Accounts Payable - Web viewDuring the Review PO History process, if you have set the Branch Control to ... the word “HOLD” in the Due ... and Accounts Payable G/L accounts

Table of Contents – Accounts Payable

Accounts Payable

Introduction 174

Vendor Maintenance 174Field Descriptions for Vendor Information screen 176Steps for Adding a New Vendor 180

Vendor Status Inquiry 181Field Descriptions for Vendor Status Inquiry screen 182

Open Item Maintenance – Introduction 183

Open Item Maintenance – Graphical Version 183Initial Setup for B2B Subscribers 195

Hold/Release Open Items 204

Payment Selection 205

Check History 208

Check History – PO Version 210

Hand Check/Void Check Processing 210

Bank Reconciliation 212

Bank Reconciliation (Graphical) 212

A/P Recurring Items 230

Delete “*” Vendors With No Activity 232

A/P End of Month Processing 232

Continued…

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Table of Contents – Accounts Payable continued…

Vendor Type Maintenance 233

Accounts Payable Reports

Introduction 235

Vendor Listing 235

Vendor Reference List 236

Vendor Mailing Labels 236

Open Items Adjustment Register 236

Open Item Aging Report 237

Open Invoice Listing 238

Open Invoice Listing (As Of) 239

Open Invoice Listing – BY PERIOD 239

Invoice History Listing 240

Items Selected For Payment Listing 240

Vendor History by G/L Account 240

Inventory Cost Change Report 241

Open Item Audit Report 241

A/P Reports Menu 2 of 2

Print Checks 242

Print Checks – 3up Laser Version 243

Print Checks – MICR Version 243

MICR Account Maintenance 243

Print Electronic Payment Report 244

Check Register 244

Check Register History 245

Print A/P Form 1099 245

Outstanding Check Listing 247

Print Cash Requirements Report 248

RollMaster System Documentation – Accounts Payable – 6/1/2012

Accounts Payable

Introduction:In the Accounts Payable (A/P) menu, you will find all modules relating to the management of vendor accounts, outstanding payables, check processing, and A/P reports, etc. In the RollMaster System, payables should be entered in the system as soon as invoices are received from vendors. When an invoice is entered, it can be verified against the system purchase order to catch any costing errors and job costs are automatically updated at the same time, along with other integrated areas of the system tied to the corrected job such as commissions, sales analysis, etc. There are also two report menus accessible from the Accounts Payable menu containing useful reports for the accounting and management departments.

Procedure:From the Master Menu click on Accounts Payable or arrow down to that menu option and hit enter. The Accounts Payable menu will appear as follows:

Items 1-14 are modules that can be accessed from this menu—they will be explained in the order they appear in this menu. Item #15 will allow you to switch branches if applicable. Item #16 will bring up an A/P Reports Menu 1 of 2—the A/P Reports will be explained following the Accounts Payable menu item section.

Vendor Maintenance:This is a set-up module that must be completed prior to going “live” on the RollMaster System—thereafter, this module will be used to add new vendors and edit the system vendor database. All vendors with a balance due at the time the RollMaster System is installed must be entered in this module along with all installers who are independent contractors. This is necessary so that your “Beginning Payable Balances” can be entered in the system through the A/P Open Item

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Maintenance module (explained below). When you enter the Vendor Maintenance module, the screen will appear as follows:

[See explanation for (Enter) to Lookup & (F1) Alpha Key Lookup at end of Field Descriptions for Vendor Information Screen section.]

At the Vendor ID field, you will create a new alphanumeric (using letters and/or numbers) vendor code that will be used throughout the RollMaster System to access a vendor’s account. RollMaster strongly discourages using numbers for vendor ID’s as it is much easier to look up vendors in the system alphabetically. When creating a new vendor ID you can use up to eight characters. RollMaster recommends keeping the ID as simple as possible so it will be easy to remember and type in the various A/P modules. For example: for MOHAWK we suggest MOHAWK; for SHAW we suggest SHAW. You do not necessarily need to use eight characters; just type in enough of the vendor name so it is easily recognizable. We do not recommend using symbols or spaces in the ID such as “&”, “ ’ ”, etc., as they can create confusion in the look-up process. The ID’s for your installers who are independent contractors need to be typed in exactly as they appear in the Installer Maintenance module or vice versa. (You should review that section of the manual prior to adding subcontractors in the Vendor Maintenance module.)

To add a new vendor type in a new ID and hit enter. The system will look to see if there is an existing ID to match the one you have entered. If it does not find one it will prompt the following: New Vendor? (Y,N) Y. The system is defaulting to “Y” for yes so hit enter to proceed. The system will then pull up the following Vendor Information screen:

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Field Descriptions for Vendor Information screen:Name- in this field, type in the vendor’s full name. For example: SHAW INDUSTRIES, INC.

Address/City/ST/Zip Code- in these fields, type in the vendor’s physical street address if you would like to record in the system. This information will appear in the Purchase Order Maintenance module.

Telephone 1,2- in the first telephone field, type in the main number for the order desk. In the second telephone field, type in another number if applicable, such as a fax number. The first Telephone number field will appear in the Purchase Order Maintenance module.

Credit Manager/Tele/Fax- these fields can be used to record the name, telephone, and fax number of the credit manager for this vendor if applicable. It is not a required field of entry and can be skipped.

Claims Manager/Tele/Fax- these fields can be used to record the name, telephone, and fax number of the claims manager for this vendor if applicable. It is not a required field of entry and can be skipped.

*** Mailing Address *** Name/Address/City/ST/Zip Code- the information that was entered for the street address above will automatically default in these fields. If the billing name and/or mailing address for the vendor is different from the street address, you need to be sure to enter the mailing address information in these fields. For example, many vendors have a P.O. box address that they want all payments to be sent to, and in some situations, you may pay a Factor instead of the vendor. The Mailing Address information will transfer over to the Vendor Mailing Labels report module.

Factor Contact/Tele/Fax- if you pay a Factor instead of the mill, you can enter the name of a contact person at the Factor, along with that person’s telephone and fax number. It is not a required field of entry and can be skipped.

Sales Contact/Tele/Fax- if you have a salesperson that you regularly deal with at this vendor, you can record that person’s name here along with his or her telephone and fax number. It is not a required field of entry and can be skipped.

Social Security Number- this field is used for independent contractors. If you type in a social security number here, the system will keep track of 1099 information for that vendor. The system will print a Form 1099 through the Print A/P Form 1099 report module located in the A/P Reports Menu 2 of 2.

Vendor Account #- in this field type the vendor’s account number. This field will appear in the Purchase Order Maintenance module.

Use Square Foot Pricing- this field was added in the event square foot pricing applies on roll goods only for certain vendors. If this is the case, type a “Y” in this field; otherwise, enter twice and the system will default to “N” for no.

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Vendor Type- this field is tied to the Vendor Type Maintenance module in the A/P Menu and Vendor Types need to be set up before you can utilize this field. This field and the set up module need only be accessed if you would like to create specific vendor types to segregate your Vendor Listing. This feature was requested by customers who need to provide their insurance companies with a list of vendors broken down by type such as installer, lessor, vendor, etc. Also, there are various A/P modules that will allow you to sort by this Vendor Type field instead of including all vendors when searching for or creating data. The following is a list of those modules: Payment Selection, Vendor Listing, Open Item Aging Report, Open Invoice Listing and (As Of), Invoice History Listing, Vendor History by G/L Account Number and the Cash Requirement Report.

A/P Vendor Only- this field is tied to the Graphical Bank Rec. program and determines whether each Vendor can be paid by Credit Card from that module or whether each Vendor can only be paid by a company check. The default is “Y” for yes which means that only Vendors where you change this field to “N” for no will be able to be paid via the “Credit Card” feature in the Graphical Bank Rec. module.

B2B Vendor- this field will only apply to RollMaster users who have subscribed to the B2B functionality. If this is the case, then for all vendors importing B2B data into your system, you will need to enter to this field and perform a lookup to match up the RollMaster Vendor ID with the B2B Vendor setup. When you enter to this field the system will prompt a lookup of existing B2B Vendors currently importing data and you will need to select the corresponding B2B Vendor with the A/P Vendor. This is necessary to match imported billing records properly.

Payment Terms- you have the option of entering three sets of discount terms along with a Net due date in these fields. In the first field enter the best discount percentage available from this vendor in whole numbers, e.g., “5” for 5%. In the next field, enter the number of days allowed for this discount, e.g., “15” for 15 days. The next field will default to “D” for days. Hit enter to accept or change to “P” for Prox., e.g., 2% 10th next month. Follow the same steps for the next six fields to enter your second and third set of terms for this vendor if applicable. If none apply, simply enter through these fields and leave them blank. In the Net field, enter the normal net days offered by this vendor. The next field will default to “D” for days. Hit enter to accept or change to “P” for Prox. These fields will be used to determine the discounts available and the due date of vendor invoices when they are entered in the system—this information can be easily overridden in the system when an invoice is added and also when an invoice is paid.

Last Year Purchases- if you know the total amount of purchases made from a vendor the previous year, you can type that figure here. Moving forward this field is automatically updated during end-of-year processing.

Year-to-Date Purchases- if you know the total amount of purchases made to date from a vendor during the current year, you can type that figure here. Moving forward this field is automatically updated through the Open Item Maintenance module as invoices are entered in the system and is cleared out during end-of-year processing.

Year-to-Date Discount Taken- if you know the total amount of discounts taken from a vendor during the current year, you can type that figure here. Moving forward this field is automatically updated through the Print Checks modules and is cleared out during end-of-year processing.

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Date Last Ordered- if you know the date you last placed an order from a vendor, enter that date here using eight digits—two for the month, two for the day, four for the year, e.g., 07151999. Moving forward this field is automatically updated through the Purchase Order Maintenance module.

Date Last Invoice- if you know the date of the last invoice for a vendor you can type that date here using eight digits—two for the month, two for the day, four for the year. Moving forward this field is automatically updated through the Open Item Maintenance module.

Date Last Payment- if you know the date of the last payment you made for a vendor you can type that date here using eight digits—two for the month, two for the day, four for the year. Moving forward this field is automatically updated through the Print Checks modules.

Hold Payments- in this field if you need to hold all payments to a vendor for some reason, you can enter a “Y” in this field. The system will then not allow you to select any invoices to pay for this vendor in the Payment Selection module and a “HOLD” status will appear for the vendor on the Open Invoice Listing report.

Samp.Lab.Itm- in this field if this vendor has a private labeled line name or goes by another name, you can type in that information here.

A/P Balance- this field is updated through the Open Item Maintenance module. It will reflect the current balance owed to this vendor. This field is a view-only and cannot be accessed from this screen.

On Order Balance- this field is updated through the Purchase Order Maintenance module. It will reflect the current balance of open P.O.’s to this vendor. This field is a view-only and cannot be accessed from this screen.

Default G/L Acct- this field can be used to set a default General Ledger account number that will automatically pop up in the Open Item Maintenance module when you enter an invoice for this vendor. That default can be overridden in the Open Item Maintenance module if you need to make a change for some reason or if a vendor can affect more than one G/L account depending on what has been purchased. If you need to access this field after a vendor has been entered in the system, with the cursor positioned in the Name field, hit the up arrow key to jump down to this field. When the cursor is positioned in the Default G/L Account field, the system will prompt the following: (F4) Lookup. If you hit the F4 key the system will prompt a list of current G/L Account Numbers and you can page up and down until you find the desired account. Be sure to hit enter on the applicable account number to select and then be sure so save the change.

Default Ship Via- this field allows you to tie an existing Ship Via code to each vendor so that this code will automatically prompt on PO Lines for this vendor. If you do not wish to set a default, simply hit the Esc key when you enter to this field.

Inactive- this field will allow you to “drop” a vendor without losing any history. If this field is set to “Y” for yes the Vendor ID will not appear in any active Accounts Payable Vendor lookup screens but you will still be able to access any historical data.

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Confidential- this field will only appear if it has been enabled for a user in the User Control 5 screen. If enabled, any vendor that is set to “Y” for yes will be considered “Confidential” in the system and any user not allowed to view “confidential” vendors will not be able to view those vendors in the A/P Open Item Maintenance module.

(F1) Delete- this option will permanently delete a vendor from the system. If you have used the vendor ID previously in the system, you should not delete the data record from the system. The only information you cannot change once a vendor has been added in the system is the Vendor ID—the other information can be changed if applicable.

(F5) Notes- this option will allow you to access and enter Vendor specific notes that can be accessed in this screen and also in the Vendor Status Inquiry module. You can add up to 99 pages of Vendor Notes in this feature. Once more than one page of notes has been added via this option, the system will display the most current page first, rather than prompting the original page of notes and then requiring a user to page down to the most recent notes.

The (Enter) To Lookup option (located in the first screen of this module) will be used after vendors have been added in this module. Once vendors have been added, if you hit enter at a blank Vendor ID field, the system will pull up a Vendor Look-Up screen as follows:

Arrow down to the vendor you need and hit enter; the system will pull up the “Vendor Information” screen for that vendor. If you know the first couple of letters of the ID, you can type those in the Vendor ID field first and then hit enter. The system will bring up the following prompt: New Vendor? (Y,N) Y. Type an “N” in this prompt and the system will bring up the Vendor Look-up screen at the first occurrence of those letters—this is a shortcut if you have a long list of vendors.

The other look-up option is the (F1) Alpha Key Lookup. This process will pull up an Enter Alpha Key prompt. The Alpha Key is the complete vendor name that is entered in the Name field in the Vendor Information screen. You can hit enter at a blank Alpha Key prompt to pull up all vendors in a Vendor Alpha Key look-up screen which will appear as follows:

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Arrow down to the vendor you want and hit enter; the system will pull up the “Vendor Information” screen for that vendor.

Steps for Adding a New Vendor:To add a vendor begin by typing in the complete company name, physical street address, and telephone number information in the first seven fields. If applicable, enter the name, telephone and fax number for the Credit Manager and Claims Manager with this vendor. In the Mailing Address fields, be sure to enter the remittance company name and address if different from the street address information above. If you pay a Factor, enter the name, telephone and fax number information of your contact in the Factor Contact fields. In the Sales Contact fields, enter the name and telephone number for that individual.

For any independent contractors, enter their Social Security number in the next field. If you enter a SS# in this field, the system will keep track of all money paid to this individual and will report that information to the Print A/P Form 1099 module. At the end of the year, you can print a Form 1099 for that person. In the Vendor Account # field, enter the account number for the vendor if one is needed for ordering. This number will appear in the Purchase Order Maintenance module. The “Use Sq. Ft. Pricing” field should only be set to “Y” for yes if you use square foot pricing on roll goods only for certain vendors. If you use square foot pricing on roll goods across the board, you should set that default for all vendors in the Company Control module accessible from the System Control Maintenance menu.

In the Payment Terms fields, enter your usual first, second and third (if applicable) terms information with this vendor, e.g., 5% 10 Days, 3% 30 Days, 1% 45 Days, Net 60. This information will default in the Open Item Maintenance module when you enter an invoice in the system for this vendor. The terms information can be overridden in that module as well as in the Payment Selection module when necessary. The next six fields are display only and are updated through various modules in the A/P menu. You do not need to enter history in these fields but you can if you so choose. See the field descriptions above for more information. In the “Hold Payments” field if you have a pending problem with a vendor you can hold all payments in the

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system until that problem is reconciled. Simply type a “Y” in this field to hold payments. If you need to hold a payment only on a particular invoice, see the Hold/Release Open Items module. You will need to come back to this field and change it to an “N” for no to continue making payments to this vendor.

In the Samp.Lab.Itm field, if a vendor has a private label line that you offer, you can record that name of that line here. It can also be used if the vendor has another name it does business under. This is not a required field of entry and can be skipped altogether. In the Default G/L Acct field, type in the General Ledger account number that you would like to default in the Open Item Maintenance field when an invoice for this vendor is added in the system. This is not a required field of entry and can be left blank if you prefer. Also, any account number entered here can be overridden in the Open Item Maintenance module. As soon as you enter through the G/L field, the system will prompt the following: [K]eep, [C]hange, [Esc] Cancel …K. The system is defaulting to “K” for keep, so hit enter to save the information. If you need to make a change to any of the information, type in a “C” at this prompt and the system will place the cursor back at the Name field at the top of the screen. If you made several mistakes and would like to begin again, hit the Esc key at this prompt and the system will clear all information from this screen and place the cursor back at the Vendor ID field. A completed Vendor Information screen will look much like the following:

After you save the new information, the system will place you back at the Vendor ID field. Enter the next ID to add or hit the Esc key to return to the Accounts Payable menu.

Vendor Status Inquiry:This module will allow you to view all the open items on a vendor’s account that have been entered in the Open Item Maintenance module along with the total amount owed to the vendor. It will become a very useful module for the accounting department to quickly view vendor payable information. When you enter this module the screen will appear as follows:

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Type an “R” for Run and hit enter to proceed. The system will prompt you to enter a Vendor Number (Vendor ID). (To get back to the Function prompt, hit enter at a blank Vendor Number field.) If you do not know the exact ID, you can prompt a quick lookup by entering at least the first letter of the ID and hitting enter. The system will prompt a Vendor ID Lookup box for you to select the applicable ID. You can also type an “@” symbol in a blank Vendor ID field to perform an Alpha Key lookup. Once a Vendor ID is selected hit enter and the system will pull that vendor’s account information up on the screen as follows:

Field Descriptions for Vendor Status Inquiry screen:At the top of the screen, the system is displaying the Vendor ID, name, and telephone number information that was entered in the Vendor Maintenance module. The Type (TYP) column displays the open item type such as INV for Invoice, DM for Debit Memo, and CM for Credit Memo. The Open Item Number (O/I NUM) column displays the number of the open item. The term “Open Item” refers to all invoices, debit memos, and credit memos in the system. You will need to know the open item number if you inquire about or delete an open item in the Open Item Maintenance module. The Open Item Date (O/I Date) column displays the date of the open item. The Beginning Balance column displays the beginning amount of the open item when it was first entered in the system. The Current Balance column displays the current amount due, if any, of the open item. The Job Info Ref. Notes column displays information that was entered in the Reference field of the Open Item Maintenance module. In addition, there is an option in the Open Item Maintenance module that will allow you to add Vendor Notes to an open item. If notes have been added, an asterisk will appear in the Job Info Ref. Notes column indicating that notes exist. To

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access notes, hit the (F1) Vendor Notes option at the bottom of the screen. The system will prompt the following:

To add new or view existing notes specific to an Invoice, type in that Invoice number at this prompt. To add new or view existing notes in the Vendor Notes file, leave the Invoice # field blank and hit enter. To exit this screen you will need to type an “E” for End or hit enter at the end of the list of Open Items to get back to the Vendor Number field. Enter a new Vendor ID or hit enter at a blank field to get back to the Function prompt. At the Function prompt, type “E” for End and hit enter to get back to the Accounts Payable menu.

Open Item Maintenance – Introduction:The Open Item Maintenance module is a set-up module that must be completed before going “live” on the RollMaster System. Thereafter, this module will be used to enter all vendor open items (invoices, debit memos, and credit memos) in the system, with the exception of B2B open items, as these will automatically import, as explained below.

Prior to going live on the system, you must enter all of your beginning payables, item by item. As such, the set-up for this module involves entering all existing vendor invoices with a balance due received prior to going “live” on the RollMaster System. Any outstanding credit or debit memos will also need to be entered through this module during this time. Entering each open item puts history in the system so that you can keep track of your old as well as your new A/P balances from the same place.

The Open Item Maintenance module is tied directly to the system General Ledger (G/L). Therefore, any information that is entered through this module will update the General Ledger. (This is not an instant process—after specified daily reports are run, there is a module in the General Ledger Reports menu titled Print Journals/Update General Ledger that needs to be run in order to send information to the General Ledger.) When you enter an open item in this module, the system will automatically send a debit or credit—depending on the item type—to the Accounts Payable G/L account number. You will need to do the opposing entry (see directions below). For all Beginning A/P Balances, you will take the opposing entry to a Prior Purchases account so that you can check the totals and then perform a reversing entry once all beginning items have been entered. Once all Beginning A/P Balances have been entered, print an Open Invoice Listing and compare that report to your old system to make sure all open items were entered properly and the report total matches your A/P Account balance in your old system.

Open Item Maintenance:The following documentation covers the use of the graphical Open Item Maintenance module and additional capabilities. If you are a current RollMaster B2B subscriber, there is additional functionality with some initial setup that will be explained in the section below titled “Initial Setup for B2B Subscribers.”

Non-B2B Invoice Posting:

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The following instructions detail how you will enter a non-B2B Invoice. From the Vendor ID field, you can type the Vendor ID exactly as it appears in the system and then hit enter, or you can type the first couple of letters of the ID and click the down arrow button to start a search by those characters. When you see the Vendor ID you wish to use, you can click on that ID to select. Once a Vendor ID is selected, the system will prompt a Select Option menu as follows:

For the purposes of this section, we will go directly to the Manually Enter Invoice option and the other two options will be explained following this section. When you select that option, the system will prompt an A/P Open Item Final Entry screen as follows:

The cursor will first be positioned at the Posting Period field and will default to the current period. You can type in a different period or hit enter to accept. Using the mouse to click on various fields

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is one way to move around this screen, but you can also hit enter to move sequentially through the screen. At the Invoice Type field, unless you need to enter a “C” for Credit Memo or a “D” for Debit Memo you can enter through to or click on the Invoice Number field. Type in the Invoice Number and hit enter or click on the next field. At the P.O. Number field, the first box will display the current Branch ID. You can access this field to make a Branch ID change, bypass by clicking on the next field or enter through to the next field. If this is a material invoice, you will need to type in a P.O. Number in the field to the right of the Branch ID field. This can be accomplished by typing the number directly or by clicking on the Select P.O. button to perform a lookup. If you perform a lookup, the system will prompt the following Select Branch box as follows:

You can change branches via the drop down arrow if applicable and even select an option to search All Branches and then click on the Search for P.O.s button to continue. A list of system P.O.’s will appear in the A/P Select Purchase Order box as follows:

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To select a P.O. from this screen, click anywhere in the row of the P.O. # that applies. The row will darken and the Select P.O. button at the top right will become available so you can click on it to pull that P.O. into the Open Item screen. You will then need to click the Exit button in the Select Branch box to return to the Open Item screen. The next step is to perform a Review P.O. History function by next clicking the Review P.O. button. The system will prompt the following A/P Review PO History screen as follows:

This screen will prompt all the lines on the PO where material has been “received” into the system. If the Extended Cost and Ext. Freight fields on a line are correct, you will need to click in the App for “Approved” column of that line to toggle the “N” for Not Approved to “Y” for Approved. As each line is approved, the Totals fields will keep a running total of all approved lines. The Note column will indicate whether any P.O. Line notes exist by displaying an “*” and you can click in that column field to display the Notes.

Special Note: this next section of the documentation only applies to customers who sell carpet in the state of California and must track CARE inventory. During the Review PO History process, if you have set the Branch Control to prompt the CARE question, it will pop up as you enter through each carpet PO line item, you will be able to make changes on a case-by-case basis as to whether the inventory needs to be CARE processed, as in the case of retailers who do a mix of business in the state of California and other states. However, in most systems, you will not see the prompt and the CARE flag will automatically default to “Y” for yes in the Review PO History screen. The Flag can be changed to “N” for no by clicking in that field, such as in the case of carpet being shipped out of the state for sale, and is not, therefore, CARE applicable, but this should only happen if the change is applicable under the CARE guidelines.

Returning to regular Open Item processing, if you need to make any cost or freight changes in the A/P Review PO History screen, you will need to click on the line you wish to change in either the PO Ln#, Extended Cost or Ext. Freight fields to either manually type in the corrected amounts, much like an Excel spreadsheet, or you can make changes via the Update Cost/Freight button at

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the bottom left of the screen. When you click this button, the system will prompt an A/P Cost Adjustment Entry box as follows:

From this screen, you can click on the available fields to make changes to the total cost or total freight of the individual PO line. If any changes are made, be sure to click the Update button before you hit the Exit button to return to the previous screen. Once you click the Update button, the line will automatically toggle to “Y” in the Approved column. One additional feature in this screen is the ability to adjust the receipt quantity on a PO Line. This is the same feature that can be accessed in the Purchase Order Receipts Adjustment module located in the Purchase Orders menu. With the cursor positioned on the applicable PO Line, the PO Receipt Adjustment button will be activated. When you click on that button, the system will prompt the following Adjusted Quantity Received box as follows:

Once any appropriate adjustments are made, hit enter to return to the Review PO History screen. Once all applicable PO Lines have been approved for an Invoice, click the Exit button to return to the Open Item Final Entry screen. The cursor will be positioned in the Current Balance field; type the amount to be paid on the Invoice and hit enter. On material invoices where freight has been broken out on the PO Line, the system will default only the material amount that has been approved in the Merchandise Balance field. Any Terms will automatically calculate based on that value as soon as you enter or click onto the first Disc1 field, which means you will only need to enter through the rest of those fields or click on any of those fields if changes need to be made. At this point, the top portion of the screen should appear as follows:

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In the REF field, you can add a reference for this Invoice if applicable. As soon as you reach the Terms fields, provided a Default G/L Account has been set up for the current Vendor ID, the system will default the Merchandise Balance value in the G/L ACCT field as follows:

The cursor will be positioned at the G/L Amount field. If the default information is correct, click Add to continue, or you can override this field with the correct data. You can also access any of these fields to make applicable changes. If you need to distribute amounts to any other G/L Account numbers, you can type the account number in the field above or use the down arrow to scroll through a list of existing accounts. Once an account is selected, the cursor will move to the D/C field and default to the most logical option, which you can change if applicable. If you tab or hit enter through this field, the system will place the cursor in the G/L Amount field and the balance of the amount to be distributed will default. You can enter to accept or type in another amount if further distribution is required. Click on the Add button to continue. At the very bottom of the screen, the system will keep track of the total Debit and Credit values and until the G/L entries are in balance, the Accept button will not be available.

The Notes button will be available from the moment you begin entering an open item. You can use this option to add a note to the check stub such as the reason why you are short paying an invoice. The first line of the Vendor Note File will print on the check stub. It will also display on the Payment Selection Report and the Cash Requirements Report. This option is also available when you “Inquire” about an existing open item through the Open Item Maintenance module. When notes are added to an open item, the system will place an asterisk in the “Job Info. Ref. Notes” column of the Vendor Status Inquiry module. When you click on the Notes button, a Vendor Notes screen will appear as follows:

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You can add up to 99 pages of notes in this screen. Once you fill up the first page of notes, you will then see options to jump from the Previous Page to the Next Page, however, you cannot jump to a new page until you enter all lines on the existing page. This also applies to the Vendor Notes option in the Check History, Check History PO Version, and Vendor Status Inquiry modules.

When you have finished with the G/L Distribution and have added any applicable Notes, you will be ready to complete the entry process. At this point you will click on the Accept button. Once this is done, the system will prompt the following:

This feature was added in the event a small expense is incurred on a job that was not included in the original work order. An example of this might be that an installer needs a tool or additional supplies to complete the job and bills you separately, or in the case of a special freight bill. This feature will send the entire cost of the invoice to the job as a special charge only; you cannot send it as an inventoried cost. If you need to add a sell price to the job, you will need to add that through the Order Entry module. If any costs on the open item were tied to a system PO you cannot use this feature or you will be sending a double cost to the job. To add a charge to a job, type a “Y” for yes at this prompt. The system will then prompt the following: Enter Job Number: ______ (99 To Exit). Type in the job number and hit enter. The system will then prompt the following: Enter Charge Code: __ (99 To Exit). If you hit enter at this prompt, the system will pull up a list of non-inventoried Product Codes. Arrow down to the Product Code that applies and hit enter. The system will then prompt the following:

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Click “Yes” if this is correct or “No” to select another Product Code. When you have finished with the above feature, the system will then bring up the following prompt--provided the feature has been enabled in the System Control Maintenance module (see System Maintenance to enable/disable):

This feature is more for special order or commercial dealers rather than stocking dealers, as the total amount of the invoice will be sent to the applicable Job Cost modules. If the open item contains costs for more than one job or does not relate to a specific job in the system, you should use the “F1 to Skip Job Cost Update” function key. When you use this feature, the system will send job cost information to two modules in the Job Cost menu. Those are Costs By Source View/Print and Billed vs. Unbilled – Costs From A/P. See the Job Cost section of the Order Entry manual for details on those modules. To use this feature, type the job number in this prompt and hit enter.

The system will perform internal procedures and prompt the following:

If you need to print a check right away, type a “Y” at this prompt. The system will skip the Payment Selection process so you can go right to the Print Check module. More often than not, you will hit “No” at this option and age the payable based on the terms entered. The system will then return you to the Select Option menu. Important Note: If at any time during the entry process you click the Exit button prior to clicking the Accept button, your work will not be saved, including any cost/freight changes that may have been made in the A/P Review P/O History screen.

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All Invoices:This feature will give you access to every type of A/P open item by Vendor that has been entered in your RollMaster System, including all B2B generated items whether they have been processed or not. There is a lot of functionality within this feature so be sure you read through this section in its entirety so you can benefit from all of the functionality. Once a Vendor ID has been selected in this module and you click on the All Invoices option in the Select Option menu, the system will generate an A/P All Invoices screen as follows:

The File and Options menus at the top left of this screen work the same as what was explained in the “Manually Enter Invoice” section above. In the Type column, the system will display either “Invoice” for a manually entered Invoice, “Credit” for a manually entered Credit Memo, “Debit” for a manually added Debit Memo, or “B2B” for all B2B generated open items. You will note in the example above that only B2B generated open items will display data in the Invoice P.O.#, Br., P.O. Reference, P.O. Date, and Status columns of this screen. This is because of the electronic data that is generated during the B2B process that doesn’t happen when open items are added manually. At the bottom left of this screen is a Search field. As you click on the column headings at the top of the screen, you will notice that the search criteria at the bottom left will change to match the column headings and the data in the screen will automatically re-sort according to the column heading that has been selected. For example, if you click in the Type heading, the screen will automatically re-sort to display all the B2B open items first (or Credits if there are no B2B items) and the Search field at the bottom will change to “Type” so that you can enter a specific open item type to search. As you move across the top of the screen clicking each column heading you will notice that the data re-sorts and the Search field changes to match that search criteria. Additionally, you can move up and down in this screen by clicking on the up and down arrows on the right side of the screen.

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The option buttons along the bottom of the screen will become available based on the open item you select and the status of that open item. On any non-B2B item, you will only have access to the Invoice Inquiry and Electronic Docs options. Also on any B2B items, you will only be able to use the Invoice Inquiry option on items where the Received column = “Y” indicating the merchandise for the item has been received in the system and the Status column = “X” indicating the open item has been processed and is in the system as an approved payable. The Status column will also display some additional notations as follows: an “X” denotes that the B2B and non-B2B invoice has been entered and has a balance; on B2B invoices only, if the Status column is blank, it denotes the invoice has not been processed; a “P” denotes the invoice has been paid for both B2B and non-B2B invoices; and a “D” denotes the invoice has been deleted for both B2B and non-B2B invoices.

When you click on a line to highlight an open item and then click the Invoice Inquiry button, the system will display an A/P Open Item Inquiry screen as follows:

The top portion of the screen will display the details of the open item, the bottom left will display the G/L distribution data for the open item, and the bottom right will display payment data on the open item. At the very bottom right hand corner you will see three options. The Delete Invoice option will only work for open items that have not been paid. When you click the Delete Invoice button, a prompt will appear as follows:

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Click the “Yes” button to delete the open item or click the “No” button to cancel the process. The system will then prompt the following:

The “Date of Item” field will reflect the actual date the item was entered in the system. Please Note: you cannot access this field. In the “Deleted Date” field, you can use the drop down arrow to locate a date different form the default when and if applicable. The “Period of Item” field will reflect the actual posting period the item was originally entered in; you cannot access this field. You can, however, override the default period in the “Deletion Period” field if that change is applicable. Only users allowed to change Posting Periods will have access to this screen. Click the Continue button to complete this process. The system will return the cursor to the A/P All Invoices display screen.

Special Note: If you delete an Invoice number and then re-add that same Invoice number, the system will allow you to do that by automatically creating a unique file record. When you type in an Invoice number that the system recognizes as having been deleted for the selected vendor, the system will prompt the following: Item has been Deleted. When you click ‘Ok’ at this prompt, the system will then prompt the following: Do you want to reuse this invoice number? If you select “Yes” at this prompt, the system will then prompt the following:

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The system will not display the *01 in your look-up screens or reports, but it will be used by the system to identify that it is a unique item. In the past, when adding back a deleted Invoice, you would have to perform this process manually and the system would display the characters you used to make the item unique.

Returning to the Invoice Inquiry screen, the Notes option will display any purchasing, receiving or A/P notes that have been entered in the system. You can add additional notes from this screen. The Exit option will return you to the previous screen.

The Print Invoice option will only be available on all B2B open items, as it was designed to allow you to print a paper copy of the B2B generated Invoice detail from the Vendor. If you click on this option, the system will prompt a Select Printer menu box. Make your printer selection and the Invoice will print. If you select Print to (S)creen, you will be able to view the Invoice detail without printing to paper if applicable. You can then select “Done” from that screen and the system will return you back to the “All Invoices” screen so you can continue working. The following is an example of a printed invoice through this feature:

The Process Invoice feature will jump you to the Unprocessed B2B Invoices feature that will be explained following the end of the “All Invoices” section. This feature will only be available when you click on B2B items where the Status column is blank. Although this feature will be available on items where the Received column = “N,” it should only be used where material has been received in the system to allow for matching of costs to a system P.O. The remaining option to be explained in this section is the Review Processed Invoice feature. This option will only be available on B2B items where the Status column = “X.” When you click on this option the system will display the following A/P B2B Invoice Lines screen:

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This display is essentially the same as the Invoice Inquiry screen explained above but because of the B2B functionality we are able to capture the detail of each Invoice line as you see displayed above in the top portion of the screen above the G/L Distribution data on the left and the Payment data on the right. You can read or add Notes from this screen specific to this B2B item from the option on the bottom right or click the Exit button to return to the previous screen.

Initial Setup for B2B Subscribers:There will be some initial setup required to utilize the B2B section of the Graphical Open Item Maintenance module. Once the graphical program has been installed on your system, when you first enter the Unprocessed B2B Items menu option, the system will initially prompt you to perform a B2B Service Charge Setup as in the example below:

This setup must be completed prior to processing a B2B Invoice so you must click OK to continue. The system will then prompt an Invoicing Setup Maintenance screen as follows:

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At the top of the screen you will note the following prompt: Default Allocation of Freight by Quantity (Y) or (N) by Extended Cost. If you type a “Y” at this prompt, the system will allocate freight on inventory lines by quantity. If you type an “N” at this prompt, the system will allocate freight on each line based on the costs of the material, allocating more freight to more expensive items. This is simply a default setting as any freight charges can be accessed and changed prior to approving costs. The next step to complete is to assign a Roll Master G/L Account number (listed in the box on the right side of this screen) to each of the B2B Invoicing Service Charge Maintenance items located on the left hand side of the screen. The codes on the left are possible charges that can appear on a B2B imported invoice and thus they need to be matched up to an existing Roll Master account in this screen for seamless posting. Using the Lookup box on the right as a “View Only” tool, you will scroll through your Roll Master list of accounts until you find one you need. If you click the single up or down arrow the screen will move one account; if you click the double up or down arrows the screen will move an entire page. When you are ready to type in an account on the left, you will use the mouse to click each box in the G/L Acct # column and then manually type the applicable account. The system will not accept a G/L Account # that is not currently setup in your system. A completed screen will look much like the following:

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When you have finished adding your G/L Account numbers, click OK at the bottom right of the screen and the system will place you at a Vendor ID selection box as follows:

From here, you can hit the Esc key to exit the program, click on the File menu to drop down an Exit option, which will do the same thing as hitting the Esc key, click on the Options menu to return to the Invoicing Setup Maintenance box you were just in, or use the drop down arrow to select a Vendor ID.

Unprocessed B2B Invoices:For RollMaster clients enrolled in B2B Functionality, this menu item will be used to process all electronically generated billing items from participating vendors. As explained above, you can jump to this program from the “All Invoices” feature by clicking the Process Invoice option in that screen. You can also select the “ALL UNPROCESSED B2B VENDORS” option from the Vendor ID menu that appears at the very top of the list of vendors when you click on the down arrow button. When you click on that option, the system will bring up an “UNPROCESSED B2B VENDORS” box with a count of all B2B invoices that need to be processed by vendor as follows:

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If you click on and highlight a vendor in this list, the Process Vendor button at the bottom of this screen will become available. When you click on that button, the system will display a list of A/P B2B Invoices for that vendor as in the illustration below. Once you are finished processing for a particular vendor, the system will return you to this menu to begin work on the next vendor. There are two other ways you can get to the below screen but his method may be the most preferable. Those options are to select a Vendor ID and then from the new menu select the “Unprocessed B2B Invoices” option or via the Process Invoices option explained above. Whichever method you select, the system will next display an A/P B2B Invoices screen as follows:

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When you first enter this screen, the system will automatically sort by the Invoice Number column; however, you can re-sort and search by any of the other available data by clicking on the header of each of the other columns. As you click on each column heading you will notice that the Search option will automatically change to that heading and the data will automatically shuffle within the screen. For example, if you click on the Br. (Branch) column, the system will re-sort to display any items with a blank column first and then group all remaining items by Branch number beginning with the lowest alphanumeric character. You should familiarize yourself with all the ways to search for items so you can quickly move through this screen to locate existing data.

Prior to a B2B Invoice displaying in this screen, the system has automatically matched up Invoices to system generated P.O.’s, whether the order was placed electronically from the RollMaster Purchase Order Maintenance module or manually. As long as the B2B Invoice finds a matching open Purchase Order in RollMaster the system will match those items automatically. If a P.O. # field is blank for an item you will be able to manually attach a P.O. where applicable. Also, all the data you see in these columns is being pulled directly from the electronic invoice sent by the mill but you still have the ability to make manual changes where applicable and those procedures will be explained in this section.

The Received column is displaying either a “Y” meaning the material has been received on the P.O. or an “N” meaning the material has not been received. B2B Invoices will appear in this screen as soon as the material ships out from the vendor but you will be able to view them in this screen and print out those Invoices if you need a hard copy prior to the material arriving at your warehouse. However, you must wait until the material is received before you process a B2B Invoice, as you will still be using the “Review P.O. History” functionality when posting the payable.

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The options at the bottom of the screen will become available once you click on an item within this screen. The Print Invoice option can be used if you would like to have a paper copy of the B2B Invoice or you can even use the Print to Screen feature to view the data on the Invoice prior to processing. As soon as you click on the Print Invoice option, the system will prompt you to “Select a Printer.” Whether you print a hard copy or use the Print to Screen feature, the system will return the cursor directly back to this screen so you can continue to print or begin processing an Invoice.

To begin processing an invoice, click on the line of an invoice and the Process Invoice button will become available at the bottom of the screen. When you click on that option the system will display the following A/P B2B Invoice Lines screen as follows:

In the Appr (Approved) column, if that column does not contain an “M” for Match, it means that during the electronic matching of the system P.O. # to the B2B Invoice the process found some discrepancy and therefore could not 100% match the P.O. line to the Invoice. In many cases this field will already be set to “M” for matched because the process was successful in matching up cost and quantity information. The freight and surcharge lines are automatically matched up and approved so you will only need to access those lines if a change needs to be made. On any line needing to be approved, you will click on that line to highlight the line and the Process Line Matching to P.O. option will become available (see full explanation in the next paragraph). The Line Notes option will also become available. These are internal notes that will only appear in this screen and on the B2B Invoice form. The Mark Multiple Lines option that appears just above the Unit Price column in this screen should remain set to “No” unless there is more than one Invoice line that needs to match up to one P.O. Line/Receipt in the next screen. You will note the occurrence of this situation by either viewing the B2B Invoice prior to processing or noting that the same number in the P.O. Line # column appears on more than one line in this screen. By changing this option to “Yes” by clicking the On/Off option you will be able to match two or more B2B Invoice lines to one P.O. Line in the next screen.

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To begin processing a B2B Invoice line, select a line and click on the Process Line Matching to P.O. option, the system will display the following A/P B2B Invoice Line Approval screen as follows:

When you click on a P.O. Line in this screen, the options at the bottom of the screen will become available. The P.O. Notes and P.O. Line Notes are the same notes that can be accessed from P.O. Maintenance, P.O. View/Select, Receive Inventory and A/P Review P.O. History. You can use those options here to review any applicable notes or add to those notes. The PO Receipt Adjustment option will allow you to make receipt adjustments where applicable to inventory receipts that are not fully tied to a job line. That option works the same as the Purchase Order Receipt Adjustments module and the same restrictions and instructions apply to this option.

In the example above, there are two quantity receipts associated with the same P.O. Line and both need to be marked and approved. In this instance, you will need to use the Mark Multiple Lines feature that is in this screen. If you click the On/Off button to set this feature to “Yes” you will then be able to match both these lines to the one Invoice line on the previous screen. Continuing with this example, you will then click on each line in the Select column at the far right to highlight and set that column to “Y.” Once the lines are selected, if you do not need to make any manual cost changes, you will either click on the Accept Invoice Cost option to use the Invoice cost as the approved cost or select the Accept PO Cost option to use the PO Cost as the approved cost for these lines. You can then Exit back to the previous screen to continue.

If you need to make any manual cost changes you should click on the Enter Cost option and the system will display the following B2B Invoice Line Cost Entry screen as follows:

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At the bottom right of the screen you can click on either the Updated Ext. Cost or Updated Ext. Freight fields to enter a total extended material cost or a total extended freight cost. To save any cost changes you will need to click the Accept button. Click the Exit button to return to the “A/P B2B Invoice Lines” screen. At the bottom right the system will display the total amount that has been approved thus far and any balance remaining to be approved. In this example the Freight and Fuel Surcharge amounts need to be selected and approved. Click the next line and then click the Process Line Matching to PO option again. For non-material lines the system will prompt the following: Do you want to approve another amount? If the cost is correct, click “No” or hit enter to continue. If you do need to make a cost change, click “Yes” and the system will prompt an Enter Approved Amount box displaying the current cost. Type in the new cost and hit enter. The Appr column for that line will now display “Y” which means that cost has been approved. Continue with any remaining lines that apply to the current B2B Invoice until all either display “M” for Match or “Y” for approved cost. You should now be ready to click the Process Invoice option to continue posting the Invoice in the RollMaster System. When you click that option, an A/P Open Item Inquiry screen will appear as follows:

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In this screen the system will display the freight allocation information just prior to posting the Invoice. Based on the default Freight Allocation setting in the Invoicing Setup Maintenance screen (explained at the very beginning of this section) the system will distribute freight and fuel surcharge amounts to each applicable material line coming as close to the Approved Amount as possible. If the difference is slight, you can click the Accept button to continue and the Total Unallocated Amount will be sent to the designated G/L Account that was established in the Setup screen. If you need to adjust the Unit Freight to alter this amount you can do so from this screen. If there is an amount in the Total Unallocated Amount field, when you hit the Accept button the system will prompt the following: Approved Totals doesn’t match PO Lines, Continue? To continue, click “Yes.” The system will then prompt the A/P Open Item Final Entry screen with all the details that have previously been approved as follows:

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You can enter through this screen to make changes to the Posting Period and Reference fields but for the most part if the Debits and Credits match at the bottom of the screen you are ready to hit the Accept button at the bottom right of the screen to finish posting this open item in the system as a payable. Caution: If you hit the Exit button prior to hitting the Accept button, the open item will not post and the data will not be saved.

As B2B Invoices are processed, they can be reviewed in the “All Invoices” option of this module, they will appear on all applicable A/P Reports, and they will be ready for payment processing per the usual RollMaster System procedures.

At the end of the accounting day, if you have added or deleted items in this module, you will need to print an Open Items Adjustment Register—located in the A/P Reports Menu 1 of 2—to double-check your entries. This report will also serve as a record for all payables that were entered for the day.

Hold/Release Open Items:This module will allow you to place a hold on an open item in the system that you do not wish to pay because of a claim or dispute with the vendor. When an open item is on a “Hold” status, the system will not allow it to be pulled up in the Payment Selection module or to print on the Cash Requirements Report. (Please Note: If an item has already been selected for payment, this feature will not prevent a check from being printed. The item should be deleted from the Payment Selection

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module first.) The system will also add the word “HOLD” in the Due Date column of the Vendor Status Inquiry module for that open item. When you enter this module, the screen will appear as follows:

At the Function prompt there are three options. You can type an “H” for Hold and hit enter to place a hold on an open item; you can type an “R” for Release and hit enter to release a hold on an open item; and you can type an “E” for End hit enter to exit this module. To place a hold on an open item, you must know the exact Vendor ID and the open item number. When you type an “H” and hit enter the system will pull up the following screen:

Type in the Vendor ID in the first column and hit enter. The system will fill in the vendor name and place the cursor at the O/I NUM. column. Type in the open item number and hit enter. The system will then place the cursor at the TYP column and will default to “I” for invoice; hit enter to accept. The system will then fill in the P.O. NUM. and O/I DATE columns and place the cursor at the OKAY column. If you need to make a change, type an “N” for no and the system will delete the line and place the cursor back at a blank VENDOR column. If everything is correct, type a “Y” in the “OKAY” column to finish the procedure. The system will place the cursor back at the “VENDOR” column on a new line. If you need to place a hold on another item, repeat the process. To end this process, hit enter at a blank VENDOR field and the system will place the cursor back at the Function prompt. To release a hold on an open item, type an “R” and hit enter at the function prompt and follow the same procedures outlined above.

Payment Selection:This module will be used to select items for payment in the Check Print program. The Payment Selection module allows you to select invoices by the 1st, 2nd, or 3rd discount due dates or by the Net due date as set up in the Open Item Maintenance module. When you enter this module the screen will appear as follows:

At the Select Mode prompt you will select how you wish to view the open items that will display in this screen. To see everything for a vendor regardless of any Due Date, hit enter to accept “A” for All (if you select this option, the system will bypass the Due Date field); to select items by the 1st Due Date, type a “1” at this prompt; to select items by the 2nd Due Date, type a “2” at this prompt; to select items by the 3rd Due Date, type a “3” at this prompt; to select items by the Net Due Date, type

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an “N” at this prompt; to cancel this process entirely hit the Esc key to exit this module. At the Due Date prompt, type the Date through which you want to select the open items if you selected 1st, 2nd, 3rd or Net at the “Select Mode” prompt. For example, if you selected 1st as the Select Mode, at the Due Date, if you entered the current date, you would see all items that showed a 1st discount due date through today—if you pay a week ahead and want to earn that 1st discount, then you would want to add seven days to the current date and enter that as the Due Date. Any items showing a 1st discount Due Date after the date entered in the Due Date field will not display.

The Disc Mode prompt determines which terms amount will display on each item in the select screen. If you wanted to display your 1st discount terms amount, you should enter a “1” for 1st at this prompt and so on. You also have the option to show those discounts that are Due by typing a “D” at this prompt— this option uses the Check Date to determine available discounts. Also, you still have the option to override the terms amount shown in the select screen on each item. At the Check Date prompt, enter the date you will be printing the checks. The date entered at this prompt does not affect how items are selected but it does affect the discount calculation. (In other words the Due Date field determines which invoices are displayed, the Check Date determines which discounts are available to take within the dates selected-this primarily works with “Due” as the Disc Mode.) Just below the Disc. Mode field is an option that appears as follows: (F4)-Remove All Selected Payments. This will automatically remove all items selected for payment for all vendors if you answer “Yes” to the “Remove All Selected Payments” prompt. Also, as items are being selected for payment, the system will display a running total of all items currently selected along with the total of any discounts to be taken. These fields will appear just above the individual vendor totals as follows: Total Payments Selected and Discounts Selected. Once you have entered through the Check Date field, the system will prompt the following:

This option is tied to the Vendor Type field in the Vendor Maintenance module. If Vendor Types have previously been set up in your system and you wish to sort by a Vendor Type, you can enter a Vendor Type here. If you are not using the Vendor Type option, simply enter through the Vendor Type prompt. The system will then position the cursor at the Vendor ID prompt. If you wish to process one vendor at a time, you can type in a Vendor ID at this prompt or hit enter or hit the (F1) key to get an Alpha Lookup to search for an ID. If you wish to cycle through all vendors based on the selection criteria you entered in the prompts above, hit the (F3) Cycle All key. When you hit the (F3) key, the system will prompt the following: Starting Vendor ID (<Esc>=Cancel):. If you hit enter at this prompt, the system will start at the first vendor showing open items meeting the selection criteria. You can also type the first couple of letters of the Vendor for which you want to start the selection and then hit enter. The Esc key will take you back one prompt at a time in the event you wish to make any changes or wish to exit the program.

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Once you have made your vendor selection, the system will display the item(s) as follows:

In the fields below the Vendor information, the system will keep track of the total Balance for all items on the account, the total of the items that are actually Due, the total of the items that have been selected for payment (PmtSel), and the total discount (Disc) amount of the items that have been selected for payment. For each item listed, you will see the Item Number, the Type (I=Invoice, C=Credit Memo, D=Debit Memo), the Balance showing on the item, the Payment amount based on any discount calculated in the Discount column (this information is determined by the Disc Mode prompt), the age of the item, and the Date of the item as entered in the Open Item Maintenance module. The Hold column denotes whether an item has been placed on Hold in the system.

At the bottom of the screen you will see options for selecting items. The (F1)=select all key will automatically select all items that are displayed on the current screen for payment (only the ones you can see-not any on subsequent pages). The (F2)=unselect all key will automatically unselect all items on the current screen for payment (only the ones you can see-not any on subsequent pages). The (Enter)=select/unselect option means you can scroll up and down in the screen and hit enter on any item you wish to select or unselect for payment individually. When you hit enter on a line, the system will prompt the following: Select This Item? (Y/N):Y. Hit enter to proceed with the selection process and the system will place the cursor in the Payment column; hit enter to accept the payment amount or type in a new payment amount if you need to change the discount showing. The cursor will then move to the Discount column; hit enter to accept the discount amount or type in a new discount amount if you need to change. The system will then prompt the following: Correct? (Y/N/<Esc>):Y. If the payment information is correct and you wish to select the item hit enter. If you need to access the payment information again, type an “N” at this prompt. If you wish to cancel the process, hit the Esc key. The remaining option at the bottom of the screen is the (D)etail option. When the cursor is positioned on an item, you can type a “D” to get the Detail on that item. The “Detail” box will appear as follows:

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Back in the main screen, you can use the “U”, “P”, or PgUp and PgDn keys to scroll through multiple screens of items. The (N)=next vendor option will bring up the next vendor with items matching the select criteria. The Esc key will take you back through each of the previous prompts if you need to make any changes or if you wish to exit the program. When you have selected all items for payment, hit the Esc key to exit out of the program. The last prompt will appear as follows: Print A/P Payment Selection Report?Y (Y/N). This is the Items Selected for Payment Listing report that appears in the A/P Reports Menu 1 of 2. This report will give you a listing of everything that is currently selected for payment and for which you are about to print checks. It will also tell you how many checks are required, the total discount earned, and the net amount of the checks. If any items appear on this report that you do not wish to print a check for, you will need to enter back into the Payment Selection module and unselect those items. If the system encounters a negative check condition, it will display that information rather than printing the report. To fix a negative check condition you will need to enter back through the Payment Selection module and correct. If you type a “Y” at the “Print A/P Payment Selection Report” prompt, the system will bring up the Payment Selection Report module and place the cursor at a Function prompt. You must type an “R” and hit enter at this prompt to print the report—if you type an “E” and hit enter the report will not print.

Check History:This module will allow you to view all checks that have been printed in the system by vendor, by invoice number, by check number, and by P.O. number. This module is particularly useful for quickly determining whether a specific item has been paid. It is a view-only module. When you enter this module, the cursor will be positioned in a Bank Account field, and will default to your main cash disbursements account number. Because you may have more than one bank account, this module will allow you to change this bank account through the (F3) = Change Checkbook option—this feature also allows you to use the same check number in different bank accounts. Please Note: You cannot override the bank account number by typing the entry. You must select an account through the (F3) option. When you hit the F3 key, a General Ledger Acct. Look-up box will pop up and display all of your bank accounts. Use the arrow key to highlight the bank account you need and hit enter. The system will prompt that account number in the Bank Account field and bring up a Select Option menu as follows:

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Use the up and down arrow keys to select a search option from the “Select Option” menu. If you search by Vendor, you can hit enter at the Vendor prompt to get a look-up of Vendor ID’s in the system. If you search by Invoice Number, Check Number, or P.O. Number, you will need to know the exact number. When you have made a selection the system will pull one check up at a time on the screen as such:

Regardless of the search option you select this screen will appear the same. At the top of the screen, it displays the Vendor ID, the check number, the check date, and the full name of the vendor. The screen also displays the vendor invoice number, the date of the open item, the open item type, the gross amount of the check, the discount amount that was taken, and the actual amount paid to the vendor. If there is an asterisk in the Notes column, that means that vendor notes exist on this open item and they can be viewed by typing an “N” as indicated at the bottom of the screen. The screen also shows the P.O. number for the open item and any Reference information that was entered in the Open Item Maintenance module.

If you select the “By Vendor” search option the system will allow you to view all checks printed for that vendor. When you select this search option the system will prompt you for a Beginning Item Date. This prompt is referring to the date of the open item, not the check date. Once you have pulled up a check in this search option, you can hit enter to bring up the next check until you reach the end of the file. The other search options will only bring up one check per search. To exit this module hit enter from the “Check History” screen to return to the “Select Option” menu. From there you can hit the Esc key to return to the Accounts Payable menu.

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Check History – PO Version:This module should be used to view checks that were printed prior to the addition of the new module above (prior to 1998). There are minor differences in the programs but they both work essentially the same. One notable difference is that the PO version will not prompt you for a “Beginning Item Date” in the “By Vendor” search option.

Hand Check/Void Check Processing:This module will allow you to process hand written checks in the system and also to “Void” a hand written or system printed check. The Hand Check feature should only be used for “quick” checks that need to be processed before the next scheduled check print. Please Note: the system will allow you to pay more than one invoice per Hand Check, and invoices can be added ahead of time through Open Item Maintenance or in this module “on the fly.” When you process a Hand Check or Void a check, the system will automatically update the Cash Disbursements and Accounts Payable G/L accounts. Also, if a check has been printed and cleared through the Graphical Bank Reconciliation program, the system will not allow that check to be voided through this module.

When you enter this module, the screen will appear prompt a “Select Option” menu as follows:

To process a Hand Check, hit enter on that menu option. The system will then place the cursor at a Posting Period field. Hit enter to accept the current period or type in the Posting Period for which you want the value of the check to post. As soon as you enter through the Posting Period field, the system will pull up the following information on the screen:

The cursor will be positioned in the Bank Account field and will default to your main cash disbursements account number. Because you can have more than one bank account, this module will allow you to change this bank account through the (F3) = Change Checkbook option. Please Note: You cannot override the bank account by typing in another account. You must select an account through the (F3) option. When you hit the F3 key, a “General Ledger Acct. Look-up” box will pop up and display all of your bank accounts. Use the arrow key to highlight the bank account you need and hit enter. The system will display that account number in the Bank Account field and place the cursor at the Vendor ID field.

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At the Vendor ID field, if you know the exact ID type it in this field or you can perform a quick lookup by typing the first couple of letters of the vendor name and hitting enter through the “New Vendor” prompt to display a “Vendor Lookup” box. Once you have selected a vendor, the system will place the cursor at the Check Number field. Type in the number of the check you are using and hit enter. At the Check Date field, the system will default to the current date; hit enter to accept or type in a new date using eight digits—two for the month, two for the day, and four for the month. The system will then place the cursor at the Check Amount field. Type in the Net amount of the check in this field and hit enter. At the Total Discount field, type in a discount amount if applicable—this value will be sent to the A/P Discount G/L account. As soon as you enter through the Total Discount field, the system will prompt the following: HEADER OK Y/N. If everything is correct, type a “Y” for yes. If you need to make a change, type an “N” for no and the system will clear all information from the screen and place the cursor back at the Bank Account field.

Once the Header information is correct, the system will place the cursor in the O/I Number column. (If you hit enter at a blank O/I Number column, the system will allow you to cancel the process.) Type in the exact number of the invoice you are paying that was entered in the Open Item Maintenance module and hit enter. If the invoice has not previously been added, you can add it from this module. VERY IMPORTANT: When adding an invoice from the Hand Check program, at the “Select For Payment Now?” prompt, be sure to type an “N” for No. You are not selecting for payment now because you are creating a Hand Check. If you type a “Y” at this prompt, a zero check will print for this vendor the next time you print checks. You will have to call Customer Service to have them correct this for you. The system will fill in the TP column with the item type; hit enter to accept. The system will then fill in the O/I Date, Due Date, Balance, Payment, and Reference columns and place the cursor in the Payment column. If a discount applies to this check, you will need to override this default to the net amount of the check and hit enter. In the Discount column, type in the amount of the discount if applicable and hit enter. The system will then place the cursor in the OK column. If everything is correct, type a “Y” for yes; if you need to make a change, type an “N” for no. The system will clear all information and place the cursor back in a blank “O/I Number” column. Type in the correct information and type a “Y” for yes in the OK column when the data is correct.

If the Total Pay does not equal the Check Amount field when you type a “Y” in the OK column, the system will not allow you to proceed. When all information is correct the system will prompt the following:

The default is “No” so unless you need to add more hit enter or click “No” at this prompt. The system will then prompt the following: DATA OK (YES,CAN):___. To finish processing the Hand Check, type a “Y” and hit enter. If you need to cancel the process for any reason type a “C” and hit enter. The system will clear all information from the screen and place the cursor back at the Bank Account field. You can hit the Esc key at this point to return to the “Select Option” menu. If you typed a “Y” at the DATA OK prompt, the system will perform internal procedures and place

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the cursor back at the Bank Account field. Process the next Hand Check or hit the Esc key to exit. Whenever you process a Hand Check, you have to print a Check Register—located in the A/P Reports Menu 2 of 2—just as you would if you had printed a check in the system.

To Void a check, at the “Select Option” menu arrow down to the “Void Check” option and hit enter. The system will place the cursor at the Posting Period field and default to the current period. You can override this field if applicable to any open period in the system. As soon as you enter through the Posting Period field, the system will display the same fields as in the “Hand Check” option above. The cursor will be positioned in the Bank Account field and will default to your main cash disbursements account number. If the check was written out of a different bank account, use the (F3) = Change Checkbook option to select the correct bank account. At the Vendor ID field enter the applicable Vendor ID and once selected the system will place the cursor at the Check Number field. Type in the number of the check you wish to void and hit enter. At the Check Date field, the system will default to the current date. You will need to override this date with the date of the check you are voiding using eight digits—two for the month, two for the day, and four for the month. Once you have entered a date, the system will place the cursor at the Check Amount field. Type in the Net amount of the check you are voiding and hit enter. At the Total Discount field, type in the discount amount if one was taken and hit enter. As soon as you enter through the Total Discount field, the system will prompt the following: HEADER OK Y/N. If everything is correct, type a “Y” for yes; if you need to make a change, type an “N” for no and the system will clear all information from the screen and place the cursor back at the Bank Account field.

Once the Header information is correct, if you type a “Y” for yes, the system will then display all the Invoices on the original check and place the cursor at the following prompt: DATA OK (YES,CAN):___. To finish voiding a check, type a “Y” and hit enter. If you need to cancel the process for any reason type a “C” and hit enter. The system will clear all information from the screen and place the cursor back at the Bank Account field. Hit the Esc key to exit this screen. Whenever you void a check, you need to print a Check Register—located in the A/P Reports Menu 2 of 2—just as you do when you print a check in the system or process a hand check.

The Debit/Credit Card option and the Void Debit/Credit Card options work the same as the Hand Check and Void Check programs explained above except that you need to be sure and select the proper Credit Card Bank Account during processing.

Bank Reconciliation:This is an older program but is still used by some long-term RollMaster customers. The Graphical Bank Reconciliation module (explained below) has many more features and is the recommended module for performing Bank Reconciliations for new RollMaster clients.

Bank Reconciliation (Graphical):This is the preferred module for performing Bank Reconciliations on the RollMaster system as it has many more features and much more functionality than the original text version. All new RollMaster clients should use this program. There is a System Control module that will lock in either the new graphical or the old text program depending on your preference. When you enter this module, the screen will appear as follows:

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This screen will default to your main bank account and will display the newest entries at the top by Date. Deposits will sort within a date range by Tender Code, Branch and then sequence. This will group all the different payment types together so that a list of Visa charges for the day will be together, followed by the next Tender Code, etc. Because of the graphical technology, you will be able to use your mouse for much of your work in this screen. For example, you can click on the down arrow in the Bank Account field to select another bank account. You can also click on the Menu items at the top to perform any of the available functions in this new program. Next to the Bank Account field are some display fields that cannot be accessed but will give you important information. The Undeposited Funds field will display the total of deposits/payments that have not been cleared via the Customer Payment Register module, although all deposits/payments will display in the grid below as soon as they are posted in the system. The Balance – Unmarked Items field displays the General Ledger value in the Bank Account selected at that moment in time plus or minus any transactions made to the bank account whether or not the G/L has been updated. The Available Balance field displays the sum of the previous balance, less any unmarked transactions that have not cleared the bank. Any “undeposited” funds will not included in this total.

The list of items you will see in this screen are as follows: Deposits/Payments that have been cleared off the Customer Payment Register (if a deposit/payment has not been cleared it will be totaled and included as an Undeposited Funds value at the top of this screen), A/P checks, Payroll checks, Electronic Payments, Credit Card payments and any Journal Entries created from this

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screen. The Reference column field denotes different information based on the type of entry. Journal Entries will display the General Ledger sequence number assigned by the system when the entry was created. For A/P and Payroll checks and Electronic Payments, the Reference column will display the six-digit check number, and if the item is a Deposit or Payment the column will display the Branch ID/Tender Code/Sequence #. The Name column will display Vendor Names for A/P Checks and Description information for Journal Entries. The Entry column denotes the type of item such as “Jnl” for Journal Entry, “Chk” for Check, EP for Electronic Payment, or “Dep” for Deposit/Payment. Please Note: from the A/R Customer Account Maintenance module, if an entry impacts a Bank Account, the system will create a journal entry in the Bank Rec. with a type “R; the A/P Open Item Maintenance will also write a journal entry if a Bank Account is impacted and will display a type “P”; and finally, if a G/L Journal Posting entry impacts a Bank Account, the system will write an entry to the Bank Rec. with a type of “G.”

The Debit and Credit columns display how each entry impacted the selected Bank Account. The Type column will display various codes for different types of transactions as follows:

This list can be called up at any time within the Bank Rec. screen via the Options menu under “View Types Explanation.” The Cleared column will display an “R” if the entry has been reconciled, a “Y” if marked as “Cleared” or the field will be blank if the entry has not been marked as “Cleared.” Please Note: with regard to voided checks, you will not see the original check along with a negative entry, instead the entire check will disappear. You can scroll up and down within this screen by clicking on the arrows on the right-hand side. If you click on the single up or down arrows, the system scrolls up and down only one record at a time. Clicking on the double up or down arrows will allow you to scroll up or down a full page.

Heading and sort changes: At the top left of the screen, if you click on the box for the Date heading field, the system will change the date order to display the oldest items at the top of the screen. If you click a second time, it will revert back to newest to oldest. Also, at the very bottom

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of the screen you will see the following: Search (MMDDYYYY). If you type a date in this field, the system will find the first item it encounters with that date. You can sort by other column descriptions by first clicking on the heading box and then typing the search data in the “Search” field that will change based on the heading box you selected. For example, to search by a “name” you can click on the “Name” header box and the Search field will now display “Search Name” instead of “Search (MMDDYYYY).” Another option is to click on the Reference header field if you would like to sort reference information in ascending order. If you have clicked this column heading, you can use the “Search” field below to enter a check number or Branch ID/Tender Code/Seq # to find the first record matching that sort criteria. If there are any preceding zeros in the check number you will need to enter those in the Search field as it is looking for a six-digit number. For Deposits, you will need to type the two-digit Branch ID a slash, followed by the Tender Code (4 digits) and then the sequence number. The sequence “00” represents the first deposit of that type on that date. The sequence “01” would be the second deposit of that type that day, in the event of two bank deposits in a day. If you click on the Entry heading column, the system will sort all Checks together, followed by Deposits/Payments, and then Journal Entries. You can also type a “D” in the Search field to jump to the first Deposit, a “C” for the first check or a “J” for the first Journal Entry. If you click on either the Debit or Credit header columns, the system will sort all of the amounts in descending order regardless of whether they are debits or credits. Click again and it will sort in ascending order. Additionally, you can enter an amount in the Search field to jump to the first occurrence of that amount. One final heading sort option is to click on the Cleared heading field the system will display all Not Cleared items first, then all reconciled items, followed by any Cleared items. If you type a “Y” in the Search field, the system will find the first record marked as Cleared. Also, the checks, deposits and journal entries marked with a “Y” that have been reconciled will be showing in the four fields at the bottom of the screen as follows: 1) Deposits Cleared, 2) A/P Checks Cleared, 3) P/R Checks Cleared and 4) Gen. J/E Cleared.

In the Cleared column, if the field is blank, you can click on the field to change the status to “Y” which would indicate that the item has cleared the bank. As soon as you hit enter at the Cleared column for an item the system will prompt the current date next to the “Y” for yes indicator and the date will default to the current date, which will display until the reconciliation process is completed (see Options menu explanation below to change the default date for items cleared). You can also click on an item with a “Y” status and revert the item back to “Not Cleared.” As you “Clear” and “Un-Clear” items, the balance of the fields at the bottom right will increase and decrease. This can be done up until the point that an item has a status of “R” for Reconciled. Two additional button options on this screen appear at the bottom in the middle as follows: Mark All By Date and Unmark All By Date. To Mark (as Cleared) all items on or before a particular date, click the Mark All By Date option to display the following: Mark All Records with dates on or before. The system will default to the current date; if you would like to change the date you can click on the down arrow to pop up a calendar in which you can arrow back or forward by month and click to select a different date. Once a date is entered and accepted, the system will change the status of all Un-cleared items within the date range as Cleared with a “Y” in the Cleared column. Similarly, you can instantly “Unmark” any Cleared items the same way via the “Unmark All By Date” button. The Reconcile Now button option should not be used until you have completed clearing all items and making any additional entries to reconcile.

Along the top of the Bank Rec. screen are drop down button menu items that will allow you to access additional information and programs while still in the Bank Rec. screen. Moving from left to right, if you click on the File button, you will see an option to Exit this menu, although you can also

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use the Esc key to exit this screen or click on the “X” at the top right. If you click on the Options button, a drop down menu will display with the following options: Reconcile Account, Make Journal Entry, Transfer Money, Default Cleared Date, Change Cleared Date, Enter Credit Card Charges, Pay Credit Card, View Deposit Details, View Check/Electronic Payment Details, View Vendor Information, View Journal or Credit Card Payment, View Undeposited Funds, View Type Explanation, Home Key Programs, and Calculator.

The Reconcile Account feature will be used when you have marked all cleared items, made any additional applicable entries not already entered in the system and are ready to begin the reconciliation process. This feature will be explained in detail below following the explanation of the other items in the Options menu.

Make Journal Entry:The Make Journal Entry feature, when selected, will prompt a journal entry screen as follows:

Select the Account Number (click the down arrow to select from list of accounts) that should be impacted along with the Bank Account showing and complete the remaining fields based on the entry you need to make. The (D)eposit / (P)ayment field was added so the appropriate entries will be made to the selected accounts. Deposits will be added to the bank account displaying and Payments will be subtracted. If you enter a minus sign in the Amount field the system will perform the reverse of what was just explained. You can only select one G/L Account in this module so if you need to make an account impacting more than one G/L Account you will need to use the Journal Posting module. If you do make any entry impacting a bank account from the Journal Posting module, you will be able to see those entries in this program but you will still need to update the General Ledger prior to completing a Bank Reconciliation. The G/L Period field will default to the current posting period. You can type in a different period where applicable. The Date field will default to the current date but you can click on the drop down arrow to display a calendar to select another date where applicable. To complete the entry, type in a dollar figure in the Amount field and then click on the Save and Close button or to save the entry and make another entry click on the Save and New button. To exit without saving the entry, hit the Esc key or click

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on the “X” at the top right of this box. All journal entries will automatically be marked as cleared but you can easily unmark any of these entries prior to reconciling by clicking on the “Y” in the Cleared column next to that item.

Transfer Money:The Transfer Money feature can be used to move money from one bank account or line of credit account to another. When you click on this feature, a box will appear as follows:

At the Account Transferring From field, click on the down arrow to display a list of Bank Accounts and then select the account you will be moving money from. In the Account Transferring To field, click on the down arrow to select the account you will be transferring the money into. The G/L Period field will default to the current posting period. You can type in a different period where applicable. The Date field will default to the current date but you can click on the drop down arrow to display a calendar to select another date where applicable. At the Amount to Transfer field, type in the dollar amount of the money transfer. At the Comment field you can type out a brief explanation for the money transfer. Click on the Accept button to save the transfer or click on the “X” at the top right of the screen to cancel. In the Bank Rec. screen the system will display a “T” in the Type column and “Jnl” in the Entry Column for money transfers.

Default Cleared Date:If you wish to change the default cleared date for all records you are about to mark as cleared, you can do that by selecting Default Cleared Date option and then use the drop down arrow to bring up a calendar to select a new date as follows:

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Once you select another date by clicking on that date with the cursor, all records that you mark will reflect the default date you selected.

Change Cleared Date:If you want to change the cleared date on any existing marked entries, there is another option below the Default Cleared Date option that appears as follows: Change Cleared Date. Be careful not to click on the record under the Cleared column as this will instantly UnMark the record. Instead, position the cursor in another column in the row of the entry that needs to be changed and then pull up the Change Cleared Date option. Using the drop down arrow to prompt the calendar, you can then select any date and then click Exit and the system will then change the Cleared Date to the date you selected. Please Note: after you change the date, the program will restart the browse from that record so you need to be aware of that as you use this option.

Enter Credit Card Charges:The Enter Credit Card Charges option will allow you to enter and then distribute expenses for credit card bills. Please Note: this feature, along with the “Pay Credit Card” feature, is ideally suited for online bill paying. If you are going to write a check to the credit card company, you should maintain your current procedures. Before you can use the “Enter Credit Card Charges” feature, you must first identify all applicable Credit Card G/L Accounts as Credit Cards via the General Ledger Account Maintenance/ Inquiry screen and you can also set Credit Card Limit and Interest Rate data so that the Credit Card Balance and Available Balance data can be viewed in this module when a Credit Card account is selected at the Bank Account field. Also, any A/P Vendors currently set up in your Vendor Maintenance program that you would like to access for credit card charge distribution and payment through this module should have the following field set to “N” for no: A/P Vendor Only. Once this has been set up, when you select this option the following box will display:

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In the Credit Card Account field you can click on the down arrow to select a Credit Card G/L Account to begin the process—again, only G/L Accounts that have been designated as Credit Cards in Account Maintenance will display here. In the Purchased From field, you will need to add Credit Card Vendors as you go if they have not already been added in Vendor Maintenance with the “A/P Vendor Only” field set to “N” for no. Once these have been added you will be able to select from a drop down menu. When you click on the down arrow, you will see an option to <ADD NEW VENDOR>. When you click on this option you can quickly add a vendor—these will not appear in your Vendor Maintenance module—via an Enter New Vendor box as follows:

You will need to create the information in the Vendor Code and Vendor Name fields but in the Default G/L Account field you can click on the down arrow to display a list of existing G/L Accounts to assign a default. Once this has been done the system will return you to the “Enter Credit Card Charges” screen and you will continue with the process. In the next fields you will

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choose whether this is a “Charge” or “Credit” to this card, then select the proper G/L Period, either accept the default Date or select a new date, and finally enter the Amount of the credit or charge. As soon as you enter an amount, the system will display the default G/L Account you selected in the “Add New Vendor” screen along with the Amount on the first Account line. If this is the only entry that needs to be made you can click Save and Close or Save and New at the bottom to complete the process. Otherwise, you can select additional accounts and amounts to distribute for accounting purposes. This process is not paying the bill but allowing you to enter all the financial distribution information for the credit card in preparation for making the payment to the credit card company. You will not see any listing in the Bank Rec. screen for the credit card charges but you will see the financial data on your Cash Disbursements and A/P Journals for the entries made.

Pay Credit Card:When you are ready to pay a credit card bill you can do that any time after entering the credit card charges via the Pay Credit Card feature. Before you click on this option you must first switch to the applicable Credit Card G/L Account in the Bank Account field in the top left of the main screen. Once this has been done, you will then click on the “Pay Credit Card” option and the system will display the following:

The Credit Card Account to be Paid field will display the credit card G/L account number you selected in the Bank Account field. At the Account Paying From field, click on the down arrow button to display a list of Bank Accounts from which the payment is to be made. You can accept the G/L Period and Date or click on those fields to make changes if applicable. In the Amount to Pay field type in the amount of the payment and then enter any Comment in the last field referencing the payment. Once you click the Accept button, the process will be complete and you will be able to view the payment in the Bank Rec. screen. You will also be able to see all history of Credit Card payments by selecting the credit card G/L Account in the Bank Account field. The system will display the history information on the main screen as follows:

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View Deposit Details:The View Deposit Details feature will allow you to view all details of a deposit entry provided the cursor is positioned on a “Deposit” entry of the main Bank Rec. screen when you click on this option. When this option is selected the system will display a screen with the deposit details as follows:

If you click on any field in this “Deposit Screen” the system will prompt a Change Deposit Screen as follows:

You will have a couple of options from this screen and both appear at the bottom. Please Note: if a Deposit has been marked as cleared or has been “reconciled” you will not be able to make any changes. The first option is Delete from this deposit and Mark as Undeposited. You can use this feature to delete the selected deposit amount from the deposit and return the entry to the Customer Payment Register. When this feature is used, the Undeposited Funds field will automatically change to reflect the deletion. The other option appears as follows: Delete from this deposit and

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Add to another deposit. If you click on this button the system will prompt a Deposit Selection Screen. From this screen you can click in the Select This Deposit column to select the deposit to add to. If you select Move deposit to selected deposit button to add the selected deposit entry from the previous screen to the selected deposit it will change the amounts on both deposits before displaying the screen again. You can also use the Exit and cancel moving deposit button to cancel the deposit move. Please Note: this feature will only let you add to a deposit from the same branch.

View Check/Electronic Payment Details:With the cursor positioned in any field on an “EP” or “Chk” item in the main screen, you can click on the Options menu and select View Check/Electronic Payment Details to see all applicable details of the check or electronic payment. For either item type the system will prompt a Check Screen as follows:

From this screen you can access any Vendor Invoice Notes entered for an item, View Invoice Journal Entries made in Open Item Maintenance, or View Invoice Detail for the open item. All of these features are designed to allow you to access all financial and historical information from one module. To view the Inventory Maintenance or Inventory History Maintenance screens for material Invoices and the P.O. Maintenance screen where an Invoice is tied to a system P.O, you will click on the “View Invoice Detail” button from the Check Screen. The system will then prompt two options at the top right of the View Invoice PO Entries Screen as follows:

Once you select a column on an applicable line, if you click on the View Inventory Data button, the system will display the Inventory Maintenance screen for the item, or where inventory has been purged, the system will prompt the Inventory History Maintenance screen. These are view only screens. Hit the Esc key to back out of any of these screens and the system will return you to the Bank Rec. main screen. Similarly, the View Purchase Order Data button will prompt the Enter P.O. Line screen for the selected item. You can hit the F5 key to view page two of that line item.

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View Vendor Information:With the cursor positioned on a Vendor ID in the “Name field” you can select the View Vendor Information feature from the Options menu to display the following screen:

This is a display only screen. You can, however, click on the Vendor Notes button to bring up a display of all existing Vendor Notes for the selected Vendor. You cannot add any Notes via this feature.

View Journal or Credit Card Payment:With the cursor positioned on a Journal Entry or Credit Card Payment item, you can select this feature from the options menu to display a View Journal Detail Screen as follows:

This is a display only screen, which means you can view the data but you cannot make any changes from this screen.

View Undeposited Funds:For the Bank Account selected in the main screen, you can select this feature to display a listing of all undeposited funds as follows:

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This is a display only screen also but you can click on the Print Undeposited Funds Report to print a listing of all deposits to paper.

View Types Explanation:This feature will display a list of abbreviations found in the Entry and Type columns as a handy reference. When you select this feature, the system will display the following:

Home Key Programs & Calculator:The final features in the Options menu are as follows: Home Key Programs and Calculator. The first will prompt the Home Key menu of programs and the Calculator will prompt an on-screen calculator.

The next drop down menu to the right of the Options menu appears as follows: Reconciliation Reports. The report options available from that menu are Print Outstanding, Print Cleared, Print

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Reconciliation Recap and Print Previous Reports. The Outstanding, Cleared and Previous reports can be printed at any time, however, if there are no Previous Reports available the system will prompt you that no reports are available. The Outstanding and Cleared Checks listings will export to Excel. Within each of those options you can select which items you wish to appear as follows:

You can click on the Accept button to print all reports or click on the arrow to remove any report you don’t need. The Reconciliation Report will only print data once you have begun the reconciliation process and ideally you will want to print a complete report just prior to completing a Bank Reconciliation. During the Bank Reconciliation process (explained below) you will also be prompted to print these reports but they can be printed at any time via this drop down menu.

The remaining drop down menu options will allow you to access any of the programs and reports in the Accounts Receivable, Accounts Payable and General Ledger Menus from within the Bank Rec. screen. This means that you could pull up a Customer’s account, print a G/L Detail Report, or process a Hand Check, all without leaving this screen. This will prove extremely convenient for the accounting department as virtually all accounting data can be accessed and/or printed from within this program. If you click on any of the remaining drop down menus, and then click on the menu item, the system will prompt the program on top of the Bank Rec. screen as follows:

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To return to the Bank Rec. screen hit the Esc key.

When you are ready to begin a Bank Reconciliation, you will first begin by clicking in the Cleared column for all items that are cleared on your bank statement to change the status to a “Y” which would indicate that the item has cleared the bank. You can also click on an item with a “Y” status and revert the item back to Not Cleared. As you Clear and Un-Clear items, the balance of the fields at the bottom right will increase and decrease. This can be done up until the point that an item has a status of “R” for Reconciled. Two other button options on this screen to be aware of appear at the bottom as follows: Mark All By Date and Unmark All By Date. To Mark (as Cleared) all items on or before a particular date, click the Mark All By Date option to display the following: Mark All Records with dates on or before. The system will default to the current date; if you would like to change the date you can click on the down arrow to pop up a calendar in which you can arrow back or forward by month and click to select a different date. Once a date is entered and accepted, the system will change the status of all Un-cleared items within the date range as Cleared with a “Y” in the Cleared column. Similarly, you can instantly Unmark any Cleared items the same way via the “Unmark All By Date” button.

When all items for a Bank Rec. have been marked as Cleared and you are ready to finalize the Bank Rec. process, click on the Reconcile Account feature located in the Options drop down menu. The system will prompt the following box when this option is selected:

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Important Note: With more and more customers using lines of credits and credit cards in the Graphical Bank Reconciliation module, when you reconcile one of those accounts make sure that the Ending Balance is entered with a (-) minus sign. The reason for this is that these account types are listed in the system as Liability accounts and should reflect a credit balance on your Financial Statements.

In the Beginning Balance field, the system will automatically prompt the ending balance from the last completed bank reconciliation. However, this field can be overridden if applicable. At the Ending Balance field, type in the ending balance from your current bank statement. At the G/L Period field, type in the applicable period for this Bank Reconciliation. The Ending Balance field will default to the Available Balance field from the main screen but can also be overridden if applicable. The G/L Period field will default to the current posting period but can be overridden in this screen if applicable. At the Current Year field the default is “Y” for yes meaning that the data will post to the current year reflected in the General Ledger. In a situation where your Accounting year is January through December but only the first six periods (January through June) of the current year are closed and you are about to move into a new Accounting year, your January and subsequent months will be considered Next Year in the system until you finish closing all the remaining periods of the Current Year and do a physical End of Year close in the system. In this case you would need to change the default to “N” to post to the Next Year. This change is for users who are behind on closing periods in the previous year but up to date on performing bank reconciliations.

At the End Date field, enter the date, using the calendar via the down arrow, to select the last date you would like to see any items displayed during the Bank Rec. You can exit this screen at any time by hitting the Esc key or by clicking on the “X” in the upper right hand corner. If you hit the Accept button, the Bank Rec. screen will re-display with items and values based on the information you just entered. The “Total Cleared” and the “Difference” fields will display at the bottom right of the screen to let you know if the Bank Rec. info is correct. You can only complete the reconciliation if the Difference field is 0.00. You will not be able to successfully use the Reconcile Now button until the difference is 0.00. If you attempt to use the Reconcile Now button prior to successfully completing the reconciliation, you will receive a prompt indicating why you cannot proceed. However, if the Difference field is 0.00 and you are ready to complete the reconciliation,

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you will need to click the Reconcile Now button to complete the process. All items that were marked as cleared will then be reconciled and an “R” will appear in the Cleared column next to those items. Also, the system will prompt a Reconcile Account Report Options menu

You can check or uncheck the reports that you want printed. Please note that even if you don’t print any reports, they will be archived and be available for printing later once the reconciliation is successfully completed. Once you hit the Accept button in the reports menu, the system will prompt the following: Reconciliation Final Confirmation. Are you sure you want to mark all cleared items as reconciled? To complete the process, click “Yes” to proceed.

A special feature was added to allow a one-sided entry for Bank Reconciliation purposes only that will not impact the General Ledger. This program can only be accessed by entering the program name from the “88” feature. From any menu in the system, if you type “88” and hit enter, the system will prompt you for a Program Name. Type the following: CHKRECGM. This will prompt the following Bank Account Reconciliation Special Maintenance Screen as follows:

From this screen, if you click on the Options menu, you will have access to the following options: Make Journal Entry Adjustment, Change Journal Date, Home Key Programs and Calculator. If you click on the Make Journal Entry Adjustment, the system will display the following screen:

This prompt is a reminder that the one-sided entry made here will not write any detail to the General Ledger and is only for reconciliation purposes. If you click Ok, the system will then prompt the following screen:

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To use this feature, select an Account Number from the drop down arrow menu, type a “D” for a debit to the account or a “C” for a credit to the account, adjust the G/L Period if applicable along with the Date, and then enter an Amount for the adjustment and any applicable Comment. Be sure to click on the Save and Close button to save the entry or you can make another entry by clicking on the Save and New button. If you do not wish to save the entry, hit the Esc key prior to saving or click on the “X” at the top right of this box.

Before you can use the Change Journal Date option, you will first need to click on a “Jnl” entry item in the Special Maintenance screen. The system will then prompt the following when you select this option:

The current date for the Journal entry will appear in the Date field. To change the date, click on the down arrow to pull up a Calendar box and select a new date. Then click on the Change Journal Date button and the system will prompt the following:

Click on Yes to save the date change or click on No to cancel this change.

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A/P Recurring Items:This module will allow you to set up recurring payables and quickly process those items every month. When you enter this module, the cursor will be positioned at a Choose one menu as follows:

You must first create recurring items through the first option. When you click on this option, the system will place the cursor at a Vend: prompt. Type the Vendor ID for the first recurring item you wish to set up—the F1 key will bring up a Vendor ID Lookup box. For example, if you pay Ford Credit for a monthly auto loan payment, you would enter that Vendor ID at this prompt. At the Type field, use “I” for an Invoice or a “C” for a recurring credit memo. At the Numb field, create a 4-digit item (Please Note: each time you Post a Recurring Item, the system will automatically add a date stamp to the end of this 4-digit number to create a unique item number as follows “04122201-two for the year, two for the month, two for the day, and two to number each item in a day. You can use letters or numbers, i.e., RENT, AUTO, etc.) At the Ref field, type a brief reference for this recurring item. At the Amt field, type in the amount of the recurring item—this is the amount you will post each time you Post a Recurring Item. At the Cnt field, type in the number of times you will post this recurring item, or type 999 to set this item up for unlimited postings. In the Payment Terms fields, setup any terms that would apply to this recurring item or enter through and leave blank if terms do not apply. Once you enter through the Payment Terms fields, the system will place the cursor in the G/L Distributions box—a G/L Account Number will default if one has been entered in the Vendor Maintenance screen for this vendor. Enter through to create the G/L Distribution for this recurring item and then hit the Esc key when complete. The system will then prompt the following: Save changes to this transaction? Select Yes to save this recurring item. An example of a Recurring Item is as follows:

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You can access saved Recurring Item records by entering into this screen and hitting enter at the Vend field. The system will display a list of existing items and you can hit enter on the item you wish to edit or review. You can make changes to any of the existing data by entering through each field and typing new information—you will need to enter all the way through the screen until you get the Save prompt to save any changes.

To Post a Recurring Item, select the Post Recurring Items menu option when you enter this module. The system will display all available Recurring Items as follows:

If you have set up several items they will all display in this list. To select an items follow the instructions at the bottom of this screen as follows: you can scroll up and down and hit Enter on an item to select one at a time; you can hit the F1 key to instantly Select all items in the screen; you can hit the F2 key to instantly Unselect any selected items; you can type a “U” to scroll up to the

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previous page or type a “P” to scroll down to the next page. Once an item is selected, an “*” will appear to the right of that line. The Cnt column will count down the remaining number of postings you have set up for an item. Once all recurring items have been selected, hit the Esc key to continue. The system will place the cursor at a Posting Period prompt. Hit enter to accept the current period or type the period to which you want to send the posting transaction. At the Posting Date field, the system will prompt the current date; hit enter to accept or type in the applicable date. At the Post Selected field, type a “Y” for yes to create the transaction; type an “N” for no to return to the Select Recurring Item screen; or hit the Esc key to cancel the process. Once a recurring item has been posted, you will see it on all the A/P reports, including the Open Item Adjustment Register. You can also view it in the Vendor Status Inquiry screen. To delete a recurring item that has been posted, you can handle that in the same way you would delete any open item that was entered through the Open Item Maintenance program—be sure to lookup the complete Item Number through the Vendor Status Inquiry module first.

Delete “*” Vendors With No Activity:This module works in tandem with the Credit/Refund (F3 for Credit) procedures in the Order Entry/Maintenance module. When a check is selected as the method of refund during credit/refund processing, the system will automatically create a new vendor using the Customer’s ID and placing an “*” at the beginning. For example, SMIT1234 becomes *SMIT123 in the Vendor Maintenance module. Once the check has been paid, you can delete this “vendor” by running this module—you may want to consider doing this on a monthly or quarterly basis. Please Note: You do not have to delete these refund vendors but if you process a large volume of refunds by check, your vendor listing could become bogged down with these “*” vendors.

When you enter this module, the system will place the cursor at a Function prompt. Type “R” for run and hit enter to proceed. The following will prompt on the screen: Answer “Y” To Delete All “*” Vendors With No Current Balances. Do You Wish To Continue Y/N. Type a “Y” for yes to delete all “*” vendors with a current balance of “0.00.” The system will then place the cursor back in the Accounts Payable menu. The only place these “*” vendors will be able to be seen after they have been deleted is in Check History.

A/P End of Month Processing:This module should be run at the end of every month and also at the end of a calendar year. At the end of the month, it will purge cleared open items from the Vendor Status Inquiry module. At the end of the year, it will move the value in the Y-T-D Pur field in the Vendor Maintenance module to the Last Yr. Pur. field, and clear the Y-T-D Disc. field. When you enter this module, the screen will appear as follows:

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At the Function prompt type an “R” for run and hit enter. The system will prompt the following: IS THIS THE END OF YEAR Y/N:_. Type an “N” for no to continue with end-of-month processing. The system will then prompt the following: DO YOU WISH TO CONTINUE Y/N:_. Type a “Y” for yes at this prompt to complete the processing. The system will perform internal procedures and place the cursor back at the Function prompt. Type an “E” for end and hit enter to return to the Accounts Payable menu. Before you run the end-of-year program, you should run the end-of-month program for December. You should also run the Print A/P Form 1099 report located in the A/P Reports Menu 2 of 2 to get a 1099 form for all subcontractors before you run the end-of-year program.

Vendor Type Maintenance:This module allows you to create specific vendor types to separate your Vendor Listing into categories such as installer, lessor, vendor, etc., for insurance reporting purposes, and it also allows you to designate a 1099 Payment Type to allow for splitting out and totaling different types of payments on the system 1099 printed forms. There are also several A/P modules that can be sorted by this Vendor Type. Those modules are as follows: Payment Selection, Vendor Listing, Open Item Aging Report, Open Invoice Listing and (As Of), Invoice History Listing, Vendor History by G/L Account Number and the Cash Requirement Report. When you enter this module, the system will place the cursor at a three-character Code field. Create a code for the first vendor type you would like to create and hit enter. The system will then prompt an “Add Vendor Type” box as follows:

At the Name field, type a broader description for the Code you created and hit enter. The system will then place the cursor at the 1099 Subcontractor field. If the vendor type you created is for a group of subcontractors or if you need a 1099 printed by a specific category, type a “Y” for yes at this field. The system will then position the cursor at the 1099 payment type field. The current choices appear at the bottom of the Add Vendor Type box as follows: NEC (non-employee compensation), Rent, Royalty, Medical and Other. At the present time, you can only have one type of payment per vendor.

Once you have entered through all the applicable fields, the system will prompt you to “Keep” the description, “Change” or “Esc” to cancel the process. Hit enter to save. Once you have entered at least one Vendor Type, you can hit enter at a blank Code field to display a lookup box. Once all your Vendor Types have been created, you can then add a Vendor Type to each vendor in the Vendor Maintenance module. When you pull up a vendor in that module, you will see the Vendor Type field at the bottom left under the Use Sq. Ft. Pricing field. When the cursor is positioned in

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this field, the system will prompt the following: (F4) Lookup. If you do not wish to use this feature, hit enter to bypass this field. If you would like to enter a Vendor Type, hit the F4 key to bring up a Lookup box from which you can make a selection. Once all vendors have been assigned a Vendor Type, you can then print the Vendor Listing by Vendor Type. In the Vendor Listing module, a prompt will appear as follows: Vendor Type: ___ (F1) – All. You can hit the F1 key at this prompt to have the report print all Vendor Types or you can select a specific Vendor Type to print.

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Accounts Payable Reports Menu Explanation

Introduction:There are two report menus for Accounts Payable—A/P Reports Menu 1 of 2 & A/P Reports Menu 2 of 2. Within both menus there are several reports relating to vendors and payable balances that will prove extremely beneficial to the accounting department. These report menus can only be accessed from the Accounts Payable menu. This next section of the manual will explain each report and how that report can be beneficial to the RollMaster user.


Procedure:From the Accounts Payable menu, select A/P Reports and hit enter. The A/P Reports Menu 1 of 2 will appear as follows:

Vendor Listing:This report is a detailed vendor listing that shows most of the information that was entered in the Vendor Maintenance module. You can print this report for one vendor, a range of vendors, or for all vendors. If you print for all vendors, it could be a very lengthy report depending on the number of vendors in the system. When you enter this report module, the system will place the cursor at a Function prompt. Type an “R” for run and hit enter; the system will prompt the following: ENTER STARTING VENDOR NUMBER: ________ (HIT [NL] FOR ALL). You have a couple of options at this prompt. If you wish to print this listing for only a few vendors, you should run this report one vendor at a time. In this case, you would enter the same vendor ID in this prompt and the next one. You can also hit enter (NL means new line which is the enter key) to print this list for all vendors. If you typed a Vendor ID in this field, the system will prompt the following: ENTER

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ENDING VENDOR NUMBER: ________. Type in the last Vendor ID you want to include in the report—if you are printing this report for only one vendor, type in the same ID as you did in the previous field. Once you have entered data in the Vendor ID fields, the system will prompt the following: Vendor Type: ___ (F1) – All. You can hit the F1 key at this prompt to have the report print all Vendor Types or you can hit enter at a blank field to prompt a Vendor Type lookup box and select a specific Vendor Type to print and exclude all other Vendor Types from the report. Once you have entered through the Vendor Type field, the system will prompt the following:

If you click “Yes” at this prompt, the report will only list those vendors that have been set as “Inactive” in the system. If you click “No” at this prompt, the report will only include active vendors on the report. The system will then prompt the following: DO YOU WISH TO CONTINUE Y/N:_. If all the information in the screen is correct, type a “Y” to print the report. When you have printed the report, the system will place the cursor back at the Function prompt. Type an “E” for End and hit enter to return to the A/P Reports Menu 1 of 2.

Vendor Reference List:This is a much simpler vendor listing report. It shows only the vendor ID and the vendor name. There are no customization options for sorting this report. When you enter this report module, the system will place the cursor at a Function prompt. Type an “R” for run and hit enter; the system will begin printing the report place the cursor back at the Function prompt. Type an “E” and hit enter to return to the A/P Reports Menu 1 of 2.

Vendor Mailing Labels:This report module will print mailing address labels for all vendors entered in the system. Many RollMaster users use this report to print headers for vendor file folders. When you enter this report module, the system will prompt the following: Vendor ID To Print: ________ Enter To Print All. You can print a label for just one vendor or you can hit enter to print a label for all vendors. As soon as you make a selection at this field, the system will prompt the following: ARE YOU SURE: _. If you need to cancel the report, type an “N” for no at this prompt. If you are ready to print the list, type a “Y” for yes at this prompt. The report will begin printing and the system will place the cursor back at the Vendor ID To Print prompt. Hit the Esc key to return to the A/P Reports Menu 1 of 2.

Open Items Adjustment Register- Daily Report : This report module prints an audit of all activity that took place in the Open Item Maintenance module. It is considered a daily report [this report does not need to be run on days when no activity

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has been performed in the Open Item Maintenance module] because it must be run and cleared in preparation for the next day’s activity. The end of the report will give you the net effect on the Accounts Payable G/L Account for the day.

When you enter this report module the system will place the cursor at a Function prompt. Type an “R” for run and hit enter to print the report. The system will then prompt the following: Print G/L Distributions? (Y/N). If you type a “Y” for yes at this prompt, for every open item that was added, the report will display each G/L Journal Distribution. This is a good way to double-check that all the entries for the day are correct. The system will then prompt the following: Continue? Y/N. Type a “Y” for yes to proceed. The system will perform internal procedures and begin printing the report. When the report has printed the system will prompt the following: DID REPORT PRINT OK Y/N:_. This is a very important prompt. The only reason you should respond with an “N” for no at this prompt is if the report was jumbled in the printer and you do not have a readable copy. This report needs to be cleared every day there is activity in the Open Item Maintenance module. If the report was jumbled, type an “N” for no and the system will place you back at the Function prompt; type an “R” again and hit enter to reprint the report. If the report printed OK, enter a “Y” in the prompt. The system will then prompt the following: ARE YOU SURE Y/N:_. If you are sure the report printed okay type a “Y” in the field; the system will place the cursor back at the Function prompt. Type an “E” for end and hit enter to return to the A/P Reports Menu 1 of 2.

Open Item Aging Report:This report will print a list of all open items in the system by age for each vendor. It will then give a grand total of all open items at the end of the report. This report can be printed in a Detail and/or a Summary format. When you enter this report module, the system will place the cursor at a Function prompt. Type an “R” for run and hit enter; the system will prompt the following: ENTER DATE OF AGING:________. Using eight digits, enter the date you want the report to begin aging, e.g., 08051999. The system will then prompt the following:

Option “1” will print a one line per vendor total due; option “2” will print a detailed list of all open items on the vendor’s account. Select an option to proceed. The system will then prompt the following: ENTER STARTING VENDOR, OR ALPHA-KEY NUMBER: ________ (HIT [NL] FOR ALL. You have a couple of options at this prompt. If you wish to print this listing for only a few vendors, you should run this report one vendor at a time. In this case you would enter the same Vendor ID in this prompt and the next one. If you type a Vendor ID in this field, the system will prompt the following: ENTER LAST VENDOR, OR ALPHA-KEY NUMBER: ________. Type in the last Vendor ID you want to include in the report—if you are printing this report for only one vendor, type in the same ID as you did in the previous field. You can also hit enter (NL means new line which is the enter key) to print this list for all vendors. The system will then prompt the following:

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This option is tied to the Vendor Type field in the Vendor Maintenance module. If Vendor Types have previously been set up in your system and you wish to sort by a Vendor Type, you can enter a Vendor Type here. If you are not using the Vendor Type option, enter through the Vendor Type prompt. The system will then prompt the following: PRINT ZERO BALANCE ITEMS: Y. The default is “Y” for yes so to exclude zero balance items type an “N” for no at this prompt. The last prompt will be the following: DO YOU WISH TO CONTINUE Y/N:_. If all the information in the screen is correct, type a “Y” to print the report. The system will place the cursor back at the Function prompt. Type an “E” for end and hit enter to return to the A/P Reports Menu 1 of 2.

Open Invoice Listing:This report module prints a list of every invoice by vendor and gives detailed information on each. The invoices are subtotaled for every vendor and a grand total of all invoices in the system displays at the end of the report. The report also shows discount information and gives a total of all discounts at the end of the report. You can print this report for one vendor, a range of vendors, or all vendors. If you have placed a vendor on “HOLD” status, this report will indicate that next to the vendor. Additionally, you can customize this report to list only invoices due within a certain date range. In other words, only those invoices that are due within the date range you select will appear on the report—all others will not be listed. The detail of this report can be exported to Excel.

When you enter this report module, the system will place the cursor at a Function prompt. Type an “R” for run and hit enter. The system will then prompt the following: Enter Starting Vendor I.D.: ________ (Enter For All). You have a couple of options at this prompt. If you wish to print this listing for only a few vendors, you should run this report one vendor at a time. In this case, you would enter the same Vendor ID in this prompt and the next one. If you type a Vendor ID in this field, the system will prompt the following: Enter Ending Vendor I.D.: ________. Type in the last Vendor ID you want to include in the report—if you are printing this report for only one vendor, type in the same ID as you did in the previous field. You can also hit enter to print this report for all vendors. The system will then prompt the following: Enter Vendor Type: Leave blank for all. This option is tied to the Vendor Type field in the Vendor Maintenance module. If Vendor Types have previously been set up in your system and you wish to sort by a Vendor Type, you can enter a Vendor Type here. If you are not using the Vendor Type option, enter through this prompt.

Once you have entered data in the Vendor ID fields, the system will prompt the following: Do You Wish To Enter A Range Of Due Dates (Y,N):N. If you wish to print all invoices, hit enter at this prompt. If you wish to display items based on a due date, type a “Y” at the prompt and the system

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will then prompt the following: Due Date To Use (1st/2nd/Net):1. To display invoices by the 1st discount due date, hit enter at this prompt; to display invoices by the 2nd discount due date, type a “2” at this prompt; to display invoices by the Net due date, type an “N” at this prompt. You will then be asked to enter a range of dates to further display the invoices—use 00000000 for the beginning date, and the cutoff date you wish to look for as the ending date. Only those invoices matching the selection criteria you entered will appear on the report. The next prompt will appear as follows: PRINT ZERO BALANCE ITEMS: Y. The default is “Y” for yes so to exclude zero balance items type an “N” for no at this prompt. The last prompt will be the following: DO YOU WISH TO CONTINUE Y/N:_. If all the information in the screen is correct, type a “Y” to print the report. The system will place the cursor back at the Function prompt. Type an “E” for end and hit enter to return to the A/P Reports Menu 1 of 2.

Open Invoice Listing (As Of):This module works similarly to the report module above but will actually allow you to print a listing of Invoices “As Of” a prior date whereas the report above will list all open Invoices currently entered in the system. After selecting a vendor or vendors, the system will prompt the following: Enter As Of Date. The system will default to the current date but you can override to a prior date if applicable. One other difference is the ability to print by Summary or Detail. When you enter through the Enter As Of Date prompt, the system will prompt the following:

The default is “D” for detail, which will give you the regular report data. However, if you would prefer to only see a summary of the data for each vendor listed you can type an “S” at this prompt.

Open Invoice Listing – BY PERIOD:The title of this report is a little misleading. It will actually print a listing of all invoices entered in the system by accounting period regardless of whether they are still open. You can print for a particular period and for a particular vendor or print for all. When you enter this report module, the system will place the cursor at a Function prompt. Type an “R” for run and hit enter; the system will prompt the following: PRINT DETAIL FOR G/L PERIOD:__ 99 = ALL PERIODS / ENTER TO EXIT. Type in a specific accounting period or type in “99” to include all periods. You can also hit enter at a blank prompt to exit this module. Once you have made a selection, the system will prompt the following: Enter Starting Vendor I.D.: ________ (Enter For All). You have a couple of options at this prompt. If you wish to print this listing for only a few vendors, you should run this report one vendor at a time. In this case, you would enter the same Vendor ID in this prompt and the next one. You can also hit enter to print this report for all vendors. If you typed a Vendor ID in this field, the system will prompt the following: Enter Ending Vendor I.D.: ________. Type in the last Vendor ID you want to include in the report—if you are printing this report for only one vendor, type in the same ID as you did in the previous field. The next prompt will appear as follows: PRINT ZERO BALANCE ITEMS: Y. The default is “Y” for yes so to exclude zero balance items type an “N” for no at this prompt. The last prompt will be the following: DO YOU WISH TO CONTINUE Y/N:_. If all the information in the screen is correct,

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type a “Y” to print the report. The system will place the cursor back at the Function prompt. Type an “E” for end and hit enter to return to the A/P Reports Menu 1 of 2.

Invoice History Listing:This report will print a list of all Invoices for a vendor within a specific date range regardless of whether they have been cleared from the vendor’s open account. When you enter this module type an “R” for run and hit enter. The system will then prompt you to enter a starting Vendor ID or hit enter to include all vendors. You will then need to enter a beginning and ending date range of invoice dates to include on the report using two digits for the month, two for the day, and four for the year. The report will display all invoices from within that date range for the vendors selected. The report will sort first by Vendor ID and then by Open Item Date.

Items Selected For Payment Listing:This report module works in conjunction with the Payment Selection module. It should be printed prior to printing checks to make sure that you are ready to print a check for all items on the report. If a Vendor Note was added to an item through the Open Item Maintenance module, the first line of that note will appear on this report under the applicable item. Before printing, the system will run a check to make sure no negative totals have been selected that would create a negative check. If it finds any, it will print that information rather than printing the report. You will need to fix any negative check conditions through the Payment Selection module before proceeding to the Print Checks module. Also, if you need to add or delete an item from this report, return to the Payment Selection module to make changes and then reprint this report. The report also displays the total number of checks that will be used during the check print. Once checks have been printed, the system will clear this report. When you enter this report module, the system will place the cursor at a Function prompt. Type an “R” for run and hit enter. The system will begin printing the report and place the cursor back at the Function prompt. Type an “E” for end and hit enter to return to the A/P Reports Menu 1 of 2.

Vendor History by G/L Account:This report will allow you to view vendor activity broken down by G/L Account number and also give you much more information for each entry such as Posting Period, G/L Sequence, Invoice number, Check number, Checking Account, Paid Date and the Debit or Credit amount. When you enter this report module, the cursor will be positioned at a Function prompt. Type an “R” for run to begin and the system will prompt the next field as follows: Begin vendor: <Enter> for all. If you wish to see this report for all vendors, hit enter at this field; to print for one vendor or a range of vendors, type a Vendor ID at this field. If you did not hit Enter at the previous field, the system will next prompt you for an Ending vendor. Once you have selected the vendor(s), the system will prompt the Enter Vendor Type box so that you can print this report by Vendor Type also or you can enter through this prompt to continue. The next field will appear as follows: Begin Date: (MMDDYYYY). At this field you need to enter a starting date for this report using two digits for the month, two for the day and four for the year. You will then need to enter an End Date for the report or accept the 99999999 default to include everything up to the current day. The next field will appear as follows: Begin G/L Acct: <Enter> for all. If you would like to include all G/L Accounts, simply hit enter at this prompt to continue; to print for one G/L Account or a range of

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G/L Accounts, type an Account at this field and hit enter. If you did not hit Enter at the previous field, they system will next prompt you for an Ending G/L Acct. Once you have entered the Ending G/L Account the system will prompt the following: Do you wish to continue? If you are satisfied with your entries and would like to print the report, type a “Y” for yes at this prompt. Otherwise, type an “N” for no and the system will place the cursor back at the Function prompt where you can run through the fields again or type an “E” to end and exit the report module. This report can be exported to Excel.

Inventory Cost Change Report:When any cost changes are made to material and/or freight in the Review P.O. History feature of the Open Item Maintenance module, this report will display all individual material and freight unit price changes and the User ID of the person who made the change. To print this report, when you enter this module, the system will prompt you for a Branch ID and will default to the current branch. Type a new Branch ID to print for another Branch or hit enter to accept the current Branch. At the Beginning Date field, the system will default to the current date, hit enter to accept or type in the applicable Beginning Date for this report. At the Ending Date field, the system will default to all 9’s in this field; if you need to customize this report, type in an applicable Ending Date and hit enter. The system will then prompt the following: (P) to Print Report, (Esc) to Return. To print the report, type a “P”; to exit the program without printing the report, hit the Esc key. The detail of this report can be exported to Excel.

Open Item Audit Report:This report details the total cost changes that were made to material and freight in the Review P.O. History feature of the Open Item Maintenance module along with the journal entry that will be sent to your financials, along with the detail for each General Ledger account impacted by the change. This report can be printed for the current date or for a specific date range. To print this report, when you enter this module, the system will prompt you for a Branch ID and will default to the current branch. Type a new Branch ID to print for another Branch or hit enter to accept the current Branch. At the Beginning Date field, the system will default to the current date, hit enter to accept or type in the applicable Beginning Date for this report. At the Ending Date field, the system will default to all 9’s in this field; if you need to customize this report, type in an applicable Ending Date and hit enter. Then system will then place the cursor at the Disregard Freight Difference field. Because freight charges are not always billed on the mill invoice, we created this field so that you can disregard the freight difference without causing an error on the report. You will still want to send the freight cost to the job, but the Vendor Invoice and the total costs won’t match up when freight is not billed on the Invoice. When this is the case, you can hit enter at this prompt to disregard the freight difference. At the Print G/L Distribution field, if you wish to see the detail of the distributions to your General Ledger, hit enter; if you do not wish to see the G/L Distributions, type an “N” for no at this prompt. At the (S)ummary/(D)etail prompt, you can opt to see all the Detail for the date range by typing a “D” at this prompt, or simply hit enter to see a Summary. If you select Summary, the system will then prompt the following: Only Print Mismatches. If you only wish to see the items that are mismatched and need to be corrected, hit enter at this prompt; otherwise type an “N” for no to see everything. The system will then prompt the following: (P) to Print Report, (Esc) to Return. To print the report, type a “P”; to exit the program without printing the report, hit the Esc key.

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Procedure:From the A/P Reports Menu 1 of 2, select A/P Reports 2 of 2 and hit enter. The A/P Reports Menu 2 of 2 will appear as follows:

Print Checks:This Print Checks module is formatted for 2up dot matrix pre-printed checks. All items that appear on the Items Selected For Payment Listing will print when you run this module. Before printing checks, the system will search for a negative check condition. If it finds any, it will prompt the following at the bottom of the screen: NEGATIVE CHECK FOR SHAW (the actual name of the vendor will display where SHAW appears). Run AP Items Selected For Payment Report and Correct... <Enter> to continue. When you hit enter, the following will display: Checks cannot be run until negative checks are corrected...<Enter> to continue. When you hit enter at this prompt, the system will return you to the A/P Reports menu. You will then need to enter into the Payment Selection module to correct the negative check condition on that vendor. You can print a zero check, but you cannot print anything less than zero.

When you enter this report module, the system will place the cursor at a Function prompt. Type an “R” for run and hit enter; the system will then place the cursor at a Company ID field. Type in your Company ID and hit enter if less than two digits. The system will then place the cursor at a Posting

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Period field which will prompt the current default posting period set up in the system. If applicable, you can override this default and send the activity to another period. Once you enter through the Posting Period field, the system will prompt the following: CHECK DATE:. This field will default to the current date. You can override with a new date using eight digits if applicable. Once you enter through the check date field, the system will prompt the following: Bank Account:. This field will default to your main cash disbursements account number. Because you may have more than one bank account, this module will allow you to change accounts through the (F3) = Change Checkbook option. Please Note: You cannot override the bank account number, you must select an account through the (F3) option. When you hit the F3 key, a General Ledger Acct. Look-up box will pop up and display all of your bank accounts. Use the arrow key to highlight the bank account you need and hit enter; the system will drop in that account number in the Bank Account field. The system will then prompt the following: STARTING CHECK NUMBER:. This prompt will default to the next available check number based on the last series of checks that were printed. Hit enter to accept or if you need to override that number, you can do so and the system will re-sequence from that number. Once you have entered through the check number field, the system will prompt the following: DO YOU WISH TO CONTINUE Y/N: _. If everything is correct and you are ready to print checks, type a “Y” at this prompt. The checks will begin printing and the system will prompt the following: DID CHECKS PRINT OK Y/N: _. This is a very important prompt. Look over each check to make sure it was printed correctly and if everything looks good, type a “Y” for yes at this prompt. The system will then prompt the following: ARE YOU SURE? Y/N: _. Type a “Y” for yes once more to proceed. If the checks were jumbled or did not print correctly, you need to type an “N” for no at the Did Checks Print OK prompt. The system will place the cursor back at the Function prompt. The payments that were posted through the Payment Selection module for the first check series will still be posted in the system. Run the program again making sure the Starting Check Number matches the next available check number in the printer. When you have successfully printed a check series, the system will place the cursor back at the Function prompt. Type an “E” for end and hit enter to return to the A/P Reports Menu 2 of 2. After you print checks in the system, you need to print a Check Register (see explanation below).

Print Checks – 3up Laser Version:This Print Checks module is formatted for 3up laser printer pre-printed checks (a stub, a check in the middle and then another stub are printed). This module works the same as the Print Checks module above—see above for check printing instructions.

Print Checks – MICR Version:This module can only be used with a Magnetic Ink Cartridge Printer. Before you can use this module, you must first complete bank account set up in the MICR Account Maintenance module.

MICR Account Maintenance:If you will be using a Magnetic Ink Cartridge Printer to print your checks onto blank check stock, you will need to first set up each bank account in this module.

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Print Electronic Payment Report:This report was added for customers that make electronic payments to vendors and need to see a report of remittances. During this procedure no actual check is printed but a report is needed to list the Invoices being paid. To use this feature and report you will first need to select the Invoices/Credit Memos you wish to pay electronically in the Payment Selection module. You will then enter into this module and prepare to process an Electronic Payment for one vendor at a time. This module works almost identical to the Print Checks module so follow normal procedures until you get to the Starting Check Number field. This field will prompt the next available check from the Print Checks module but you can override to the actual check number you will use for this Electronic Payment. The next field will appear as follows: Vendor ID: ________ <Enter> = Lookup <F1> = Alpha Lookup <Esc> = Exit. At this prompt you can type the Vendor ID or perform a lookup via the F1 key. Once a Vendor is selected the system will prompt you to continue. The Electronic Payment Report will begin to print and the system will prompt the following: DID REPORT PRINT OK Y/N. If the report appears as you need it to, type a “Y” for yes at this prompt. The system will then prompt the following: ARE YOU SURE Y/N. Type a “Y” for yes to complete the process. Once all electronic payments have been processed you will then print the Check Register just as you would after a normal check run. You will see an “E” next to the check number to denote all Electronic Payments. Please Note: you should manually write Void/Electronic Payment on the paper check so it is not used for any other check printing procedures—do not Void the check in the system!

Check Register:This report module prints a register of all checks printed through either of the Print Checks modules, the Print Electronic Payment Report module as well as any checks processed through the Hand Check/Void Check Processing module. It should be run after any batch of checks is processed in the system—if you are printing checks from multiple bank accounts, you can print the register one time after all checks have been printed. If you need to void a check and the Check Register for that check run has not been printed, you will not be able to void the check, so you should always follow any check run with the printing of the Check Register.

When you enter this report module, the system will place the cursor at a FUNCTION prompt. Type an “R” for run and hit enter. The system will then place the cursor at a COMPANY ID field; type in your Company ID and hit enter if less than two digits. The system will then prompt the following: BEG. BANK ACCOUNT:. This field will default to your main cash disbursements account number. If checks were printed out of a different account, you need to use the F3 key to select that bank account before proceeding. Please Note: You cannot override the bank account number, you must select an account through the (F3) option. When you hit the F3 key, a General Ledger Acct. Look-up box will pop up and display all of your bank accounts. Use the arrow key to highlight the bank account you need and hit enter; the system will drop in that account number in the Bank Account field. The system will then prompt the following: END. BANK ACCOUNT:. This field will default to the account entered in the first field. If you printed checks from more than one bank account, you can select another bank account or a range of bank accounts and include all data on one report. Hit enter once the account is selected and the system will prompt the following: CONTINUE (Y/N)? If you type an “N” for no at this prompt the system will place the cursor back at the Function prompt. If you type a “Y” for yes the system will begin printing the report and place the cursor at the Eject Page prompt. Hit enter to eject the page. The system will then prompt the

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following: DID REPORT PRINT OK Y/N:. If you did not get a readable copy, type an “N” at this prompt and reprint the report. If everything is okay, type a “Y” at this prompt and the system will prompt the following; ARE YOU SURE Y/N:. If you are sure the report printed okay, type another “Y” at this prompt. The system will then place the cursor back at the Function prompt. Type an “E” for end and hit enter to return to the A/P Reports Menu 2 of 2.

Check Register History:This report module prints a history of any Check Register that has been cleared in the Check Register module. It can be printed by Register Date or Check Date. When you enter this report module, the system will place the cursor at a FUNCTION prompt. Type an “R” for run and hit enter. The system will then place the cursor at a COMPANY ID field; type in your Company ID and hit enter if less than two digits. The system will then prompt the following: BEG. BANK ACCOUNT:. This field will default to your main cash disbursements account number. If checks were printed out of a different account, you need to use the F3 key to select that bank account before proceeding. Please Note: You cannot type in the bank account number at this prompt, you must select an account through the (F3) option. When you hit the F3 key, a General Ledger Acct. Look-up box will pop up and display all of your bank accounts. Use the arrow key to highlight the bank account you need and hit enter; the system will drop in that account number in the Bank Account field. The system will then prompt the following: END. BANK ACCOUNT:. This field will default to the account entered in the first field. If you need history on a register for more than one bank account, you can select another bank account or a range of bank accounts. Hit enter once the account is selected and the system will prompt the following:

The cursor will be positioned at the SELECT DATE RANGE BY CHECK OR REGISTER DATE field and default to “C” for Check Date. Once you make a selection, the system will place you at an ENTER BEGINNING DATE field. Type in the applicable beginning date, and the system will then prompt an ENTER ENDING DATE field. This field will default to the date entered in the previous field. You can hit enter to accept that date or type in a new applicable Ending date for history. The next prompt will appear as follows: CONTINUE (Y/N)? If you type an “N” for no at this prompt the system will place the cursor back at the Function prompt. If you type a “Y” for yes the system will begin printing the report and place the cursor back at the Function prompt. Type an “E” for end and hit enter to return to the A/P Reports Menu 2 of 2. The data on this report can be exported to Excel.

Print A/P Form 1099:This report module will print a Form 1099 for all vendors that have a Social Security number entered in that field in the Vendor Maintenance module. The system will prompt only amounts paid to a 1099 Vendor in a year and will not include any outstanding Invoices that have been posted in A/P Open Item Maintenance but not actually paid to the Vendor on a system check, as the data is pulled from check history. Additionally, there are print options to use Electronic 1099s or print

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Total Display on screen. The 1099 data can be called up again by utilizing the Report Year feature and entering a Beginning and Ending date so you can print and re-print the 1099 data at any time. With regard to Installer Retained Amounts on the 1099, the system will treat the retained amount as taxable income only at the time it is paid back to the installer, most likely at the time he or she no longer performs work for your company.

When you enter this report module, the system will place the cursor at a Function prompt. Type an “R” for run and hit enter. The system will then display a “Select 1099 Type” box as follows:

Because 1099 Vendor Types were added in the system in the Vendor Type Maintenance module and can be printed by payment type, this box allows you to click on a type in the menu above to print 1099’s for only those particular 1099 types or you can click the **ALL** intermixed option to include all types. Once you have made your selection, the system will prompt a “Select Print Type” box as follows:

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Once you have selected a printer type, the system will prompt the following: Report Year:____ (YYYY). In this field, you should type in the applicable 4-digit report year to proceed. The system will the prompt you to enter a Beginning and Ending Date for the Report Year and default to the first day of the year you entered. If the dates need to change, make those applicable changes before proceeding. The system will then prompt the following: ENTER STARTING VENDOR ID: ________ (HIT NL FOR ALL). Hit enter to begin printing all the vendors applicable to this print run or type a specific Vendor ID in this field and the next to print for only one vendor. The system will then prompt the following:

Use these fields to help line up the printed data on the forms. The system will then prompt the following: DO YOU WISH TO CONTINUE Y/N: _. If everything is correct, type a “Y” for yes to proceed. If you selected “Total Display” from the Select Print Type menu, the system will display the totals on screen as follows:

If you selected any other printer type, the forms will start printing at this point. When you have printed the applicable forms, the system will place the cursor back at the Function prompt. Type an “E” for End and hit enter to return to the A/P Reports Menu 2 of 2.

Outstanding Check Listing:This report module prints a list of all checks processed in the system for each bank account that have not been reconciled through the Bank Reconciliation module. The report contains the check number, the check date, who the check was made out to, the amount, and a designator to indicate whether the check was processed through the Hand Check/Void Check Processing module or through one of the Print Check modules. It also includes the total outstanding balance and the total number of outstanding checks.

When you enter this report module, the system will place the cursor at a Function prompt. Type an “R” for run and hit enter. The system will then place the cursor at a Company ID field; type in your Company ID and hit enter if less than two digits. The system will then prompt the following: Beginning Acct to Print <Enter> for first account. Type in the first account number you would

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like to see on the report or hit enter to automatically pull the first bank account. The system will then prompt the following: Ending Acct to Print <Enter> for last account. Type in the last bank account you would like included on the report or hit enter to automatically pull the last bank account. (The previous two prompts will allow you to print the Outstanding Check Listing for just one bank account of for a range of bank accounts.) The system will then prompt the following: Enter Cut Off Date Of Checks To Print:. The system will default to the current date. You can override the date if applicable or hit enter to proceed. The system will then prompt the following: Do You Wish To Continue (Y,N): Y. To print the report, hit enter at this prompt; otherwise, type an “N” for no at this prompt to return to the Function prompt. If you type a “Y” the report will begin printing and the system will place the cursor back at the Function prompt. Type an “E” for end and hit enter to return to the A/P Reports Menu 2 of 2.

Print Cash Requirements Report:This report module prints a list of all payables in the system and when they are due according to a range of days that were entered when you system was first set up, e.g., 7, 14, 21. It will also show the user how much cash is required to pay the current bills. If a Vendor Note was added to an item through the Open Item Maintenance module, the first line of that note will appear on this report under the applicable item. This report can be printed prior to entering the Payment Selection module so the user can quickly identify which items need to be paid although the Open Invoice Listing has more functionality than this one.

When you enter this report module, the system will place the cursor at a Function prompt. Type an “R” for run and hit enter. The system will then place the cursor at a Company ID field; type in your Company ID and hit enter if less than two digits. The system will then prompt the following: ENTER BEGINNING DATE. This prompt will default to the current date. Hit enter to accept or type in a new date using eight digits. The system will then prompt the following: ENTER STARTING VENDOR NUMBER: ________ (ENTER FOR ALL). Unless you only want to print this report for a particular vendor, hit enter to include all vendors on the report. The system will then prompt the following: PRINT VENDOR INOVICE NOTE (Y/N). If you wish to print any Vendor Notes associated with the items appearing on the report type a “Y” for yes at this prompt. The system will then prompt the following: Enter Vendor Type: Leave blank for all. This option is tied to the Vendor Type field in the Vendor Maintenance module. If Vendor Types have previously been set up in your system and you wish to sort by a Vendor Type, you can enter a Vendor Type here. If you are not using the Vendor Type option, enter through the Vendor Type prompt. The last prompt will be the following: DO YO WISH TO CONTINUE Y/N:_. If all the information in the screen is correct, type a “Y” to print the report. When you have printed the report, the system will place the cursor back at the Function prompt. Type an “E” and hit enter to return to the A/P Reports Menu 2 of 2.

Please Note: On the Print Cash Requirements Report, the CURRENT-7 DAYS column displays items that are currently due. It does not mean that all these items are current. In other words, this column will include items that are past due as well as those that are due within seven days of the report date.

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Documents

Accounts Payable - Web viewDuring the Review PO History process, if you have set the Branch Control to ... the word “HOLD” in the Due ... and Accounts Payable G/L accounts