.
Purchasing
COMPANY NO.
Enter the company number that the current bank code will be associated with. Each company may
have multiple bank codes.
BANK CODE
Choose a number to represent the current bank. Bank codes may be any number in the range of 1 –
99.
BANK NAME
Up to 30 characters may be entered to describe a bank. On any screens or reports where bank name
is to display this name will be used.
ATTENTION
Enter a contact name for this bank code. This field is informational only.
STREET
CITY
STATE
ZIP CODE
Key a mailing address for the current bank code. This is informational only.
BANK G/L NUMBER
Enter the fifteen digit General Ledger number that is to be updated whenever this bank code is used.
LAST CHECK USED
Enter a starting check number. Normally this field will be maintained during original setup only. The
System will maintain it after that point as new checks are issued.
LAST VOUCHER USED
Enter a starting voucher number. Normally this field will be maintained during original setup only. The
System will maintain it after that point as new checks are issued.
CHECK FORMAT
In Utilities Menu option 2, operators defined a check format number to be used when printing checks.
That number is used as a default in this field. If this bank code is to use that set of instructions to print
checks, accept the program default. Otherwise, key an alternate format file number.
There are special settings in the format file to include G/L detail on the check stub. Contact Customer
Support to have this set up.
VOUCHER FORMAT
In Utilities Menu option 2, operators defined a voucher format number to be used when printing
vouchers. That number is used as a default in this field. If this bank code is to use that set of
instructions to print vouchers, accept the program default. Otherwise, key an alternate format file
number.
Purchasing
ENTER DEVICE #!
Purchasing
UT.8 AUTO NUMBERS MAINTENANCE
INSTRUCTIONS
PURCHASING ENTRY requires that each new record have an order number associated with it.
Operators have a choice, by Inventory branch, of letting the System auto number each new order or hand
keying an order number.
The Inventory Branch Master (IV14) controls which method will be used, by the setting for the prompt
AUTO NUMBER P/O?
When auto numbering is in use, and an order number gets deleted for any reason, the System places it in
an unused status. The unused order number is assigned to the next new record created. At the bottom of
this section are instructions for viewing and maintaining unused numbers.
A
C
D
I
E
=ADD
=CHANGE
=DELETE
=INQUIRY
=EXIT
Define a new Inventory Branch‟s starting order number.
Remove an existing record from the System.
Purchasing
BRANCH
Enter an Inventory Branch number to set auto numbering. Inventory Branch numbers were previously
defined in IV14 (BRANCH MASTER).
NEXT ORDER #
Key a starting order number for the current Inventory Branch number. Valid Order numbers are any
number in the range of 1 – 99999999.
After initial setup, the System will maintain this field as new order numbers are added.
ENTER DEVICE #!
SAMPLE OF REPORT
In the sample report above, branch 1 has an unused order number 40. Anytime that an order number is
assigned to a new record and the operator either <UP ARROWS> or answers NO to add the record; that
order number is added to the unused list. It will be assigned to the next new record in PURCHASING
ENTRY.
If for any reason the operator does not want to use this number, they can remove it from the System
through the following procedure.
1)
2)
3)
4)
5)
6)
7)
8)
Choose FUNCTION <C>hange.
Enter the Branch number to be maintained.
Key the unused order number to be deleted. (Number 40 from the above example)
Accept this change.
Staying in change mode, select the same Inventory Branch a second time.
Key the next available number. (Number 41 from the above example)
Accept this change.
The unwanted number should now be gone.
Purchasing
UT.9 SHIP VIA MAINTENANCE
INSTRUCTIONS
The Ship Via program is used to ADD and later maintain freight carriers to the Ship Via file. The table of
Ship Via codes will minimize data entry effort as Purchase Orders are being entered. The Ship Via code
and description will be automatically displayed in PU21 (PURCHASING ENTRY), once the operator
enters a Ship Via code.
Ship Via information will appear on a printed Purchase Order. It does not appear on any other reports.
Choose one of the following functions,
A
C
D
I
E
=ADD
=CHANGE
=DELETE
=INQUIRY
=EXIT
Create a new Ship Via record.
Modify an existing record on file.
Remove an existing record from file.
View an existing record with no change capabilities.
BRANCH
Enter an Inventory Branch number. Inventory Branch masters were previously defined in IV14
(BRANCH MASTERS).
Purchasing
SHIP VIA #
Key a number to be associated with the current Ship Via record. Ship Via records may be any
number in the range 1 – 999 per Inventory branch.
DESCRIPTION
Up to 20 characters may be entered to describe this freight carrier.
ENTER DEVICE #!
Purchasing
UT.10 AUTHORIZATION NAME MAINTENANCE
INSTRUCTIONS
This program is used to define the Authorization Name. An Authorization Name is used to indicate who
approved the addition of a purchase order to the System. During PURCHASING ENTRY in PU21, an
operator will reference one of the authorizing codes defined here. Codes could be defined to reference a
particular employee or position (e.g. Bob Brown or Hutchinson Branch Manager).
In some organizations, certain employees may be designated as the personnel (Buyers) who can place
orders with vendors. This would be in contrast to other employees who are assigned the task of
approving (Authorization Code) all orders placed by the buyer. Each buyer takes requests (Requestor)
from individual employees for new products as the need arises.
Authorization Name information will appear on a printed Purchase Order. It does not appear on any other
reports.
A
C
D
I
E
=ADD
=CHANGE
=DELETE
=INQUIRY
=EXIT
Create a new Authorization code number.
Purchasing
AUTHORIZER #
Any number in a range of 1 – 9999 can be used to designate an authorization code.
DESCRIPTION
Up to 25 characters of generic text may be used to define the current Authorization code.
ENTER DEVICE #!
Purchasing
UT.11 BUYER NAME MAINTENANCE
INSTRUCTIONS
This program is used to define the Buyer Names. As each new Purchase Order is added in
PURCHASING ENTRY, it can be assigned to a particular buyer (employee).
Buyer name information will appear on a printed Purchase Order. It does not appear on any other reports.
A
C
D
I
E
=ADD
=CHANGE
=DELETE
=INQUIRY
=EXIT
Create a new Buyer record.
BUYER NUMBER
Enter a Buyer number. (From 1 – 9999)
Purchasing
DESCRIPTION
Enter a Buyer Name. Up to 25 characters may be keyed.
ENTER DEVICE #!
Purchasing
UT.12 REQUESTOR NAME MAINTENANCE
INSTRUCTIONS
This program is used to define a list of those individuals or departments who would ask the buyer to order
products or materials. The Requestor number is attached to a purchase order in PURCHASING ENTRY.
Requestor information will appear on a printed Purchase Order. It does not appear on any other reports.
A
C
D
I
E
=ADD
=CHANGE
=DELETE
=INQUIRY
=EXIT
Create a new requestor record.
Remove an existing record from the requestor file.
REQUESTOR #
Enter a requestor number. Valid numbers are 1 – 9999.
Purchasing
DESCRIPTION
Key generic text to describe this individual. Up to 25 characters may be entered.
ENTER DEVICE #!
Purchasing
UT.13 FOB LOCATION MAINTENANCE
INSTRUCTIONS
This program is used to define the F.O.B. locations. For example, code #1 may equal FOB Destination
while code #2 equals FOB Origin. In PURCHASING ENTRY, a FOB Location may be assigned as a new
purchase order is entered.
FOB Location information will appear on a printed Purchase Order. It does not appear on any other
reports.
A
C
D
I
E
=ADD
=CHANGE
=DELETE
=INQUIRY
=EXIT
Create a new FOB location record.
Modify an existing FOB location record on file.
Remove an existing FOB location record from file.
F.O.B. NUMBER
Enter an FOB Location number. A FOB Location number may any number in the range of 1 – 999.
Purchasing
DESCRIPTION
Enter generic text of up to 20 characters to describe this FOB Location.
ENTER DEVICE #!
Purchasing
UT.14 MISCELLANEOUS FLAG MAINTENANCE
INSTRUCTIONS
This program allows the operator to customize additional fields of information that are not covered by
®
other standard AgTrax vendor fields in PU11 (VENDOR MASTER).
Whatever fields are defined in this program will display in the MISCELLANEOUS FIELD window in PU11
with the corresponding description.
Actual data for each miscellaneous field is loaded through the vendor master. It may then be used as a
sort criteria in printing a vendor master report through PU34.1 program.
Other fields in this program determine whether the data held in this miscellaneous field is numeric or
alphanumeric, forced versus optional entry, and whether only a specific range of data will be accepted
into the field.
A
C
D
I
E
=ADD
=Change
=DELETE
=INQUIRY
=EXIT
Create a new miscellaneous field record.
Modify an existing miscellaneous field on file.
Remove an existing miscellaneous field from file.
Purchasing
MISCELLANEOUS FIELD NO.
Any number in the range of 1 – 9999 may be used to define a new miscellaneous field.
FIELD DESCRIPTION
Enter a new field heading of up to 20 characters in length. This description will be displayed in the
miscellaneous field window of the Vendor master.
DATE VALIDATION
If this miscellaneous field is being used to track a calendar date, answer YES. Otherwise set this
prompt to NO. For DATE VALIDATION, FIELD TYPE and ENTRY LENGTH need to be numeric and
eight. The System will set those prompts and by-pass any other program prompts that do not involve
validating a calendar date.
FIELD TYPE (A/N)
Enter an “A” to indicate that values for this miscellaneous field can be alpha-numeric. Enter an “N” to
indicate that values for this miscellaneous field can be numeric only.
ENTRY LENGTH
Enter a digit (1-10) to establish the required length of the entry field. If ENTRY LENGTH = 4, the
maximum number of characters an operator can enter for this miscellaneous field in PU11 is four
characters.
RE-DISPLAY FORMAT
The re-display is used for numeric only entries. Any alphanumeric are re-displayed as entered.
Common numeric display formats are:
ZZZZZ
ZZZ.XX
$ZZZ.XX
$$$Z.XX
ZZZ.ZZZZ.ZZZ%
(“Z” suppresses zeros)
(non-suppressed decimal value)
(shows dollar sign)
(floating dollar sign)
(negative as well as positive)
(use symbols or messages)
FORCE ENTRY (Y/N)
Enter a “Y” to force entry into this field in program PU11 (VENDOR MASTER). A negative response
allows the operator to by-pass the field without an entry.
RANGE VALIDATION (Y/N)
One method of controlling the information that may be entered into a miscellaneous field is by
establishing a range. Answer YES to activate RANGE VALIDATION for the current miscellaneous
field. Touch <ENTER> to accept the program default of NO for no range validation.
**NOTE – The following two fields are accessible only if RANGE VALIDATION = YES.
FROM RANGE VALUE
TO RANGE VALUE
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ENTRY LENGTH will determine how many characters may be keyed to establish a valid range. For
example, if ENTRY LENGTH is set at 4 then a maximum of four characters may be keyed as the low
and high value of the range.
TABLE VALIDATION (Y/N)
The second method of controlling information that may be entered into a miscellaneous field is to
establish a table of valid values.
Only one of the two methods may be in use at any one time. If RANGE VALIDATION is set to YES
then TABLE VALIDATION must be NO and vice versa.
Answer YES to activate TABLE VALIDATION for the current miscellaneous field. Touch <ENTER> to
accept the program default of NO for no table validation.
**NOTE – The following two fields are accessible only if TABLE VALIDATION = YES.
TABLE VALUES
ENTRY LENGTH will determine how many characters may be keyed to establish valid table values.
For example, if ENTRY LENGTH is set at 4 then a maximum of four characters may be keyed for
each table value.
Up to 20 table values may be entered.
DEFAULT VALUE
Operators may establish a value that will be used by the System whenever this miscellaneous field is
added to a vendor master. For example, a miscellaneous field has been setup to identify those
vendors who carry a particular product. For this particular product most vendors do not carry it so
their miscellaneous field setting would be NO. Hence the default could be defined as NO so only
those vendors who do sell the product need to be maintained.
ENTER DEVICE #!
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Appendices – Page 266
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APPENDIX I
STANDARD CONVENTIONS
KEYBOARD
All programs use the following standard approach to the entry of data. Certain keys allow data to be
entered – other keys (such as the arrow keys ↑ ↓ → ←) allow the operator to move the cursor from field to
field on-screen.
<BACKSPACE>
This key deletes one character to the left of the cursor.
<PF1>, <PF2>, <PF3>, <PF4> (valid for UNIX and VMS users)
<F1>, <F2>, <F3>, <F4>
(valid for DOS network users)
If a master file program handles more than one screen of information, subsequent screens may be
displayed by depressing the <PF2> key or depress <PF4> key to go directly to the last screen
display. If you are currently displaying a subsequent screen, you may return to the previous screen
by depressing the <PF1> key.
If the master file has several screen displays, you may either depress the <PF1> key several times in
succession to return to the first screen display or depress the <PF3> key to go directly to the first
screen display, thereby bypassing in-between screen displays.
<PAGE UP>, <PAGE DOWN>
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If a master file program handles more than one screen of information, depress the <PF2> or <PAGE
DOWN> key to display each subsequent screen. If currently positioned at a subsequent screen,
depress the <PF1> or <PAGE UP> key to return to the previous screen. To return directly to the first
screen from any subsequent screen, depress the <PF3> or <F3> key. To proceed directly to the last
screen from any screen, depress the <PF4> or <F4> key.
<UP ARROW>
This key will clear data from the screen and/or move the cursor to the first field on the screen.
If depressed at the first field, the cursor will move down to the FUNCTION (A/C/D/I/E)?:” prompt, (if
one exists for that program). If it does not exist, the cursor will not move.
<DOWN ARROW>
This key fills any omitted fields with automatic defaults, and positions the cursor to the last field on the
screen (which is usually a verification prompt, such as SCREEN OK? )
This movement of the cursor is usually prevented if vital fields have been omitted by the operator for
which automatic defaults are not present.
→ or <RETURN> or <ENTER>
This key validates entered data and moves the cursor to the next field.
The movement of the cursor is usually prevented if this field is vital and the operator has omitted data,
which has no automatic default.
On newer developed screens, the → key will go down one row and skip the all remainder fields that
are present on the current line.
←
This key positions the cursor to the previous field, if no data has been entered in the field. If data is
entered into a field, this key has the same effect as the <DELETE> key.
<HOME>
Is the find key – lookup key
<END>
Is the <Sel>ect key, used to select individual tickets ect.
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<INSERT>
Is used to select all tickets or insert a line on ticket entry.
<DELETE>
Is used to deselect all tickets, delete a line on ticket entry or deletes all characters previously entered
during the insertion of data into the field.
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STANDARD PROMPTS
SCREEN OK (Y/N)?:
This prompt is displayed to allow the operator one last check on the validity of data entered, prior to
writing a record or performing processing. The default is "N".
SCREEN OK (Y/N/E)?:
This prompt is similar to "SCREEN OK (Y/N)?:", but allows the operator to END the program without
any further processing or MENU-HOP by entering the appropriate System Program Number. Refer to
the MENU HOPPING feature below.
SCREEN OK (Y/N/D)?:
The prompt is similar to "SCREEN OK (Y/N)?:", but allows the operator to DELETE the displayed
information.
CONTINUE (Y/N/S)?:
This prompt will appear only if device #5 is selected.
An entry of "Y" will display one screen of information. This procedure can be repeated until the end of
the report.
An entry of "N" will terminate the program.
An entry of "S" causes the remainder of the report to be scrolled on the screen without interruption.
Entering an "E" during scrolling will cause the prompt to reappear.
REPRINT (Y/N/E)?:
This prompt gives the operator the option of reprinting a report generated by a program.
The entry of "N" will terminate the program.
SCREEN OK?(Y/N/E/S/D)! N
(Yes/No/End/Save/Delete/page/menu hop)
This prompt gives the operator the option to the screen.
The entry “Y” tells the computer the information on this screen is correct and to continue processing.
The entry “N” tells the computer the information on this screen is incorrect and allows you to change
the information.
The entry “E” will end the program.
The entry “S” will save the information displayed on the screen.
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The entry “D” will delete the saved information.
<PAGE UP> and <PAGE DOWN> keys are available on this screen.
Menu hopping is available.
FUNCTION (A/C/D/I/E)?
This prompt gives the operator the options of control record function.
The entry “A” will create a new record. An error will occur if a record already exists with the same
value.
The entry “C” will allow you to change a exist record. You will get an error message if record does
not exist.
The entry “D” will delete a record.
The entry “I” will allow you to sequential browse through the records. You are not allowed to change
any values.
OK TO COPY? . (Y/N/E): N
(Yes/No/End/menu hop)
This option will start coping data as specified by the screen parameters.
The entry “Y” will start the process the data.
The entry “N” will allow you to change the parameters.
SCREEN OK? .. (Y/N/E): N
(Yes/No/End/menu hop)
This option is waiting for verification the parameters are correct before continuing.
SCREEN OK?(Y/N/E/S/D)! N
(Yes/No/End/Save/Delete/page/menu hop)
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The entry “D” will delete the saved information.
OK TO CONTINUE (Y/N/E): NO
Is it okay to continue? “Y” for YES, “N” for NO and “E” to END the program.
SCREEN OK? .(Y/N): NO
Is the information on this screen correct? To exit this program, key an “E” in the first field.
SCREEN OK? .(Y/N/E/S): N
(Yes/No/End/Save/SEL KEY/page/menu hop)
Sequential browse is available.
The PAGE KEYS is available on this screen
OK TO CHANGE? (Y/N/E): N
The entry “Y” to save this information.
The entry “N” will allow you to change the information.
The entry “E” will end the program without saving the data.
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PRINTER OPTIONS
All programs that produce a printout use the following standard approach to the printing of data. The
operator is given the flexibility of directing printer output to a selected device. The standard message
displayed is shown below.
ENTER DEVICE #!
Enter a number 1-5 to direct printed output to one of the devices shown below else enter "E" to return
to the MENU.
The <HOME> key is available with this prompt.
1-PRINTER
Enter "1" to direct output to the printer designated as number #1. If the printer is not available,
the message "DEVICE NOT AVAILABLE" is displayed on the screen. Every few seconds the
program checks the printer to see if it has become available. If not available, the "DEVICE NOT
AVAILABLE" message is re-displayed. Depression of <RETURN> will position the cursor to
"ENTER DEVICE #:" allowing the operator to END the program or select another device. If
available, the message "OUTPUT DEVICE READY" is displayed and printing commences.
The printer selections, in installations with print spoolers, work in the same fashion as described
above. However, since the desired print is spooled to the print queue, the operator will rarely get
the "DEVICE NOT AVAILABLE" message.
2-PRINTER
Enter "2" to direct output, in a similar fashion to that described for "1-PRINTER", to the printer
designated as number #2.
3-REMOTE PRINTER
Enter "3" to direct output through the screen to a slave printer. The video display screen may,
optionally, be equipped with hardware to allow a printer to be slaved to it. This particular
configuration is especially useful for remote locations on-line to the computer via telephone line.
The CRT and printer combinations require only one telephone line, thus reducing long distance
charges. For this reason the printer is referred to as a "remote printer" (even though it may well
be in the same office as the computer and not over a telephone line). The print request "3"
should be made from the CRT to which the printer is slaved.
4-SYSTEM DEVICE
Enter "4" to direct output to the disk. This device option is useful if the operator does not wish to
tie up the printer.
See System Manager's Guide to determine the report filename.
To produce a hardcopy, enter "PRINT filename.PRT". Although quite useful, this feature should
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only be used by a knowledgeable, trained operator since the "PRINT" utility is part of the
operating software and, as such, allows the operator greater freedom than an application
program.
5-TERMINAL
Enter "5" to direct output to the video display screen. Programs are written to detect a wide
report and automatically reset the VT100 compatible terminal screen to 132-column mode. The
program automatically resets the screen back to 80-column mode, when displayed. All reports
directed to device 5 (screen) will display the first screen followed by the prompt "CONTINUE
(Y/N/S/PAGE)?!”
NOTE: For all devices, except 5 (Terminal), the message "REPORT BEING GENERATED" is displayed.
If termination of the printing process is required, enter "E", and the message "REPORT
ABORTED" is printed on the report.
MENU HOPPING
The menu-hopping feature provides a quick and easy method of proceeding directly from one program to
another without the necessity of returning to a menu. This is accomplished by entering the desired
program's number at the appropriate field of any program. To "hop" to a program located in another
system, enter the two-character system short name (see the cross-reference table below) and the
program number, otherwise only the desired program number is necessary.
The appropriate fields used for menu hopping are typically:
1) The normal exit points of a program such as the “SCREEN OK (Y/N/E)?” and “FUNCTION
(A/C/D/I/E)?” prompts.
2) The Enter Device # prompt of most report or journal printing programs.
3) At any of of the main menus or sub-menus. (i.e. Master File Listings Menu)
After entry of the menu hopping code, the desired program will immediately appear on the screen, without
the need to return to a menu. To exit any program, and return to the Main Menu, enter “E”.
If security is activated, the operator will be prompted for the appropriate passwords before the "hopped to"
program is displayed. The program locking feature is not adversely affected by menu hopping and will
ensure that the system integrity is maintained before the "hopped to" program is accessed.
To initiate the menu hop feature, programs must be registered with a System Program Number (or HOP
CODE), using the "GUARD" SECURITY MAINTENANCE program (see your System Manager's Guide).
Utility programs can be accessed by keying the Module Short Name then “UT”. (i.e. GLUT would jump
you to the General Ledger Utility menu)
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The following cross-reference table lists all modules with their two-character hop code:
MODULE
MODULE SHORT NAME
Purchasing
Accounts Receivable
General Ledger
Commodity
Accounting
Inventory
Order Entry/Invoicing
Payroll
Pricing
Production
Notes System
Sales Analysis
Patronage & Equity
Third Party Interface
Sales Commission
PU
AR
GL
CA
IV
OE
Not Permitted
PR
PD
NO
SA
PE
P3
SC
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APPENDIX II
BANK RECONCILIATION SETUP AND USE
This module is accessed by taking option 47 on the Purchasing Module Menu or using a menu hop of
“BR”. Exiting the Bank Reconciliation Menu returns the user to the Main Menu. It is a wonderful tool to
help you reconcile your bank with the general ledger. Keep in mind that this is a totally separate module
and will not affect the rest of the system. Information is pulled into bank recon from the other modules.
Once that information is in bank recon, it is yours to do what you want. Bank Recon activity does not carry
over to any other module.
SETUP
Initial setup for Bank Reconciliation is a two-part process. The first part involves defining all banks that
are to be tracked on the System. Part two is to define which bank goes with which accounting module.
1. Bank Reconciliation Menu option 11 (BANK MAINTENANCE) is used to add / or maintain a bank. Up
to 99 banks may be tracked. The setup screen looks like the example below:
The Bank name will print on all reports. The Account Number - Fax Number fields are for
informational purposes only and will not print anywhere.
G/L account number is where activity for the current bank posts in General Ledger.
“Reconciled as of” is updated through option 33 (Reconciliation Report) and “Current
Book Balance” is calculated from system activity.
The Purchasing, Commodity Accounting, Patronage and Equity, and Payroll fields
are intended for future use in auto numbering.
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2. Part two of setup consists of defining a relationship between each Bank and the different accounting
modules for the system. For each module that you want to post in bank recon,
you will need to set the „auto post‟ flag to yes in BRUT2. The explanation of each module below will
let you know if you need to make changes in the module itself.
COMMODITY ACCOUNTING: Select Commodity Accounting Utility option 5 (BRANCH MASTER) to
define the bank number by branch for RECON to use. This will allow the use of multiple check
sequences from different branches to be directed to a single Bank Recon bank. A sample of the set
up screen appears below:
PAYROLL AND PATRONAGE / EQUITY: Select Bank Recon Utility Menu option 2 (B/R OPTIONS)
to establish the bank number to be used for Payroll and Patronage / Equity. The screen looks like
this:
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ACCOUNTS RECEIVABLE: There is an option on the Utilities Menu to define a bank. A second
menu option ties the bank(s) to a branch and General Ledger number. These menu options will
continue to function as they have in the past. As the Bank Reconciliation is expanded in its scope,
that may change in the future.
PURCHASING: Purchasing also has an option on Utilities to define a bank. The corresponding
General Ledger number is entered on the same setup screen. In contrast to a bank that is added in
A/R, one added in Purchasing Utilities is also added to Bank Reconciliation as a Bank Master.
Also the Purchasing Module is designed so that any check issued through it updates live to Bank
Recon. Therefore the question in BRUT02 relating to AUTO POST PURCHASING SYSTEM should
be set to YES. The only time that question should be set to NO is if the operator wants Purchasing
checks to only update during BR42. Then the operator would need to change the prompt to YES prior
to running BR42 and change it back immediately afterward.
ORDER ENTRY: Select Bank Recon 11 (Bank Maintenance) and enter a general ledger number
here to establish what (deposit) tickets to post from Order Entry.
NOTES PAYABLE: Any banks used in the Notes Payable module must be the same bank number as
used in Bank Reconciliation. Like the Purchasing Module checks issued in Notes Payable are
designed to be a live update. Therefore the question in BRUT02 relating to AUTO POST NOTES
SYSTEM should be YES. The only time that question should be set to NO is if the operator wants
Notes checks to only update during BR42. Then the operator would need to change the prompt to
YES prior to running BR42 and change it back immediately afterward.
GENERAL LEDGER: Select Bank Recon 11 (Bank Maintenance) and enter a general ledger number
here to establish what (deposit) tickets to post from Order Entry.
PROGRAM STEPS
1. BEGINNING / OPENING BALANCE. Initially the operator will want to enter an opening bank
balance. This should be the dollar amount in the bank General Ledger account as of the date the
organization is going to start using Bank Reconciliation. To get a good starting point, operators
may want to do this as of the last date that General Ledger was reconciled with a statement from
the bank. Any outstanding checks, deposits or other adjustments on the bank statement will also
need to be entered. Take these into account when calculating what amount to enter for the
opening bank balance.
Use menu option 21 (ENTRY / MAINTENANCE) to key each of the opening records. The status
of the record for opening balance should be CLEARDED and any other transactions should be
OUTSTANDING. Refer to step four for notes on program prompts when entering these
transactions.
2. POSTING CHECK INFORMATION FROM ACCOUNTING MODULES: To post check
information use option 42 (Repost System Transactions). Checks may be selected by accounting
module, date range, check number range, or branch. Unless you have more than one branch, we
suggest you change only the date range each month. If checks are pulled a second time using
the same dates, the new record will replace the previous one and the records will need to be
cleared again. Once records have been cleared, caution should be used whenever it is necessary
to re-post records.
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Special attention should be paid to the prompt “VOID MISSING CHECKS”. If you have a break in
your number series, you could add a lot of void records to the Reconciliation file that you do not want.
3. OUTSTANDING TRANSACTION LIST: As users go through prompts for reports in this program,
they will be asked to select a system code, transaction type and status. Available responses for
these prompts are listed below. You may also wish to sort (sort seq) and/or subtotal (subt) by
these as well. Under sort seq., tell it how you want it to sort by putting a number in the column (in
the order you want it) and then answer Yes to any column that you want a sub-total. Unless you
have a specific range (like a date range or a certain branch) you may leave it lowest to highest.
As an example, organization A has three bank accounts that are to print. The operator wants the
report sorted by bank, transaction number then date with a subtotal by bank. To get this report,
the operator would place a number 1 in the SORT SEQ column for bank number, a number 2 in
transaction and a number 3 in date. To get the sub-total, YES is entered in the bank number
SUBT column.
SYSTEM CODE
Bank Recon
Accounts Payable
Commodity Accounting
Patronage & Equity
Payroll
Order Entry (Deposit)
Hedging
Purchasing (AP)
Notes Payable
General Ledger

TRANS TYPE
Check
Deposit
Withdrawal
Adjustment
STATUS
Outstanding
Cleared
Canceled
Void / Wasted
This will be the same for all reports throughout the module.
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4. TRANSACTION ENTRY: Individual transactions may be added or maintained by using menu
option 21(ENTRY / MAINTENANCE). If you desire to generate a full reconciliation report, any
activity that flows though the bank must also be entered into the Recon module. Because General
Ledger is not posted to Bank Recon, any manual entries or deposits that were entered through
General Ledger will also need to be entered in Bank Recon. When you‟re just getting started, you
will need to manually enter the outstanding checks/deposits and a beginning bank balance. The
beginning balance can be entered as a cleared bank recon adjustment.
When adding a transaction you may assign whatever number you want as the transaction number
(check number works good). Otherwise, it will default to 1. When inquiring or changing, go to the
transaction number field and enter your check number and then your home (look-up) key. You must
do the look-up and then choose the line number or it won‟t bring up the transaction.
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5. CLEAR TRANSACTIONS: Clearing transactions are a two-step process. First you must
select the records to clear in BR22. Once the operator has selected the appropriate bank, they
will approve screen one. The operator can then toggle which records to include in the clearing
process. <INS>ert will select all records. <DEL>ete will deselect all records. The <END> key
selects individual records. A listing of selected records may be printed when exiting the program.
After choosing all records to be cleared, proceed to BR23. The operator is prompted “CLEAR
TRANSACTIONS?” and to enter a clearing date.
6. RECONCILIATION REPORT: This will give you totals of all your outstanding deposits, checks,
withdrawals and adjustments. If you want detail of transactions that make up these totals, then
choose “detail” for the „summary/detail‟ prompt. You won‟t need to update bank until you‟re done
reconciling. The only thing that this updates is the reconciled information in BR11. Again, the
CURRENT BOOK BALANCE is a calculated field in Bank Recon that is made up of all Bank
Recon transactions. The balance should equal your general ledger and the discrepancy should
be zero. If it‟s not run BR34 (Detail List). More than likely something is cleared that shouldn‟t be
or visa versa.
REPORTING
Reports are divided into four menu options. For each prompt in the menu option, the user can select a
range or group to include on the report (e.g. banks, dates or record numbers).
BR31 – OUTSTANDING TRANSACTION LIST. Prints all transactions that have not been cleared.
BR32 – CLEARDED TRANSACTION LIST. Prints all cleared transactions.
BR33 - RECONCILIATION REPORT. Prints a recap on page one. If detail is included, lists all outstanding
transactions as of the cutoff date.
BR34 – DETAIL LISTING. Prints all transactions that match selection criteria. This will give the operator
everything that is in Bank Recon. Can be used to find out why there‟s a discrepancy in recon report.
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APPENDIX III
IMPORTING CLEARED CHECK RECORDS FROM AN OUTSIDE BANK
Users now have the ability to import a cleared check file from an outside bank agency directly into Bank
Reconciliation. As a general overview, there is some setup required of the local organization. The data file
is received from a banking agency. Using Bank Reconciliation menu option 22, the records are imported.
As long as the import program finds a match for the cleared check record it will flag the outstanding check
record as one to be cleared within Bank Reconciliation. Bank Reconciliation menu option 23 is used as
normal to complete the clearing process. The only information required in the check data file is: check
number, check amount with no decimal point and check date.
SETUP
1) BANK RECONCILIATION MENU 11. Each defined bank master in Bank Reconciliation that is to have
records imported must have the import prompts set.
IMPORT CLEARED CHECKS
Answer YES to have the ability for importing cleared check records for this bank master. Otherwise
leave this prompt set to NO.
**NOTE – The following prompts are by-passed when IMPORT CLEARED CHECKS is set to NO.
IMPORT FROM DISKETTE
If the data file received from the banking agency is on a diskette and this media is going to be used to
upload the file to the main computer, answer YES.
PATH
This prompt is by-passed when IMPORT FROM DISKETTE is set to YES. Otherwise, key in the
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directory patch where the System is to find the check data file.
In the example above, the import program is to look in the work directory ($WRK:) of the employee
taking menu option BR22. So before going into that program the file must be in place.
When adding a new bank master, PATH will default to the same path directory as the smallest
numbered bank already on file.
There are several methods that can be used to move the import file from a local hard drive to the
specified directory on the main computer. If you have questions or would like help with this process
call Customer Support.
FILE NAME & EXTENSION
Enter the name and extension assigned to the import file. If the file was named using capital letters,
enter the name in caps here also. This must be completed for both diskette and hard drive options. If
importing multiple check files for different banks then each must have a different name and separate
masters setup for each bank. When setting up a new bank master FILE NAME will default to the
name of the smallest numbered bank already on file.
DELIMITED OR FIXED
Select either D or F. These are the only two options that will be accepted by the System for the type
of file it will be reading for the cleared check records. DELIMITED means there is a separator such
as a comma (,) between each field within each record in the file. Individual fields may vary in length.
FIXED length means that each field within each record is the same length all the time.
DELIMITER
When the previous prompt is D for delimited, key the delimiter or separator used in the file. The most
common will probably be a comma. When the prior prompt is F for fixed this prompt is bypassed.
OFFSETS
An additional pop-up window displays for the operator to define where in the file pieces of information
are located. Windows displayed are slightly different for Delimited files versus Fixed.
DELIMITED FILE ELEMENTS
IMPORT FILE OFFSETS
ELEMENT #
DOCUMENT NUMBER ..:
DOLLAR AMOUNT ....:
DOCUMENT DATE ....:
FORMAT .........:
1
2
3
YYYYMMDD
As mentioned previously certain fields (e.g. DOLLAR AMOUNT) within a delimited file may not always
be the same size, but they are always separated by the same character and located in the same
relative position (ELEMENT). For each prompt enter the ELEMENT number where the piece of
information is located within a record. As an example, if DOLLAR AMOUNT is the second piece of
data within a record enter 2 as the element number.
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FIXED LENGTH FILE OFFSETS
IMPORT FILE OFFSETS
START
DOCUMENT NUMBER ..:
DOLLAR AMOUNT ....: 11
DOCUMENT DATE ....: 21
FORMAT .........: YYYYMMDD
END
10
20
28
With this type of file it is necessary to tell the system where to start reading and where to stop for
each bit of information within an individual record. For example the DOLLAR AMOUNT starts at digit
11 and ends at digit 20, making the check dollar amount 10 digits long.
At the prompting for date in both types of files there will be a help window. Select a date format from
the help window that matches the date format in the check data file.
Help Window
1 = YYYY/MM/DD
2 = YYYYMMDD
3 = YYMMDD
4 = YY/MM/DD
5 = MMDDYYYY
6 = MMDDYY
7 = MM/DD/YYYY
8 = MM/DD/YY
9 = DDMMYYYY
10 = DDMMYY
11 = DD/MM/YYYY
12 = DD/MM/YY
2) COMPLETE ANY SETUP FOR MOVING A DATA FILE TO THE MAIN COMPLUTER. Determine
what method is to be used to get the check data file to the main computer. The file may have been
transferred to a diskette or the hard drive of a PC in your office from the banking agency. If it is located on
a diskette, the file may be imported into Bank Reconciliation directly from it. Simply place the diskette into
the reader on the main computer.
On the other hand, if the check file has been transferred to the hard drive of a local PC it can be copied to
a diskette and those procedures followed. Or it could be file transferred to the main computer directory
specified on the Bank Master.
PROGRAM USE
1) BANK RECONCILIATION OPTION 22 (SELECT TRANSACTIONS TO CLEAR) – The screen
prompts provide for the import of a cleared check file. If the Bank selected does not have the
Bank Master set for the ability to import such a file all prompts relating to import are by-passed.
Purchasing
BR22 – SELECT TRANSACTIONS TO CLEAR
BANK NUMBER
Enter a bank number to select transactions.
**NOTE - If the Bank Master (BR11) is set to NO for IMPORT CLEARED CHECKS, the next couple
of prompts are by-passed.
IMPORT CLEARED CHECKS FROM THIS BANK
Answer YES to import records from another file. The check number must already exist in Bank
Reconciliation for the record to import. If it does not exist that record is skipped.
The operator will receive a warning message if there is any type of problem finding the file to
import or with records in the file to be imported.
CLEAR THE FEEDER FILE BEFORE IMPORT
If the only records that the operator wants to see in BR22 are the check records to be imported,
answer YES to CLEAR THE FEEDER FILE. Otherwise answer NO. Should other transactions
have already been selected to clear, the operator will probably want to finalize the clearing of
those in BR23 before importing any records so as to not accidentally unselect the first group.
BRANCH FROM
THRU
When IMPORT CLEARED CHECKS is set to YES, the BRANCH prompts are by-passed.
Otherwise key the range of branch numbers to be cleared. Operators should keep in mind that
only records originating in Commodity Accounting, Order Entry or Hedging are kept by branch
number. All other source records carry a branch number of zero.
Purchasing
RECONCILIATION DATE
Reconciliation Date is the equivalent of a cutoff date. If it is the end of the month when checks are
cleared enter that calendar date. Any records in Bank Recon with a transaction date later than
this date will not display on screen two.
STATEMENT BALANCE
Operators can enter a bank balance from a statement if one is available. On screen two the
System will display a quick reconcile against the book balance as of the RECONCILIATION
DATE. From the STATEMENT BALANCE any OUTSTANDING transactions will be subtracted /
added to make an ADJUSTED STATEMENT. A BOOK BALANCE calculated as of the
RECONCILIATION DATE is then subtracted from the ADJUSTED STATEMENT to show any
DISCREPANCY.
PRINT SCREEN WITH IMPORTED AND LOCAL RECORDS
In the above example check records 196 and 234 were flagged to clear from imported records. Check
records 1 and 2 were selected manually. To have both sets of records display the prompt CLEAR
THE FEEDER FILE BEFORE IMPORT was set to NO.
Purchasing
SAMPLE OF REPORT FOR RECORDS NOT IMPORTED
2) BANK RECONCILIATION 23 (CLEAR OUTSTANDING TRANSACTIONS) – Clearing the
selected transactions works the same as in any other situation.
Purchasing
APPENDIX IV
SUGGESTED PROCEDURES FOR PURCHASING
ADD / MAINTAIN A VENDOR MASTER
Use PU11. Menu option is used to add / maintain all vendor information. Name, Address, Contacts and
1099 types are some of the information fields on the vendor master.
Vendors can also be flagged as INACTIVE. This prevents the vendor number from being used for any
new activity.
ENTER AN ACCOUNTS PAYABLE INVOICE
Use PU21 ADD mode. All entry of new data is done through this menu option. Operators can control
some program prompts by the ORDER TYPE. An invoice record is built whenever a detail line is set to a
status of INVOICED. Detail line items can be entered using General Ledger numbers or Inventory Item
numbers.
ENTER A PURCHASE ORDER
Use PU21 ADD mode. Operators can control some program prompts by the ORDER TYPE. Detail line
items can be entered using General Ledger numbers or Inventory Item numbers. Detail lines entered
using General Ledger numbers default to a status of INVOICED. Those entered with Inventory Item
Numbers default to ORDERED.
ENTER A RECURRING ORDER
Use PU21 ADD mode. A special order type is needed to enter a recurring order. The dollar amount of
detail lines is the amount to be invoiced each time a release is made.
ISSUE A CHECK FOR AN INVOICE BEING ENTERED
Use PU21 ADD mode. The order type must be set to YES for QUICK CHECKS. Upon accepting the entry
for the invoice portion of the transaction, the System will load the check-writing program (PU26).
A check may also be printed from PU41.
ENTER AN INVOICE TO PAY IN A MONTH PRIOR TO THE DATE EXPENSES AFFECT G/L
When setting the detail line status to received, in the Receiving / Invoicing Window enter the A/P G/L
Date as the date to issue a check and G/L Date as the date to affect General Ledger with the expense.
ADD / MAINTAIN AN ORDER TYPE
Use Utility menu option 4.
RELEASE A RECURRING ORDER FOR PAYMENT
Use PU23.
CANCEL THE REMAINING PORTION OF A RECURRING ORDER
Use PU21 CHANGE mode. Delete any recurring time periods in the RECURRING INFORMATION
window that have not been released.
Purchasing
RECORD THAT AN ORDERED PRODUCT HAS BEEN RECEIVED
Use PU21 CHANGE mode. Change the status of the detail line from ORDERED to RECEIVED.
ENTER THE ACCOUNTS PAYABLE INFORMATION FOR A PRODUCT RECEIVED
Use PU21 CHANGE mode. Change the status of the detail line to INVOICED. In the RECEIVING /
INVOICING window key Accounts Payable invoice information.
ADD FREIGHT, TAXES OR OTHER COSTS TO A RECEIPT
Use PU21 CHANGE Mode. On screen two insert a cost add-on detail line and associate it with the
corresponding item lines. Any cost add-on line can be invoiced to a vendor other than the one associated
with the purchase order.
VIEW WHAT GENERAL LEDGER NUMBER WAS USED IN ENTERING AN INVOICE
Use PU41. Display the individual invoice. Choose GENERAL LEDGER from the function line. The display
can be toggled between the General Ledger description and account number.
CHANGE THE GENERAL LEDGER NUMBER ON A DETAIL LINE ITEM
Use PU21 CHANGE mode. Key the corrected information. General Ledger information may not be
changed once a detail line item has been paid without backing out the check record.
BACK OUT A RECEIPT
Use PU21 CHANGE mode. If the detail line has been invoiced back out the invoice, then change the
status to CANCELLED. (If the receipt is in tact it will be zeroed out. If not, the program will go with oldest
receipt first. If there is not enough ON-HAND to cover the back out, then the System will create a negative
receipt for the balance. As soon as a new positive receipt is posted the System will use part of it to clear
the negative.)
BACK OUT AN INVOICE
Use PU41. The back out date has to be equal to or greater than the General Ledger posting date of the
invoice. Backed out invoices will reset the status of any purchase order detail lines. For detail lines
created using a General Ledger number the status will reset to CANCELLED. For those line items
created using Inventory Item masters the status will change to RECEIVED. The operator can then
INVOICE the detail line(s) with correct information or CANCEL them to reverse any pervious Inventory
entries.
KEEP THE RECEIVING / INVOICING WINDOW FROM DISPLAYING
Maintain the order types in Utility Menu option 4. Set the prompt STOP IN APPLICATION WINDOW to
NO.
KEEP THE PROMPT TO “PRINT P/O” FROM DISPLAYING
Maintain the order types in Utility Menu option 4. Set the prompt for PRINT FORMAT to zero.
PRINT A CHECK FOR A SINGLE INVOICE
A check may be printed from PU41. Or the operator may go through the invoice selection (PU25) and
check-writing (PU26) process.
Purchasing
REPRINT A CHECK OR CHECKS
Individual checks may be reprinted through PU41. A series of checks may be reprinted through PU42.
BACK OUT A CHECK
Use PU41. Display the individual check record, choose BACKOUT from the function line.
SELECT INVOICES FOR PAYMENT
Use PU25. Invoices may be selected by a range of due dates, discount dates and vendors.
UPDATE INVOICE INFORMATION TO GENERAL LEDGER
An audit report must be printed to hard copy or device 4 using menu Option 30. Answer YES to UPDATE.
This process will build the records to go to General Ledger. Also run PU45 to put the records into a
General Ledger batch file and send the records to G/L. Complete G/L steps 26 and 42 to post
transactions as permanent entries in General Ledger.
PRINT A CHECK LISTING
A check listing is generated as part of a check print routine in PU26. Check listings may also be printed
using PU32.7. Individual check records are associated with a register number. This report is sorted by
those register numbers. Option 32.6 allows the operator to print a listing by check number or check date.
CHECK PURCHASING TO SEE THAT IT BALANCES TO GENERAL LEDGER
The Control Totals screen is a quick way to check for balancing purposes.
PRINT A LISTING OF OUTSTANDING INVOICES
Use the Trial Balance Report. Option PU32.1.
PRINT A LISTING OF VENDORS
Use PU34.
BALANCE A BANK MONTHLY STATEMENT.
Use the Bank Reconciliation Menu. Refer to discussions for setup and use in Appendix II.
HOW TO HANDLE EFT PAYMENTS FOR INVOICES
There are several considerations to take into account on how to handle this. The main ones are if you are
using bank Reconciliation and if funds are withdrawn from the bank the same day that the purchase /
expense are to affect general Ledger.
The suggested method is to enter the invoice(s) as normal. On the day that funds are to be withdrawn
from the bank, select the vendor and specific invoices to pay. Use a special number series of checks
for this type of transactions. Print the „check‟ to plain paper or device 99. This will update Bank
Reconciliation.
If bank Reconciliation is not a concern and funds are withdrawn the same day, enter a zero total
invoice using the bank G/L number as a negative offset. The System will consider the invoice settled
even though there is not a check number attached to it since the remaining amount is zero.
Purchasing
APPENDIX V
MASS DATE MAINTENANCE UTILITY
Some additional capabilities have been added in maintaining dates on Purchasing invoices and checks.
The first has to do with back out dates on checks and invoices. If a back out date is keyed in error, the
operator can maintain the date in PU41 prior to doing an update (PU30). Once the update has been run,
the operator will receive a warning that the record has been updated and cannot be maintained. The new
back out date cannot be older than the check issue date. In the case of an invoice, the new back out date
cannot be older than the last change date, if any, on the invoice.
The second has to do with Invoice Date, Due Date and Discount Date. These may be maintained at any
time regardless of the update status. PU41 may also be used for this purpose.
Display the individual invoice on the screen. At the FUNCTION LINE choose <C> to change. Change any
of the fields that are incorrect or need to be changed.
In addition to using PU41 to maintain individual invoices there is also a utility program to do a mass
maintenance of open invoices that are un-updated. To access this program type PUFX at the CHOICE
prompt on any menu. This will load the utility program.
UTILITY PROGRAM TO MASS MAINTAIN INVOICE DATES
COMPANY NUMBER - Key the Accounts Payable company number to be maintained.
VENDOR - In the Vendor Selection Window, the operator may choose a single vendor, specific vendors,
a range of vendors or accept the program default to include all vendors.
INVOICE ........ FROM
THRU – Enter a range of invoice numbers. Touch <ENTER> to ignore this as a selection
criteria.
NOTE – For the prompts involving invoice date, invoice due date and discount date the cursor will go to
Purchasing
change after asking for date range. If that particular date is to be changed, key the new date. Otherwise,
touch <ENTER> to accept the program default of NO CHANGE.
INVOICE DATE.... FROM
THRU – Key the date or date range of the invoice dates to be maintained. If INVOICE
DATE is not a criteria for records to be selected, touch <ENTER>.
DUE DATE ....... FROM
THRU – Key the invoice due date range of records to be maintained. If INVOICE DUE
DATE is not a criteria for records to be selected, touch <ENTER>.
DISCOUNT DATE... FROM
THRU – Key the range of discount dates to be maintained. If DISCOUNT DATE is
not a criteria for records to be selected, touch <ENTER>.
PRINT REPORT? - Operators have the option of printing a report that shows all invoices matching
selection criteria. The report can be printed without updating any records.
UPDATE DATES? – This prompt must be set YES before any selected records will be modified.
SCREEN OK? – Answer YES to proceed. Otherwise answer NO to change screen prompts before
continuing. Touch <E> to cancel this program and return to the menu.
ENTER DEVICE #! – Key the printer device number to print this report.
OK TO UPDATE? - If UPDATE DATES was set to YES the operator will have one final chance to exit
without modifying any records.
REPORT SAMPLE
In the report sample above invoice 0711 for vendor 120 has the invoice date changed from 07/11/2005 to
07/12/2005. The due date is being changed from 07//11/2005 to 07/21/2005. There was no change to
discount date.
Purchasing
APPENDIX VI
PAYMENT FOR AN EXPENSE INVOICE PRIOR TO G/L POSTING DATE
The Purchasing Module allows for an expense to be updated to a particular month in the General Ledger
and a check issued as payment in a preceding calendar month. To handle this type of situation the
System uses a Prepaid Expense G/L Number and an additional date prompt in the Receiving / Invoicing
Information window.
SETUP
1) Purchasing Utilities Option 2. A General Ledger number must be defined for the prompt
PREPAID EXPENSE G/L NUMBER. Normally this will be an asset type account.
2) Purchasing Utilities Option 4. The prompt STOP IN APPLICATION WINDOW must be set to
YES for the Order Type used to enter the invoice or purchase order.
Purchasing
PROGRAM USE
1) Purchasing Menu Option 21. Entry prompts will look the same as in the past. When invoicing a
detail line, the Invoicing Information window will have an additional date prompt for A/P G/L Date.
It determines what date the Liability account for Accounts payable will be affected and how early
a check can be issued. When A/P G/L Date and G/L Date are the same, any expense is
recognized in the General Ledger at that time. Should the G/L Date be later than A/P G/L Date,
the expense is recognized on the G/L Date.
This new prompt will default to the same date as G/L Date. A/P G/L DATE will normally remain
the same as the G/L Date. In those situations where an invoice needs to be paid in a month prior
to the time period that expense is to be recognized, the G/L Date will be changed to the calendar
month where that expense is to occur. The new G/L Date must be greater than A/P G/L Date.
The G/L DATE prompt is accessible only for those detail lines created using a General Ledger
number. For all detail lines entered using an Inventory Product number the prompt is by-passed.
In the example above, an invoice for employee health insurance dated 7/25/05 has been entered
using a G/L Date of 8/3/05. The expense will be recognized in August. Since the A/P G/L DATE is
set to 7/25/05 the operator can issue a check anytime on or after that date.
Following are the General Ledger entries that will be made for each date.
Invoice Entry 7/25/05 audit–
Accounts Payable
Prepaid Expense
Credit
Debit
Check Issued 7/25/05 –
Accounts Payable
Bank Account
Debit
Credit
Invoice Entry 8/03/05 auditEmployee Health Ins.
Prepaid Expense
Debit
Credit
Purchasing
2) Corrections to Entries. Any necessary corrections will be made the same as with any other
records. In the above example, if the invoice needed to backed out prior to any check being
issued, the operator could use a back out date of 7/25/05. The System will then build a set of
records to offset the 7/25/05 entries and also the 8/03/05 entries.
Once a check has been issued the back out date cannot be less than the check date. In our
example, if a check issued on 7/28/05 needs to be backed out, then the back out date cannot be
less than 7/28/05 for both the check record and invoice record.
As with other cancelled checks the System will back out the check and flag any invoices as open
and owing. If the invoice(s) associated with the check record are to be backed out also, the
operator handles those like any other invoice to be backed out. The back out date on the invoice
cannot be less than the back out date used for the check record. Once again, the System will
build reversing entries for records dated 7/2505 and 8/03/05.
Purchasing
APPENDIX VII
EXPORT CHECK RECORD INFORMATION
Some financial institutions are offering a service where the customer sends them a file of checks written
each day. They will then compare checks in that file to checks as they clear the system. If a check
clearing the system does not match any records in file, the financial institution notifies the customer prior
to authorizing payment for the check.
The ability to create an export file for this purpose has been added to Bank Reconciliation. Setup for this
feature is minimal. Program BR24 has been added to the Bank Reconciliation menu to use in building an
export file. Export files can be moved from the main computer to a PC via diskette or file transfer.
CoBank requirements were used in creating this feature. Other financial institutions may have slightly
different requirements or procedures than those described here.
SETUP
As mentioned previously CoBank requirements were used on this project so the setup for other banks
may vary.
1) BANK NUMBER – Obtain a number from the bank for submitting check files to the bank. In
CoBank‟s case this is a four-digit number that is included in the file header. It allows the bank to
identify who is submitting the records. The user will also need to find out the file type (fixed or
delimited). If the bank can furnish a written sample of what the file should look like, it helps a lot.
®
2) BANK MASTER IN AGTRAX – Verify that the ACCOUNT NUMBER for each bank (BR11) to
export check records is correct. Also there is a prompt for EXPORT FORMAT that needs to be
filled in. This is discussed in the next step.
3) EXPORT FORMAT - A format file is used for the System to know where to place each piece of
information in the export file. If information is being exported to a single bank then only one format
file is needed even the user has several accounts numbers for the same bank. On the other
hand, if the user is exporting to several different banks and each requires a different type of file, a
separate format file is required for each different type of file.
The user will probably want to call Customer Support for assistance in setting up their format files.
PROGRAM USE
BR24 - EXPORT CHECKS FOR A BANK
Bank Reconciliation menu option 24 allows the operator to build an export file of checks written. To fully
utilize the bank service, operators will probably build a file daily of all checks written for the day.
Any export file created through this program is placed in the work directory of the user creating the file.
Purchasing
BANK NUMBER – Enter the number of the bank to build an export file. The System defaults to the
smallest numbered bank defined in BR11.
NAME OF EXPORT FILE – Assign a name for the file to be created. The financial institution where the
file is being sent may have some name convention requirements. In such cases be sure to follow those
requirements. The System defaults to a file name BRYYYYMMDD. BR indicates Bank Reconciliation and
YYYYMMDD is YEAR, MONTH and DAY.
EXTENSION OF EXPORT FILE – Enter a file name extension. The program default is TXT.
CREATE EXPORT DISKETTE - Operators may write a copy of the file to a diskette placed in the diskette
reader of the main computer. The diskette can then be taken to a PC where the file is copied to the PC
hard drive.
In cases where the operator has their PC mapped to get to their work directory on the main computer,
they can drag and drop a copy of the file directly to their PC.
CHECK DATE FROM
THRU – Key a date range of the check records to be exported. The program defaults to
the current calendar date.
CHECK NUMBER FROM
THRU – In some situations the operator may want to use a range of check numbers in
place of or in addition to a check date range. The System defaults this prompt to all checks matching
other selection criteria.
EXPORT FILE EXISTS, OVERWRITE IT – Any time that a previous file with same name is detected the
operator will be prompted to overwrite it. If the previous copy is no longer needed answer YES.
ENTER DEVICE #! – Enter a printer device number to print a listing of those records to be included in the
export file.
CREATE THE EXPORT FILE – Answer YES to continue with building an export file.
INSERT THE DISKETTE AND TOUCH ENTER – When an operator chooses to CREATE EXPORT
DISKETTE, they will be prompted to place a diskette in the diskette reader on the main computer. After
the file has been copied to the diskette a message will display on screen letting the operator know that
copy was successful.
Purchasing
SAMPLE OF EXPORT REPORT
REPORT: BR240U
TIME .: 16:53 07/21/2006
BANK NUMBER .................!
CHECKS EXPORTED FOR BANK: WACHOVIA BANK
AGTRAX TECHNOLOGIES
PAGE:
1
1 WACHOVIA BANK
NAME OF THE EXPORT FILE .....: BR20060721
EXTENSION OF THE EXPORT FILE.: TXT
CREATE EXPORT DISKETTE (Y/N)?: NO
CHECK DATE FROM .............! 05/25/2004
THRU .............! 05/25/2004
CHECK NUMBER FROM ...........! BEGINNING OF FILE
DATE
TRANS# SYS
PAYEE NAME
AMOUNT
STATUTS
-----------------------------------------------------------------------------------------------------------------------------------05/25/2004
11840 A/P
422 ADM GRAIN TERMINAL
$62501.00
05/25/2004
11841 A/P
578 YELLOW TRANSPORT INC.
$71204.00
05/25/2004
11842 A/P
29 BLUE CROSS/BLUE SHIELD OF KS
$358332.00
05/25/2004
11849 A/P
47 HEDGE INC
$10000.00
05/25/2004
11850 A/P
41 FIRST NAT. BANK
$78677.00
05/25/2004
11851 A/P
20 MARK TWAIN
$14167.00
05/25/2004
11852 A/P
132 SCHWAN'S
$4778.00
05/25/2004
11853 A/P
196 A T & T
$27789.00
05/25/2004
11854 A/P
460 TSC
$59318.00
05/25/2004
11855 A/P
172 SALINA SCALE
$48792.00
05/25/2004
31141 C/A
22527 JOE FARMER
$226464.00
--------------$962022.00
FORMAT FILE MAINTENANCE
The format file should already be set for a file submitted to CoBank. Inserting the 4-digit number that
CoBank wants to identify the customer will be about the only change. Save the default to 9000 number
prior to doing this. The default format file number is br0/BX0001.FMT.
DOCUMENT SECTION OF FORMAT FILE.
The document section looks like the following print screen. There is nothing to in this section.
FORM SECTION OF FORMAT FILE.
There are no changes to be made here either. The exception to that is if a record length of 80 needs to be
changed.
Purchasing
VARIABLE SECTION OF FORMAT FILE.
Following are the variables that may need to be changed.
FIXORDELM=F Default is set to FIXED. If the file is to be delimited, change to “D”.
DELIMITOR=, This is only used when “D” is defined for the previous variable. If something other than a
comma is to be used enter that character.
IDATE_FMT=YMD The date format for the issue date of the check is YMD. Also available are DMY or
MDY.
BANKNUMBER=0004 Number assigned by CoBank.
OTHER VARIABLES – The size and offset may change depending upon bank requirements.
NOTE that ROUTING NUMBER is not used at this time. So it can be ignored unless the bank wants that
included. If they do we will have to make a programming change.
Purchasing
SAMPLE EXPORT FILE
Purchasing
APPENDIX VIII
COMMENTS LINES ON CHECK STUBS
Operators have the ability to include comments entered on a purchase order as part of the check stub
detail. Prompting in PU21 is controlled by a prompt on the Order Type master (PUUT04). The setting on
the Order Type defines a prompt default in PU21. There is also a prompt in the check format file. It MUST
be set to YES before any comments will appear on a check stub.
Comments are tied to an individual purchase as opposed to a single detail line on a purchase order or an
invoice. Therefore if multiple comments are entered on a purchase order with each set to print, they will
all appear on the stub of the check paying the invoice for that purchase order. If there is more than one
invoice associated with the purchase order and each is paid with a different check, any comments lines
set to print will appear on each check stub. In situations where those invoices are paid with one check,
the comment line(s) will print for each invoice.
SETUP
PU UTILITY 04 - PURCHASE ORDER TYPE
A prompt has been added to the screen for comment printing. The installation program will set this
prompt to NEVER which means that the operator will not get a question asking if this particular comment
is to print on a check stub.
DEFAULT PROMPT FOR COMMENTS ON CHECK – Available responses are:
NEVER – For this particular Order Type do not prompt at all.
YES – Any new comment added to a purchase order will default to print.
NO – Any new comment added to a purchase order will default to not print.
Purchasing
FORMAT FILE
A prompt has been added to the format file also. It must be set to YES before any comments will print.
Also in the format file the physical location of where the comment is to print must be defined. If you are
not familiar with maintaining format files call Customer Support.
PROGRAM USE
PU 21 - PURCHASING ENTRY
Screen two has been changed for the entry of a comment line. If the Order Type is set to default to YES
or NO for printing on a check, then the operator will see a question to that effect. Otherwise the screen
will appear no different.
PURCHASING 26, 41 AND 42
Any program where a check may be initiated will recognize the new feature has been activated and print
records accordingly.
Purchasing
APPENDIX IX
PURCHASING PREPAID CONTRACTS
These procedures afford the operator the capability to record and track prepaid supply purchases from
respective vendors. The user can create a contract, apply to the contract and issue a check affecting a
prepaid asset account. When entering a purchase order the operator can attach the line item to a
contract as a memo posting. This can also be done at the time of RECEIVING. Later when invoicing
product the detail line can remain applied to the prepay contract which will mark the invoice as paid and
reduce the contract. Or the detail line can be removed form the contract.
Contracts can be product specific, Inventory major group contracts or generic, which would allow any
invoice to be applied against the contract regardless of product or group. The procedures for Purchase
Order contracts work very similar to customer or patron prepay/booking contracts. Vendor contracts are
for monetary amounts only and do not track quantity. The monetary amounts paid and applied to these
contracts can be applied to multiple general ledger accounts based on the inventory group setup or a
default general ledger code for anything else. There is also the capability to control general ledger coding
by individual contract.
The accounting procedures are as follows:
CONTRACT ISSUE. Issue of the contract itself does not create any entries other than the contract.
INVOICE ENTRY FOR CONTRACT PAYMENT. The issue of an invoice in the purchasing module
will create general ledger transactions that will debit the prepaid g/l code attached to the contract
and credit accounts payable. It also makes a prepaid dollar entry to the contract master. Writing a
check for the invoice will debit accounts payable and credit the respective bank account.
PURCHASE ORDER ENTRY. Detail lines whose status is ORDERED can be attached to a contract
as a memo amount. They will reduce the MEMO BALANCE. No General Ledger or Inventory
transactions are created.
PURCHASE ORDER RECEIPT. If the detail line item is attached to a contract it will affect the MEMO
BALANCE. Inventory is affected. No General Ledger entries are created.
PURCHASE ORDER INVOICE. Changing the status of an order detail line to INVOICED will create
general ledger transactions that will debit the g/l code attached to the detail line and credit the
General Ledger code attached to the contract. If all detail lines attached to an invoice are applied
against prepaid contracts, it is considered settled since the remaining amount of the invoice is
zero. Should there be other detail lines making up an invoice that are not attached to prepaid
contracts the invoice is partially paid. The contract balance is reduced by the amount of the
application. Any difference between receiving and invoicing affects inventory.
The reporting for contracts utilizes point in time so that it can be ran at any given time to use as a
balancing tool to the general ledger.
Depending on how much detail the customer wants to see in the general ledger and on their balance
sheet, they may want to create some new general ledger ASSET type accounts within the general ledger
module. This would be necessary only if they want fertilizer prepayments separate from fuel prepayments,
etc. Or all activity can run to the same general ledger code.
SETUP
The following steps will guide the operator through any setup that is required prior to using any prepaid
contracts in the Purchasing Module.
1. GENERAL LEDGER (GL12). As mentioned earlier if the user wants to see more detail in the General
Ledger they may want to add new Account numbers to track activity. Any accounts added should have
Purchasing
ASSET for an account type. The user may also want to consider setting the SUMMARIZE prompts to NO.
This will yield more detail per account in any General Ledger inquiry or report.
2. INVENTORY GROUP MASTER (IV11.1). At the prompt for PREPAID ASSET fill in the General
Ledger code to be used for this Inventory group of products. The code serves as a default for vendor
contracts set up by GROUP or PRODUCT.
3. PURCHASING UTILITIES OPTIONS (PUUT02). The screen has a prompt for Generic Prepaid G/L #.
This field serves as the default asset prepaid code assigned to vendor contracts defined as GENERIC.
4. PURCHASING ORDER TYPES (PUUT04). PREPAID CONTRACT PAYMENTS controls whether or
not the customer can assign an invoice to a contract as payment for the contract. This is discussed in
detail in PROGRAM USE for PU21.
Purchasing
PROGRAM USE
A couple of new programs have been added to the menu and other have changes to work with the
prepaid features. Those programs relating to contract entry, maintenance, application and reporting are
covered in this section.
PURCHASING 12 (PREPAID CONTRACT MAINTENANCE)
This program is used to add or maintain all vendor prepaid contracts. Any deposits or product receipts
against a contract are made through PU21.
Note that quantity and price fields used in defining a Product specific contract type are not checked when
making applications to a contract.
Purchasing
The different functions available in the program are:
A
C
= ADD
=CHANGE
D
I
T
= DELETE
= INQUIRY
=TRANSFER
O
= OPEN
R
= RECALCULATE
E
= END
Set up a new contract.
Prior to any transactions on a contract most all fields are maintainable.
After any sort of application only Their Contract, Contract Date, Quantity,
Price, Extended Amount and Deposit Price fields are maintainable.
Any contract with NO transactions may be deleted.
View a contract master with no maintenance capabilities.
Used to move prepaid dollars from one contract to another for the same
vendor. Transfer amounts may not exceed the remaining balance.
Allows the operator to reopen a contract. The System automatically
closes a contract when the remaining balance goes to zero.
Reads all purchase order detail lines whose status is Ordered or
Received verifying that ON ORDER is correct. If not, the System
recalculates ON ORDER and MEMO BALANCE.
Cancel this program and return to the previous menu with no action
taken.
VENDOR # - Enter an existing vendor number that is to be associated with the new prepaid contract.
CONTRACT DESCRIPTION – Enter up to thirty characters to describe this contract. Entry is optional.
However we would suggest this field or the following be used so the contract can be identified in a lookup.
Description may be maintained in change mode by using the <LEFT ARROW> key to access the field.
THEIR CONTRACT # - Operators may the vendors contract number as reference information. This field
is 20 characters long. This field may be maintained in change mode.
A contract lookup window is available for either of these prompts. The only difference in the display
depends upon which prompt calls the window. When it is called from CONTRACT DESCRIPTION, that
column displays to the left of THEIR CONTRACT #. When the window is called from THEIR CONTRACT
#, the two columns of information are reversed.
Purchasing
By using the <FORWARD ARROW> or <BACKWARD ARROW> the operator can rotate the screen to
display Contract Type / Product – Group Description or Contract balances. The screen defaults to a
display of only open contracts. Use the <SELECT> key to show closed contracts.
CONTRACT DATE – Enter a calendar date for this contract. This date may be maintained in change
mode. Operators will want to make sure that any date entered is at least as old as any activity to be
posted to the contract. Otherwise, the Prepaid Contract Report may not print accurate information when
run as a point in time report.
STATUS – This prompt is by-passed in ADD mode. The System defaults new contracts to OPEN. When
remaining Balance goes to zero the System will close the contract. If for any reason the operator needs to
re-open a contract use Function “O”.
CLOSED DATE – A date is entered by the System during the close process.
CONTRACT TYPE – Choose from one of the three available options. Once a contract has any detail
attached to it, the contract type may not be changed.
PRODUCT – Refers to a specific Inventory product number. Any detail line items on purchase orders
must be for the same product in order to make application to the contract. The match for product is
organization wide, not by a certain Inventory branch number. Enter “P” to choose PRODUCT.
GROUP – Refers to particular Inventory products having the same major group number. Any detail
line items on purchase orders for products having the group number may be applied to the contract.
Enter “G” to choose GROUP.
GENERIC – Refers to a catch all type contract. Any detail line item on a purchase order can be
applied to the contract. Choose “E” for GENERIC.
PRODUCT NUMBER – Enter the Inventory product number for the current contract. This prompt is bypassed for Group or Generic contract types. Once a contract has any detail attached to it the product
number may not be maintained.
GROUP NUMBER – Key the Inventory major group number to associate with the current contract. A
group number may not be changed once detail is attached to a contract. This prompt is by-passed for
Product or Generic contract types.
QUANTITY – Enter the BUYING Unit Of Measure amount for this contract. If fertilizer is purchased by the
ton and fifty tons were booked, enter 50.00. Quantity may be maintained in CHANGE mode. This prompt
is accessible for only Product contract types.
PRICE – Key the BUYING Unit Of Measure purchase price. Price may be maintained in CHANGE mode.
This prompt is accessible for only Product contract types.
EXTENDED AMOUNT – For Product contract types the System calculates an extended amount. If an
operator keys over a calculated amount the System will recalculate PRICE to keep the formula
(QUANTITY X PRICE = EXTENDED AMOUNT) in balance. Enter a total dollar amount for either Group or
Purchasing
Generic contract types. Extended Amounts can be maintained in CHANGE mode for those contract
types.
DEPOSIT PRICE – For Product specific contract types enter the BUYING Unit Of Measure deposit
amount, if there is one. This unit amount will be used to multiply the units invoiced. The resulting answer
is added to APPLIED dollars thereby decreasing the contract BALANCE.
PREPAID G/L NUMBER – The System will default this field to the PREPAID ASSET number on the
Inventory Group Master for Product or Group contract types. For Generic contract types, the system
reads the Purchasing Options screen. If a valid General Ledger number can not be found one must be
entered before the contract can be accepted. The operator can over-ride the default by keying an
alternate General Ledger number. Once detail has been attached to a contract, the General Ledger can
not be maintained.
Each of the following fields is maintained by the System and is not accessible.
PREPAID – Reflects the total deposit dollars applied to a contract.
TRANSFER – Contains the dollar amounts transferred to / from a contract. Transfer to a contract will
display as positive whereas transfers from a contract will display as negative.
APPLIED – Invoice line items that have been applied to the contract.
BALANCE- Net amount of PREPAID minus / plus TRANSFER minus APPLIED.
ON ORDER – Invoice line items that have been applied to a contract with a status of Ordered or
Received. When a line item status changes to INVOICED the dollar amount moves from ON ORDER to
APPLIED.
MEMO BALANCE – Net amount of BALANCE minus ON ORDER.
PURCHASING 21 (PURCHASING ENTRY)
Any application to a contract, either in the way of prepaid deposits or product received, is done through
Purchasing Entry. Several features in the program allow this to happen.
PREPAID DEPOSIT
An Order Type must be used that has the flag set to YES for PREPAID CONTRACT PAYMENTS.
Prompts on screen 1 are answered as they are for any other order or invoice. On screen 2, the program
will recognize an additional transaction type (“E” for Prepaid Contract).
Choose “E” to create an invoice for a prepaid deposit.
Purchasing
CONTRACT DESCRIPTION! – Prompts for Branch, Product and description are replaced with
CONTRACT DESCRIPTION. Use the <LOOKUP> key to choose the desired contract from the pick list.
By using the <FORWARD ARROW> or <BACKWARD ARROW> the operator can rotate the display to
CONTRACT DESCRIPTION / THEIR CONTRACT # and CONTRACT TYPE / GROUP – PRODUCT
DESCRIPTION. Use the <SELECT> key to display closed contracts.
G/L NUMBER – The General Ledger number associated with the contract master is filled in and the
column by-passed.
EXTENDED AMT – The System will default to the EXTENDED AMOUNT on the contract master less any
previous deposits to the contract. Any dollar amount entered can not exceed the contract Extended
Amount.
STATUS – The status of the detail line must be INVOICED.
RECEIVING / INVOICING WINDOW – If the Order Type is set to display this window it will appear as it
does with other transaction types. Maintain any incorrect information and proceed to accept the invoice.
Once the invoice has been accepted the Purchase Order detail line is flagged as Complete, the new
invoice is an open payable and a deposit is added to the prepaid contract. A check can be issued for the
invoice as with any other invoice.
In situations where the operator may have more than one contract for the same vendor, multiple detail
lines may be added to the same purchase order, invoiced and then paid with one check.
CONTRACT APPLICATION
Operators have three different times they can apply a purchase detail line item to a prepaid contract. In
each case the status column on screen two of purchase order entry is used to access the prepaid
contract.
1) When entering a purchase line item at the time of placing an order with a vendor, the operator
can make a memo application to a prepaid contract. To access the contract and make a memo
application use the <SELECT> key while the cursor is positioned in the STATUS COLUMN. A
detail line item with a status of ORDERED updates to a contract as a MEMO.
One of the available functions with the line status being ORDERED is the <SELECT> key.
Purchasing
BY touching the <SELECT> key the operator is able to access a PREPAID CONTRACT window.
Then use the <HOME>key to get a listing of those open contracts that match the detail line item
being ordered. For item specific contracts the contract unit price will display. To display information
contained in THEIR CONTRACT field touch the <SELECT> key. CONTRACT PRICE is replaced
with THEIR CONTRACT.
NOTE – When entering a detail line as ordered the System will default UNIT COST to Current
Buying Cost from the item master. The operator can maintain it while in the unit cost field or by
choosing a prepaid contract for application the System will maintain the cost field to match contract
unit price and recalculate extended dollars.
Purchasing
2) The second point at which a purchase order line item can be applied is at receipt time. In the
RECEIVING & INVOICING WINDOW the cursor will stop at the prompt for PREPAID
CONTRACT. Use the <HOME> key to get a list of open matching contracts. Choose the desired
contract. A detail line item with a status of RECEIVED updates to a contract as a MEMO.
NOTE – If a detail line is applied to a contract during invoicing the System does not check the
cost against the unit price of the contract. The operator can maintain cost during the RECEIVING
process or do it during INVOICING. If the operator elects to do it during INVOICING the System
will make adjustments to the contract and Inventory records so all will match contract price.
(THAT IS PROVIDED THE VENDOR INVOICE IS BILLED AT CONTRACT PRICE.)
3) The third point at which a detail line can be applied is at time of INVOICING. In the RECEIVING &
INVOICING WINDOW the cursor will stop at the prompt for PREPIAD CONTRACT. Use the
<HOME> key to get a list of open matching contracts. Choose the desired contract. A detail line
item with a status of INVOICED updates to a contract as APPLIED.
NOTE – The invoiced extended dollar amount of the detail line will be the amount to update the
vendor contract and Inventory records. The System does no check against contract price.
Purchasing
NOTES –
In the status column the description of an ORDERED or INVOICED line has been shortened to include
PREPAID when applied to a contract. Line items with a status of RECEIVED continue to show the date
received. To view if the line has been applied to a contract use the <SELECT> key in either the
TRANSACTION TYPE column or the STATUS column.
Postings to a prepaid contract are not made until the purchase order is accepted in ADD or CHANGE
mode. Therefore if multiple detail lines are made to the same order in one session, each time the operator
views the prepaid contract window the REMAINING BALANCE will stay the same. The System will allow
a MEMO BALANCE to go negative. However, during the invoicing process only the BALANCE amount on
the contract will be used to pay all or a portion of the invoice. Should the invoice be for more than the
BALANCE, the excess will show as open and owing to the vendor.
At the time a detail line is invoiced and the BALANCE goes to zero, if there are other detail lines attached
to the contract that have not been invoiced, the operator will receive a warning message.
Remember that as soon as a contract balance goes to zero the System automatically closes it. The
contract can re-opened in PU12, the EXTENDED AMOUNT increased, then additional prepaid dollars
applied to it.
Use the following steps to remove a line item from a contract:
LINE ITEM STATUS IS ORDERED. In the STATUS column use the <SELECT> key to access the
contract window. Touch <DELETE> to remove the line from the contract and leave it as ordered. If
the line should be attached to a different contract, choose the correct contract from the display
window.
LINE ITEM STATUS IS RECEIVED. To remove the detail from a contract and leave everything else
as is; in the STATUS column use the <SELECT> key to access the contract window. Touch
<DELETE> to remove the line from the contract and leave it as RECEIVED. If other information is
incorrect on the detail line CANCEL the line item and re-enter it. Or if the line is ready to be invoiced
the contract number can be changed or removed via the DELETE key during the INVOICE process.
LINE ITEM STATUS IS INVOICED. Back out the invoice. Answer the question to remove the detail
line item from the contract. Complete any other maintenance needed to the detail line.
Purchasing
Any line item removed from a contract after the status had been flagged as INVOICED will show as
a deduction and addition to the contract. Those line items removed while their status is either
ORDERED or RECEIVED will not show on any detail for the contract.
If a particular detail line is for a dollar amount that is greater than the BALANCE remaining on a prepaid
contract, then the invoice will show as partially paid. See the following example.
At the end of a contract period if there are prepaid dollars remaining on the contract they may be
transferred to another contract. Or in some situations the vendor may issue a credit invoice or a check.
Where the vendor issues a credit invoice, create an order like a payment is to be made to the
contract, only make the dollar amount NEGATIVE for the remaining BALANCE. This will take the
additional dollars off of the contract, close it and make a credit invoice that can be used against other
debit invoices.
If the vendor sends a check, make the entry outlined in step 1. In addition on the same purchase
order key a G/L detail line coded to the General Ledger account used on the Order Entry ticket to
record receipt of the check. Enter the G/L detail line as a positive dollar amount and use the same
Purchasing
invoice information so the System will create a zero dollar invoice. This process will remove excess
dollars from the contract, close it and offset the entry created for receipt of the check.
PURCHASING 22 (P/O PRINT)
Additional variables have been added to the format file for INVOICE NUMBER, PREPAID AMOUNT and
NET AMOUNT. These are designed to print on the detail line along with other information. To utilize any
of these may mean that other information presently printing would have to be removed to make room for it
or print everything in a smaller print pitch so it will all fit reading from left to right.
In any case the format file being used must be edited to incorporate any of these additional variables into
the detail line print. If you are not familiar with editing format files call Customer Support for assistance.
PURCHASING 41 (PURCHASING INQUIRY / MAINTENANCE)
Purchasing Inquiry / Maintenance can be used to access prepaid contract records the same as it does for
purchase orders, invoices or checks.
At the prompt for TYPE of record to display choose PREPAID.
All other prompts may be answered as they are for any other type of inquiry.
The initial screen will display summary information for each contract matching selection criteria.
Purchasing
To view more detail for a specific contract, choose the sequence number of that contract. The following
screen displays the contract master information. This is the same screen displayed in PU12.
At any point that the operator cancels a drill down process they are returned to this screen.
Having displayed a specific contract master, the operator can start a drill down process to view detail
records attached to the contract. To initiate this process touch “D” for detail.
The System will display any detail records attached to the contract. Operators could see three record
types: TRFR, INVC and ORDR.
Purchasing
To continue the drill down enter the sequence number of an individual detail record. Depending upon the
status of the record the System will display accordingly. Choosing sequence 2 (INVC) in the example
above, which has been invoiced, the System goes to the invoice display. From there the operator can
select FROM to see the purchase order associated with the invoice. Or they may choose TO for viewing
the check that paid the invoice.
Operators should remember that an invoice was created to apply prepaid dollars to the contract. It will
display along with other invoices made as application towards the contract. Deposits to the contract will
display as positive dollar amounts whereas applications will display as negative dollar amounts. An
exception to this rule is any invoice that has been backed out. They are easily identified with B/O as part
of the DETAIL DESCRIPTION.
Purchasing
Choosing sequence 6 (ORDR), which has a status of ordered, the System goes to the header screen of
the related purchase order. There the operator can select FROM to see the detail line items on the
purchase order.
Any maintenance functions that are available for other records types are also available for detail line
items attached to prepaid contracts.
Choosing sequence line 1 (TRFR), which is a transfer from another contract, the System will display the
contract master that transferred dollars to the current contract.
Purchasing
REPORTING
PURCHASING 30 (AUDIT & UPDATE)
The Audit Report will look basically the same as it has in the past. The difference the operator will notice
is where a dollar amount was posted to Accounts Payable, it will now be going to a Prepaid Account
when invoice line items are applied to a prepaid contract.
In the first example Invoice 710 and 702 were created to make a deposit to a prepaid contract. The
General Ledger entries are credit to Accounts Payable and a debit to a Prepaid Account.
The next example shows check 136 paying invoice 710. The General Ledger entries are a debit to
Accounts Payable and a credit to Bank.
Following is an example of an invoice applied to a contract having a unit deposit amount; then the invoice
has been backed out. The invoice number is 20060717.
Purchasing
The last example is two invoices applied to contracts. One has a deposit amount and the other does not.
PURCHASING 35 (PREPAID CONTRACT REPORT)
The Prepaid Contract listing can be run as a single line report or with detail. It is also designed to use as a
point in time report for use as an aide to balance outstanding prepaid contracts with General Ledger
control accounts.
Purchasing
VENDOR – Choose the vendor or vendors to include on the report from a standard selection window.
PRODUCT – Select the product or products to include. Touch <ENTER> to accept program defaults of all
products having contracts.
GROUP – When selecting specific products, Group will probably be defaulted to all. Or when an operator
is interested in products in a specific group(s), PRODUCT may be defaulted to all.
SINGLE CONTRACT – To see detail for only a specific contract choose that contract from the pick list.
CONTRACT DATE – Enter a date range of CONRTACT DATES to include on the report. When running
this report as a point in time, the operator will want to leave FROM defaulted to BEGINNING OF FILE and
set TO as the last date to balance.
CONTRACT TYPE – Choose a single contract type to print or accept the program default of all types.
CONTRACT STATUS – The report may be printed only for OPEN contracts or CLOSED contracts.
Operators may ignore status by selecting ALL.
RECAP BY – Detail may be recapped at the end of the report by Inventory Product, General Ledger
prepaid account(s), both Product and General Ledger. Operators may eliminate any recap by choosing
NONE.
SORT BY – Activity appearing on the report can be sorted by Vendor number, Inventory Product number,
major Group number or General Ledger prepaid account.
ZERO BALANCE CONTRACTS – Answer YES to include contracts whose balance is zero. Otherwise,
answer NO. Choose ONLY to generate a report with only those contracts having a zero balance. NOTE
that the System automatically closes contracts when the balance goes to Zero. Unless contracts have
been manually re-opened CONTRACT STATUS must be set to CLOSED or ALL to have a zero balance
contract appear on a report.
PRINT INVOICE DETAIL – Answer YES to include contract detail for transfers or invoiced purchase order
detail items. Detail information includes record type (TRFR, INVC) accounting date and invoice number.
PRINT P/O DETAIL – Any purchase order detail line items whose status is ORDERED or RECEIVED can
be printed on the report by answering YES. Since these are MEMO entries against the contract they do
not affect contract balances on the report. Detail information includes product description, order quantity,
order extended dollars, order branch number and order number.
ONE LINE CONTRACT – Operators can print one line per contract by answering YES. Note to get one
line per contract PRINT INVOICE DETAIL and PRINT P/O DETAIL both must be set to NO.
OUTSTANDING AS OF TO DATE – Answer YES to get a point in time report. Note that CONRTACT
DATE TO determines the cut-off date for the report.
Purchasing
SAMPLE OF DETAIL SECTION OF REPORT WITH ALL DETAIL
SAMPLE OF RECAP SECTION WITH BOTH PRODUCT / GENERAL LEDGER
Purchasing
SAMPLE OF ONE LINE DETAIL REPORT
Purchasing
APPENDIX X
ACH (DIRECT DEPOSIT)
Several accounting modules in the system allow the operator to create an ACH file to direct deposit funds
for an individual. When funds are direct deposited a voucher is printed for the individual in place of a
check. Information contained on the voucher is similar to information that would have been included on a
printed check.
Accounting modules that provide for direct deposit are: Payroll (Voluntary Deductions and Net Check
Amounts), Purchasing, Notes Payable and Commodity Accounting (Advances on Purchase contracts, IB
Settlements and Freight Settlements).
ACH is handled through the Bank Reconciliation module. Records are updated to it from modules where
the direct deposit originated. Option BR25 is used to create an audit listing and ACH file in NACHA
format. Records included in the ACH file may be selected by originating accounting module. The created
file is placed in the WRK directory of the operator executing the program. It may be file transferred (FTP)
from the main server to the operator work station PC.
TERMINOLOGY
ACH FILE – A file containing monetary records of deposits that is in NACHA format.
BALANCED FILE – An export file contains credit and debit transactions for a net total of zero.
NON-BALANCED FILE – An export file contains only credit transactions.
PRE-NOTE – An initial ACH record with a zero dollar amount sent for bank account verification purposes.
PRE-NOTE BANK – A financial institution used by an organization to submit an ACH file containing PRENOTE records.
SETUP
®
1. COMPANY NAME MAINTENANCE – From the main menu in AgTrax choose option 15 (SYSTEM
MAINTENANCE). Verify that the organization name and Federal ID Number are correct. These are used
in the ACH export file.
2. BR11 BANK RECONCILIATION BANK MASTER – An organization does not have to use Bank
Reconciliation as an account reconciliation tool in order to use Direct Deposit. However, all direct deposit
activity goes through the Bank Reconciliation module. Therefore some of the same setup is required for
both purposes. At least one Bank Master must be defined in BR11. That would be the financial institution
where an ACH file is to be submitted.
There are several prompts that are necessary for the ACH function.
BANK NAME – Enter the name of the financial institution. The name is used in the Batch Header
portion of an ACH file.
ACCOUNT – A banking relationship is defined in BR14 (see step 3) for the financial institution.
Choose that relationship. This information is also used in the Batch Header portion of an ACH file.
NOTE – when pre-note verification is in use the account will display as “INVALID ACCOUNT” until the
pre-note time period
PASSWORD – A password is not required for ACH activity. However where there may be sensitive
information a password restricts which operators may view that information.
BANK ACH ID – Normally this will be the number “1”.
Purchasing
BALANCED ACH - If an export file is to contain a debit entry to offset credit records in the file,
answer YES. Otherwise answer NO. The system will default to NO. Organizations may need to verify
the type of file to create with the financial institution that is to receive the ACH file.
3. BR14 ACH ACCOUNT MAINTENANCE (FOR BANK MASTER) – A banking relationship is
established for each Bank Master where an ACH file is to be submitted. Similar setup is done for
each entity that funds are being direct deposited.
MODULE - To establish a banking relationship for a Bank Master, choose module <BA>.
BANK – Select the Bank Master that this banking relationship is being added.
<INSERT> - Use the <INSERT> key to add a new relationship. In the example above one relationship
already exists.
Purchasing
ROUTING NUMBER - Enter a Routing Number or choose from an available pick list. If the Routing
Number does not exist, it may be added at this point by entering that number. The system will display
a message asking if the operator wants to add the new number. A positive response will display the
setup screen from BR13. Complete the setup screen for the new routing number and return to
Account Number maintenance.
ACCOUNT NUMBER – Key a bank account number. Account numbers may be up to 20 characters
long.
ACCOUNT TYPE – Four Account types are available. They are:
ACTIVE – Enter YES. The prompt may be changed to NO if the current account is to no longer be
used.
®
AVAILABLE TO – Select the AgTrax account numbers that are to be associated with the current
bank account number. In this example the same physical bank account is being used for Bank Master
®
1 and 6 in AgTrax .
Purchasing
PRENOTE DATE – Where PRENOTES are in use this field will display PENDING until a test record
has been sent in an ACH export file. At that time it will display the date of the test record. See
BRUT02 for information on PRENOTES.
PRENOTE BANK – Enter the bank master number as defined in BR11 where the ACH file containing
a PRENOTE for this account will be sent for processing. Once a PRENOTE record has been created
this field may not be maintained. If PRENOTES are not in use this field is by-passed.
4. BRUT02 B/R OPTIONS – Set prompts for modules that are to use Direct Deposit. If Pre-Notes are to
be used, set those prompts. Operators should keep in mind that if Bank Reconciliation is being used
and AUTO POST for a given module is changed from NO to YES, there may be records that have not
updated to Bank Reconciliation.
AUTO POST PURCHASING SYSTEM – Must be set to YES.
AUTO POST COMMODITY CHECKS – Must be set to YES.
AUTO POST FREIGHT CHECKS – Must be set to YES.
AUTO POST ADVANCE CHECKS – Must be set to YES.
AUTO POST PATRONAGE & EQUITY – ACH is not available for this module.
AUTO POST PAYROLL – It is optional for Payroll to use Auto Post and ACH. If set to NO the
operator must use BR42 to get ACH records to Bank Reconciliation for transmission.
AUTO POST NOTES SYSTEM – Must be set to YES.
ACH PRENOTES – Organizations have the option to create a zero dollar record sent for account
verification purposes. This is optional. When PRENOTES are in use as new accounts are placed
in use a verification record is to a specified bank. The date of that transaction is stored on the
new account record. Actual use of the account cannot start until the number of days defined in
the next prompt has lapsed.
DAYS BEFORE AVAILABLE – Valid numbers for this prompt are 8 – 99. The number entered
here is added to the PRENOTE transmission date of a new account. That date is compared to the
main system calendar date. The system calendar date must be equal to or greater than the
adjusted PRENOTE transmission date in order for the account to be available for use.
5. BR14 ACH ACCOUNT MAINTENANCE (FOR INDIVIDUALS) – A banking relationship is established
for each individual entity / module where a direct deposit is to be made.
Use this menu option to create a link between an accounting application, a
customer/employee/vendor bank account number and a pre-note bank. The bank account numbers
entered in this screen are visible in their entirety. If there are employees who use the Bank
Purchasing
Reconciliation menu and should not have access to this information, the organization will want to set
security on this menu option. The program has a default security level of 6 in the Guard file. It is not
active until the prompt ACTIVATE SECURITY in BRUT02 is set to YES.
While adding a relationship for a bank if the routing number and bank name do not exist, they may be
added here without having to return to menu option 13.
Once a relationship has been added it may not be deleted. There is no way in the system to know if it
has been used. By changing the ACTIVE flag to NO the account will cease to display or be available
for use. The only place that an operator will see the account is in this menu option.
MODULE – Choose the application where the bank routing and bank account number will be used.
<AR> CUSTOMER – Use for activity in Commodity Accounting and Notes Payable.
<BA> BANK – Use only for those banks as defined in BR11.
<FR> - FREIGHT HAULER – Use only for Commodity Accounting freight haulers.
<PR> EMPLOYEE – Use only for direct deposit activity from the payroll module.
<PU> VENDOR – Use only for activity in the Purchasing module.
<E> END – Cancel this program and return to the menu.
CUSTOMER – Depending upon the MODULE selected the wording of this prompt will change to
reflect the desired number.
At this point the ACH ACCOUNTS window will display. Any existing accounts for the current Module
and Customer will display.
Information contained in the window includes:
Bank Routing Number
Bank Name
Account Number
Account Type – Checking or Savings
Default Bank Account – Noted by Y or N. Default Account should always display on sequence 1
Active Status – Noted by A or I.
Purchasing
Available functions include: Sequence Number. Forward Arrow, Backward Arrow, Page Up/Page
Down, Insert and ENTER. Each is covered separately.
<ENTER> - Touch the ENTER key to return to the prompt for MODULE.
SEQUENCE NUMBER – To view or maintain a specific bank line, enter the sequence number of that
bank. A maintenance window will display.
NOTE – Once a Pre-Note or actual transaction has been audited and exported the Routing Number
and Account Number cannot be maintained. If there is a problem with either of those numbers,
change the ACTIVE to NO.
NOTE – A banking relationship with a bank account for a different Module may be added. However,
to remove that association the operator must have selected that Module for which the association
was created. Once an association has been used by that Module it may not be removed.
<FRWD> - Use the <FORWARD ARROW> key to rotate the column labeled ACCT/NAME to
ACCT/ADDRESS, ACCT/CITY, STATE ZIP and ACCT/PHONE NUMBER.
<BACK> - Use the <BACKWARD ARROW> key to rotate the column labeled ACCT/NAME to
ACCT/ADDRESS, ACCT/CITY, STATE ZIP and ACCT/PHONE NUMBER.
<PAGE> - Where there are more than a screen full of accounts <PAGE DOWN> and <PAGE UP>
mat be used to move from screen to screen.
<INS>-TO ADD – The <INSERT> key is used to add a new banking relationship for the current
®
AgTrax account master.
Purchasing
ROUTING NUMBER – Enter a Routing Number or choose from an available pick list. If the Routing
Number does not exist, it may be added at this point by entering that number.
The system will display a message asking if the operator wants to add the new number. A positive
response will display the setup screen from BR13.
Complete the setup screen for the new Routing Number and return to Account number maintenance.
Purchasing
ACCOUNT NUMBER – Key a bank account number. Account numbers may be up to 20 characters
long.
ACCOUNT TYPE – Four Account types are available. They are:
ACTIVE – Enter YES. The prompt may be changed to NO if the current account is to no longer be
used.
®
AVAILABLE TO – Select the AgTrax account numbers that are to be associated with the current
bank account number.
In this example Purchasing Vendor number 403 is linked to checking bank account ending in 2567. If
there are other vendor masters to be associated with this account they may be entered at this time.
Or if the same entity does other business with the organization and is to use this account for ACH
®
purposes, enter those modules and AgTrax master numbers.
Purchasing
AVAILABLE TO – Choose the master account number of the entity for the association. A lookup
is available based upon the Module selected.
DEFAULT ACCT – A single association for a module / customer / bank will make it the default
bank. If more than one association exists a default may be designated by keying “T”.
NOTE – An association with a bank account for a different Module may be added. However, to
remove that association the operator must have selected that Module for which the association was
created. Once an association has been used by that Module it may not be removed.
6. CAUT02 COMMODITY ACCOUTING OPTIONS – Verify that a valid format number has been
entered for the prompts CHECK FORMAT and VOUCHER FORMAT.
7. CAUT05 COMMODITY ACCOUNTING BRANCH MASTER - Verify that a valid format number has
been entered for the prompts CHECK FORMAT and VOUCHER FORMAT. If Auto numbering is to be
used for checks and vouchers, set the starting number.
8. NOUT06 BANK MAINTENANCE - Verify that a valid format number has been entered for the prompt
VOUCHER FORMAT.
9. PRUT02 P/R OPTIONS – If employee net check amounts are to be direct deposited into addition to
other specific deduction codes verify that VOUCHER PREFIX, STARTING VOUCHER NUMBER and
VOUCHER FORMAT NUMBER have been defined.
10. PR11 EMPLOYEE MASTER – On Screen 1 set the prompt DIRECT DEPOSIT to YES if the
employee is to have a voucher printed in place of a check.
On Screen 2 any deduction code that is set to YES for DIRECT DEPOSIT will have the actual
account number information stored in Bank Reconciliation.
Purchasing
ROUTING / TRANSIT NUMBER – A help window displays with any defined bank account
relationships for the current employee. Choose the sequence number of the desired one for the
current deduction. The account selected will display the account type (checking / savings) and the
last four digits of the account number.
11. PUUT02 PURCHASING OPTIONS - Verify that a valid format number has been entered for the
prompt DEFAULT VOUCHER FORMAT.
12. PUUT07 BANK MAINTENANCE - Verify that a valid format number has been entered for the prompt
VOUCHER FORMAT and starting number for LAST VOUCHER USED.
PROGRAM USE
BANK RECONCILIATION
ACH transactions update to Bank Reconciliation with a type of “ACO”. They have a status of “Pending”
until they are included in an ACH file at which time the status becomes “Transmit”.
1. BR42 RE-POST SYSTEM TRANSACTIONS
If Payroll is not set to AUTO POST = YES, BR42 is used to update any ACH (direct deposit)
transactions.
2. BR25 AUDIT/EXPORT ACH TRANSACTIONS
Use this menu option to create an audit report and export file of ACH transactions. Files are built for a
single bank in each session of the program. Records from specific accounting modules may be
selected to include in the export file.
PREVIOUS EXPORT – Operators may re-print a copy of a previous audit by answering YES. A
display window will list all previous audits in reverse chronological order. Choose the sequence
number of the audit to be re-printed.
Purchasing
Having chosen the sequence number of a previous audit the system will complete screen
prompting to match those at the time the audit was originally printed.
If the selected bank has an established password the operator must successfully enter it before
the screen will move to Device Number for printing.
DATE + <HOME KEY> = DATE LOOKUP – Where there are multiple screens of previous audits,
the operator may enter a calendar date as MMDDYY and touch <HOME> to display all matching
audits for that day.
BANK NUMBER – Key a Bank Number as defined in BR11 to build an export file.
PASSWORD – If a password has been established for the current bank, it must be entered.
SYSTEM – Choose the Accounting module or modules that have ACH activity to be exported.
The program default is ALL.
DATE – Enter a date range of activity to be included in the file. FROM DATE may be left blank to
ensure that any back-dated records are included and transmitted. Anytime that TO DATE is set to
END OF FILE a warning message will display advising the operator that it set to a date greater
than today.
EFFECTIVE DATE – Key a date that funds are to be available to recipients. Any date entered
must be greater than DATE TO. If the date entered falls on a weekend a warning message will
display and an alternate date must be keyed.
ENTER DEVICE # - To generate a listing of those transactions included in an export file key a
printer device number.
EXPORT TRANSACTIONS – Answer YES to build an export file. The file will be placed in the
WORK directory of the operator executing the program. It will be named ACHTRX and have a
numeric extension. Each time the program is run the numeric extension will increase by one if a
previous file still exists in the WORK directory.
This prompt also displays when selecting a previous audit. Only answer YES if the original file
was lost before transmission or a successful submission.
3. BR21 ENTRY / MAINTENANCE
For any ACH record there is no CHANGE or DELETION allowed. A warning message displays when
such a record is selected.
Purchasing
Any ACH transaction will have a DESCRIPTION of ACH TRANSACTION. ACCOUNT on the next
screen line will contain whether the funds were sent to a Checking or Savings account and the last 4
digits of the account number.
NOTE – If BRUT02 is set to NO for AUTO POST (Commodity Checks, Freight Checks, Advance Checks)
the operator will not be able to use AUTO DEPOSIT.
In CA41 on the “CK” MANUAL CHECK normally has a Yes or NO setting. If the funds are to be Auto
Deposited the field contains AUTO DEP.
1. CA23 CUSTOMER SETTLEMENT / CHECK
Operators will see no difference in screen prompting except for the Check Information window.
ORIGINAL CHECK ISSUE
MANUAL CHECK – Normally the prompt defaults to NO. Where the vendor has an ACH account
defined for this accounting module (Bank Reconciliation <PU> relationship) it will default to AUTO
DEPOSIT. If the operator tries to change to AUTO when a bank ACH account is not defined a
warning message will display.
Message Window
<ENTER>
Or if AUTO POST COMMODITY CHECKS = NO in BRUT02 the following warning message
displays.
Purchasing
Message Window
<ENTER>
Or if the customer has a lien the following warning displays. AUTO DEPOSIT is not allowed for a
settlement with a lien.
Message Window
CAN NOT DIRECT DEPOSIT A CUSTOMER'S
CHECK THAT HAS A LIEN ON IT.
<ENTER>
ROUTING ACCOUNT – The bank account designated as a default is used. If the vendor has
more than one bank account relationship for this accounting module an alternate account number
may be entered.
RE-ISSUE CHECK
Any Check or Voucher is backed out using option 41 (CUSTOMER INQUIRY / MAINTENANCE).
During that process the operator must indicate that the record is to be re-issued. Returning to this
option the outstanding records in the payable position are selected the same as for the original
payment. In the Check Information window the operator will choose <R>e-issue at MANUAL
CHECK.
The system checks the re-issue file for the current vendor for any records. STARTING NUMBER
will default to the original document number found. If there is more than one record a window will
display those for the operator to choose the correct one.
If the tickets selected and the re-issue check amount does not match the operator will get a
warning message.
Message Window
REISSUED IS
$3540.00 .
ORIGINAL CHECK
$71104.46 .
<ENTER>
2. CA25 FREIGHT INQUIRY / SETTLEMENT
Operators will see no difference other than the Check Print / Update window. Warning messages are
the same as for CA23.
Purchasing
3. CA41 CUSTOMER INQUIRY / MAINTENANCE
Check / Voucher records are backed out using this menu option.
Prompting and warning messages that an operator may see are dependent upon the status of the
record in Bank Reconciliation.
CHECK / VOUCHER STATUS IS OUTSTANDING / PENDING
General Ledger entries will be created to debit the bank and credit grains payable. Any tickets
paid by the check / voucher will be flagged as open and owing. When Commodity Checks is set
Purchasing
canceled in another, it is the operators‟ responsibility to change the status.
CHECK / VOUCHER STATUS CLEARED / TRANSMITTED
Message Window
CLEARED THE BANK.
<Y>ES/<N>O: N
Message Window
<Y>ES/<N>O: N
message.
Message Window
NUMBER TO REISSUE.
<ENTER>
If the same check is not to be re-issued, answer NO. A NO response will display the following
message.
Message Window
TO BANK RECON FOR THIS BACK OUT
<ENTER>
Purchasing
4. CA43 CONTRACT INQUIRY / MAINTENANCE
Operators will see no difference in prompting other than Manual Check and Routing. Warning
messages are the same as for CA23.
5. 37.20 DEFERRED PAYABLE CHECK
If there is a combination of vendors to be paid that check and ACH vouchers will be issued, the
program will load the check printing portion of the program first. After the operator answers YES to
“DID THE CHECKS PRINT OK?”, the voucher print portion of the program will load.
Any customer that has a lien associated with a deferred payment settlement will have a check printed
regardless of any established ACH bank account relationships. Where a customer has more than one
bank account relationship the account defined as the default for Module <AR> will be used.
NOTES PAYABLE
A new record type has been added to the detail. It is “VCH” for vouchers.
NOTE – If BRUT02 is set to NO for AUTO POST (Notes System) the operator will not be able to use
AUTO DEPOSIT.
1. NO26 PRINT CHECKS
If there is a combination of customers to be paid that check and ACH vouchers will be issued, the
2. NO41 NOTE INQUIRY / MAINTENANCE
When the payee has a defined ACH account for this accounting module, the check printing will
default to AUTO DEPOSIT.
Purchasing
MANUAL CHECK – Normally the prompt defaults to NO. Where the customer has an ACH account
defined for this accounting module (Bank Reconciliation <AR> relationship) it will default to AUTO
Message Window
<ENTER>
Or if AUTO POST NOTES SYSTEM = NO in BRUT02 the following warning message displays.
Message Window
<ENTER>
ROUTING ACCOUNT – The bank account designated as a default is used. If the customer has more
than one bank account relationship for this accounting module an alternate account number may be
entered.
Purchasing
PAYROLL
A setting of NO for AUTO POST PAYROLL requires the operator to use BR42 to update any check
records and Direct Deposit records to Bank Reconciliation.
1. PR21 REGULAR PAYROLL RUN
There are no differences in program prompting. Employees that have their Net Check amount set to
auto deposit will have a voucher printed in lieu of a check. If an employee has more than one
deduction code set for direct deposit for the same check each will update with the same check /
voucher number.
2. PR22 MANUAL OR VOID CHECK RUN
MANUAL CHECK
There are no differences in program prompting. . If an employee has more than one deduction code
set for direct deposit for the same check each will update with the same check / voucher number.
VOID CHECK
There are no differences in program prompting. The functionality of the update option has changed.
When BRUT02 is set to YES for AUTO POST PAYROLL the system checks the status of the Bank
Reconciliation record.
Where the status is Outstanding / Pending the original record will be changed to have a status of
VOID. The check date keyed in entering the void record is used as the CLEARED DATE. Any ACH
transaction with a status of VOID is not included in an export file.
If the status of the bank Reconciliation record is Cleared / Transmitted the following message will
display and no entry is made to bank Reconciliation.
Purchasing
PURCHASING
NOTE – If BRUT02 is set to NO for AUTO POST PURCHASING SYSTEM the operator will not be able to
use AUTO DEPOSIT.
1. PU21 PURCHASING ENTRY
When a vendor has a defined ACH account for this accounting module, quick check printing will
default to AUTO DEPOSIT. If BRUT02 is to set to NO for AUTO POST PURCHASING SYSTEM then
AUTO DEPOSIT is not an option.
MANUAL CHECK – Normally the prompt defaults to NO. Where the vendor has an ACH account
defined for this accounting module (Bank Reconciliation <PU> relationship) it will default to AUTO
Message Window
<ENTER>
displays.
Message Window
<ENTER>
Purchasing
ROUTING ACCOUNT – The bank account designated as a default is used. If the vendor has more
entered.
2. PU25 INVOICE SELECTION FOR CHECKS
The check writing program (PU26) is designed to handle a combination of Checks and vouchers. So
the operator does not have to make those selections in separate sessions of the program.
3. PU26 CHECK WRITING
If there is a combination of vendors to be paid that check and ACH vouchers will be issued, the
4. PU41 PURCHASING INQUIRY / MAINTENANCE
Selecting a single invoice for payment, check back out and check re-issue take place through this
menu option.
PAYMENT FOR A SINGLE INVOICE
Choose the invoice to be paid. With the invoice displayed on screen select function “P” to print a
check. If the vendor has a defined bank relationship for ACH the check print screen will default to
voucher.
MANUAL CHECK – When circumstances warrant, the default for AUTO may be changed to “Y” for a
manual check or “N” to print a physical check. If the operator tries to change to AUTO when a bank
ACH account is not defined a warning message will display.
Message Window
Purchasing
<ENTER>
displays.
Message Window
<ENTER>
ROUTING ACCOUNT – The bank account designated as a default is used. If the vendor has more
entered.
CHECK / VOUCHER BACK OUT
Prompting and warning messages that an operator may see are dependent upon the status of the
record in Bank Reconciliation.
CHECK / VOUCHER STATUS IS OUTSTANDING / PENDING
invoices paid by the check / voucher will be flagged as open and owing. When Purchasing is set
canceled on another, it is the operators‟ responsibility to change the status.
CHECK / VOUCHER STATUS CLEARED / TRANSMITTED
Message Window
CLEARED THE BANK.
<Y>ES/<N>O: N
Message Window
<Y>ES/<N>O: N
Purchasing
message.
Message Window
NUMBER TO REISSUE.
<ENTER>
If the same check is not to re-issued answer NO. A NO response will display the following
message.
Message Window
TO BANK RECON FOR THIS BACK OUT.
<ENTER>
invoices paid by the check / voucher will be flagged as open and owing.
CHECK / VOUCHER RE-ISSUE
When a check / voucher with a status of cleared / transmitted in Bank Reconciliation is backed
out and the operator chooses to re-issue that record, the system places information for that
record in a re-issue file. To re-issue a check / voucher choose the outstanding invoice paid by the
original payment record. At the function choose “P” to print a check.
NOTE – If the record backed out paid more than one invoice the operator needs to select those
invoices in PU25. Check Writing (PU26) is then used to re-issue the record.
Purchasing
During the check / voucher print the operator will choose RE-ISSUE. The system checks the reissue file for the current vendor for any records. STARTING NUMBER will default to the original
document number found. If there is more than one record a window will display those for the
operator to choose the correct one.
If the system believes the new check / voucher amount is going to be different than the original
one a warning message displays. The operator must correct this before they are allows to
proceed.
Message Window
REISSUED IS
360.00.
ORIGINAL CHECK
274.00.
Purchasing
<ENTER>
DATE for the new record must fall within the date range displayed across the bottom of the
screen.
After successfully printing the new document, the operator will notice a message temporary
display on screen that the program is updating Bank Reconciliation. However, during a re-issue
the file is checked but no posting takes place.
AN ACH RECORD IS REJECTED
Where PRENOTES are not in use there is the possibility that a routing and/or account number
does not get setup correctly. Try to get the original record fixed at the financial institution so that it
®
can be completed successfully. In AgTrax change the ACTIVE flag on the current account
relationship (BR14) so that it will not be used again. Insert a new account relationship with the
correct information.

purchasing system menu

Transcription

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