AP CHANGES THROUGH 10-31-01

Duplicate Invoice Entry

Voucher Entry & Editing (Task 1 in AP) checks for duplicate vendor invoices.  A parameter dictates whether to disallow a duplicate invoice number from being entered, or to WARN the operator that the invoice is a duplicate, but still allow the entry of the invoice.  Go to:

• Accounts Payable (Module 3)
  • System Management Functions (Task 32)
    • Modify Parameter Files (Sub-task 22)
      • A/P - General (Option 1)

Look for parameter:

DUP'DOC'ACTION=WARN            Action to take on duplicate vendor document numbers:  WARN means give a warning only; anything else means don't allow entry of duplicate vendor document numbers.

Due Dates:

The DUE DATE is calculated and based on the Vendor Payment/Billing Terms.  If the vendor term is Net 10^th, the system will automatically calculate the due date to be the 10^th of the following month; if the vendor term is Net 30 Days, the system will automatically calculate the due date to be 30 days from the Invoice Date.

The Vendor Payment Terms are set up in the Purchasing module.  Go to:

• Purchase Order (Module 7)
  • System Management Functions (Task 32)
    • Modify Application Table (Sub-task 17)
      • Payment/Billing Term Table (Option 4)

The entire table has been re-written, so it may be necessary to view the changes in the table.  The table uses three new columns. 

1. A = Number of payments (01 thru 99)
2. B = Starting month for Due Date
3. C = Day of month for Due Date.

Also, if HOLD is part of the description for a payment term, Voucher entry will not be allowed for vendors if the term on their Vendor Master File (Task 17 in AP).  The word HOLD, must be in capital letters and be part of the description.

Multi-Division Check Printing:

Divisional capabilities have been added to the checking account function.  On field #10 in AP Voucher Entry & Editing (Task 1), place the division number for the voucher.  On field #7 of PO Vendor Invoice Entry & Editing (Task 3) place the warehouse number with the appropriate division number for the vendor invoice.  Note: the division # is on field 10 of the Location/Warehouse Address program found in 7/20.   When selecting vouchers for payment using:  Voucher Payment Preparation (3/25) the user will be prompted for a division number.

Divisions are also available in: AP Aged Trial Balance (Task 9); Cash Requirements (Task 10); AP Expense Distribution (Task 11); Future Requirements (Task 12); Voucher History by Vendor (Task 15); Voucher History report (Task 19); Check Account report (Task 20) and AP Open Item report (Task 21)

Multi-Corporation:

A Multiple corporation check report is available:  Check List Report (multicorp)  found in 3/32/11.  

Due/chk date & Check #:

Please note, fields for the Due/Chk Date and the Check # have been reversed.

Prepaids:

There is a parameter that determines if the document date or the current (today) date should be used on pre-paid vouchers.  The parameter is found in:

• Accounts Payable (Module 3)
  • System Management Functions (Task 32)
    • Modify Parameter Files (Sub-task 22)
      • A/P - General (Option 1)

Look for parameter:

DFLT'PPD'DATE=               Default prepaid date: D=Document Date, T=today

Print Voucher:

There is an option to print the voucher, while in Voucher Entry & Editing (Task 1 in AP).  Once the voucher information has been entered, at the bottom of the screen, the system prompts:  F1 to print this voucher.

Automatic Distribution:

The vendor invoice amount can distribute automatically, with specific percentages, to specified General Ledger accounts.  The distribution percentages are setup in the Distribution Template (Task 23 in AP).  A "code" is designated for the template.  The "code" is then placed on field #37 of the Vendor Master File (Task 17 in AP) - access a list of "codes" by pressing the F1 key.  Then when entering a new voucher, the amount of the invoice will automatic be distributed to the specified GL accounts with the specified percents.  The amounts and GL numbers can be changed, while in Voucher Entry & Editing, if needed.

No Blank Invoice #:

The Invoice # (field 2) cannot be left blank.  Something must be entered, or the operator will not be allowed to continue.

Vendor Master (Task 17):

(1)  The vendor’s fax number now prints on the Vendor Master printout (3/17/4)

(2)  The number of lines on the Vendor Master File (Task 17) for AP Accounting notes (field 68) and PO Purchasing notes (field 69) is controlled by a parameter.   Go to:

• Accounts Payable (Module 3)
  • System Management Functions (Task 32)
    • Modify Parameter Files (Sub-task 22)
      • A/P - General (Option 1)

Look for parameters:

ACCT'MEMO'LINES=                    Maximum # lines of A/P accounting notes

PURCH'MEMO'LINES=                 Maximum # lines of P/O purchasing memo

AP CHANGES THROUGH 12-31-02

Voucher Entry and Editing:

Voucher Edit List  (3/1/4) and Posting (3/1/5) allow selection by both division and date range. This allows the AP clerk(s) to edit and post for individual time periods and individual divisions rather than having to post all new vouchers at one time. Note: the posting function still requires exclusive use of the voucher file.

Cash Requirement Report:

 The vendor terms have been added to this report.

ACCOUNTS PAYABLE CHANGES THROUGH 12-31-03

Voucher History Inquiry (Task 26):

1.  A “Batch #” column has been added to the Voucher History Inquiry display.

2.  The “Reference Note” field and the division # (if applicable) from Voucher Entry and Editing can be viewed in Voucher History Inquiry.  This option is controlled by the parameter:  TWO’LINE’VHS’INQUIRY.  IfY(es), the information will be displayed.  Find the parameter in:

• Accounts Payable (Module 3)
  • System Management Functions (Task 32)
    • Modify Parameter Files (Sub-task 22)
      • A/P General (Option 1)

1099 Forms:

A new program prints vendor 1099 forms based on information in the Vendor History (Task 18 in the AP module).  To run the 1099 form program, go to:

• Accounts Payable (Module 3)
  • Vendor Reports/Forms (Task 13)
    • Print 1099-Misc Forms (Sub-task 5)      

You will be allowed to override your company name and address to be printed on the 1099 form.

Selectable ranges are vendor number, date paid, and the current government amount indicated as the threshold that requires reporting.

AP Aging:

An option has been added to age amounts owed by accounting periods.  If your accounting periods are not the standard ‘monthly’ accounting periods but, for example, 4 weeks one ‘month’, 5 weeks the next ‘month’ and then 4 weeks in the final ‘month’ of a quarter, you may want to instead ‘age’ by the accounting period.   To accomplish this, go to:

·        Accounts Payable (Module 3)

o       System Management Functions (Task 32)

§         Modify Parameter Files (Sub-task 22)

·        Aging  (Option 2)

Look for the parameter:       TYP'OF'AGE=      Options are:   DAILY or MONTHLY or PERIOD

A/P CHANGES THROUGH 12-31-04:

Voucher Entry & Editing – Task 1:

Division name, as well as Division number, is now displayed to help in multi-divisional environments.

Vendor Labels:

The vendor label printing program has been changed to use new tables to specify label size (use TAB to view selections) and placement of first label (in case a few labels are missing from the first sheet of labels).  The Vendor Label program is found in:

·        Accounts Payable (Module 3)

o       Vendor Reports/Forms (Task 13)

§         Vendor Labels (Sub-task 1)

Check Account Export:

The checking account program has an export function available.  This can be used to create upload files for use with on-line banking programs, such as “Positive Pay” that help with the prevention of check fraud.  Go to:

• Accounts Payable (Module 3)
  • Check Account (Task 20)
    • Create Check Export File (Sub-task 8)

Contact us for the Custom parameters needed to facilitate this functionality.

‘Hold’ Voucher from being Paid”:

By changing the status to ‘on hold’ on an open AP item, the voucher will not be selected for payment.  Once the determination that a voucher won’t be selected for payment, go to:

• Accounts Payable (Module 3)
  • A/P Open Item (Task 21)
    • Change Existing Open-Item Record (Sub-task 2), find the correct voucher by entering the vendor number & voucher number 

Go to field #8 – Status, and change it to #4 “On Hold”.   This voucher will not  be selected for payment until the status is changed.

 ACCOUNTS PAYABLE CHANGES THROUGH 12-31-06:

Vendor Master:

1. The Vendor Master File setup (Task 17 in A/P module) has been streamlined when entered a new vendor by skipping the aging summary fields and allowing a ‘shortcut’ to by-pass the current and prior-year purchases.
2. An ‘e-commerce” attribute has been added to the Vendor Master records.  This can be used for various functions to identify product vendors independent of the vendor type attribute (field #42 on the Vendor Master record.

A/P to G/L Interface:

New parameters have been created to allow the A/P interface consolidation and divisionalization control for cash/discounts/open payable to be independent of the global setting and each other.  These new setting are in the A/R module, Task 32, Sub-task 22, Option 3 – Interface – along with other related system wide controls so you can continue to see and set them all in one location.

ACCOUNTS PAYABLE CHANGES THOUGH 12-31-08:   

Third Party Payment:

The “Voucher Payment Preparation” program (Task 25) has been enhanced to allow for payment by a 3^rd party vendor.  Example:   pay a vendor’s invoice using a credit card, such as VISA or American Express.   The system ‘pays’ the original voucher and creates a new voucher under the 3^rd party vendor.   See the document, in the AP section of the website:  Task 25 – Voucher Payment by 3^rd Party Vendor  for complete instructions and details.

Labels:

The vendor label printing program (Sub-task 1 in Vendor Reports/Forms – Task 13) has been enhanced to print for active and/or inactive vendors (where active would be current and prior year purchases)

Expense Distribution Report:

The A/P Expense Distribution report (Task 11) has been enhanced to include a beginning and ending Department number (these are the middle two digits from the G/L account number) as a selection for the report.

ACCOUNTS PAYABLE CHANGES THROUGH 12/31/09:

Vendor Reports / Forms (Task 13):

1.  The program:    Form Letters (FRMLET) can now deliver the letters created via e-mail or fax, if you have the optional e-mail/faxing add-on and if the Vendor Master file is set correctly to ‘read’ the e-mail address or fax number.

2.  The report, Purchase Summary by Vendor # (PURVNN) will print current and prior year purchase dollars (without detail).  This report has been enhanced with a delete option along with new active or inactive accounts.   For example you could print the report for purchases from new vendors added from a particular date (i.e. the first of the year) or longtime vendors by using a given date range. 

The option to print inactive vendors also includes an additional option to delete the inactive vendors from the Vendor Master file (Task 17 in A/P module…however the current balance owed to the vendor must be $0) and any P/O Alternate ‘order from locations’.

3^rd Party Pay – Expanded Functionality:

The 3^rd Party Pay functionality has been expanded. This allows for ‘one-step’ processing of pre-paid vouchers.   In Voucher Entry and Editing (Task 1), field 7 is: Pre-paid     A box will appear on the right side of the screen listing the 4 payments methods:  N = Unpaid – Open on Account; 1 = Company Check; 2 = EFT and 3 = 3^rd Party Vendor.  

Ø      If N is selected, the voucher will remain as unpaid, on the vendor’s account.

Ø      If 1 is selected, this indicates the voucher was pre-paid via a company check, you will be prompted for the check number.

Ø      If 2 is selected, this indicates the voucher was pre-paid via an EFT and the voucher will be assigned the check number of 8.

Ø      If 3 is selected, this indicates you paid (or will be paying) the voucher via a credit card (i.e. VISA).  If 3 is selected, you will be prompted for the 3^rd party vendor.

Note: the ‘default’ payment method is user-defined, go to: 3/32/22/1 and look for the parameter: DFLT'PRE'PAID= after the parameter is set, then by pressing the ENTER key at field 7 on a voucher, the default method will be used.

Voucher Edit List and Posting by Terminal:

Voucher Entry and Editing (Task 1) has been enhanced to allow, by terminal number, the operator to print the edit list and post, therefore multiple operators can enter vouchers at the same time, print their own edit list and post their own vouchers.  Go to:

• Accounts Payable (Module 3)
  • System Management Functions (Task 32)
    • Modify Parameter Files (Sub-task 22)
      • A/P General (Selection 1)

Look for the parameter:  VOUCHER'BY'TERMINAL=Y or N.  A Y(es) allows this functionality, a N(o) or blank will disallow it.        

New Vouchers ‘On Hold’:

A parameter has been added so that all new vouchers can automatically default to a “Hold” status.   The “Hold” status remains until it is physically changed to ‘Unpaid’ (meaning, available for payment).   This is useful to ensure vouchers aren’t paid by mistake.   Go to: 3/32/22/1 and look for the parameter:   ON'HOLD'FLAG=Y or N       

Checking Account (Task 20)   

 The report can be run by ‘Transaction Types” in addition to date range.  This helps to minimize scrolling through the deposits to get to another transaction type within a date range.  Transaction types are:

 0 = Deposit

 1 = CC charge from bank

 2 = Misc.charge from bank

 3 = Bad check/CC

 4 = Collected bad/redeposit

 5 = Lost check/redeposit

 6 = Your checkbook balance

 7 = Bank's checkbook balance

 8 = Electronic Funds Transfer

Checks that Require Two Signatures:

A parameter was added to notify the operator when printing checks when a check is over the designated amount.  This can be a safeguard against unexpectedly large checks and when two signatures are required.    Go to:

• Accounts Payable (Module 3)
  • System Management Functions (Task 32)  
    • Modify Parameter Files (Sub-task 22)
      • A/P General (Selection 1)

Look for the parameter:  REQ'TWO'SIGS'AMT=             Enter in the dollar amount, when gone over, the operator will receive a message for each check over this amount to indicate two signatures are required. For example 749999 give message for all checks $7,500.00 and above; whereas 9999999 give message for all checks $100,000.00 and above; and blank or 0 mean no warning message (this is the default)           

The report, Purchase Summary by Vendor # (PURVNN) will print current and prior year purchase dollars (without detail).  This report has been enhanced with a delete option along with new active or inactive accounts.  For example you could print the report for purchases from new vendors added from a particular date (i.e. the first of the year) or longtime vendors by using a given date range. 

The option to print inactive vendors also includes an additional option to delete the inactive vendors from the Vendor Master file (Task 17 in A/P module…however the current balance owed to the vendor must be $0) and any P/O Alternate ‘order from locations’.

Voucher History (Task 19):

A check number range has been added to the Voucher History report.   This is helpful when you would quickly like to see all vouchers paid by a particular check number along with the distribution G/L accounts.

Import into Vendor Master:

An ‘Update Vendor from Import” program has been created (found in 3/17/8).  This allows you to update/change nearly any user accessible field via a CSV spreadsheet.

The format of the .csv report is:   Vendor account #, field of choice, X

The first row of the file must contain headers (columns 1 and 3 can have anything in them), however column 2 MUST be a valid vendor file internal field name.  Go to the program, and then press TAB key for a list of valid field names to use in the import report.  

Column 1, starting with row 2, are the vendor numbers (use numbers, not names)

Column 2, starting with row 2, contain the actual information that will be imported.

Column 3, starting with row 2, each row MUST be a populated with an `X' as a placeholder to ensure the proper column usage.  Any column after the 3^rd column will be ignored

Below is an example of what the .csv report would look like if all the vendors listed will have their Vendor Type changed to a A (for Advertising).  The ones with no changes could be deleted from the report or they could be left in too…just be sure the information in Column 2 is correct, for example you were updating all of your vendors with new/updated Vendor Types:

NOTE:  to get a listing of your vendor numbers, export the Vendor Master file and the ‘massage’ the columns/rows to fit the columns/rows needed to import data back into the Vendor Master.

Save the report with a .csv extension.  They using sub-task 8, enter the name of the saved file…..the field will be updated.

AP CHANGES THROUGH 09-30-2010:

1099:

In preparation for the 2011 and 2012 changes for reporting on 1099’s based on the changes in the new healthcare reform, the 1099 program has been expanded to support various ’1099 Type Codes”.  The codes are setup in a table, along with the box number on the 1099 form that will contain the dollar amount for the specified 1099 type.   The table can be found in:

• Accounts Payable (Module 3)
  • System Management Functions (Task 32)
    • Modify Application Tables (Sub-task 17)
      • 1099 Type Codes (Selection 4)

The ‘code’ is Alphanumeric, with a length of 1 character.  There are a maximum for 25 entries on the table.  The Descriptions of the codes are also Alphanumeric with a maximum length of 30 characters.  The box number where the dollar amount will be printed on the 1099 form is Numeric, with a length of 2 numbers.  Below is an example:

                                      -----1099 box # to print $ in

Code  Description                         ||

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

"N" , "Not a 1099 vendor                 "

"Y" , "Std nonemployee comp.                07"

"R" , "Rents                                 01"

"T" , "Royalties                           02"

"O" , "Other income                      03"

"M" , "Medical & health care        06"

"S" , "Substitute in lieu of div/int     08"

"E" , "Unlabelled box 11               11"

"V" , "Unlabelled box 12              12"

"G" , "Excess golden parachute     13"

"A" , "Gross proceeds paid           14"

The code is placed on field 39 (Send 1099_) of the Vendor Master file (Task 17, in the A/P module).

Accounts Payable changes through 09/30/12:

Deposit Function

Voucher entry now includes a "Deposit" function to automatically handle G/L account distribution and create the matching credit voucher during posting.  Refer to the "F1" notation in on-screen help at the "Pre paid" field in voucher entry & editing.  Deposit payments may be handled as prepaid while vouchering or left unpaid for selection in a normal payment run as appropriate.

Prepaid vouchers on A/P ATB

The detailed trial balance now allows for "Prepaid" vouchers.   

Multiple Checking Accounts to Pay Vouchers

We now have New features to allow selection from multiple checking accounts when paying or prepaying vouchers.

Vendor on HOLD

New options added in the vendor payment terms table (P/O module) to specify whether vendors on HOLD status can still be paid or vouchered independently of whether new PO's can be issued.  This allows credits and vouchering of invoices to be addressed for existing orders when a vendor is placed on hold and for payments as needed.

Scanned check images

The voucher history & check file inquiries both have a new feature to automatically open archived images of checks on Windows based Profits Plus servers.  You would typically create the archive by scanning "signed" checks and can include additional documents such as original vendor invoices, receiving documents, P/O's, etc as supporting documentation.  For those using MVSWEB (ODAS) this is similar to the invoice archives which can be viewed from MVSWEB or now directly from Profits Plus via the O/E history inquiry or A/R customer account inquiry.

Voucher history inquiry

·       The voucher history inquiry now includes an automatic gateway to the check file inquiry so you can get complete check detail without leaving the program.

·       Implemented divisional access restrictions in vendor inquiry based on the existing implementation from purchase order processing.

·       Implemented divisional access restrictions in voucher entry based on the existing implementation from purchase order processing.  

·       Added a information box and new options in the voucher history inquiry

Miscellaneous 

European date format option added to voucher document printing.

Added SQL file optimization in the payroll check posting function.

Accounts Payable changes through 04/09/14

Voucher Entry 

Voucher entry expanded to allow up to 999 G/L distributions per voucher.  Sub-division is a new field in the distribution record.

Negative Amounts 

Added support for "-" (negative) amounts in the automatic distribution templates.

Trial Balance Report

Detailed trial balance report enhanced for "Due date" based report in prior months (where paid vouchers have not been cleared).

Field Formatting

Expanded vendor name & address fields to support longer entries.  Various inquiry screens & print functions were modified to properly show the larger fields and also includes various international format adaptations as well.

Checking Account

Parameterized various attributes in the "Create check export file" function in the checking account so it can be used to interface with a broader number of banks for "Positive pay" programs.

Payment Processing 

Added printing of remittance advice for EFT's in payment processing.

Accounts Payable changes through 08/11/15

Voucher Entry Import

Created a new import function in voucher entry & editing to upload from a CSV spreadsheet file for adding new vouchers.

New parameter options for voucher entry & editing to control default values for vendor & division # so you can have each default to previous entry or not.

Accounts Payable changes through 03/04/16

Automatic Void Check

Accounts Payable changes through 09/05/17

Voucher Status Print Option in Open Items