Accounting Reports and Journals - Epicor · 7 The Accounting Reports & Journals manual provides you with reference information about all of the forms and reports that can be printed

LEDGERPAYABLES

RECEIVABLES

ACCOUNTING REPORTS AND JOURNALS

ii

The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21® System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided (“License Agreement”). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties (“Support Agreement”). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at http://customer.p21.com.

Nothing in this statement amends or extends the terms of your agreement with Prophet 21 including any warranties that may be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21.

Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet 21 at any time without notice.

DOCUMENTATION CONVENTIONS

♦ The eyeglass symbol (�) indicates a field on which you can browse.

♦ The star (�) indicates the default for a field.

♦ To allow for the widest possible parameters when printing a report or performing a function, accept the defaults for all of the parameter fields. To accept the defaults, either escape through all the fields, or press [Enter] without specifying any values. Generally, samples in the documentation are shown using the default values.

♦ Start and End parameters define the limits to a range of information you will print on a report. If information does not appear on a report, it may be because the information was excluded from the Start, End range.

♦ For a detailed explanation on how maintenance screens function, refer to the Tour Guide manual.

♦ Use the search tool in Adobe Acrobat Reader 4.05c or higher to find which manual describes a specific module, job, or function.

9/15/05

Prophet 21 Acclaim® Version 16

The Prophet 21 system and Prophet 21 Acclaim are registered trademarks, and Prophet 21 and ScratchPad are trademarks of Prophet 21.

All other trademarks and registered trademarks are the property of their respective companies.

http://customer.p21.com/

iii

Table of Contents

1 INTRODUCTION____________________________________________________ 7A Note About Page Formats __________________________________________ 7

2 LEDGER __________________________________________________________ 8

Defaults/Transactions Report for an Account _______________________________ 9

Proposed Account Deletions List _______________________________________ 11

Proposed Account Number Changes List _________________________________ 12

Account Entry Register _______________________________________________ 13

Account Edit Register ________________________________________________ 15

Account Deletion Register_____________________________________________ 17

Changed Account Number Register _____________________________________ 19

Budget Category List_________________________________________________ 20

Batch Report _______________________________________________________ 22Error Messages ___________________________________________________ 23

Posting Report _____________________________________________________ 24

Chart of Accounts List ________________________________________________ 25

Trial Balance Report _________________________________________________ 27

Trial Balance Worksheet______________________________________________ 28

Transaction History Report ____________________________________________ 29

Raw Balance Sheet__________________________________________________ 30

Raw Income Statement_______________________________________________ 32

Section Definition List ________________________________________________ 34

iv

Format Definition List ________________________________________________ 36

Report Definition List_________________________________________________ 38

Sub-Account Distribution List __________________________________________ 40

Posting Journal _____________________________________________________ 42

Autobatch Defaults Report ____________________________________________ 44

Account Reference List _______________________________________________ 46

Control Log ________________________________________________________ 47

Generating a User-Defined Financial Report ______________________________ 49Report Sections ___________________________________________________ 50Report Formats ___________________________________________________ 52Report Definitions__________________________________________________ 53

Sample Financial Reports _____________________________________________ 53Balance Sheet: Sample_____________________________________________ 54Income Statement: Sample__________________________________________ 56

3 PAYABLES_______________________________________________________ 57

Payables Checks ___________________________________________________ 58

Payables Check Register _____________________________________________ 60

Voided Check Register _______________________________________________ 62

Check Reconciliation List _____________________________________________ 64

Expense Journal ____________________________________________________ 66

Anticipated Cash Disbursement Report __________________________________ 68

Discrepancy Journal _________________________________________________ 70

Due Report ________________________________________________________ 72

Future Due Report __________________________________________________ 74

Balance Report _____________________________________________________ 75

v

Aged Report _______________________________________________________ 77

Open Detail Report __________________________________________________ 79

Receivings List - Unreconciled _________________________________________ 81

1099 Forms________________________________________________________ 83

DS (Direct Ship) Confirmation Register___________________________________ 84

4 RECEIVABLES____________________________________________________ 86

Cash Collection Call Report ___________________________________________ 87

Aged Receivables Report _____________________________________________ 88

Credit Balance Report________________________________________________ 91

Cash Forecast Report ________________________________________________ 93

Unallocated Payments Report__________________________________________ 95

Unearned Discounts Report ___________________________________________ 97

Payment Plan Register _______________________________________________ 99

Cash Receipts Journal ______________________________________________ 101

Deposit Journal ____________________________________________________ 104

Manual Receivables Journal __________________________________________ 107

Sales Commission Journal ___________________________________________ 110

Service Charge Journal______________________________________________ 112

Receivables Open Detail Report_______________________________________ 115

Delinquency Notices ________________________________________________ 117

Service Charge Invoice ______________________________________________ 119

Statements _______________________________________________________ 120Balance Forward _________________________________________________ 120Open Item ______________________________________________________ 121

vi

Open Item with Futures ____________________________________________ 122

7

The Accounting Reports & Journals manual provides you with reference information about all of the forms and reports that can be printed within the LEDGER, PAYABLES, and RECEIVABLES modules. A sample is shown for each form or report. A description of each column is provided (including what kind of information can be shown within it), and each report title and column name is included in the Index at the back of the manual for easy reference.

A NOTE ABOUT PAGE FORMATS

When you print certain reports in General Ledger, you have the option to specify a Page Format for that report. If you choose a BRIEF format, summary information prints on the report. If you choose a FULL format, details print with a new page for each entry. If you choose a MULTIPLE format, details print with multiple entries per page. The sample reports in this manual are shown in the Page Format type MULTIPLE. Experiment with the Page Formats and see which ones best suit your needs.

1 INTRODUCTION

8

The Ledger reports are described on the following pages.

2 LEDGER

2 LEDGER

9


DEFAULTS/TRANSACTIONS REPORT FOR AN ACCOUNT

The Transactions Report for an Account is printed from the Scan AR and AP for Accounts option in Account Maintenance. You can use this report to identify receivables and payables defaults and transactions that are assigned to a specific account. For account removal, this aids in identifying those accounts that are still linked to defaults or transactions and therefore cannot be deleted.

Use the “scan” to enter a specific account. If a default or transaction is found, the system generates a listing like this one, showing all instances of usage. If the account is used in multiple defaults, they should be cleared out so that you can achieve a successful account deletion.

2 LEDGER

10


The following is a list of the possible transaction values that are shown and the information that will display for them:

Transaction Transaction Information

AP DEFAULT Shows the default level (Company, Group, Branch, etc) and Group Number/Branch Number/Vendor Code (Vendor/Customer is custom).

AR DEFAULT Displays the default level (Company, Group, Branch, etc.) and Group Number/Branch Number (Customer Code is custom).

PAYABLE Presents the Vendor Code and Vendor Invoice Number.

RECURRING INVOICE

Displays the Vendor Code and Vendor Invoice Number.

CHECK Shows the Vendor Code and Check Number.

RECEIVABLE Presents the Customer Code and Invoice Number.

AR PAYMENT Displays the Customer Code, Payment Batch ID, and Payment Date.

For more information on the Scan AR and AP for Account option, see the Ledger manual.

2 LEDGER

11


PROPOSED ACCOUNT DELETIONS LIST

Prophet 21 GENERAL LEDGER 1/01/97 9:00 PAGE 1 PROPOSED ACCOUNT DELETIONS

ACCOUNT NUMBER ACCOUNT NAME

00-00-110-001 CASH - PETTY00-00-110-002 CASH - PAYROLL00-00-110-003 CASH - INVESTMENTS00-00-110-004 CASH - PAYABLES00-00-120-001 ACCOUNTS RECEIVABLE00-00-120-002 MISC. ACCOUNTS RECEIVABLE00-00-120-003 ALLOWANCE FOR BAD DEBT00-00-130-001 NOTES RECEIVABLE00-00-140-001 INVENTORY - RAW MATERIAL00-00-140-002 INVENTORY - WORK IN PROGRESS00-00-140-003 INVENTORY - FINISHED GOODS00-00-140-004 INVENTORY - CONSIGNED STOCK00-00-150-001 PREPAID INSURANCE00-00-150-002 PREPAID EMPLOYEE BENEFITS00-00-150-003 PREPAID CORP. TAX - FEDERAL00-00-150-004 PREPAID CORP. TAX - STATE00-00-150-005 PREPAID LOCAL TAX00-00-150-006 PREPAID EXPENSE - OTHER

The General Ledger Proposed Account Deletions List is printed from the Account Deletion Options menu in Account Maintenance.

Printing the Proposed Account Deletions List is the optional 2nd step in the 4-step process of deleting accounts. Step 1 involves marking accounts for deletion. Step 2, the Proposed Account Deletions List, should be printed to determine whether the accounts that have been marked are really ones that you want to delete. For each account, the list shows the Account Number and Name. Step 3, also an optional step, involves cancelling deletion markings for those accounts that should not be deleted. Step 4 involves deleting the marked accounts. Keep in mind that you do not have to delete all of the marked accounts at the same time; you have the option to delete a portion of them.

2 LEDGER

12


PROPOSED ACCOUNT NUMBER CHANGES LIST

Prophet 21 GENERAL LEDGER 1/01/97 9:00 PAGE 1 PROPOSED ACCOUNT NUMBER CHANGES

CURRENT ACCOUNT NUMBER ACCOUNT NAME PROPOSED ACCOUNT NUMBER

00-00-110-001 CASH - PETTY 00-00-710-002 00-00-110-002 CASH - PAYROLL 00-00-710-003 00-00-110-003 CASH - INVESTMENTS 00-00-710-004 00-00-110-004 CASH - PAYABLES 00-00-710-005 00-00-120-001 ACCOUNTS RECEIVABLE 00-00-720-001 00-00-120-002 MISC. ACCOUNTS RECEIVABLE 00-00-720-002 00-00-120-003 ALLOWANCE FOR BAD DEBT 00-00-720-003 00-00-130-001 NOTES RECEIVABLE 00-00-720-004 00-00-140-001 INVENTORY - RAW MATERIAL 00-00-730-001 00-00-140-002 INVENTORY - WORK IN PROGRESS 00-00-730-002 00-00-140-003 INVENTORY - FINISHED GOODS 00-00-730-003 00-00-140-004 INVENTORY - CONSIGNED STOCK 00-00-730-004 00-00-150-001 PREPAID INSURANCE 00-00-740-001 00-00-150-002 PREPAID EMPLOYEE BENEFITS 00-00-740-002 00-00-150-003 PREPAID CORP. TAX - FEDERAL 00-00-740-003 00-00-150-004 PREPAID CORP. TAX - STATE 00-00-740-004 00-00-150-005 PREPAID LOCAL TAX 00-00-740-005 00-00-150-006 PREPAID EXPENSE - OTHER 00-00-740-006

The General Ledger Proposed Account Number Changes List is printed from the Account Number Change menu in Account Maintenance.

Printing the Proposed Account Number Changes List is the optional 2nd step in the 4-step process of changing account numbers. Step 1 involves marking accounts for change. Step 2, the Proposed Account Number Changes List, should be printed to determine whether the account numbers that have been marked are really ones that you want to change. For each account, the list shows the Current Account Number, Name, and Proposed Account Number. Step 3, also an optional step, involves canceling changes for those account numbers that should not be changed. Step 4 involves changing marked account numbers. Keep in mind that you do not have to change all of the marked accounts at the same time; you have the option to change a portion of them.

2 LEDGER

13


ACCOUNT ENTRY REGISTER

Prophet 21 GENERAL LEDGER 1/01/97 9:00 PAGE 1 ACCOUNT ENTRY REGISTER

ACCOUNT NUMBER DATE TIME USER ID ACCOUNT NAME REFERENCE MASTER SRC SUM? TYPE SUBTYPE ACTIVE? POST

CONF?

00-00-110-001 12/17/93 10:37 TJH CASH - PETTY NO NO ASSET CURRENT YES DEBIT NO00-00-110-002 12/17/93 10:39 DLS CASH - PAYROLL NO NO ASSET FIXED YES DEBIT NO00-00-110-003 12/17/93 10:45 SJG CASH - INVESTMENTS YES NO ASSET CURRENT YES DEBIT NO00-00-110-004 12/17/93 10:50 ESK CASH - PAYABLES NO NO ASSET CURRENT YES DEBIT

YES00-00-120-001 12/17/93 10:55 ADS ACCOUNTS RECEIVABLE YES NO ASSET FIXED YES DEBIT NO00-00-120-002 12/17/93 11:12 DAG MISC. ACCOUNTS RECEIVABLE NO NO ASSET FIXED YES DEBIT NO00-00-130-001 12/17/93 11:35 BA NOTES RECEIVABLE YES NO ASSET FIXED YES DEBIT NO00-00-140-001 12/17/93 11:12 DJK INVENTORY - RAW MATERIAL NO NO ASSET FIXED YES DEBIT NO

The General Ledger Account Entry Register is printed from the Print Register Options menu in Account Maintenance.

The register can be printed at any time to provide you with a hard copy of information for selected accounts. For each account, the register shows the Account Number, its Date and Time of creation, and the creator's User ID. In addition, the following information is shown for each account:

The Account Name, generally used to further identify an account.The account Reference, used to classify accounts by usage.A YES or NO in the Master column. A master account does not have its own period net and budget amounts, and is instead comprised of a number of regular accounts, known as sub-accounts. On reports, master accounts show sub-account totals.A YES or NO in the SRC Sum column. This determines whether posting entries are summarized by the posting source and period, or are reported individually on the Transaction History Report.

2 LEDGER

14


The account Type: ASSET, LIABILITY, INCOME, or EXPENSE. The report also shows the Account Subtype for asset and liability accounts. The Subtype can be CURRENT or FIXED for asset accounts, and CURRENT, OTHER, or EQUITY for liability accounts. The sample on the previous page shows all asset accounts with both subtypes.A YES or NO in the Active column. This determines the status of the account. Posting to inactive accounts is prohibited, but inactive account information is retained for historical reasons.A CREDIT or DEBIT in the Post column. This determines the default column to be used during batch entry.A YES or NO in the Conf column. This determines whether the account name is displayed or substituted by a field of asterisks while browsing and in other areas outside of General Ledger.

2 LEDGER

15


ACCOUNT EDIT REGISTER

Prophet 21 GENERAL LEDGER 1/01/97 9:00 PAGE 1

ACCOUNT EDIT REGISTER

ACCOUNT NUMBER DATE TIME USER ID

OLD: ACCOUNT NAME REFERENCE MASTER SRC SUM? TYPE SUBTYPE ACTIVE? POST

CONF?

NEW: ACCOUNT NAME REFERENCE MASTER SRC SUM? TYPE SUBTYPE ACTIVE? POST

CONF?

01-00-401-000 06/26/95 12:42 P21

PRODUCT GROUP #60-NS NO NO EXPENSE CURRENT YES DEBIT NO

PRODUCT GROUP #10-NS NO NO EXPENSE CURRENT YES DEBIT NO

01-00-402-000 06/26/95 12:43 P21

PRODUCT GROUP #70- NS NO NO EXPENSE FIXED YES DEBIT NO

PRODUCT GROUP #20- NS NO NO EXPENSE FIXED YES DEBIT NO

01-00-402-100 06/26/95 12:43 P21

PRODUCT GROUP #70-NS NO NO EXPENSE FIXED YES DEBIT NO


01-00-401-100 06/26/95 12:42 P21



The General Ledger Account Edit Register is printed from the Print Register Options menu in Account Maintenance.

2 LEDGER

16


The register can be printed at any time to provide you with a hard copy of information for those accounts that have been edited. For each account, the register shows the Account Number, the Date and Time the account was edited, and the editor's User ID. In addition, the following OLD and NEW information is shown for each edited account:

The Account Name, generally used to further identify an account.The account Reference, used to classify accounts by usage.A YES or NO in the Master column. A master account does not have its own period net and budget amounts, and is instead comprised of a number of regular accounts, known as sub-accounts. On reports, master accounts show sub-account totals.A YES or NO in the SRC Sum column. This determines whether posting entries are summarized by the posting source and period, or are reported individually on the Transaction History Report.The account Type: ASSET, LIABILITY, INCOME, or EXPENSE. The report also shows the Account Subtype for asset and liability accounts. The Subtype can be CURRENT or FIXED for asset accounts, and CURRENT, OTHER, or EQUITY for liability accounts.A YES or NO in the Active column. This determines the status of the account. Posting to inactive accounts is prohibited, but inactive account information is retained for historical reasons.A CREDIT or DEBIT in the Post column. This determines the default column to be used during batch entry.A YES or NO in the Conf column. This determines whether the account name is displayed or substituted by a field of asterisks while browsing and in other areas outside of General Ledger.

2 LEDGER

17


ACCOUNT DELETION REGISTER

Prophet 21 GENERAL LEDGER 1/01/97 9:00 PAGE 1 ACCOUNT DELETION REGISTER

ACCOUNT NUMBER DATE TIME USER ID ACCOUNT NAME REFERENCE MASTER SRC SUM? TYPE SUBTYPE ACTIVE? POST

CONF?

00-00-110-001 12/17/93 11:26 ACG CASH - PETTY NO NO ASSET CURRENT NO DEBIT NO00-00-110-002 12/17/93 11:27 RTE CASH - PAYROLL NO NO ASSET FIXED NO DEBIT NO00-00-110-003 12/17/93 11:28 JNH CASH - INVESTMENTS NO NO ASSET CURRENT NO DEBIT NO00-00-110-004 12/17/93 11:29 NTF CASH - PAYABLES NO NO ASSET FIXED NO DEBIT NO00-00-120-001 12/17/93 11:30 DFE ACCOUNTS RECEIVABLE NO NO ASSET FIXED NO DEBIT NO00-00-120-002 12/17/93 11:31 GBH MISC. ACCOUNTS RECEIVABLE NO NO ASSET CURRENT NO DEBIT NO00-00-130-001 12/17/93 11:28 JKI ALLOWANCE FOR BAD DEBT NO NO ASSET CURRENT NO DEBIT NO00-00-140-001 12/17/93 11:29 LOP INVENTORY - RAW MATERIAL NO NO ASSET CURRENT NO DEBIT NO00-00-140-002 12/17/93 11:30 RAV INVENTORY - WORK IN PROGRESS NO NO ASSET CURRENT NO DEBIT NO00-00-140-003 12/17/93 11:31 ODR INVENTORY - FINISHED GOODS NO NO ASSET FIXED NO DEBIT NO

The General Ledger Account Deletion Register is printed from the Print Register Options menu in Account Maintenance.

The register can be printed at any time to provide you with a hard copy of information for those accounts that have been deleted. For each account, the register shows the Account Number, the Date and Time it was deleted, and the User ID of the person who deleted it. In addition, the following information is shown for each account:

The Account Name, generally used to further identify an account.The account Reference, used to classify accounts by usage.A YES or NO in the Master column. A master account does not have its own period net and budget amounts, and is instead comprised of a number of regular accounts, known as sub-accounts. On reports, master accounts show sub-account totals.

2 LEDGER

18


A YES or NO in the SRC Sum column. This determines whether posting entries are summarized by the posting source and period, or are reported individually on the Transaction History Report.The account Type: ASSET, LIABILITY, INCOME, or EXPENSE. The report also shows the Account Subtype for asset and liability accounts. The Subtype can be CURRENT or FIXED for asset accounts, and CURRENT, OTHER, or EQUITY for liability accounts.A YES or NO in the Active column. This determines the status of the account. Posting to inactive accounts is prohibited, but inactive account information is retained for historical reasons.A CREDIT or DEBIT in the Post column. This determines the default column to be used during batch entry.A YES or NO in the Conf column. This determines whether the account name is displayed or substituted by a field of asterisks while browsing and in other areas outside of General Ledger.

2 LEDGER

19


CHANGED ACCOUNT NUMBER REGISTER

Prophet 21 GENERAL LEDGER 1/01/97 9:00 PAGE 1 ACCOUNT NUMBER CHANGE REGISTER

OLD ACCOUNT NUMBER DATE TIME USER IDNEW ACCOUNT NUMBER ACCOUNT NAME

00-00-110-001 12/17/93 11:52 JHD00-00-710-001 CASH - PETTY00-00-110-002 12/17/93 11:52 OOT00-00-710-002 CASH - PAYROLL00-00-110-003 12/17/93 11:52 BAS00-00-710-003 CASH - INVESTMENTS00-00-110-004 12/17/93 11:52 FRG00-00-710-004 CASH - PAYABLES00-00-120-001 12/17/93 11:52 FNU00-00-720-001 ACCOUNTS RECEIVABLE00-00-120-002 12/17/93 11:52 ACR00-00-720-002 MISC. ACCOUNTS RECEIV00-00-120-003 12/17/93 11:52 BNU00-00-720-003 ALLOWANCE FOR BAD DEBT00-00-130-001 12/17/93 11:52 GRW00-00-730-001 NOTES RECEIVABLE

The General Ledger Changed Account Number Register is printed from the Account Register Options menu in Account Maintenance.

The list can be printed at any time to provide you with a hard copy of those account numbers that have been changed. For each account, the list shows the Old and New Account Numbers, the Name, the Date and Time the account number was changed, and the User ID of the person who made the change.

2 LEDGER

20


BUDGET CATEGORY LIST


BUDGET CATEGORIES

BUDGET ID BUDGET DESCRIPTIONBUDGET ACCOUNT NUMBER ACCOUNT NAMEBASIS ACCOUNT NUMBER ACCOUNT NAME TYPE YEAR/ID AVG? BASE% ADDED AMOUNT DIST?

PRIOR% AUTO? CLOSE?

Current Current Fiscal Year Budget Budget Current No 100.00 1.00 Yes 0.00 No Yes

00-11-111-101 CASH-COMMONWEALTH MONEY MARKET00-11-111-201 COMMONWEALTH INVESTMENT Budget Current Yes 100.00 0.00 No

0.00 No No

1995 Fiscal Year Budget for 1995 Budget 1994 No 105.00 0.00 No 0.00 Yes Yes

00-12-100-101 HEALTH INSURANCE CLAIMS00-12-100-101 HEALTH INSURANCE CLAIMS Fiscal 1994 No 100.00 0.00 No

0.00 No No

1996 Fiscal Year Budget for 1996 Budget 1995 No 100.00 3.00 Yes 0.00 No No

00-13-111-101 INVESTMENTS00-13-111-201 CASH INVESTMENTS Budget 1995 No 100.00 0.00 No

0.00 No No

1997 Fiscal Year Budget for 1997 Fiscal 1996 No 100.00 4.00 No 0.00 No Yes

00-14-111-101 COMMISSIONS00-14-111-201 SALES Fiscal 1996 Yes 100.00 0.00 No

0.00 Yes No

The General Ledger Budget Category List is printed from the Budget Options menu.

The list can be printed at any time to provide you with a hard copy of information regarding selected budget categories and account-specific calculations. Budget categories display as the first line of each entry. For each budget category, the list shows the Budget ID and Description. In addition, the following default information is shown for each budget category:

The base Type: FISCAL or BUDGET.

2 LEDGER

21


The budget ID, an actual, explicit fiscal year label ("1993"), or an implicit fiscal year offset ("Current") in the Year/IDcolumn. This specifies either the budget from which base amounts are obtained, or a fiscal year, depending on the value in the base Type column.A YES or NO in the Avg? column. This determines whether the net period amounts from the basis budget/fiscal year are averaged and this average is assigned to each period in the new budget or used as-is.A Base % from -9999.99 to 9999.99. This percentage is applied to the base amount of each period when new budget amounts are calculated.A specified amount that is added to/subtracted from the base amount of each period in the new budget after the base percentage has been applied in the Added Amount column.A YES or NO in the Dist? column. A NO indicates that the added amount is added to each period in the new budget. A YES indicates that the added amount is divided among the periods.A value in the Prior % column. Budget amounts for the remaining periods are calculated as a percentage of the previous period. A zero in this column indicates that each period is calculated individually.A YES or NO in the Auto? column. This determines whether the period amounts for the new budget are automatically recalculated if the basis period amounts change due to posting (if the base Type is FISCAL) or direct editing and budget calculation (if the base Type is BUDGET).A YES or NO in the Close? column. This determines whether the budget amounts for all accounts in the budget category are automatically recalculated whenever a fiscal year closes.Account-specific calculations print after the actual budget category information. Each account-specific calculation prints on two lines of the list; the following information is shown:The Budget Account Number and Name.The Basis Account Number and Name, from which the base amounts were obtained.The Type, Year/ID, AVG?, Base%, Added Amount Dist?, Prior%, Auto?, and Close? columns also contain information for each account-specific calculation.

2 LEDGER

22


BATCH REPORT


BATCH REPORT

BATCH DESCRIPTION SOURCE READY TO POST?

ACCOUNT NUMBER ACCOUNT NAME DEBITS CREDITS

1997-02-0000400-000 MONTHLY INVOICE REGISTER AUTOBATCH MADE 9/01/93 INV YES

00-00-000-003 NS DEBIT -900.00

00-00-000-004 NS CREDIT 900.00 ----------------

------------- TOTAL: 900.00

-900.00

1997-02-0000500-000 AUTO REVERSAL BATCH FOR POST 00-00-110-01 MADE 9/01/93 AJE YES

00-00-000-003 NS DEBIT -56.00

00-00-000-004 NS CREDIT 56.00 ----------------

------------ TOTAL: 56.00

-56.00

1997-01-0004000-000 STOCK AND NS INVENTORY COST AUTOBATCH MADE 09/29/93 CONV NO

00-00-110-001 3,027.81 ----------------

---------------- TOTAL: 3,027.81

0.00 NOT READY TO POST - BATCH IS OUT OF BALANCE. MISSING ACCOUNT.

2 LEDGER

23


The General Ledger Batch Report is printed from the Posting Batch Options menu.

Printing the Batch Report is the 2nd step in the 4-step process of posting a journal entry to the General Ledger. Step 1 is to create batches. The Batch Report, Step 2, should be printed to determine whether the batches that have been created are ready to post. For each batch, the list shows the Batch number and Description. In addition, the following information is shown:

The Source (point of origin) of each batch.A YES or NO in the Ready to Post? column. If a batch is not ready to post, an error message (see below) is printed in the Description column of the report.The Account Number and Name for each account where activity has taken place. The Debits and Credits (and the totals for the batch) are shown in separate columns for each account.Use the Batch Report to determine what changes need to be made before posting. Step 3, an optional step, is to edit or delete those batches that are not correct. Step 4 is to actually post batches.

ERROR MESSAGES

There are seven different error messages that may show up in the Description column of the Batch Report. These messages are intended to explain why batches are NOT READY TO POST:

BATCH IS OUT OF BALANCEBATCH IS EXCLUDED FROM POSTINGBATCH HAS ALL 0.00 AMOUNTSMISSING ACCOUNTREVERSAL BATCH ALREADY EXISTSRECURRING BATCH ALREADY EXISTSBATCH HAS NO DISTRIBUTION ACCOUNTS

2 LEDGER

24


POSTING REPORT

Prophet 21 GENERAL LEDGER 2/28/97 9:00 PAGE 1 POSTING REPORT

POSTED BATCH 1997-02-0000011-000 : CREATED POSTING ENTRY 1994-02-0000011-001 DELETED BATCH 1994-02-0000011-000


POSTED BATCH 1997-02-0000013-000 : CREATED REVERSAL BATCH 1994-03-0000013-001 DELETED BATCH 1994-02-0000013-000



POSTED BATCH 1997-02-0000016-000 : RECREATED RECURRING ENTRY 1994-02-0000016-001 DELETED BATCH 1994-02-0000016-000



The General Ledger Posting Report is printed whenever batches are posted.

For each posted batch, the report shows the Posted Batch number, Created Posting Entry number, and Deleted Batch number.

2 LEDGER

25


CHART OF ACCOUNTS LIST

Prophet 21 GENERAL LEDGER 3/01/97 9:00 PAGE 1 CHART OF ACCOUNTS LIST

ACCOUNT NUMBER ACCOUNT NAME REFERENCE TYPE ACTIVE? POST CONF? MAST? SRC?

00-00-110-001 CASH - PETTY CASH ASSET YES DEBIT YES NO NO00-00-110-002 CASH - PAYROLL CASH ASSET YES DEBIT YES NO NO00-00-110-003 CASH - INVESTMENTS CASH ASSET YES DEBIT YES NO NO00-00-110-004 CASH - PAYABLES CASH ASSET YES DEBIT YES NO NO00-00-120-001 ACCOUNTS RECEIVABLE A/R ASSET YES DEBIT YES NO NO00-00-120-002 MISC. ACCOUNTS RECEIVABLE A/R ASSET YES DEBIT YES NO NO00-00-120-003 ALLOWANCE FOR BAD DEBT A/R ASSET YES DEBIT YES NO NO00-00-130-001 NOTES RECEIVABLE NOTE ASSET YES DEBIT YES NO NO00-00-140-001 INVENTORY - RAW MATERIAL INV ASSET YES DEBIT YES NO NO00-00-140-002 INVENTORY - WORK IN PROGRESS INV ASSET YES DEBIT YES NO NO00-00-140-003 INVENTORY - FINISHED GOODS INV ASSET YES DEBIT YES NO NO00-00-140-004 INVENTORY - CONSIGNED STOCK INV ASSET YES DEBIT YES NO NO00-00-150-001 PREPAID INSURANCE PRE ASSET YES DEBIT NO YES NO00-00-150-002 PREPAID EMPLOYEE BENEFITS PRE ASSET YES DEBIT NO NO NO00-00-150-003 PREPAID CORP. TAX - FEDERAL PRE ASSET YES DEBIT NO NO NO00-00-150-004 PREPAID CORP. TAX PRE ASSET YES DEBIT NO NO NO00-00-150-005 PREPAID LOCAL TAX PRE ASSET YES DEBIT NO NO NO00-00-150-006 PREPAID EXPENSE - OTHER PRE ASSET YES DEBIT NO NO NO00-00-160-001 LAND LAND ASSET YES DEBIT YES NO NO00-00-160-002 LAND IMPROVEMENTS LAND ASSET YES DEBIT YES NO NO00-00-160-005 PAYROLL TAXES - OUTSIDE SALES EXP EXPENSE YES DEBIT NO

The General Ledger Chart of Accounts List is printed from the Reporting menu.

The Chart of Accounts List can be printed at any time to provide you with an up-to-date list of all accounts. For each account, the list shows the Account Number and Name. In addition, the following information is shown for each account:

The account Reference, used to classify accounts by usage.The account Type: ASSET, LIABILITY, INCOME, or EXPENSE .A YES or NO in the Active column. This determines the status of the account. Posting to inactive accounts is prohibited, but inactive account information is retained for historical reasons.A CREDIT or DEBIT in the Post column. This determines the default column used during batch entry.A YES or NO in the Conf? column. This determines whether the account name is substituted by a field of asterisks while browsing and in various other display areas (outside of General Ledger) throughout the system.

2 LEDGER

26


A YES or NO in the Mast? column. A master account does not have its own period net and budget amounts, and is instead comprised of a number of regular accounts, known as sub-accounts. On reports, master accounts show sub-account totals.A YES or NO in the SRC? column. This determines whether posting entries are summarized by the posting source and period, or are reported individually on the Transaction History Report.

2 LEDGER

27


TRIAL BALANCE REPORT

Prophet 21 GENERAL LEDGER 03/31/97 09:00 PAGE 1 TRIAL BALANCE REPORT

MAR 1997

ACCOUNT NUMBER ACCOUNT NAME BEGINNING BALANCE TOTAL DEBITS TOTAL CREDITS ENDING BALANCE

00-00-000-001 STOCK BASE CREDIT -13,124,555.37 30.00 0.00 -13,124,525.37 00-00-000-002 STOCK CREDIT 103,659,161.89 0.00 -30.00 103,659,131.89 00-00-000-003 NS DEBIT -400.00 0.00 -333.00 -733.00 00-00-000-004 NS CREDIT 333.00 333.00 0.00 666.00

------------------ ------------------ ------------------ ------------------ TOTALS FOR ACCOUNT 000: 90,534,539.52 363.00 -363.00 90,534,539.52

------------------ ------------------ ------------------ ------------------ TOTALS FOR DIVISION 00: 90,534,539.52 363.00 -363.00 90,534,539.52

================== ================== ================== ================== GRAND TOTALS: 90,534,539.52 363.00 -363.00 90,534,539.52

The General Ledger Trial Balance Report is printed from the Reporting menu.

For each account, the report shows the Account Number, Name, Beginning Balance, Total Debits and Total Credits, and Ending Balance.

2 LEDGER

28


TRIAL BALANCE WORKSHEET

Prophet 21 GENERAL LEDGER TRIAL BALANCE WORKSHEET

MAR 1997

ACCOUNT NUMBER ACCOUNT NAME TOTAL DEBITS TOTAL CREDITS ENDING BALANCE ADJUSTMENT

00-00-000-001 STOCK BASE CREDIT 30.00 0.00 -13,124,525.37 __________________

00-00-000-002 STOCK CREDIT 0.00 -30.00 103,659,131.89 __________________

00-00-000-003 NS DEBIT 0.00 -333.00 -733.00 __________________

00-00-000-004 NS CREDIT 333.00 0.00 666.00 __________________

------------------ ------------------ ------------------

TOTALS FOR ACCOUNT 000: 363.00 -363.00 90,534,539.52

------------------ ------------------ ------------------

TOTALS FOR DIVISION 00: 363.00 -363.00 90,534,539.52

================== ================== ==================

GRAND TOTALS: 363.00 -363.00 90,534,539.52

The General Ledger Trial Balance Worksheet is printed from the Reporting menu. The worksheet is similar to the Trial Balance Report, except that the worksheet does not show the beginning balance for each account, and does provide space for calculations.

For each account, the worksheet shows the Account Number, Name, Total Debits and Total Credits, and Ending Balance. The Adjustment column is column of blank lines, provided as workspace for your calculations and adjustments.

2 LEDGER

29


TRANSACTION HISTORY REPORT

Prophet 21 GENERAL LEDGER 1/01/97 9:00 PAGE 1 TRANSACTION HISTORY DEC 1996

ACCOUNT NUMBER ACCOUNT NAMEPOSTING ENTRY DESCRIPTION SOURCE DEBITS CREDITS BALANCE

00-00-000-001 STOCK BASE CREDIT 123456789012

STARTING BALANCE DEC 1994: 1,000.001994-01-0001000-001 MONTHLY EXPENSE JOURNAL AUTOBATCH MADE 09/07/ CONV 16,010,445.98 16,011,445.981994-01-0002000-001 MONTHLY EXPENSE JOURNAL AUTOBATCH MADE 09/07/ AJE 100.00 16,011,545.981994-01-0003000-001 MONTHLY EXPENSE JOURNAL AUTOBATCH MADE 09/07/ AJE 100.00 16,011,645.981994-01-1001001-001 INVOICE REGISTER AND SALES TAX AUTOBATCH MADE CONV 1.00 16,011,646.981994-01-1234000-001 MONTHLY CASH RECEIPTS JOURNAL AUTOBATCH MADE SRE -645.10 16,011,001.881994-01-1235000-001 MONTHLY CASH RECEIPTS JOURNAL AUTOBATCH MADE CONV -10.00 16,010,991.881994-01-5423000-001 PAYROLL PAY REGISTER AUTOBATCH MADE 09/20/93 SRE -29,136,070.25 -13,125,078.37 TOTAL FOR PERIOD DEC 1996: 16,010,646.98 -29,136,725.35 -13,125,078.37 TOTAL ACTIVITY THROUGH DEC 1996: 0.00

The General Ledger Transaction History Report is printed from the Reporting menu. This report provides you with a history of all posting transactions for the specified fiscal year and period. Posting entries are classified by account number. For each account, the report shows the Account Number, Name, and each Posting Entry and Description. The Starting Balance and the Total For the Period are shown. A cumulative total for all activity for this fiscal year (including this period) is shown in the Total Activity Through the Period column. In addition, the following information is shown for each posting entry:

The Source (point of origin) of each posting entry.Debits and Credits are shown in separate columns.A running balance is shown in the Balance column.

2 LEDGER

30


RAW BALANCE SHEET

GENERAL LEDGER BALANCE SHEET AS OF SEPT 1996

ASSETS CURRENT ASSETS 01-00-110-002 CASH-PNB 25,000.00 01-00-120-001 ACCOUNTS RECEIVABLE 550,000.00 01-00-140-003 INVENTORY-FINISHED GOODS 50,000.00

---------------- TOTAL CURRENT ASSETS 625,000.00

FIXED ASSETS 01-00-160-001 LAND 75,000.00 01-00-160-003 BUILDING 0.00

---------------- TOTAL FIXED ASSETS 75,000.00

----------------

TOTAL ASSETS 700,000.00 ================

LIABILITIES & SHAREHOLDERS' EQUITY

LIABILITIES CURRENT LIABILITIES 01-00-210-001 ACCOUNTS PAYABLE 47,000.00 01-00-230-001 FEDERAL CORP. TAX PAYABLE 10,000.00 01-00-250-003 STATE SALES TAX PAYABLE 10,000.00

TOTAL CURRENT LIABILITIES 67,000.00

LONG TERM LIABILITIES 01-00-260-001 MORTGAGE PAYABLE 60,000.00

---------------- TOTAL LONG TERM LIABILITIES 60,000.00

----------------

TOTAL LIABILITIES 127,000.00

SHAREHOLDERS' EQUITY 01-00-270-001 CAPITAL STOCK 300,000.00 01-00-280-001 PAID IN CAPITAL 100,000.00 01-00-290-001 RETAINED EARNINGS 95,000.00 CURRENT YEAR NET INCOME/LOSS 78,000TOTAL SHAREHOLDERS' EQUITY 573,000.00

----------------

TOTAL LIABILITIES & SHAREHOLDERS' EQUITY 700,000.00 ================

2 LEDGER

31


The Raw Balance Sheet is printed from the Report and Journal Printing Options menu, after selecting the Reporting option from the G/L Main Menu. This report can be printed at any time to show current balances at a specific time for all asset and liability accounts. Current and fixed assets, current and long-term liabilities, and shareholders’ equity accounts can be displayed.

The system scans all ledger accounts and displays only those matching the specified parameters. The Account Type (ASSET or LIABILITY) and the Account Subtype (for assets, CURRENT or FIXED; for liabilities, CURRENT, OTHER, or EQUITY) of the account identifies if and where it is to show on the Raw Balance Sheet.

2 LEDGER

32


RAW INCOME STATEMENT

GENERAL LEDGER INCOME STATEMENT AS OF SEPT 1996

SALES ACCOUNTS MONTH YTD

01-00-310-100 STOCK SALES 300,000.00 300,000.00

01-00-310-200 DIRECT SHIPMENT SALES 200,000.00200,000.00

01-00-360-100 CASH DISCOUNT EARNED 0.00 0.00

---------------- ----------------

TOTAL INCOME 500,000.00 500,000.00

LESS OPERATING EXPENSES 01-00-420-100 COST OF STOCK SALES 150,000.00

150,000.00 01-00-420-300 COST OF DIRECT SHIPMENT SALES 100,000.00

100,000.00 01-00-440-001 BRANCH 1 COGS 0.00

0.00 01-00-440-110 COMPENSATION-OUTSIDE SALES 10,000.00

10,000.00 01-00-440-130 GR.INSURANCE-OUTSIDE SALES 5,000.00

5,000.00 01-00-440-280 ADVERTISING 3,000.00

3,000.00 01-00-440-591 HEAT,LIGHT,WATER,POWER 4,000.00

4,000.00---------------- -------------

---TOTAL OPERATING EXPENSES 272,000.00

272,000.00

OPERATING PROFIT/LOSS 228,000.00 228,000.00

================ ================

2 LEDGER

33


The Raw Income Statement is printed from the Report and Journal Printing Options menu, after selecting the Reporting option from the G/L Main Menu. This report can be printed at any time to show monthly and year-to-date balances at a specific time for all revenue and expense accounts. Sales accounts, operating expense accounts, and the total operating profit/loss amounts will be displayed.

The system scans all ledger accounts and displays only those matching the specified parameters. The Account Type (INCOME or EXPENSE) of the account identifies if and where it is to show on the Raw Income Statement.

2 LEDGER

34


SECTION DEFINITION LIST

GENERAL LEDGER 1/01/97 9:00 PAGE 1 FINANCIAL REPORT SECTIONS

SECTION ID DESCRIPTION ACC PRT

FNC PARAMETERS NAME/DESCRIPTION TYPE ACCTS PRINT ACC? TOT? SIGN RAT? RAT? POS

COMPARE1 TEST REPORT SR ACT 00-00-110-001 CASH - PETTY ALL BOTH NONE NO NO ALL

YES NO A ACT 00-00-110-002 CASH - PAYROLL ALL BOTH NONE NO NO ALL

YES NO A ACT 00-00-110-003 CASH - INVESTMENTS ALL BOTH NONE NO NO ALL

YES NO A ACT 00-00-110-004 CASH - PAYABLES ALL BOTH NONE NO NO ALL

YES NO A ULS YES

A ULS YES

A SUB (5) SUB TOTAL ER

COMPARE2 TEST REPORT 2 SR ACT 00-00-120-001 ACCOUNTS RECEIVABLE ALL SUB NONE NO NO ALL

NO NO A ACT 00-00-120-002 MISC.ACCOUNTS RECEIVABLE ALL BOTH NONE NO NO ALL

YES NO A ACT 00-00-120-004 ALLOWANCE FOR BAD DEBT ALL BOTH NONE NO NO ALL

YES NO A ULD YES

B ULS YES

A SUB (2) SUB TOTAL ER

The General Ledger Section Definition List is printed from the Section Definition Options menu in Financial Report Maintenance.

2 LEDGER

35


For each section, the list shows the Section ID and Description. In addition, for each function specified in a section, the following information is shown:

The FNC, or function name.The function Parameters. The information shown here was entered with the section and is dependent upon the type of function. For example, if the specified function is an ACT or a RNG function, the parameters listed here show the account number(s). If the specified function is the TXT function, the parameters listed here show the specified text. If the specified function is a SUB function, the parameters listed here show the specified subtotal level.The Name and Description of each function. This information was entered with the section definition.The account Type: ASSET, LIABILITY, INCOME, EXPENSE, BAL SHEET, PROF/LOSS, or ALL. This column is only used for ACT and RNG functions.A MASTER, REGULAR, or BOTH in the Accts column. This indicates what types of accounts are included. This column is only used for ACT and RNG functions.The Print column, indicating how the account prints. If SINGLE, all selected accounts are accumulated into a single, summarized printed line. If MASTER, a separate line prints for each master account and each regular account. If DETAIL, a separate line prints for each account. If NONE, printing is suppressed for this account. A YES in this column indicates that a BL (Blank Line), a ULS (Single Underline), or a ULD (Double Underline) function has been specified and that a blank line, a single underline, or a double underline prints in this location.A YES or NO in the Acc? column. A YES indicates that this account's totals should be accumulated and printed as part of a total. This total is printed through the use of the PAT function. This column is only used for ACT and RNG functions.A YES or NO in the Tot? column. A YES indicates that this account is accumulated into a series of nine levels of subtotals, any or all of which can be printed later. This column is only used for ACT and RNG functions.An ALL, FIRST, or NONE in the Sign column. This indicates whether the sign prints on all lines, the first line only, or no lines, respectively. This column is only used for ACT and RNG functions.A YES or NO in the Acc Rat? column. A YES indicates that the account is part of a ratio total. This column is only used for ACT and RNG functions.A YES or NO in the Prt Rat? column. This indicates whether the ratio described above is printed. This column is only used for ACT and RNG functions.An A, B, or C in the Pos column. This indicates the print position, or the amount that each column is indented.

2 LEDGER

36


FORMAT DEFINITION LIST

Prophet 21 GENERAL LEDGER 01/01/97 9:00 PAGE 1 FINANCIAL REPORT FORMATS

FORMAT ID DESCRIPTION NEGATIVE CREDITS COMMAS? POSITION A POSITION B POSITION C COL TYPE YEAR/ID/CALC PERIODS AMOUNT WIDTH ROUND SYMBOL TOTAL? LINE START TYPE LINE START TYPE LINE START TYPE TITLE TITLE TITLE

ALT-BUD ALTERNATE BUDGET REPORT LEAD NEGATIVE YES 1 NUMBER 13 # YES 1 REL 1 BOTH 1 REL 1 DEBIT 1 REL 1 BOTH

%EPER% %YEAR% %EPER% %YEAR% %EPER% %YEAR% 2 FISCAL CURRENT QS - CP NET 13 D # YES

NO 1 REL 1 BOTH 1 REL 1 DEBIT 1 REL 1 CREDIT %EPER% %YEAR% %EPER% %YEAR% %EPER% %YEAR% 3 BUDGET CURRENT QS - CP NET 13 T # YES YES 1 REL 1 BOTH 1 REL 1 DEBIT 1 REL 1 BOTH

%EPER% %YEAR% %EPER% %YEAR% %EPER% %YEAR% 4 FISCAL 1-AGO QS - CP NET 13 D # YES NO 1 REL 1 BOTH

%EPER% %YEAR% 5 NAME 30 T $ NO NO 1 REL 1 BOTH %EPER% %YEAR% 6 FISCAL CURRENT 1 - CP NET 13 D # YES

1 REL 1 BOTH %EPER% %YEAR% 7 BUDGET CURRENT 1 - CP NET 13 D $ YES

NO 1 REL 1 BOTH 1 REL 1 DEBIT 1 REL 1 BOTH %EPER% %YEAR% %EPER% %YEAR% %EPER% %YEAR% 8 FISCAL 1-AGO 1 - CP NET 13 M # YES 1 REL 1 BOTH %EPER% %YEAR%

The General Ledger Format Definition List is printed from the Format Definition Options menu in Financial Report Maintenance.

For each format, the list shows the Format ID and Description. In addition, the following information is shown for each format:

The format for Negative numbers. Negative numbers can be shown with a LEADing TRAILing minus sign, surrounded by PARENTHESES or BRACKETS, or followed by the letters CR.A NEGATIVE or ABSOLUTE in the Credits column. Absolute values have no sign and are only identified as credits by virtue of their print position.A YES or NO in the Commas column. This indicates whether the amounts are printed with commas.The Column number.The column Type: NAME, NUMBER, FISCAL, BUDGET, CALC, or RATIO.The Year/ID/Calc. This column shows the Year for fiscal columns, the budget ID for budget columns, and a mathematical formula for calc and ratio columns.

2 LEDGER

37


The starting and ending periods in the Periods column. This column is used only for fiscal/budget columns. Valid entries in this column are any period (1-14), and period label, or any literal: PP (Prior Period), CP (Current Period), QS (Quarter Start), or QE (Quarter End).An Amount type: BEGINNING, ENDING, or NET.A value in the Width column. This value determines the width of the printing for all columns, from 1 to 250.A Round factor. An N indicates that amounts in the column are not rounded. A D indicates that the amounts are rounded to the nearest dollar. A T indicates that the amounts are rounded to the nearest thousand. An M indicates that the amounts are rounded to the nearest million.The Symbol associated with the column. A symbol can be specified for fiscal, budget, calc, or ratio columns. A # indicates that the column is numeric and that no symbol should be displayed. A $ indicates that the column is a dollar column, and that the $ sign should display before the value. A % indicates that the column is a percent column, and that the % sign should display after the value.A YES or NO in the Total? column determines if the column is accumulated and totaled.For Position A, Position B, and Position C, the following information is shown:A 1 or a 2 in the Line column. This indicates the line on which printing begins.A value from 1 to 250 in the Start column. This is the starting print position for the column.A DEBIT, CREDIT, or BOTH in the Type column. This indicates the type of amounts that are shown in the column.

2 LEDGER

38


REPORT DEFINITION LIST


FINANCIAL REPORTS

REPORT ID DESCRIPTION FORMAT ID DESCRIPTION INIT PAGE FIRST FIRST SHOW 0.00

PAGE LENGTH HEADER FOOTER ACCOUNTS?

BALANCE BALANCE REPORT EXT-BAL EXTENDED REPORT -BALANCE 1 66 1 60 YES

HEADER 1: BALANCE REPORT FOR COMPANY A JUSTIFY: LEFT FIRST?: YES

INDENT: 5 LAST?: YES

REST?: YES

SECTION ID DESCRIPTION CONV0018 BALANCE SHEET CONV0150 BALANCE SHEET

INCOME INCOME STATEMENT FIN-QTD FINANCIAL QTD 1 62 2 60 NO

HEADER 1: INCOME STATEMENT FOR COMPANY B JUSTIFY: CENTER FIRST?: NO

INDENT: 0 LAST?: YES

REST?: YES

SECTION ID DESCRIPTION BINCOME INCOME SECTION 1 BINCOME2 INCOME SECTION 2

The General Ledger Report Definition List is printed from the Report Definition Options menu in Financial Report Maintenance.

For each format, the list shows the Report ID and Description. In addition, the following information is shown for each report:

The Format ID and Description. This identifies the format used in the report.The Initial Page number of the report. This is usually "1," but can be any number.

2 LEDGER

39


A value in the Page Length column. This value determines the total number of lines per report page, including all report header, column header, detail, and footer lines. Page Length also determines how often hard page breaks are inserted in the report. A 0 in this column indicates that no hard page breaks are automatically inserted.The line on each page where the header should begin printing, in the First Header column. If the value in this column is 0 or is greater than the value in the Page Length column, the header information is suppressed and does not print.The line on each page where the footer should begin printing, in the First Footer column. If the value in this column is less than or equal to the first printed line on the report or is greater than the page length, the footer information is suppressed and does not print.A YES or NO in the Show 0.00 Accounts column. This determines whether accounts with 0.00 in all print columns are included in the report.

2 LEDGER

40


SUB-ACCOUNT DISTRIBUTION LIST

Prophet 21 GENERAL LEDGER 1/01/97 9:00 PAGE

1

SUB-ACCOUNT DISTRIBUTION LIST

MASTER ACCOUNT NUMBER SUB-ACCOUNT NUMBER ACCOUNT NAME POST % TYPE ACTIVE?

POST

00-00-110-000 CASH ACCOUNTS ASSET YES

DEBIT

00-00-110-001 CASH - PETTY 2.00 ASSET YES

DEBIT

00-00-110-002 CASH - PAYROLL 95.00 ASSET YES

DEBIT

00-00-110-003 CASH - INVESTMENTS 3.00 ASSET YES

DEBIT

00-00-120-000 A/R ACCOUNTS ASSET YES

DEBIT

00-00-120-001 ACCOUNTS RECEIVABLE 80.00 ASSET YES

DEBIT

00-00-120-002 MISC. ACCOUNTS RECEIVABLE 15.00 ASSET YES

DEBIT

00-00-110-003 ALLOWANCE FOR BAD DEBT 5.00 ASSET YES

DEBIT

2 LEDGER

41


00-00-130-000 NOTES

ASSET YES DEBIT

00-00-130-001 NOTES RECEIVABLE 100.00

ASSET YES DEBIT

00-00-140-000 INVENTORY

ASSET YES DEBIT

00-00-140-001 INVENTORY - RAW MATERIAL 25.00

ASSET YES DEBIT

00-00-140-002 INVENTORY - WORK IN PROGRESS 25.00

ASSET YES DEBIT

The General Ledger Sub-Account Distribution List is printed from the Reporting menu.

The Sub-Account Distribution List shows each master account, its corresponding sub-accounts, and the posting percentage that is allocated to each of these sub-accounts. The posting percentages must total 100% for each master account. For each master account, the list shows the Master Account Number and Name. The following information is shown for each sub-account:

The Sub-Account Number and Name.The Post %. This percentage is that portion of the total posting amount that is allocated to this sub-account. The posting percentages for all of a master account's sub-accounts must total 100%.The account Type: ASSET, LIABILITY, INCOME, or EXPENSE.A YES or NO in the Active? column. This determines the status of the account. Posting to inactive accounts is prohibited, but inactive account information is retained for historical reasons. Active master accounts may not have inactive sub-accounts.A DEBIT or CREDIT in the Post column. This determines the default column used during batch entry.

2 LEDGER

42


POSTING JOURNAL

Prophet 21 GENERAL LEDGER 01/01/97

9:00 PAGE 1

POSTING JOURNAL

POSTING ENTRY DESCRIPTION SOURCE USER ID

DATE TIME

ACCOUNT NUMBER ACCOUNT NAME DEBITS

CREDITS

1994-01-1230000-001 AJE LSL

12/30/96 13:03

00-00-110-001 CASH - PETTY 123.00

00-00-220-006 SALARIES

-123.00

---------------- ---

-------------

TOTAL: 123.00

-123.00

1997-01-2340000-001 SRE LSL

12/30/96 15:14

00-00-310-004 NS CREDIT 333.00

00-00-450-012 NS DEBIT

-333.00

---------------- ---

-------------

TOTAL: 333.00

2 LEDGER

43


-333.00

1997-01-3450000-001 AJE LSL

12/30/96 15:14

00-00-420-003 NS DEBIT

-400.00

00-00-780-001 STOCK BASE CREDIT 400.00

---------------- ---

-------------

TOTAL: 400.00

-400.00

The General Ledger Posting Journal is printed from the Reporting menu.

The Posting Journal can be printed at any time to provide information on individual posting entries. For each posting entry, the list shows the Batch number and Description, its Date and Time of posting, and the User ID of the user who performed the posting. In addition, the following information is shown for each posting entry:

The Source (point of origin) of each batch.The Account Number and Name for each account where activity has taken place. The Debits and Credits (and the totals for the batch) are shown in separate columns for each account.

2 LEDGER

44


AUTOBATCH DEFAULTS REPORT


AUTOBATCH DEFAULTS REPORT

SOURCE DFLT LVL BR/GR BATCH? BATCH # EXCLUDE? DESCRIPTION AMOUNT ACCOUNT NUMBER ACCOUNT NAME

INV Branch 1 Yes 1000100 No Br 1 A/R Revenue (Sales) Autobatch created %date%

REGULAR A/R: 00-00-100-010 ACCOUNTS RECEIVABLE REGULAR A/R: 00-00-100-011 A/R ACCOUNT 11 A/R: 00-00-100-012 INCOME

INV Branch 2 Yes 2000100 Yes Br 2 A/R Revenue (Sales) Autobatch created %date%

REGULAR A/R: 00-00-200-010 ACCOUNTS RECEIVABLE REGULAR A/R: 00-00-200-011 A/R ACCOUNT 11 A/R: 00-00-200-012 INCOME

CR Company No 2345000 No Cash Receipts autobatch created %date%

A/R: 00-00-000-001 STOCK BASE CREDIT CASH: 00-00-000-002 STOCK CREDIT DISCOUNT: 00-00-000-003 NS DEBIT

The General Ledger Autobatch Defaults Report is printed from the Autobatch Defaults Options menu in Ledger Company Options.

The Autobatch Defaults Report can be printed at any time to provide you with detailed information on individual autobatch defaults. The following information is shown for each created autobatch:

The Source (point of origin) of each autobatch.The Dflt Lvl, or default level, of each autobatch. This determines if the autobatch is COMPANY-wide, GROUP-wide, or BRANCH-wide.The Br/Gr, or Branch/Group, of each autobatch. This determines the applicable branch or accounts receivable group for the autobatch. Nothing prints in this column if the default level of the autobatch is COMPANY.A YES or NO in the Batch? column. If a YES is shown, an autobatch exists. If a NO is shown, data is not to be autobatched to this area (source). The default Batch # for the autobatch is also shown.

2 LEDGER

45


A YES or NO in the Exclude? column. If a YES is shown, the autobatch is excluded from posting when batches are posted. If a NO is shown, the autobatch is included in the posting.The batch Description.Each Amount, Account Number, and Account Name are shown.

2 LEDGER

46


ACCOUNT REFERENCE LIST

GENERAL LEDGER 1/01/97 9:00 PAGE 1 ACCOUNT REFERENCE LIST

REFERENCE ACCOUNT NUMBER ACCOUNT NAME TYPE ACTIVE? MASTER?

A/P 00-12-112-110 SHORT TERM DEBT Liability Yes No 00-12-412-501 PROFIT SHARING PLAN-PAYABLE Liability No No

A/P-B 00-12-112-108 BENEFIT PAYABLE FROM RECYCLING Liability Yes Yes

A/P-G 00-12-112-107 GARNISHMENT PAYABLE Liability Yes No

A/P-M 00-12-112-102 MISCELLANEOUS ACCOUNTS PAYABLE Liability Yes No

A/P-N 00-12-112-106 NOTES PAYABLE Liability No Yes

A/P-P 00-12-112-103 PROFIT SHARING LOAN PAYABLE Liability Yes No

The General Ledger Account Reference List is printed from the Reporting menu.

The Account Reference List allows you to print a report that contains detailed information about accounts, and to group it by Reference. The Reference field is specified when the account is entered; it is used to classify accounts by usage. For example, the Account Reference List could be tailored to print only those accounts with a Reference of "A/P," or "A/R". The accounts are listed in Reference sequence. In addition to the Account Number, the following information is shown for each account:

The Account Name, generally used to further identify an account.The account Type: ASSET, LIABILITY, INCOME, or EXPENSE.A YES or NO in the Active? column. This determines the status of the account. Posting to inactive accounts is prohibited, but inactive account information is retained for historical reasons.A YES or NO in the Master? column. A master account does not have its own period net and budget amounts, and is instead comprised of a number of regular accounts, known as sub-accounts. On reports, master accounts show sub-account totals.

2 LEDGER

47


CONTROL LOG

GENERAL LEDGER 2/28/97 9:00 PAGE 1 CONTROL LOG FEB 1994

BATCH ID STATUS DESCRIPTION SOURCE USER-ID DATE TIME BR/GRP

1997-02-4321432-000 BATCHED AJE LSL 02/27/97 09:04

1997-02-0000000-000 RECONCILED AUTOBATCH DEFAULT DELETED CCHG SE 02/27/97 16:57 ITEM COST CHANGES AUTOBATCH CREATED %DAT

1997-02-1000002-000 RECONCILED RECONCILED AUTOBATCH (ITEM COST CHNGS) ACC DLS 02/27/97 10:41 BR 2 ACCRUED A/P EXPENSE AUTOBATCH CREAT

1997-02-1000002-000 RECONCILED RECONCILED AUTOBATCH (ACC) ACC ADS 02/27/97 10:45 BR 2 ACCRUED A/P EXPENSE AUTOBATCH CREAT

1997-02-1000009-000 BATCHED BR 4 A/R REVENUE (SALES) AUTOBATCH CREAT INV BA 02/27/97 10:52

1997-02-1000003-000 BATCHED BR 4 A/R REVENUE (SALES) AUTOBATCH CREAT INV TJH 02/27/97 10:52

1997-02-1000004-000 UNBATCHED BR 4 ACCRUED A/P EXPENSE AUTOBATCH CREAT ACC TSC 02/27/97 10:53

The General Ledger Control Log is printed from the Print Control Log option in the Closing Options menu. The Control Log can also be printed from the Year-End Closing Procedures (also in the Closing Options menu); a Control Log printed from here also shows summary information for periods 1 through 13.

Printing a copy of the Control Log is the best way to assure that all entries are either posted or reconciled, and that a period is ready to be closed. The Control Log includes the following information for each batch:

The Batch ID, a unique identifier for each batch.The batch Status: Batched, Unbatched, Posted, or Reconciled. (A Reconciled Control Log entry has been intentionally selected to be left unbatched or unposted.)The batch Description, including the Reconciled description, if applicable.The Source (point of origin) of each batch.The User ID of the person who performed the activity (i.e. created the batch, reconciled the batch, or posted the batch ) and the Date and Time the activity was performed.

2 LEDGER

48


Any branch or group information, as shown in the Br/Gr column.

2 LEDGER

49


GENERATING A USER-DEFINED FINANCIAL REPORT

General Ledger Financial Reports are user-defined. You define the columns, the information within the rows, and the general page layout of each report. With this freedom you can create original balance sheets, income statements, or whatever you need. To create a financial report, you must follow these three steps:

1. Define sections, or rows.2. Define formats, or columns.3. Combine a report format with one or more report sections to define reports.

NOTE: The information in this manual is meant to be used in conjunction with the General Ledger documentation.

2 LEDGER

50


REPORT SECTIONS

Section definitions control the information that displays in the rows of your financial report. The system provides you with a list of choices, called functions that allow you to specify what information should be displayed in each row, and details about how it should be displayed. The section definition functions and descriptions are shown as follows:

FUNCTION

DESCRIPTION FUNCTION

DESCRIPTION

ACT Account Number or Account Mask CLA Clear Accumulated Totals

RNG Range of Account Numbers BL Print Blank Lines

TXT Text Line CTR Center Following Text

SR Start Ratio Block LJ Left Justify Following Text

ER End Ratio Block RJ Right Justify Following Text

RON Rounding Error Accumulator On PB Page Break

ROF Rounding Error Accumulator Off PWC Page Break Without Column Headers

PAT Print Accumulated Totals CH Print Column Headers

SUB Print & Clear Sub-total Level ULS Single Underline

RUN Print a Sub-total Level ULD Double Underline

PRE Print Accumulated Rounding Error PCT Take Percentage of Following Amounts

CLR Clear Sub-total Level & Rounding Error IMP Import Section Detail Lines

For example, if you want a specific account (and information about that account), or range of accounts, to be on the first line of your financial report, select the ACT function. If you want to follow this account with another, select ACT again. If you want to insert a text line, select the TXT function. If you want to enter a total for the two accounts, use the SUB function. An in-depth description of each function is provided in the “Function Description” section of the Financial Report Maintenance documentation, in the Ledger Manual.

2 LEDGER

51


When you are defining a new section and you select a function, you are able to specify various attributes associated with the function. For example, after selecting the ACT function, you are prompted for the account number, whether the account should be included in totals and ratios, etc. Once the attributes have been specified, a detail line is created for the function. For the ACT function, a detail line might look like this:

Fnc Parameters Pr Ac Tl ACT 00-00-00-000-000-000-100-225-089 Balance Sheet Account #89 M Y Y

This detail line shows the function type, ACT; the parameters, in this case the account number; the name, Balance Sheet Account #89; and the values of the Print, Accum, and Total fields as entered.

A section is made up of any number of these detail lines. A simple sample section is shown as follows:

Fnc Parameters Pr Ac TlACT 00-00-00-000-000-000-100-225-089 Balance Sheet Account #89 M Y Y ACT 00-00-00-000-000-000-200-345-075 Balance Sheet Account #90 D Y Y TXT Balance Sheet Accounts #89 + #90 Y SUB (1) Sub Total Y

This example shows two ACT detail lines, a TXT detail line, and a SUB detail line. Notice that the Parameter column displays different types of information for different types of functions. Also, depending on the type of function you are using, there may or may not be information within the Print, Accum, and Total columns.

You can print a list of the sections you have defined and the detail lines within them by printing the Section Definition List from the Financial Report Maintenance Options menu.

Any number of these defined sections can appear on a financial report. Once they have been defined, you can use them over and over again, to show the same row information in all different types of reports. For example, a section (call it "Income") could be defined to hold all of your accounts with the account type of INCOME. Totals and subtotals, text lines, and ratios could be defined within the section. Whenever you need to create a financial report that includes these INCOME accounts, all you have to do is include the "Income" section in the report definition. It is the format that you choose to include in the report definition of the report that makes it different . . .

2 LEDGER

52


REPORT FORMATS

Format definitions control the information that displays in the columns of your financial report. When you define a format definition, you must specify the following information:

How negative amounts are shownHow negative amounts are shown when they appear in a credits-only print positionWhether amounts are printed with commas

For each column in the report, you must specify the following information:

The column numberThe column typeA year or budget ID (for fiscal- and budget-type columns)The width of the columnA mathematical calculation (for calc- and ratio-type columns)The starting and ending period (for fiscal- and budget- type columns)The amount typeA rounding factorA symbol to be associated with printed figuresWhether a column is accumulated and totaledA printing positionWhether printing should begin on the first of second lineThe starting print positionThe type of amounts shown (debits, credits, or both)A title for the column header

An in-depth description of defining formats can be found in the “Format Definition” section of the Financial Report Maintenance documentation, in the Ledger manual.

Once you have specified information for each column on the report, you have created a report format. The format can be used over and over again to show the same type of column information in different reports. You can print all defined formats by printing the Format Definition List from the Financial Report Maintenance Options menu.

A report format is used in conjunction with a report section, or sections, to create a financial report. To specify which report formats and which report sections should be used together, you must define a report definition.

2 LEDGER

53


REPORT DEFINITIONS

Report definitions control the general format of a financial report, but most importantly, a report definition ties defined sections together with a defined format. When you set up a report definition, you must specify the following information:

The format (must be defined) of the reportThe initial page number of the reportThe page lengthThe first header and footer linesWhether accounts with 0.00 amounts in all print columns should be reportedHeader and footer textHow text should be positioned on the pageWhere headers and footers should printOne or more sections (all must be defined)

Each specified section, along with its accounts, totals, text, etc, prints on the report in succession. All subtotals, accumulations, prevailing indentations, etc., are maintained from one section to the next.

You can print a list of all defined report definitions by printing the Report Definition List from the Financial Report Maintenance Options menu.

SAMPLE FINANCIAL REPORTS

The following sample Balance Sheet and Income Statement were defined using the Ledger Financial Report Maintenance option and printed through the Reporting option:

2 LEDGER

54


BALANCE SHEET: SAMPLE

COMPANY INC. EXECUTIVE BALANCE SHEET

FISCAL YEAR ENDING JUNE 30, 1997

Fiscal 1997 Fiscal 1996 Fiscal 1995 FISCAL 1994

JULY - JUN JULY - JUN JULY - JUN JULY - JUN

ASSETS

CASH AND CASH EQUIVALENTS 9,999,999.99 9,999,999.99 9,999,999.99 9,999,999.99

ACCOUNTS RECEIVABLE, NET 9,999,999.99 9,999,999.99 9,999,999.99 9,999,999.99

INVENTORIES 9,999,999.99 999,999.99 999,999.99 999,999.99

PREPAID EXPENSES AND OTHER C.A 999,999.99 999,999.99 999,999.99 999,999.99

------------------ ------------------ ------------------ ------------------

TOTAL CURRENT ASSETS 99,999,999.99 9,999,999.99 9,999,999.99 9,999,999.99

EQUIPMENT & IMPROVEMENTS, NET 9,999,999.99 9,999,999.99 9,999,999.99 9,999,999.99

DEFERRED INCOME TAXES 999,999.99 99,999.99 99,999.99 99,999.99

OTHER ASSESTS 99,999.99 99,999.99 99,999.99 99,999.99

------------------ ------------------ ------------------ ------------------

TOTAL ASSETS 99,999,999.99 99,999,999.99 9,999,999.99 9,999,999.99

================== ================== ================== ==================

LIABS & SHAREHOLDERS EQUITY

2 LEDGER

55


LIABILITIES

ACCOUNTS PAYABLE -9,999,999.99 -9,999,999.99 -9,999,999.99 -9,999,999.99

ACCRUED EXPENSES AND OTHER LIA -9,999,999.99 -999,999.99 -999,999.99 -999,999.99

INCOME TAXES PAYABLE -999,999.99 -999,999.99 -99,999.99 -999,999.99

PROFIT SHARING LOAN PAYABLE -999,999.99 -999,999.99 -999,999.99 -999,999.99

DEFERRED INCOME -9,999,999.99 -9,999,999.99 -9,999,999.99 -9,999,999.99

------------------ ------------------ ------------------ ------------------

TOTAL CURRENT LIABILITIES -9,999,999.99 -9,999,999.99 -9,999,999.99 -9,999,999.99

2 LEDGER

56


INCOME STATEMENT: SAMPLE

Company, Inc Income Statement

YTD 1997 COMP% DEC COMP% YTD 1996 COMP% DEC COMP% JULY - JUN JULY - JUN

Revenues -99,999,999.99 999.99 -9,999,999.99 999.99 -99,999,999.99 999.99 -9,999,999.99 999.99

Cost of Revenues 9,999,999.99 -99.99 9,999,999.99 -99.99 9,999,999.99 -99.99 9,999,999.99 -99.99 -------------- ------- -------------- ------- -------------- ------- -------------- -------

Gross Margin -9,999,999.99 99.99 -9,999,999.99 99.99 -9,999,999.99 99.99 -999,999.99 99.99

-------------- ------- -------------- ------- -------------- ------- -------------- -------

Operating Expenses Selling Expenses 9,999,999.99 -99.99 999,999.99 -99.99 9,999,999.99 -99.99 999,999.99 -

99.99 G & A Expenses 9,999,999.99 -9.99 999,999.99 -99.99 999,999.99 -9.99 999,999.99 -

9.99-------------- ------- -------------- ------- -------------- ------- -------------- -----

-- 9,999,999.99 -99.99 9,999,999.99 -99.99 9,999,999.99 -99.99 999,999.99 -

99.99-------------- ------- -------------- ------- -------------- ------- -------------- -----

-- Operating income -9,999,999.99 9.99 -999,999.99 9.99 -9,999,999.99 9.99 99,999.99 -

9.99

Income Interest -99,999.99 9.99 -9,999.99 9.99 -99,999.99 9.99 -9,999.99 9.99

-------------- ------- -------------- ------- -------------- ------- -------------- -------

Income before taxes -9,999,999.99 9.99 -999,999.99 9.99 -9,999,999.99 9.99 99,999.99 -9.99

Provision for income taxes 999,999.99 -9.99 99,999.99 -9.99 999,999.99 -9.99 -99,999.99 9.99

-------------- ------- -------------- ------- -------------- ------- -------------- -------

Net income -9,999,999.99 9.99 -99,999.99 9.99 -999,999.99 9.99 99,999.99 -9.99

============== ======= ============== ======= ============== ======= ============== =======

57

The Payables reports are described on the following pages.

3 PAYABLES

3 PAYABLES

58


PAYABLES CHECKS

A check can be printed for any payable that has been released for payment. The Print Payable Checks screen is shown as follows:

3 PAYABLES

59


+--------------------------- Print Payable Checks ---------------------------+| || || Start Date: || End Date: || Cash Account: || Start Check #: || Start Vendor: || End Vendor: || Suppress Zero $ Checks: || || || || |+----------------------------------------------------------------------------+

To limit the checks that are printed, you can specify a Start and End Vendor code, and a Start and End Date (check date). The actual check date that prints on the check is the Session Default date.

The Cash Account field holds the account number. This field defaults to the branch, group, or company default cash account, if there are open disbursements for that account. You can enter a different account by typing in a new account number or browsing for another account number.

When assigning a Start Check#, the system looks for the highest check number in check history and always uses the next number in the sequence as the default. This number can be edited to any number that does not already exist in the check history for this cash account.

Checks with a zero amount are generated when an invoice and an offsetting credit are released together. Set the Suppress Zero $Checks?field to YES to suppress the printing of checks with zero amounts. Set this field to NO if you want to print checks with zero amounts.

Once you have entered the parameters, press [Enter] to print the checks. You can print a test check by pressing the [Options] key, selecting the Test Check option, and choosing a printer. The previous sample check is printed using Format A.

3 PAYABLES

60


PAYABLES CHECK REGISTER

The Check Register is printed from the Check Processing Options menu. The Check Register records the check number, the payee, and the gross and net amounts for the checks. You can print this register and use it to review all of the checks that were printed. If you notice any mistakes, you can use the Void Check option to correct them. The Check Register also has another use. It creates an auto batch (a posting batch that is automatically created by printing and committing various registers in the system) ,called CD, to post the appropriate debits and credits to the General Ledger.

Printing a copy of the Check Register is the best way to assure that all entries are correct before you send your checks to vendors. The register can be printed showing only current entries, only historical entries, or both types. Vendor can limit it, check date, and cash account number. For each Cash Account included in the Check Register, the register shows the Account Number and Name, and the Check#. The following information is shown for each check on the register:

The Payee and Pay-To. These columns show the vendor code to which the check is being sent, and the vendor name.The Check Date. This is the date that appears on the check.A Gross-Amt. This is the payment amount before the discount was taken.A Net-Amt. This is the payment amount after the discount is taken.A Disc-Amt. This is the exact amount of the discount.

3 PAYABLES

61


A Group number. This is the Payables Group to which the payable belongs.

At the end of the report, Branch Totals are shown, followed by grand totals for the gross, discount, and net amounts.

3 PAYABLES

62


VOIDED CHECK REGISTER

3 PAYABLES

63


The Voided Check Register is printed from the Check Processing menu. The Voided Check Register records the check number, the payee, and the gross, discount, and net amounts for all checks that were voided after being committed on the Check Register. Previously, you could not void a check after it had been committed to the General Ledger, since there was no way to reverse the entry in the ledger accounts. The Voided Check Register provides the ability to “impost” checks, by creating a reversing entry, and thereby allows the user to void a check even after it is committed on the Check Register. Only checks that have been posted on the Check Register and then voided will appear on this report. If you have voided the check before committing it, it will not appear on the Voided Check Register.

You can print this register and use it to review all of the checks that meet this criteria. When committed, the Voided Check Register will create an autobatch (a posting batch that is automatically created by printing and committing various registers in the system) ,called VOID, to post the appropriate reversing entries to the General Ledger.

Printing a copy of the Voided Check Register is the best way to ensure that all checks voided after they were committed on the Check Register are going to be posted to the Ledger. The register can be printed showing only current entries, only historical entries, or both types. It can be limited by vendor, check date, and cash account number. For each Cash Account included in the Voided Check Register, the register shows the Account Number and Name, and the Check#. The following information is shown for each check on the register:

The Payee and Pay-To. These columns show the vendor code to which the check is being sent, and the vendor name.The Check Date. This is the date that appears on the check.The Void Date. This is the date that the check was voided.The User ID. This identifies the user who voided the check.A Gross-Amt. This is the payment amount before the discount was taken.A Net-Amt. This is the payment amount after the discount is taken.A Disc-Amt. This is the exact amount of the discount.A Group number. This is the Payables Group to which the payable belongs.

At the end of the report, Branch Totals are shown, followed by grand totals for the gross, discount, and net amounts.

3 PAYABLES

64


CHECK RECONCILIATION LIST

CHECK RECONCILIATION LIST 02/13/97 09:59 PAGE 1

CASH ACCOUNT 00-00-110-001 CASH-PETTY

CHECK # PAYEE PAY-TO CHK-DATE GROSS-AMT DISC-AMT NET-AMT BR# GRP#

00080011 MARKET MARKET TOOL & SUPPLY COMPANY 11/08/96 100.00 1.00 99.00 1 1

00080012 MARKET MARKET TOOL & SUPPLY COMPANY 11/26/96 1,000.00 10.00 990.00 1 1



00080020 KELELE KELLY ELECTRIC SUPPLY COMPANY 12/01/96 2,000.00 20.00 1,800.00 1 1




00080031 KELELE KELLY ELECTRIC SUPPLY COMPANY 12/02/96 150.00 15.00 135.00 1 1

-------------- -------------- -------------- ACCOUNT TOTALS: 5,000.00 50.00 4,690.17

The Unreconcilied Check List is printed from the Check Processing Options menu. All unreconciled checks appear on the Unreconciled Check List. Whenever you receive a bank statement, you should compare the check numbers and amounts with those on this list.

The Unreconciled Check List can be limited by vendor code, check date, cash account number, check number. The list prints in Cash Account sequence. For each account on the list, all of the unreconciled checks are shown. For each Check# included, the list shows the following information:

The Payee and Pay-To. These columns show the vendor code to which the check is being sent, and the vendor name.The Check Date. This is the date that appears on the check.A Gross-Amt. This is the payment amount before the discount was taken.

3 PAYABLES

65


A Net-Amt. This is the payment amount after the discount is taken.A Disc-Amt. This is the exact amount of the discount.The Branch and Group to which the payable belongs.

Totals are printed for each cash account included in the list.

3 PAYABLES

66


EXPENSE JOURNAL

EXPENSE JOURNAL 02/13/97 10:08 PAGE 1

PAYEE PAY-TO MARKET MARKET TOOL & SUPPLY COMPANY

INVOICE# COMM POST-DATE DUE-DATE DISC-DATE DISC% GROSS AMT ACCT# AMOUNT PO# 01/28/97 - 112 10 02/03/97 03/05/97 02/03/97 1.00 100.00 00-00-110-001 -100.00 1022185 00-00-110-002 100.00 01/28/97 - 113 10 02/03/97 03/05/97 02/03/97 1.00 100.00 00-00-110-001 -100.00 1022186 00-00-110-002 100.00 01/28/97 - 114 10 02/03/97 03/05/97 02/03/97 1.00 100.00 00-00-110-001 -100.00 1022187 00-00-110-002 100.00

-------------- 300.00 ... BRANCH EXPENSES 02/13/97 10:08 PAGE 4

BRANCH TOTAL EXPENSE # PAYABLES

1 3,803.50 20 2 609.00 5

-------------- -------------- 4,412.50 25

The Payables Expense Journal is printed from the Payables Management Reporting Options menu. It keeps a detailed listing of all the vendor invoices, their dollar amounts, and account distribution information. You can print this journal and use it to check all of the payables you entered into the system. If you notice any mistakes, you can use the Edit/Delete Payable option to correct them. The Expense Journal also has another use; it creates an autobatch (a posting batch that is automatically created by printing and committing various registers in the system), called EXP, to post the expenses to the General Ledger.

The Expense Journal can be printed in Payee, Acct#, or Purchase vendor sequence. The sample journal above is printed in Payee sequence. The journal can be limited by vendor, vendor-invoice number, and posting date. You can print an Expense Journal showing current entries, historical entries, or both types. For each Invoice# on the journal, the following information is shown:

A Comment number. Users often use Comment numbers to identify problem payables, or priority payables that should not be overlooked. The Comment number defaults to the value assigned in the vendor record.A Post-Date. The Post Date field holds the date that the payable should be included in the Expense Journal autobatch in the General Ledger. If material is received in one period and the invoice for that material isn’t received until the next, this field can be set so that the payable is expensed during the proper period.

3 PAYABLES

67


A Due-Date, and a Disc-Date. The Due-Date is the date by which the invoice must be paid. The Disc-Date is the date by which the invoice must be paid if you are to take advantage of a cash discount offered by the vendor. The Due-Date and Disc-Date are calculated using the net and discount terms from the vendor record, and the invoice date.The Disc%. This is the percentage that you can take as a cash discount if you pay the invoice by the Disc Date.A Gross Amt. This is the amount on the invoice (the discount has not been taken).The account distributions. The Acct# column shows the debits and credits that are batched to the General Ledger accounts (these will be posted by the LEDGER automatically) when you commit the Expense Journal to history.The Amount. This field shows the amount that is either debited or credited to the listed General Ledger account.The associated PO#.

The Expense Journal also shows total Branch Expenses. For each Branch, the journal shows the Total Expense and the # of Payables.

3 PAYABLES

68


ANTICIPATED CASH DISBURSEMENT REPORT

ANTICIPATED CASH DISBURSEMENT REPORTT 02/13/97 10:14 PAGE 1

CHK DATE PAYEE PAY-TO GROSS-AMT DISC-AMT NET-AMT

02/13/97 MARKET MARKET TOOL & SUPPLY COMPANY 100.00 1.00 99.00

INVOICE # INV-DATE DUE-DATE COMM GROSS-AMT DISC-AMT NET-AMT

02/03/97 - 12 02/09/97 03/31/97 10 10.00 0.10 9.90

02/03/97 - 13 02/09/97 03/31/97 10 30.00 0.30 29.70

02/03/97 - 12 02/09/97 03/31/97 10 60.00 0.60 59.40

--------------- -------------- --------------

CASH ACCOUNT: 00-00-110-001 TOTALS 100.00 1.00 99.00

CASH ACCOUNT

CASH DISBURSEMENT JOURNAL 02/13/97 10:14 PAGE 2

BRANCH TOTALS # CHKS # PYBS GROSS-AMT DISC-AMT NET-AMT

BR # 1 5 9 250.00 2.50 247.50

BR # 2 6 6 100.00 1.00 99.00

------ ------ -------------- -------------- --------------

11 15 350.00 3.50 346.50

The Anticipated Cash Disbursement Report is printed from the Payables Management Reporting Options menu. The report shows all of the open disbursements (unprinted checks) that exist for a range of cash accounts and vendors.

3 PAYABLES

69


The report can be limited by cash account number, vendor, and check date. The disbursements print by cash account in vendor and invoice number sequence. For each disbursement, the report shows the following information:

The Inv-Date. This is the actual date on the vendor’s invoice. This is the date the system uses (in conjunction with the Net and Discount Terms) to determine the Due and Discount Dates.The Due-Date. This is the date by which a payable must be paid or settled.A Comment number. Users often use Comment numbers to identify problem payables, or priority payables that should not be overlooked. The Comment number defaults to the value assigned in the vendor record.A Gross Amt. This is the amount on the invoice (the discount has not been taken).A Disc-Amt. This is the amount that you can take as a cash discount if you pay the invoice by the Discount Date.A Net-Amt. This is the payable amount after the discount has been taken.Totals. Totals are shown for each vendor included on the report.

The Anticipated Cash Disbursement Report also shows Branch Totals. For each Branch, the report shows the # of Checks and the # of Payables. The total Gross-Amt, Disc-Amt, and Net-Amts are also shown.

3 PAYABLES

70


DISCREPANCY JOURNAL

PAYABLES DISCREPANCY JOURNAL 02/13/97 10:35 PAGE 1

VENDOR: MARKET MARKET TOOL & SUPPLY COMPANY INVOICE# INV DATE EST AMT INV AMT VARIANCE DESCRIPTION PO-RECEIPT # LINE ITEM

02/03/97 - 12 02/01/97 1,000.00 1,010.00 10.00 PHONE CHARGES

02/03/97 - 13 02/01/97 200.00 180.00 20.00 ITEM NO LONGER AVAILABLE

02/03/97 - 14 02/01/97 2,000.00 2,200.00 200.00 FREIGHT CHARGES

.

.

. PAYABLES DISCREPANCY JOURNAL 02/17/97

10:06 PAGE 6 # OF PAYABLES INVOICE

AMOUNT VARIANCE AMOUNT BRANCH 1 TOTAL VARIANCE 119 5,200.00

950.00 BRANCH 2 TOTAL VARIANCE 10 800.00

50.00... PAYABLES DISCREPANCY JOURNAL 02/17/97

10:06 PAGE 7 # OF PAYABLES INVOICE

AMOUNT VARIANCE AMOUNT COMPANY TOTAL VARIANCE 129 6,000.00

1,000.00

The Discrepancy Journal is printed from the Payables Management Reporting Options menu. The journal shows the difference between expected and invoiced amounts and any description that was entered to explain the variance. This journal can be printed at any time, but should be printed and committed to history at the end of an accounting period.

3 PAYABLES

71


The journal can be printed in either Payee or Purchase vendor sequence. The sample report is shown in Payee sequence. It can be limited by vendor, vendor-invoice number, and invoice date. The journal can show current entries, historical entries, or both types. You can also include or exclude requisitions, depending on how you set the Include Requisitions parameter. For each discrepancy appearing on the journal, the following information is provided:

The Inv-Date. This is the actual date on the vendor’s invoice.The Est Amt and the Inv Amt. These are the estimated amount (the amount on your purchase order) and the actual amount on the vendor’s invoice.The Variance amount. This is the difference between the amount on your purchase order and the actual amount on your invoice.The variance Description. This description was entered during the Material Receipts Reconciliation process, and should provide an explanation regarding why there was a difference between the estimates and invoice amounts.

3 PAYABLES

72


DUE REPORT

The Payables Due Report is printed from the Payables Management Reporting Options menu. Prior to releasing invoices for payment, you should print this report to see all of those invoices that are due, or which will become due within a certain time period.

The report can be printed in either Payee or Purchase vendor sequence. The sample report is shown in Payee sequence. For each Payee, the report shows the following information:

A Y or an N in the Auto column. A Y indicates that the payables for this vendor are automatically released by the system (they don’t have to be edited/reviewed). An N indicates that the payables for this vendor must be reviewed before they can be released.The Disc%. This is the percentage that you can take as a cash discount if you pay the invoice by the Disc Date.The Discount and Net Terms for the vendor, and the net dollar amount YTD Paid. The YTD Paid value reflects the total actual amount you paid in payables for the current year.The Gross amount of all Open Payables for the vendor.

3 PAYABLES

73


For each payable, the report shows the following:

A Due-Date, and a Disc-Date. The Due-Date is the date by which the invoice must be paid. The Disc-Date is the date by which the invoice must be paid if you are to take advantage of a cash discount offered by the vendor. The Due-Date and Disc-Date are calculated using the net and discount terms from the vendor record, and the invoice date.A Post-Date. The Post Date field holds the date that the payable should be included in the Expense Journal autobatch in the General Ledger. If material is received in one period and the invoice for that material isn’t received until the next, this field can be set so that the payable is expensed during the proper period.The Invoice#.A Comment number. Users often use Comment numbers to identify problem payables, or priority payables that should not be overlooked. The Comment number defaults to the value assigned in the vendor record.The Current amount due. This is the amount that is currently due to this vendor, for this invoice. In addition, the report shows three user-defined time periods and the amounts that will be due within each of those time periods.The PO#.

3 PAYABLES

74


FUTURE DUE REPORT

PAYABLES DUE AND FUTURE PAYABLES REPPORT 02/13/97 10:54 PAGE 1

VENDOR CODE VENDOR NAME MARKET MARKET TOOL & SUPPLY COMPANY

INVOICE# COMM INVOICE DISCOUNT DUE REMAINING REMAINING SCHEDULED NET NET DATE DATE DATE AMOUNT DISCOUNT AMOUNT CURRENT FUTURE 11/28/96 10 11/28/96 11/28/96 11/28/96 325.00 0.00 325.00 325.00 0.00 11/30/96 0 11/30/96 11/30/96 11/30/96 200.00 0.00 200.00 200.00 0.00

-------------- -------------- -------------- -------------- --------------VENDOR TOTAL 525.00 0.00 525.00 525.00 0.00

GRAND TOTAL 525.00 0.00 525.00 525.00 0.00

The Future Due Report is printed from the Payables Management Reporting Options menu. This report will show you all of those invoices that are due, or which will become due within a certain time period.


The Invoice#.A Comment number. Users often use Comment numbers to identify problem payables, or priority payables that should not be overlooked. The Comment number defaults to the value assigned in the vendor record.The Inv-Date. This is the actual date on the vendor’s invoice.A Due-Date, and a Disc-Date. The Due-Date is the date by which the invoice must be paid. The Disc-Date is the date by which the invoice must be paid if you are to take advantage of a cash discount offered by the vendor. The Due-Date and Disc-Date are calculated using the net and discount terms from the vendor record, and the invoice date.A Remaining Amount. This is the portion of the payable that has not yet been paid.A Remaining Discount amount. This is the portion of the discount amount that can still be taken on the payable.

3 PAYABLES

75


BALANCE REPORT

The Balance Report is printed from the Payables Management Reporting Options menu. The Balance Report shows the balance owed on open payables.

3 PAYABLES

76



A Y or an N in the Auto column. A Y indicates that the payables for this vendor are automatically released by the system (they don’t have to be reviewed). An N indicates that the payables for this vendor must be reviewed before they can be released.The Disc%. This is the percentage that you can take as a cash discount if you pay the invoice by the Disc Date.The Discount and Net Terms for the vendor, and the net dollar amount YTD Paid. The YTD Paid value reflects the total actual amount you paid in payables for the current year.

The Gross amount of all Open Payables for the vendor.

For each payable, the report shows the following information:

A Due-Date, and a Disc-Date. The Due-Date is the date by which the invoice must be paid. The Disc-Date is the date by which the invoice must be paid if you are to take advantage of a cash discount offered by the vendor. The Due-Date and Disc-Date are calculated using the net and discount terms from the vendor record, and the invoice date.The Inv-Date. This is the actual date on the vendor’s invoice.The Invoice# and Invoice Amount.The Disc%. This is the percentage that you can take as a cash discount if you pay the invoice by the Disc Date.A Disc-Amt. This is the amount that you can take as a cash discount if you pay the invoice by the Discount Date.A Net-Amt. This is the payable amount after the discount has been taken.

3 PAYABLES

77


AGED REPORT

The Aged Report is printed from the Payables Management Reporting Options menu. When you enter the parameters for this report, you must specify three Period in Days fields. You can set these to show what invoices are due within three time periods. For example, the defaults for Period 1, Period 2, and Period 3 are 30. When the report is printed with these defaults set, it shows which invoices are due now, and which will be due within 30 days, 60 days, and 90 days.


A Y or an N in the Auto column. A Y indicates that the payables for this vendor are automatically released by the system (they don’t have to be reviewed). An N indicates that the payables for this vendor must be reviewed before they can be released.The Disc%. This is the percentage that you can take as a cash discount if you pay the invoice by the Disc Date.

3 PAYABLES

78


The Discount and Net Terms for the vendor, and the net dollar amount YTD Paid. The YTD Paid value reflects the total actual amount you paid in payables for the current year.

The Gross amount of all Open Payables for the vendor.

For each payable, the report shows the following information:

A Due-Date, and a Dis-Date. The Due-Date is the date by which the invoice must be paid. The Dis-Date is the date by which the invoice must be paid if you are to take advantage of a cash discount offered by the vendor. The Due-Date and Dis-Date are calculated using the net and discount terms from the vendor record, and the invoice date.The Inv-Date. This is the actual date on the vendor’s invoice.The Invoice#.A Comment number. Users often use Comment numbers to identify problem payables, or priority payables that should not be overlooked. The Comment number defaults to the value assigned in the vendor record.The Future and Current amounts due. These are the amounts that will be due and are currently due to this vendor, for this invoice. In addition, the report shows three user-defined time periods and the amounts that will be due within each of those time periods.

3 PAYABLES

79


OPEN DETAIL REPORT

A/P Open Detail 02/13/97 11:17 PAGE 1

PAYEE PAY-TO MARKET MARKET TOOL & SUPPLY COMPANY

INVOICE# COMM POST-DATE INV-DATE DUE-DATE OPEN DISCOUNT NET PO#

1234556 10 12/30/96 11/30/96 1/30/96 200.00 2.00 198.00 1022192

1233907 00 12/30/96 11/28/96 1/28/96 325.00 3.25 321.75 1022192

-------------- -------------- -------------- 525.00 5.25 519.75 PAYEE PAY-TO KELELE KELLY ELECTRIC SUPPLY COMPANY

INVOICE# COMM POST-DATE INV-DATE DUE-DATE OPEN DISCOUNT NET PO#

1233964 10 12/30/96 11/30/96 01/05/96 50.00 5.00 45.00 1022244

-------------- -------------- -------------- 50.70 5.00 45.00

.

.

. OPEN PAYABLE AMOUNTS INVOICE AMOUNT 2,312.00 DISCOUNT AMOUNT 23.12

------------------ NET AMOUNT 2,288.88

The Open Detail Report is printed from the Payables Management Reporting Options menu. This report shows the balance owed on open payables.


Each open Invoice#.A Comment number. Users often use Comment numbers to identify problem payables, or priority payables that should not be overlooked. The Comment number defaults to the value assigned in the vendor record.

3 PAYABLES

80


A Post-Date. The Post Date field holds the date that the payable should be included in the Expense Journal autobatch in the General Ledger. If material is received in one period and the invoice for that material isn’t received until the next, this field can be set so that the payable is expensed during the proper period.The Inv-Date. This is the actual date on the vendor’s invoice.A Due-Date. The Due-Date is the date by which the invoice must be paid.An Open amount. This is the amount that you owe to the vendor.A Discount amount. This is the amount that you can take as a cash discount if you pay the invoice by the Discount Date.A Net Amount. This is the payable amount after the discount has been taken.A PO#.

3 PAYABLES

81


RECEIVINGS LIST - UNRECONCILED

UNRECONCILED MATERIAL RECEIPTS 02/13/97 11:35 PAGE 1

-------------RECEIVED-------------- -----------UNRECONCILED------------PO RECEIPT# DATE VENDOR NAME LINES TOTAL COST LINES TOTAL COST LINE ITEM UNIT SIZE QUANTITY UNIT COST EXTENDED COST QUANTITY UNIT COST EXTENDED COST DESCRIPTION 1020000-0001 09/14/96 MARKET MARKET TOOL & SUPPLY COMPANY 3 45.00 3 35.00 1 EA 1 20.00 1.0000 20.00 20.00 1.0000 20.00 CABLE TYPE J2 2 EA 1 10.00 2.0000 20.00 5.00 2.0000 10.00 CABLE TYPE J34 3 EA 1 5.00 1.0000 5.00 5.00 1.0000 5.00 CABLE TYPE J199 ... UNRECONCILED MATERIAL RECEIPTS SUMMARY 02/13/97 11:35 PAGE 12

UNRECONCILED RECEIVED RECEIVED UNRECONCILED UNRECONCILEDBRANCH NAME RECEIPTS LINES COST LINES COST 1 MAIN STREET BRANCH 167 377 543.73 105 176.42 2 SOUTHWEST 50 81 112.00 21 54.98

----------- ---------- --------- ---------- ------------ 217 458 655.73 126 231.40

The Unreconciled Material Receipts List is printed from the Payables Management Reporting Options menu. If you have the “Material Receipt Reconcile” option enabled in the PAYABLES Company Options, the system will require you to reconcile all receipts whose invoice amounts don’t match the PO amounts. To reconcile a receipt, you must note any discrepancy between the purchase order and the vendor’s invoice. The Unreconciled Material Receipts List is a list of all received purchase orders that have NOT yet been reconciled with the vendor’s invoice.

The report can be printed in either PO or Vendor sequence. The sample report is shown in PO sequence. You can also include or exclude requisitions, depending on how you set the Include Requisitions parameter. For each PO, the report shows the following information:

The PO Receipt#, Date, and Vendor Name.Each Item received.The total number of Line items that were Received, and their Total Cost.The total number of Line items that remain Unreconciled, and their Total Cost.

For each Item on the receipt, the report shows the following information:

The item’s Line number on the receipt and its Description.The Unit and Size of the item.

3 PAYABLES

82


The Quantity of line items that were Received, and the Quantity that remain Unreconciled.The Unit Cost of the line items that were Received, and the Unit Cost of those that remain Unreconciled.The Extended Cost of the line items that were Received, and the Extended Cost of those that remain Unreconciled.

3 PAYABLES

83


1099 FORMS

You can print both Interest and Miscellaneous Income 1099 Forms from the Payables Management Reporting Options menu. All vendors for which a 1099 should be printed must be set up with a Federal ID Number, a 1099 Box (such as Rents, Royalties, etc.), and a 1099 form type (Interest or Miscellaneous). In addition, when you print 1099s the system prompts you for a Minimum Amount. If the interest or miscellaneous income amount is less than this Minimum Amount, the system will not print a 1099 form for this vendor. The Year-to-Date Paid value that appears on this form in the upper right corner reflects the net dollar amount. This value reflects the total actual amount you paid in payables for the current year.

3 PAYABLES

84


DS (DIRECT SHIP) CONFIRMATION REGISTER

DIRECT SHIP CONFIRMATION REGISTER 01/03/97 10:33 PAGE 1

PO# Vendor Ext PO# Cust Order# Cust PO# Ship Date FC DB Freight Amt Misc Amt Phone Amt

Line Item Code Open Qty Confirmed Qty Extended Cost

1031822 3M ACME 1021323 12/11/96 09:12:32 12/11/96 B N 1.00 2.00 3.00

1 WIDGET 621.00 9,000.00 55,205.10

1031824 3M ACME 1021325 12/11/96 10:26:54 12/11/96 B N 10.00 15.00 20.00

1 DESCRIP 0.00 390.00 0.00 2 REF 0.00 100.00 3.00

1031825 787878 ACME 1021326 12/11/96 10:31:38 12/11/96 B N 100.00 100.00 100.00

1 MLW 0.00 3.00 26.34

1031838 3M ACME 1021327 12/12/96 11:56:48 12/12/96 B N 1.00 1.00 1.00

1 DESCRIP 0.00 10.00 0.00 2 REF 0.00 100.00 3.00

.

. SUMMARY

Total Confirmations: 4Total # of Items: 6Total Extended Cost: 55,237.44Total Freight: 112.00Total Misc: 118.00Total Phone: 124.00

The DS (Direct Ship) Confirmation Register, which can be printed from the Management Reporting menu, shows each direct shipment item that has been “confirmed” as shipped through the Prophet 21® System. The Register allows you to track the cost of material that was shipped directly to your customer, and also any other charges, such as freight, phone, and miscellaneous. Each line item on the order is shown individually, so that you can track partial shipments, or cost and price changes.

3 PAYABLES

85


The report can be printed in either PO or Vendor sequence. It shows vendor totals if the report is run in Vendor sequence. After each vendor, it shows Total # of Lines, Total # of Confirmations, and Total Extended, Freight, Phone, and Misc costs. Also, it shows a grand total on a summary page regardless of the report sequence. The sample report is shown in PO sequence. For each PO, the report shows the following information:

The PO#, Vendor Name, Ext PO#, Customer Code, Order#, Cust PO#, and Ship Date.Any Freight, Misc, and Phone charges for the PO.A P for Prepaid, a B for Bill back to customer, a T for Taken, a C for Collect, an X for miscellaneous, or an I for Incoming in the FC (freight code) column.A Y or N in the DB (direct bill) columnEach Item on the order.

For each Item on the order, the report shows the following information:

The item’s Line number on the order.The Open Quantity of line items and the Confirmed Quantity of line items.The Extended Cost of each line item.

86

The Receivables reports are described on the following pages.

4 RECEIVABLES

4 RECEIVABLES

87


CASH COLLECTION CALL REPORT

The Cash Collection Call Report is printed from the Cash Collection menu. It lists all the collection calls made to each customer. The customer's name, phone number , and total amount past due are included so that you can use the report as a collection list. You can print the Cash Call Collection Report for all customers, or for a particular range of customers. You specify the range by customer, customer class and overdue balance. A minimum number of days overdue and last payment date can be specified. You can limit the report to open calls, call backs, or include all calls.

The Cash Collection Call Report provides a summary of each collection call.

Phone# and Contact Name indicate the name and telephone number of the customer contact.Calls reflects the total number of collection calls made to the customer.Open Bal is the total amount owed by the customer.Call Bk indicates when the call was made. Topic indicates the subject of the call. The call may be tied to a particular invoice.Call Notes can take up to as many lines as necessary. Each line can contain up to 60 characters. Prm Date and Prm Amount indicate the amount that has been promised and the date to expect payment.

4 RECEIVABLES

88


AGED RECEIVABLES REPORT

COMPANY: EASTCOAST ELECTRONICS ACCOUNTS RECEIVABLE 10/31/97 11:12 PAGE 1 AGED RECEIVABLES REPORT

CUST REP NAME CRED LIMIT F/S LAST PMT HIGH CRED OPEN ORDERS YTD SALES 1ST SALEINV DATE INVOICE# DESCRIPTION COMM# CURRENT 31 - 60 61 - 90 OVER 90 PAID ORD CUST

GROUP 1 BRANCH 1

FASTTO 143 FASTENER TOOL SUPPLY No L 0 4 09/20/97 1,560.00 753.25 4,140.00 09/19/97 134 VALLEY VIEW DRIVE PO BOX 122B

CHURCHVILLE PA 19167-2717 PHONE: 215-555-1634

10/08/97 1163294-0001 10/08/97 10:31:15 0 143.10 0.00 0.00 0.00 0.00 FASTTO10/11/97 1165659-0001 10/11/97 19:55:20 0 143.10 0.00 0.00 0.00 0.00 FASTTO10/18/97 116765710001 10/18/97 08:51:11 0 150.00 0.00 0.00 0.00 0.00 FASTTO10/22/97 1167868-0001 10/22/97 09:21:42 0 144.16 0.00 0.00 0.00 0.00 FASTTO10/26/97 1169189-0001 10/26/97 14:57:32 0 28.73 0.00 0.00 0.00 0.00 FASTTO10/31/97 1170267-0001 10/31/97 11:04:15 0 144.16 0.00 0.00 0.00 0.00 FASTTO

-------------- -------------- -------------- -------------- -------------- OPEN A/R 753.25 753.25 0.00 0.00 0.00 0.00...

COMPANY: EASTCOAST ELECTRONICS ACCOUNTS RECEIVABLE 10/31/97 11:12 PAGE 9 AGED RECEIVABLES REPORT

BRANCH SUMMARY

GROUP BRANCH OPEN A/R CURRENT 31 - 60 61 - 90 OVER 90

1 1 1,153.00 1,153.00 0.00 0.00 0.00-------------- -------------- -------------- -------------- --------------

TOTALS 1,153.00 1,153.00 0.00 0.00 0.00

NUMBER OF RECEIVABLES 7 0 0 0

The Aged Receivables Report is printed from the Management Reporting menu. It performs the aging of your customer accounts and shows the current balance, the aging period balances, and the total amount due for each customer listed. You define the length of the three aging periods. For example, you can set these to show what amounts are due now, and which are past due 31 to 60 days, 61 to 90 days, and over 90 days.Note: These values (31 to 60 days, 61 to 90 days, etc.) are arbitrary. They are user-specified values entered in the Aging Options Period 1, Period 2, and Period 3 fields.

4 RECEIVABLES

89


The Aged Receivables Report can be printed in customer, sales rep, order customer (the customer on the order), or by Customer Sales Rep (the sales rep in the Customer record) sequence, or can be sequenced by 'rank' (highest balance, highest dollar days, most days overdue). The previous sample report is printed in customer sequence.

When the Foreign Currency optional package is enabled, the currency information prints at the end of each line of customer and invoice detail, regardless of the chosen report sequence:

When the Aged Receivables Report is sequenced by Order Customer, information is displayed differently when compared to the results of the other reporting sequences. By Order Customer, the report displays the AR customer beneath the address. The other sequences include the Order Customer somewhere within the invoice detail line (at the end of, or after the Comment #) depending if Foreign Currency is enabled and the setting of the Disc and Future Aging parameter field. For more information, refer to the following Ord Cust paragraph on page 90.

You can print the report for all customer accounts, or for a particular range of customer accounts. You specify the range by customer, customer class, sales rep, comment number, branch, days overdue, and account balance. The report can be limited to one credit type (NO LIMIT, HOLD, BALANCE, ORDER, or COD), or ALL types can be included.

You specify the page format for the Aged Receivables Report. If you choose a BRIEF format, a short, non-detailed report prints. If you choose a FULL format, details print with a new page for each entry. If you choose a MULTIPLE format, details print with multiple entries per page. If you choose a SUMMARY format, summary information (totals only) prints.

The Aged Receivables Report summarizes the credit information for each customer.

Cred indicates the credit type (NO-L, HOLD, BAL, ORD, COD).F/S is the YTD average fast/slow days (dollar weighted number of days from due date to payment). Last Pmt is the last payment date.High Cred is the YTD high credit amount (maximum open receivables amount for the year).Open Orders reflects the amount of all open orders.

The system displays the foreign currency next to each order amount.

The AR customer has been moved to display under

the address.

4 RECEIVABLES

90


YTD Sales is the total sales amount for the year.1st Sale reflects the first time the customer placed an order. Note: This field is not available when the Foreign Currency optional package is enabled.

In addition, it provides detailed information for each open invoice.

Inv-Date is the actual date on the invoice.Invoice# identifies the invoice.Description reflects the Customer PO. Note: This field has been shortened in systems where the Foreign Currency optional package is enabled and the parameter field of Disc and Future Aging is set to No.Users often use Comment numbers to identify problem invoices, or priority invoices that should not be overlooked. This allows you to restrict the printing of reports to those invoices with a certain Comment number or range of Comment numbers.Paid is the amount applied to the invoice.Account balances are shown for the Current and aging periods. Based on a 30 day aging cycle, these are the amounts due now (under 31 days), and which are past due 31 to 60 days, 61 to 90 days, and over 90 days. A PAST DUE message may optionally appear above the aging periods when run by due date.Ord Cust indicates the customer on the order. Note: When the Disc and Future Aging parameter field is set to Yes, this information is not shown. When the Disc and Future Aging parameter is set to No, and the Foreign Currency optional package is enabled, the Order Customer value appears between the Comment # field and the Current (amount) field.

Future invoiced amounts due and Discount amounts may appear. The printing of discount and future aging information is optional.

You can limit the report by invoice date with the Start and End Invoice Date parameters. The report only displays receivables that fall within the parameters you set in these fields.

Totals print for each customer, sales rep, or order customer (depending upon the selected sequence) included in the report.

A Branch Summary is provided. Current and aging period amount totals print for each branch. The total number of receivables in each aging period is reported.

4 RECEIVABLES

91


CREDIT BALANCE REPORT

COMPANY: EASTCOAST ELECTRONICS ACCOUNTS RECEIVABLE 10/31/97 08:44 PAGE 1 CREDIT BALANCE REPORT

CUST REP NAME CRED LIMIT F/S LAST PMT HIGH CRED OPEN ORDERS YTD SALES 1ST SALEINV DATE INVOICE# DESCRIPTION COMM# CURRENT 31 - 60 61 - 90 OVER 90

GROUP 1 BRANCH 1

WESBAY 177 WESTBAY MARINE NO-L 0 0 10/09/97 1,177.61 0.00 2,603.30 04/27/97 657 ANDREWS WAY DECATUR PA 19167 PHONE: 610-545-6639

10/19/97 1905845-1-0 Overpayment 0 -383.22 0.00 0.00 0.00 -------------- -------------- -------------- --------------

OPEN CREDIT -383.22 -383.22 0.00 0.00 0.00 ...COMPANY: EASTCOAST ELECTRONICS ACCOUNTS RECEIVABLE 10/31/97 08:44 PAGE 5 CREDIT BALANCE REPORT

BRANCH SUMMARY

GROUP BRANCH OPEN CREDIT CURRENT 31 - 60 61 - 90 OVER 90

1 1 -2.945.81 -2,345.81 -600.00 0.00 0.00 -------------- -------------- -------------- -------------- --------------

TOTALS -2,945.81 -2,345.81 -600.00 0.00 0.00

NUMBER OF RECEIVABLES 9 1 0 0

The Credit Balance Report is printed from the Management Reporting menu. It is very similar to the Aged Receivable Report, but shows only customer invoices with credit balances. It shows the current credit balance, the aging period credit balances, and the total open credit amount for each customer listed. You define the length of the three aging periods. For example, you can set these to show the credit amounts in the current period (under 31 days), and for the past 31 to 60 days, 61 to 90 days, and over 90 days.

The Credit Balance Report can be printed in customer, sales rep, or order customer (the customer on the order) sequence. The sample report is printed in customer sequence. You can print the report for all customer accounts, or for a particular range of customer accounts. You specify the range by customer, customer class, sales rep, comment number, and branch. The report can be limited to one credit type (NO LIMIT, HOLD, BALANCE, ORDER, or COD), or ALL types can be included.

You specify the page format for the Credit Balance Report. If you choose a BRIEF format, a short, non-detailed report prints. If you choose a FULL format, details print with a new page for each entry. If you choose a MULTIPLE format, details print with multiple entries per page. If you choose a SUMMARY format, summary information (totals only) prints.

4 RECEIVABLES

92


The Credit Balance Report summarizes the credit information for each customer.

Cred indicates the credit type (NO-L, HOLD, BAL, ORD, COD).F/S is the YTD average fast/slow days (dollar weighted number of days from due date to payment). Last Pmt is the last payment date.High Cred is the YTD high credit amount (maximum open receivables amount for the year).Open Orders reflects the amount of all open orders.YTD Sales is the total sales amount for the year.1st Sale reflects the first time the customer placed an order.

In addition, it provides detailed information for each invoice with a credit balance.

Inv Date is the actual date on the invoice.Invoice# identifies the invoice. Description reflects the Customer PO.Users often use Comment numbers to identify problem invoices, or priority invoices that should not be overlooked. This allows you to restrict the printing of reports to those invoices with a certain Comment number or range of Comment numbers.Credit balances are shown for the Current and aging periods. Based on a 30 day aging cycle, these are the current credit amounts now (under 31 days), and for the past 31 to 60 days, 61 to 90 days, and over 90 days


A Branch Summary is provided. Current and aging period credit amount totals print for each branch. The total number of receivables in each aging period is reported.

4 RECEIVABLES

93


CASH FORECAST REPORT

COMPANY: EASTCOAST ELECTRONICS ACCOUNTS RECEIVABLE 10/31/97 11:27 PAGE 1 CASH FORECAST REPORT

CUST NAME REP OPEN A/R CURRENT 31 - 60 61 - 90 91 - 120 121 - 150 151 - 180 181 - 210 211 - 240 OVER - 240

GROUP 1 BRANCH 1

AAGIND AAG INDUSTRIES 113 5,100 5,100 0 0 0 0 0 0 0 0

----------- ----------- ----------- ----------- ----------- ----------- ----------- ----------- ----------- ----------- TOTALS 5,100 5,100 0 0 0 0 0 0 0 0...COMPANY: EASTCOAST ELECTRONICS ACCOUNTS RECEIVABLE 10/31/97 11:27 PAGE 5 CASH FORECAST REPORT BRANCH SUMMARY

GROUP BRANCH OPEN A/R CURRENT 31 - 60 61 - 90 91 - 120 121 - 150 151 - 180 181 - 210 211 - 240 OVER - 240

1 1 14,632 12,917 243 1,220 252 0 0 0 0 0----------- ----------- ----------- ----------- ----------- ----------- ----------- ----------- ----------- -----------

TOTALS 14,632 12,917 243 1,220 252 0 0 0 0 0

NUMBER OF RECEIVABLES 14 1 5 1 0 0 0 0 0

The Cash Forecast Report forecasts receipts for open receivables by using the customer year-to-date average fast/slow payment days. Forecasts show expected dollar receipts over nine equally spaced time periods. You define the number of days in the forecast periods.

The Cash Forecast Report can be printed in customer or sales rep sequence. The sample report is printed in customer sequence. You can print the report for all receivables, or for a particular range of receivables. You specify the range by customer, sales rep, customer class, comment number, and branch.

You specify the page format for the Cash Forecast Report. If you choose a BRIEF format, a short, non-detailed report prints. If you choose a FULL format, details print with a new page for each entry. If you choose a MULTIPLE format, details print with multiple entries per page. If you choose a SUMMARY format, summary information (totals only) prints.

The Cash Forecast Report shows the expected receipts (broken down by forecast period) for each open receivable.

Open A/R is the total amount owed by the customer.

4 RECEIVABLES

94


Expected amounts are shown for the Current and forecast periods. Based on a 30 day forecast cycle, these are the current expected amounts (under 31 days), and for the next 31 to 60 days, 61 to 90 days, 91 to 120 days, 121 to 150 days, 151 to 180 days, 181 to 210 days, 211 to 240 days, and over 241 days.


4 RECEIVABLES

95


UNALLOCATED PAYMENTS REPORT

COMPANY: EASTCOAST ELECTRONICS ACCOUNTS RECEIVABLE 10/31/97 12:28 PAGE 1

UNALLOCATED PAYMENTS REPORT

CUST NAME JRNL DATE TYPE CHECK# BATCH PAYMENT UNALLOCATED

GROUP 1 BRANCH 1

HUSSUP HUSTON ELECTRIC SUPPLY 10/10/97 CA JEM 10.00 10.00 HUSSUP HUSTON ELECTRIC SUPPLY 10/11/97 CA JEM 6.00 6.00 HUSSUP HUSTON ELECTRIC SUPPLY 10/14/97 CK 1512 JEM 120.00 100.00 HUSSUP HUSTON ELECTRIC SUPPLY 10/19/97 CK 1535 JEM 60.00 50.00

-------------- -------------- TOTAL FOR HUSSUP 196.00 166.00 ...COMPANY: EASTCOAST ELECTRONICS ACCOUNTS RECEIVABLE

10/31/97 12:28 PAGE 3 UNALLOCATED PAYMENTS REPORT BRANCH SUMMARY

GROUP BRANCH PAYMENT UNALLOCATED

1 1 5,268.00 1,274.47 -------------- --------------

TOTALS 5,268.00 1,274.47

The Unallocated Payments Report is printed from the Management Reporting menu. It lists all customer payments that have not been fully allocated.

The Unallocated Payments Report can be printed in customer or journal date sequence. The sample report is printed in customer sequence. You can print the report for all unallocated payments, or for a particular range of unallocated payments. You specify the range by customer, batch ID, journal date, and branch.

You specify the page format for the Unallocated Payments Report. If you choose a BRIEF format, a short, non-detailed report prints. If you choose a FULL format, details print with a new page for each entry. If you choose a MULTIPLE format, details print with multiple entries per page. If you choose a SUMMARY format, summary information (totals only) prints.

4 RECEIVABLES

96


The Unallocated Payments Report provides detailed information for each unallocated payment.

Jrnl Date (entered during payment entry) is typically the date that appears on the check, credit card slip, etc..Type indicates the type of payment: CK(Check), CA (Cash), CC (Credit Card), CM (Credit Memo), DM (Debit Memo), AD (Adjustment), or WT (Wire Transfer). Check # only applies when the payment type is CK (Check). Batch numbers are used to identify groups of payments. This allows you to restrict the printing of reports to those payments with a certain Batch number or range of Batch numbers.Payment is the actual payment amount.Unallocated is the portion of the payment that has not yet been allocated.

Totals print for each customer or journal date (depending upon the selected sequence) included in the report.

A Branch Summary is provided. Payment and unallocated amount totals print for each branch.

4 RECEIVABLES

97


UNEARNED DISCOUNTS REPORT

COMPANY: EASTCOAST ELECTRONICS ACCOUNTS RECEIVABLE 10/31/97 12:28 PAGE 1 UNEARNED DISCOUNT REPORT

CUST NAME REP NAME INVOICE# INV DATE TYPE CHECK# PMT DATE DISC DATE OVERDUE PMT AMOUNT DISC TAKEN DISC AVAIL UNEARNED

GROUP 1 BRANCH 1

AAGIND AAG INDUSTRIES 143 RALPH WRIGHTSTONE 1070200-0001 10/01/97 CC 10/18/97 10/11/97 7 140.00 2.80 0.00 2.80

-------------- ------------- ------------- ------------- TOTAL FOR AAGIND 140.00 2.80 0.00 2.80

.

.

.COMPANY: EASTCOAST ELECTRONICS ACCOUNTS RECEIVABLE 10/31/97 12:28 PAGE 3 UNEARNED DISCOUNT REPORT BRANCH SUMMARY

GROUP BRANCH PMT TOTAL DISC TAKEN DISC AVAIL UNEARNED DISC

1 1 590.00 52.98 4.86 48.12 ------------- ------------- ------------- -------------

TOTALS 590.00 52.98 4.86 48.12

The Unearned Discounts Report is printed from the Management Reporting menu. It lists all allocations to invoices with an unearned discount. An unearned discount is a discount that is taken after the discount date or a discount that is more than the available discount.

The Unearned Discounts Report can be printed in customer or payment entry date sequence. The sample report is printed in customer sequence. You can print the report for all unearned discounts, or for a particular range of unearned discounts. You specify the range by customer, payment entry date, branch, days overdue, and unearned discount amounts.

You specify the page format for the Unearned Discounts Report. If you choose a BRIEF format, a short, non-detailed report prints. If you choose a FULL format, details print with a new page for each entry. If you choose a MULTIPLE format, details print with multiple entries per page. If you choose a SUMMARY format, summary information (totals only) prints.

The Unearned Discounts Report provides detailed information for each unearned discount.

Invoice # identifies the invoice.Inv Date is the actual date on the invoice.

4 RECEIVABLES

98


Type indicates the type of payment: CK(Check), CA (Cash), CC (Credit Card), CM (Credit Memo), DM (Debit Memo), AD (Adjustment), or WT (Wire Transfer). Check # only applies when the payment type is CK (Check). Pmt Date is the payment entry date.Disc Date is the date by which the invoice must be paid in order to qualify for a cash discount.Disc Taken is the amount the customer deducted for prompt payment.Disc Avail is the available discount amount.Unearned indicates the unearned discount amount. An unearned discount is a discount that is taken after the discount date or a discount that is more than the available discount.

Totals print for each customer or payment entry date (depending upon the selected sequence) included in the report. -

A Branch Summary is provided. Payment, discount taken, discount available, and unearned discount totals print for each branch.

4 RECEIVABLES

99


PAYMENT PLAN REGISTER


PAYMENT PLAN INVOICE REGISTER 01/01/01 - 12/31/97

CUST NAME ORIG INVOICE# GEN DATE INV DATE DUE DATE DISC DATE ORIG INV ORIG DISC BATCH

GEN INVOICE# DUE DATE DISC DATE GEN INV GEN DISC

GROUP 1 BRANCH 1

SEACO SEA CORPORATION 1135654-0000 12/05/97 12/05/97 01/05/98 12/15/97 2,438.00 48.76 12/05/97

1135654-0001-01 02/01/98 01/23/98 203.17 0.00

1135654-0001-02 03/01/98 02/23/98 203.17 0.00

1135654-0001-03 04/01/98 03/23/98 203.17 0.00

1135654-0001-04 05/01/98 04/23/98 203.17 0.00

1135654-0001-05 06/01/98 05/23/98 203.17 0.00

1135654-0001-06 07/01/98 06/23/98 203.17 0.00

1135654-0001-07 08/01/98 07/23/98 203.17 0.00

1135654-0001-08 09/01/98 08/23/98 203.17 0.00

1135654-0001-09 10/01/98 09/23/98 203.17 0.00

1135654-0001-10 11/01/98 10/23/98 203.17 0.00

1135654-0001-11 12/01/98 11/23/98 203.17 48.76

1135654-0001-12 03/24/98 12/23/98 203.40 0.00

4 RECEIVABLES

100


The Payment Plan Register is printed from the Management Reporting menu. It provides a complete record of your payment plan activity. Entries are made whenever payment plan invoices are generated.

The Payment Plan Register can be printed in customer, source invoice number (original invoice), or generation date sequence. The sample report is printed in customer sequence. You can print the report for all payment plan invoices, or for a particular range of payment plan invoices. You specify the range by customer, invoice number, generation date, batch ID, and branch. You can limit the report to current data, historical data, or include both.

The Payment Plan Register summarizes the terms of the original invoice.

Orig. Invoice# identifies the original invoice.Gen Date is the payment plan generation date.Inv Date is the actual date on the original invoice.Due-Date is the date by which the invoice must be paid. Disc-Date is the date by which the invoice must be paid in order to qualify for a cash discount.Orig Inv Amt is the invoiced amount of the original invoice.Orig Disc Amt is discount amount of the original invoice. Batch numbers are used to identify groups of invoices. This allows you to restrict the printing of reports to those invoices with a certain Batch number or range of Batch numbers.

In addition, it provides detailed information for each generated payment plan invoice

Gen Invoice # identifies the payment plan invoice. Generated payment plan invoices have the format 99999999-9999-999, where the first eight digits indicate the original invoice number, the next four digits hold the shipment number, and the last three digits hold the payment plan number. Due-Date is the date by which the invoice must be paid. Disc-Date is the date by which the invoice must be paid in order to qualify for an cash discount.Gen Inv Amt is the invoiced amount due. This is the original invoice amount divided into equal amounts (based on the number of payments).Gen Disc Amt is the amount that you can take as a cash discount if you pay the invoice by the Disc Date. The original discount amount may be divided into equal amounts and taken on each invoice or the full discount amount may be taken on the last invoice only (based on the terms of the payment plan).

4 RECEIVABLES

101


CASH RECEIPTS JOURNAL

COMPANY: EASTCOAST ELECTRONICS ACCOUNTS RECEIVABLE 11/28/97 11:50 PAGE 1 CASH RECEIPTS JOURNAL 01/01/01 - 11/28/97

CUST NAME JRNL DATE GROSS PMT NET PMT TP CHECK# CASH ACCOUNT BATCH INVOICE# INV DATE GROSS PAID NET ORIGINAL A/R WRITE-OFF ACCOUNT CD

GROUP 1 BRANCH 1

FASTTO FASTENER TOOL SUPPLY 11/28/94 753.25 753.25 CK 151 00-11-111-108 11/28/97 1163294-0001 10/08/97 143.10 143.10 143.10 1165659-0001 10/11/97 143.10 143.10 143.10 1166571-0001 10/18/97 150.00 150.00 150.00 1167868-0001 10/22/97 144.16 144.16 144.16 1169189-0001 10/26/97 28.73 28.73 28.73 1170267-0001 10/31/97 144.16 144.16 144.16

-------------- -------------- -------------- TOTAL FOR FASTTO 753.25 753.25 0.00...

COMPANY: EASTCOAST ELECTRONICS ACCOUNTS RECEIVABLE 11/28/97 11:50 PAGE 4 CASH RECEIPTS JOURNAL 01/01/01 - 11/28/97 BRANCH SUMMARY

GROUP BRANCH TOTAL PAYMENT

1 1 5,751.00-----------------

TOTALS 5,751.00

.

.

.

4 RECEIVABLES

102


COMPANY: EASTCOAST ELECTRONICS ACCOUNTS RECEIVABLE 11/28/97 11:50 PAGE 5 CASH RECEIPTS JOURNAL 01/01/01 - 11/28/97 PAYMENTS SUMMARY

GROSS ACCOUNTS RECEIVABLE 5,968.21

TOTAL NUMBER OF PAYMENTS 15

ACCOUNT# NAME AMOUNT

00-11-111-101 CASH - COMMONWEALTH MONEY MARKET 5,551.70 00-11-111-108 CASH - NATIONAL WESTMINSTER 200.00 00-11-211-101 INVENTORY IN-TRANSIT -150.25 00-11-311-301 ACCOUNTS RECEIVABLE -5,817.96 00-13-113-210 INCOME - SALES 200.00 00-13-143-104 INCOME - SE DISCOUNT 17.21

--------------- TOTAL 0.00

PAYMENT TYPE COUNT AMOUNT

Check 7 4,044.00 Cash 4 207.00 Credit Card 1 1,000.00 Adjustment 2 200.00 Wire Transfer 1 500.00

--------------- TOTAL 5,951.00

The Cash Receipts Journal is printed from the Management Reporting menu. It provides you with a complete record of all transactions that affect the amount of cash. The most frequent sources of cash receipts are likely to be cash sales and collections from customers on account. You can use this journal to review all the transactions involving the payment of cash or to locate any transaction entry errors that may have been made. If any corrections need to be made, you can use the "Edit/Delete Receivables" option on the Receivables Processing menu.

When the Cash Receipts Journal is committed to history, it creates an autobatch (called CR) to post the cash receipts to the General Ledger. This only occurs if autobatching is enabled for Cash Receipts and Cash Receipts Autobatch Defaults exist.

The Cash Receipts Journal can be printed in customer, journal date, or cash account sequence. The sample journal is printed in customer sequence. You can print the journal for all transactions, or for a particular range of transactions. You specify the range by customer, journal date, G/L account, branch, invoice number, and batch ID. You can limit the report to current data, historical data, or include both.

4 RECEIVABLES

103


The Cash Receipts Journal prints in three sections. The first section shows the details for each customer payment. It summarizes the payment information for each customer.

Jrnl Date (entered during payment entry) is used to determine the period into which G/L posting occurs. Gross Pmt reflects the payment amount plus any discount or write-off amounts.Net Pmt is the actual payment amount.TP indicates the type of payment: CK(Check), CA (Cash), CC (Credit Card), CM (Credit Memo), DM (Debit Memo), AD (Adjustment), or WT (Wire Transfer). Check # only applies when the payment type is CK (Check). Cash Account is the G/L Cash Account to which the payment (usually cash, check, or credit card)will be deposited. Batch numbers are used to identify groups of payments. This allows you to restrict the printing of reports to those payments with a certain Batch number or range of Batch numbers.

In addition, it provides detailed information for each paid (or partially paid) invoice.

Invoice # identifies the invoice.Inv Date is the actual date on the invoice.Gross Paid reflects the amount applied to the invoice plus any discount or write-off amounts.Net is the amount applied to the invoice.Original A/R is the original amount of the invoice.Write-Off indicates the amount designated as a 'write-off' (portion of the invoice deemed uncollectible). It is written off against the G/L Account.

The printing of the Original A/R, the Gross Paid, and the Net information is optional.

Totals print for each customer, journal date, or cash account (depending upon the selected sequence) included in the journal.

The second section contains the Branch Summary. Branch payment totals print for each branch.

The third section contains the Payment Summary. The G/L account distributions (accounts and amounts) are shown by payment type. Payment type and grand totals are provided.

4 RECEIVABLES

104


DEPOSIT JOURNAL

COMPANY: EASTCOAST ELECTRONICS ACCOUNTS RECEIVABLE 11/28/97 16:15 PAGE 1 DEPOSIT JOURNAL 01/01/01 - 11/28/97

CASH ACCOUNT: 00-11-111-108 CASH - NATIONAL WESTMINSTER DEPOSIT DATE: 11/28/97

JRNL DATE CUST NAME BATCH TYPE CHECK# AMOUNT POSTDATED

GROUP 1 BRANCH 1

11/28/97 FASTTO FASTENER TOOL SUPPLY 11/28/97 CK 151 753.25 NO 11/28/97 WESBAY WESBAY MARINE 11/28/97 CC 1,000.00 NO 11/28/97 AAGIND AAG INDUSTRIES 11/28/97 CK 1265 80.00 NO 11/28/97 HUSSUP HUSTON ELECTRIC SUPPLY 11/28/97 CA 200.00 NO

-------------- TOTAL 2,033.25...

COMPANY: EASTCOAST ELECTRONICS ACCOUNTS RECEIVABLE 11/28/97 16:15 PAGE 9 DEPOSIT JOURNAL BRANCH SUMMARY

01/01/01 - 11/28/97

GROUP BRANCH TOTAL

1 1 7,693.44 -----------------

TOTAL 7,693.44

2 2 4,120.00 -----------------

TOTAL 4,120.00 ...

4 RECEIVABLES

105


COMPANY: EASTCOAST ELECTRONICS ACCOUNTS RECEIVABLE 11/28/97 16:15 PAGE 10 DEPOSIT JOURNAL DEPOSIT SUMMARY 01/01/01 - 11/28/97

EASTCOAST ELECTRONICS DEPOSIT DATE: 11/28/97 3900 SOUTH STREET HOMEWOOD PA 19167

00-11-111-108 CASH - NATIONAL WESTMINISTER TOTAL CASH: 4,403.18

CHECK# ABA# AMOUNT

151 55-73/312 753.25 1265 80.00

--------------

TOTAL CHECKS: 833.25

CREDIT CARD# CARD TYPE HOLDER NAME EXPIRATION AUTHORIZATION AMOUNT

14356555453158 VISA JOSEPH MORRISON 05/15/97 24534246-1253 1,000.00--------------

TOTAL CREDIT CARDS: 1,000.00 ==============

TOTAL DEPOSITS: 6,236.43

The Deposit Journal is printed from the Management Reporting menu. It provides you with a complete record of all deposit (usually cash, check, or credit card) payments. You can use this journal to the payments you entered for specific customers or to locate any transaction entry errors that may have been made. If any corrections need to be made, you can use the "Edit/Delete Payments" option on the Payment Processing menu.

The Deposit Journal can be printed in entry date or customer sequence. The sample journal is printed in entry date sequence. You can print the journal for all payments, or for a particular range of payments. You specify the range by customer, cash account, branch, journaldate, and batch ID. You can limit the report to current data, historical data, or include both.

The Deposit Journal prints in three sections. The first section shows the details for each payment.

Cash Account is the G/L Cash Account to which the deposit (usually cash, check, or credit card) payment will be deposited. Deposit Date reflects the date of the deposit.Jrnl Date (entered during payment entry) is typically the date that appears on the check, credit card slip, etc..Batch numbers are used to identify groups of payments. This allows you to restrict the printing of reports to those payments with a certain Batch number or range of Batch numbers.Type indicates the type of payment: CK(Check), CA (Cash), or CC (Credit Card).Check # only applies when the payment type is CK (Check). Amount is the amount of the deposit.

4 RECEIVABLES

106


Totals print for each entry date or customer (depending upon the selected sequence) included in the journal.

The second section contains the Branch Summary. Branch payment totals print for each branch.

The third section contains the Deposit Summary that serves as a bank deposit slip. Cash, checks, and credit card payments print separately.

4 RECEIVABLES

107


MANUAL RECEIVABLES JOURNAL

ACCOUNTS RECEIVABLE 12/31/97 12:59 PAGE 1 MANUAL RECEIVABLES JOURNAL 01/01/01 - 12/31/97

CUST NAME INVOICE# INV DATE DESC COMM# POST? REP TKR REP COMM TKR COMM

BATCH AMOUNT ACCOUNT

GROUP 1 BRANCH 1

KELELE KELLY ELECTRIC SUPPLY CO. 1811857-0000 12/09/97 30 YES 117 0 0.00 0.00

12/09/97 GROSS: 152.64 00-11-311-301 ACCOUNTS RECEIVABLE SALES: 144.00 00-13-123-101 INCOME - SALES STATE TAX: 8.64 00-12-312-391 STATE CORPORATE TAX PAYABLE...

4 RECEIVABLES

108


ACCOUNTS RECEIVABLE 12/31/97 12:59 PAGE 4 MANUAL RECEIVABLES JOURNAL

01/01/01 - 12/31/97 BRANCH SUMMARY

POSTING AMOUNTS

GRP BR GROSS SALES STATE TAX OTHER TAX OUT FREIGHT IN FREIGHT PHONE MISC PREPAID

1 1 22,922.94 22,742.94 64.00 8.00 49.00 18.00 9.00 32.00 0.00

----------- ----------- ------------ ------------ ------------- ------------- ---------- -------- ---------

TOTAL 22,922.94 22,742.94 64.00 8.00 49.00 18.00 9.00 32.00 0.00

AMOUNT ACCOUNT -7,237.21 00-11-111-104 CASH - PNB CASH RESERVE

-22,922.94 00-11-311-301 ACCOUNTS RECEIVABLE -64.00 00-12-312-391 STATE CORPORATE TAX PAYABLE

-15,505.73 00-13-123-101 INCOME - SALES -49.00 00-15-125-122 FREIGHT OUT -9.00 00-15-211-001 TELEPHONE - SALESt -8.00 00-15-715-710 PA JOB CREATION TAX CREDIT

-32.00 00-15-715-735 MISCELLANEOUS EXPENSE-18.00 00-15-795-750 FREIGHT (INCOMING)

-------------- TOTAL 0.00

The Manual Receivables Journal is printed from the Management Reporting menu. It provides you with a complete record of all your manually entered receivables. You can use this journal to review all the manual receivables transactions or to locate any transaction entry errors that may have been made. If any corrections need to be made, you can use the "Edit/Delete Receivables" option on the Receivables Processing menu.

When the Manual Receivables Journal is committed to history, it creates an autobatch (called INV) to post the manually entered receivables to the General Ledger. This only occurs if autobatching is enabled for A/R Revenue and A/R Revenue Autobatch Defaults exist

The Manual Receivables Journal can be printed in customer, source invoice number (old invoice), or invoice date sequence. The sample journal is printed in customer sequence. You can print the journal for all manual receivables, or for a particular range of manual

4 RECEIVABLES

109


receivables. You specify the range by customer, comment number, batch ID, branch, invoice number, and invoice date. You can limit the report to current data, historical data, or include both.

You specify the page format for the Manual receivables Journal. If you choose a BRIEF format, a short, non-detailed report prints. If you choose a FULL format, details print with a new page for each entry. If you choose a MULTIPLE format, details print with multiple entries per page. If you choose a SUMMARY format, summary information (totals only) prints.

The Manual Receivables Journal shows the details for each manually entered receivable.

Inv Date is the date that appears on the old invoice. Typically, the Description may reflect the customer's purchase order number, or the original invoice number.Users often use Comment numbers to identify old invoices. This allows you to restrict the printing of reports to those invoices with a certain Comment number or range of Comment numbers.A YES or NO in the Post column indicates whether the receivable should be posted to the General Ledger.Sales Rep is the order salesman. Taker is the order taker.Rep Comm and Taker Comm indicate the salesman and order taker commissions due for the invoice.Batch numbers are used to identify groups of invoices. This allows you to restrict the printing of reports to those invoices with a certain Batch number or range of Batch numbers.Gross reflects the open A/R amount, or the portion of the original invoice amount that has not been paid.The G/L account distributions (accounts and amounts) are shown separately for Sales, State Tax, Other Tax, Out Freight, In Freight, Phone, and Misc.

Totals print for each customer, source invoice number, or invoice date (depending upon the selected sequence) included in the journal.

A Branch Summary is provided. Posting amount totals print for each branch. Gross, Sales, State Tax, Other Tax, Out Freight, In Freight, Phone, and Misc. amounts appear separately. The G/L account distributions (accounts and amounts) are included.

4 RECEIVABLES

110


SALES COMMISSION JOURNAL


SALES COMMISSION JOURNAL 01/01/01 - 12/31/97

CUST NAME JRNL DATE INVOICE# INV DATE REP NAME SALES AMOUNT REP

COMM

GROUP 1 BRANCH 1

WESBAY WESBAY MARINE 12/02/97 1000166-0001 11/28/97 177 PHIL JOHNSTONE 100.00

6.00 12/08/97 1000176-0001 11/30/97 177 PHIL JOHNSTONE 75.00

4.50 12/08/97 1000187-0001 11/30/97 177 PHIL JOHNSTONE 110.00

19.50 01/31/97 1000267-0001 12/12/97 177 PHIL JOHNSTONE 250.00

30.00 -------------- ----------

---- TOTAL FOR WESBAY 535.00

60.00 ...


SALES COMMISSION JOURNAL BRANCH SUMMARY

01/01/01 - 12/31/97

GROUP BRANCH SALES AMOUNT REP COMMISSION 1 1 9,908.78 286.39

-------------- -------------- TOTAL 9,908.78 286.39

4 RECEIVABLES

111


The Sales Commission Journal is printed from the Management Reporting menu. It shows salesman and order taker commissions due on paid invoices and is updated at the time of payment (i.e., through FRONT-COUNTER or POS-ENT, or when applying an open credit to an invoice in RECEIVABLES). Commissions on partially paid invoices may be included (optional).

The Sales Commission Journal can be printed in customer, sales rep, or journal date sequence. The sample journal is printed in customer sequence. You can print the journal for all commissions, or for a particular range of commissions. You specify the range by customer, sales rep, journal date, and branch. You can limit the report to current data, historical data, or include both.

You specify the page format for the Sales Commission Journal. If you choose a BRIEF format, a short, non-detailed report prints. If you choose a FULL format, details print with a new page for each entry. If you choose a MULTIPLE format, details print with multiple entries per page. If you choose a SUMMARY format, summary information (totals only) prints.

The Salesman Commission Journal provides the details for each paid invoice.

Jrnl Date (entered during payment entry) is typically the date that appears on the check, credit card slip, etc..Invoice # indicates the invoice.Inv Date is the date that appears on the invoice. Rep and Name indicate the salesman or order taker. Sales Amount is the invoiced sales amount.Rep Comm indicates the salesman commission due for the invoice. Negative commission values may appear. Negative commissions can occur in instances of no-charge invoices and customer returns, or when a sale's price is less than its cost. The salesman commission structure must be based on PROFIT $ or % in order for negative commissions to be calculated.

Totals print for each customer, sales rep, or journal date (depending upon the selected sequence) included in the journal.

A Branch Summary is provided. Sales and commission amount totals print for each branch.

4 RECEIVABLES

112


SERVICE CHARGE JOURNAL


SERVICE CHARGE JOURNAL 01/01/01 - 12/31/97

CUST BILL-TO-NAME SC INVOICE# SC DATE COMMENT SC % AMOUNT OVERDUE SC AMOUNT

GROUP 1 BRANCH 1

AAGIND AAG INDUSTRIES 1700878-0000 12/12/97 0 2.00 1,813.00 36.26

ADAMS ADAMS SUPPLY HOUSE 1700879-0000 12/12/97 0 2.00 6,200.00 124.00

FASTTO FASTENER TOOL SUPPLY 1700881-0000 12/12/97 0 2.00 151.00 3.02

GILPLU GILBERT PLUMBING SUPPLY 1700882-0000 12/12/97 0 2.00 7,139.91 142.80

HUSSUP HUSTON ELECTRIC SUPPLY 1700335-0000 11/25/97 0 2.00 835.40 16.71

KELELE KELLY ELECTRIC SUPPLY CO 1700880-0000 12/12/97 0 2.00 180.00 3.60

1700348-0000 11/26/97 0 2.00 18.23 0.36

1700364-0000 11/26/97 0 2.00 41.60 0.83

1700469-0000 12/08/97 0 2.00 70.00 1.40

.

.

.

4 RECEIVABLES

113



SERVICE CHARGE JOURNAL BRANCH SUMMARY 01/01/01 - 12/31/97

GROUP BRANCH SERVICE CHARGE AMT

1 1 4,507.52 ---------

TOTAL 4,507.52 2 2 3,483.50

--------- TOTAL 3,483.50

ACCOUNT SUMMARY

AMOUNT ACCOUNT NAME

7,991.02 00-11-311-301 ACCOUNTS RECEIVABLE -7,991.02 00-11-311-315 SERVICE CHARGE

-------------- TOTAL 0.00

The Service Charge Journal is printed from the Management Reporting menu. It lists all the service charge invoices that have been generated.

When the Service Charge Journal is committed to history, it creates an autobatch (called SVC) to post the salesman commissions to the General Ledger. This only occurs if autobatching is enabled for Service Charges and Service Charge Autobatch Defaults exist.

The Service Charge Journal can be printed in customer or zip code sequence. The sample journal is printed in customer sequence. You can print the journal for all service charges that have been generated, or for a particular range of service charges. You specify the range by customer, zip code, branch, comment number, invoice date, days overdue, and account balance. You can limit the report to current data, historical data, or include both.

The Service Charge Journal provides the details for each generated service charge.

SC Invoice # identifies the service charge invoice. The 7 is used to indicate a service charge.SC Date indicates when the service charge invoice was generated.

4 RECEIVABLES

114


Users often use Comment numbers to identify service charge invoices. This allows you to restrict the printing of reports to those invoices with a certain Comment number or range of Comment numbers.Amount Overdue is the overdue amount.SC Amount indicates the calculated service charge.

Totals print for each customer or zip code (depending upon the selected sequence) included in the journal.

A Branch Summary is provided. Service charge amount totals print for each branch. The G/L account distributions (accounts and amounts) are included.

4 RECEIVABLES

115


RECEIVABLES OPEN DETAIL REPORT

COMPANY: EASTCOAST ELECTRONICS ACCOUNTS RECEIVABLE 10/31/97 11:12 PAGE 1 OPEN RECEIVABLES REPORT

CUST REP NAME CRED LIMIT F/S LAST PMT HIGH CRED OPEN ORDERS YTD SALES 1ST SALEINV DATE INVOICE# DESCRIPTION COMM# CURRENT 31 - 60 61 - 90 OVER 90 PAID ORD CUST

GROUP 1 BRANCH 1

KELELE 117 KELLY ELECTRIC SUPPLY CO No L 0 3 09/11/94 1,560.00 931.25 4,140.00 10/19/97 123 MAIN STREET PO BOX 5221 CHAMBERSTOWN PA 19136-3217 PHONE: 610-665-7214

O3/31/97 1035036-0001 03/26/94 10:31:15 0 30.80 0.00 0.00 0.00 30.80 KELELE04/11/97 1038659-0001 04/11/94 19:55:20 0 6.00 0.00 0.00 0.00 6.00 KELELE05/18/97 112760710001 05/18/94 08:51:11 0 12.00 0.00 0.00 0.00 12.00 KELELE

-------------- -------------- -------------- -------------- -------------- OPEN A/R 48.80 48.80 0.00 0.00 0.00 48.80...

COMPANY: EASTCOAST ELECTRONICS ACCOUNTS RECEIVABLE 10/31/97 11:12 PAGE 9 OPEN RECEIVABLES REPORT BRANCH SUMMARY

GROUP BRANCH OPEN A/R CURRENT 31 - 60 61 - 90 OVER 90 PAID

1 1 1,153.00 1,153.00 0.00 0.00 0.00 0.00-------------- -------------- -------------- -------------- -------------- ---------------

TOTALS 1,153.00 1,153.00 0.00 0.00 0.00 0.00

The Receivables Open Detail Report is printed from Management Reporting menu. It is similar to the Aged Receivable Report, but shows you the aging of your customer accounts at a particular point in time. This allows you to see your customers' current balance, aging period balances, and total amount due as of a certain date.

The Receivables Open Detail Report prints in customer sequence. You can print the journal for customers, or for a particular range of customers. You specify the range by customer and invoice number. You can specify a cut-off date for including receivables on the report.

You specify the page format for the Receivables Open Detail Report. If you choose a BRIEF format, a short, non-detailed report prints. If you choose a FULL format, details print with a new page for each entry. If you choose a MULTIPLE format, details print with multiple entries per page. If you choose a SUMMARY format, summary information (totals only) prints.

The Open Receivables Report summarizes the credit information for each customer.

4 RECEIVABLES

116


Cred indicates the credit type (NO-L, HOLD, BAL, ORD, COD).F/S is the YTD average fast/slow days (dollar weighted number of days from due date to payment). Last Pmt is the last payment date.High Cred is the YTD high credit amount (maximum open receivables amount for the year).Open Orders reflects the amount of all open orders.YTD Sales is the total sales amount for the year.1st Sale reflects the first time the customer placed an order.

In addition, it provides detailed information for each receivable. Keep in mind that the information shown is relative to the cut-off date(specified in the report parameters).

Inv-Date is the actual date on the invoice.Invoice# identifies the invoice.Description reflects the Customer PO.Users often use Comment numbers to identify problem invoices, or priority invoices that should not be overlooked. This allows you to restrict the printing of reports to those invoices with a certain Comment number or range of Comment numbers.Paid is the amount applied to the invoice.Account balances are shown for the Current and aging periods. Based on a 30 day aging cycle, these are the amounts due now (under 31 days), and which are past due 31 to 60 days, 61 to 90 days, and over 90 daysOrd Cust indicates the customer on the order.

Totals print for each customer included in the report.

A Branch Summary is provided. Current and aging period amount totals print for each branch. The total number of receivables in each aging period is reported.

4 RECEIVABLES

117


DELINQUENCY NOTICES

Delinquency notice as of 12/31/97

CUST: WESBAY WESBAY MARINE 717-465-7144 4425 BRUNSWIKE PIKE PO BOX 30 OCEANSIDE PA 19137

INV-DATE INVOICE # PO OR DESC AMOUNT

07/22/97 1034000-0001 07/22/97 15:48:24 2.00 07/12/97 1034112-0001 07/12/97 09:21:56 954.00 09/02/97 1034227-0001 09/02/97 15:03:28 50.00 09/04/97 1034334-0001 09/04/97 15:42:19 94.77 09/14/97 1034455-0001 09/14/97 12:26:11 549.00 09/23/97 1034556-0001 09/23/97 12:39:23 114.00 09/24/97 1035587-0000 09/24/97 10:48:38 508.00 09/30/97 1035997-0000 09/30/97 11:46:30 331.00 10/14/97 1036187-0000 10/14/97 09:21:56 606.00 10/24/97 1036217-0000 10/24/97 08:89:02 780.00 10/28/97 1036367-0000 10/28/97 12:09:13 504.00 11/04/97 1036558-0000 11/04/97 14:07:50 479.00 11/14/97 1036611-0000 11/14/97 10:26:00 80.50

---------------- PLEASE MAIL YOUR CHECK IN THE AMOUNT OF 5,052.27

PLEASE REMIT PAYMENT AS SOON AS POSSIBLE AND LOOK FOR OUR WINTER SPECIALS!

Delinquency notices are printed from the Statements menu. Delinquency notices can be sent to remind customers when their accounts are past due. There is no pre-printed form for delinquency notices. Notices are typically printed on 8 1/2" paper.

Delinquency notices print in sales rep or customer sequence. The sample notice is printed in customer sequence. You can print notices for all customers with overdue accounts, or for a particular range of customers. You specify the range by customer, sales rep, customer class, branch, comment number, days overdue, and account balance

4 RECEIVABLES

118


Delinquency notices provide detailed information for each overdue receivable.

Inv-Date is the actual date on the invoice.Invoice# identifies the invoice.PO or Desc reflects the Customer PO.Amount is the overdue amount.

119

SERVICE CHARGE INVOICE

4 RECEIVABLES

120


STATEMENTS

BALANCE FORWARD

4 RECEIVABLES

121


OPEN ITEM

4 RECEIVABLES

122


OPEN ITEM WITH FUTURES

Documents

Accounting Reports and Journals - Epicor · 7 The Accounting Reports & Journals manual provides you with reference information about all of the forms and reports that can be printed