P A Y A B L E S
Payablesl Overview
Payables, or Accounts Payable, are created several ways:
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Vendors
Vendor cards store information on your Vendors. When you select [Vendors] from the Payables or Lookup menus the first Vendor in your file will be displayed.
Using Card Files
You can find a more detailed description of how ProBooks Card Files work, and the various features available in all card files, in the Using ProBooks chapter of your manual.
Lookup Mode and Edit Mode
Card files have two modes, lookup mode and edit mode.
When the first Vendor card is displayed you will initially be in lookup mode.
When you want to add a new card or change an existing card, activate Add or Edit mode by selecting [Add], [Edit] or clicking on one of the fields in the card screen.
Finding the card you want
Think of your ProBooks card files as rotating card files.
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UpArrow/DownArrow
You can flip through the cards by using the [UpArrow]/[DownArrow] keys on your keyboard, or selecting one of the arrow buttons on the control panel, much like turning the wheel on a rotating card file.
You can also lookup up a particular Vendor in several other ways:
Lookup Buttons
You can lookup up a Vendor by Vendor number, Vendor name, Phone, Contact name or Zip by selecting the appropriate button in the Vendor card.
Home/End
You can go to the first or last card by pressing [Home] or [End] or your keyboard, or by double-clicking on one of the arrow buttons on the control panel and holding it down until the first or last record is found.
PgUp/PgDn
You can skip through several cards at a time by pressing [PgUp] or [PgDn] on your keyboard, or by double-clicking on one of the arrow buttons on the control panel and holding it down.
Find
You can select [Find] to locate Vendors on additional fields in the Vendor record.
Filter
You can select [=Filter] to select a Vendor or Vendors using an expression or search string.
Multi-screen cards
Some cards files keep more information than will fit in one screen. The files use tabbed multi-screen cards to provide several screens for each record in the card file.
To access the hidden screens, click on the tabs for each screen , or select [Screen].
Adding New Vendors
Select [Add] to create a blank Vendor card.
Vendor Codes
Vendor codes are assigned manually when the Vendor information is entered into the Vendor master file. The coding system is user defined and may be any alphanumeric combination up to 12 characters (i.e., A12345CU6KL8, ACME123, 697ACME1WAXZ).
There are many different methods used to assign Vendor codes. If you’re starting a new system and aren’t sure how you should assign Vendors codes here are a few commonly used systems.
Phone number - A phone number can be a convenient way to identify Vendors.
Part of name plus a number - Many companies use a system that takes part of the name plus a number, like PCAC0001.
Record number - The record number for this Vendor record. A number representing the number of cards in your file plus one, will be displayed when you select [Add] to add a new Vendor record.
Changing Vendor Information
Select [E]dit or click on one of the fields in the card screen to activate Edit mode.
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When you’re in edit mode pressing [Tab]/[Shift]+[Tab] will move the cursor through the various fields and buttons in the card screen.
Enter the appropriate changes in the desired field or fields.
To save the changes you’ve made and return to lookup mode select [Edit] or [PgDn], you will be prompted to save changes. Pressing [Ctrl]+[W] will automatically save changes.
Deleting Vendors
Select [Delete] to delete a Vendor.
Normally, you will not be allowed to delete cards if there are open invoices for the selected Vendor.
FIELD DEFINITIONS
The entry fields, for the most part, are self-explanatory. Following is further clarification for those that are not:
PayTo Code
Some companies purchase from several vendors through a central buying service, who then issues a P.O. to the vendor. The billing for all the vendors comes from the central service and checks are issued to them as well. By placing a different vendor code in the Pay vendor field, when issuing checks for the vendor, the check will be issued to the Pay Vendor. A notation of which vendor and invoice the payment is for will appear on the payment stub of the check.
Phone Code
Foreign country dialing code
Terms
These are the terms the vendor has extended to you. If the terms extended are not in your terms file, enter the discount to be taken for early payment when entering invoices or use Discount (see below, and Add/Change Terms in General Ledger Company Maintenance.
Discount
If you enter a percentage in this field, it will override the Terms percentage (above). This is the discount to be taken, if the invoice is paid by the discount date.
Tax ID Number
Some of your vendors will be independent contractors. This field is used for their Social Security number to be used on a 1099 report at year’s end. If your vendor is a company, enter their Federal Taxpayer ID number.
1099
[T]rue or [F]alse indicates whether a 1099 is to be printed for this vendor.
Our Account Number
Most of your Vendors identify you with an account number which appears on your invoices or statements. If you enter this number here it will become the default Reference number when you enter Purchases. The Reference number in Purchase Invoices also prints on Payables Checks if you use the standard check forms.
Shipvia
The default shipper that is used on Purchase Orders.
AutoAcct
If an account number is entered here, it will show up as the default distribution account number when purchases for this vendor are entered.
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Normally the program will keep the Balance field in the Vendor record updated during processing of transactions. On occasion the amounts in this field may become corrupted. You can correct the balance field in all Vendor records by running the Accounts Payable Aging report. When running the report be sure to specify a date that is beyond the date of the last invoice in the open invoices file.
When the Payables aging is run, all open invoices for each vendor will be totaled and the correct amount entered in the balance field.
User1 - User6
User1 - User6 are user defined memo fields you can use for any kind of information you want. Each is an unlimited length text type field, like the Memo field.
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Before printing Payables checks, be sure you have first entered any manual
checks that may have been written against payables invoices.
Printing Payables Checks
To print payables checks, or ‘pay your bills’:
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Select Invoices To Be Paid
Vendor
Select [Vendor] to display only payables for a specified vendor.
Tag
Select [Tag] to mark a payable for payment.
Pay
Select [Pay] to activate the Payments selection dialog.
All Invoices
If All Invoices is checked, when you select [Pay], the amount paid field for all invoices will be updated with the amount due.
Invoices Due Through
If Invoice Due Through is checked, when you select [Pay], the amount paid field for all invoices due through the specified date will be updated with the amount due.
Invoices with Discounts available
If Invoices with Discounts Available is checked, when you select [Pay], the amount paid field for all invoices with discounts available will be updated with the amount due.
Tag
If Tagged is checked, when you select [Pay], the amount paid field for all invoices that have been tagged will be updated with the amount due.
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Job
This option allows invoices to be selected for payment by Job number. It’s possible to distribute payables invoices to more than one job. If you intend to select invoices for payment by Job number, you should limit purchase invoices to a single job. If a purchase invoice is distributed to more than one job, the first job number entered will be recorded as the primary job number for that invoice.
Pay
Select [Pay] to update the amount paid field for the selected group of payables with the amount due.
Editing Individual Payment Items
To change the amount applied to any invoice select [Edit], highlight the record you want to change using the arrow keys, then press [Enter]. Or double-click on the item you want to edit.
The Payment Item screen will appear allowing you to change either the amount paid or discount amount applied to the invoice.
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Period
Select the period to post to.
Date
Select the date that is to appear on the checks. The date must be in the selected fiscal period.
Cash Account
Select the cash account these checks will be drawn on.
Discounts account
Select the purchase discount account discounts taken on these checks will be posted to.
Beginning Check Number
The default check number will be the next check number for the selected checking account.
Date
Select the date that is to appear on the checks. The date must be in the selected fiscal period.
Form Name
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Modify
You shouldn’t try to modify the check forms unless you’re familiar with
using the report form designer, and with the special requirements for modifying
payables check forms. For more information see topic Modify Check Forms
in the section Setup & Utilities in this chapter.
You can modify the selected check form, but if you do be sure you select [Align] to print a test check before proceeding.
Browse
You can use [Browse] to take a look at the data records for the checks you’ve selected for printing. You can’t make any changes while in Browse. If you see something that needs changes, select [XCancel], then edit payments from the Payables Check screen.
You may wish to run the checks on plain paper then write them by hand.
Sometimes this may seem more convenient if you have only a few checks to
print, especially if you’re using tractor feed checks. In this latter case,
the ‘check’ printed on plain paper can be attached to your hand-written
check to provide payment detail.
Printing an alignment test.
If you’re using a tractor printer and you’re not sure if the alignment of your check forms in the printer is correct, select [Align] to print an alignment test.
You may want to make a note, or mark on the printer, showing where to position
the checks in the printer, so you won’t have to waste a check checking
alignment each time you print checks.
Did These Checks Print Properly?
Following the printing of checks, you will be asked if the checks printed properly.
DO NOT answer this prompt before checks have finished printing, or you
will lose the opportunity to rerun checks if there is a printer problem.
You can reprint checks in case the printer jams, or the checks don’t’ print properly.
If your checks did not print properly select [No]. Posting will be canceled and you can reprint your checks.
If your checks printed properly select [Yes].
Remove your check forms from the printer, or select a printer that has plain paper installed. A Posting report will be printed with a batch number printed in the upper right corner.
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Save the reports with your permanent records for future reference.
What Happens When Payables Checks are Posted
MANUAL CHECKS
Entering Manual Payables Checks
To enter manually written payables checks:
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Entering Payments for a Group of Invoices
Vendor
Select [Vendor] to display only payables for a specified vendor.
Tag
Select [Tag] to mark a payable for payment.
Pay
Select [Pay] to activate the Payments selection dialog.
All Invoices
If All Invoices is checked, when you select [Pay] the amount paid field for all invoices will be updated with the amount due.
Invoices Due Through
If Invoice Due Through is checked, when you select [Pay], the amount paid field for all invoices due through the specified date will be updated with the amount due.
Invoices with Discounts available
If Invoices with Discounts Available is checked, when you select [Pay], the amount paid field for all invoices with discounts available will be updated with the amount due.
Tag
If Tagged is checked, when you select [Pay], the amount paid field for all invoices that have been tagged will be updated with the amount due.
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Job
This option allows invoices to be selected for payment by Job number. It’s possible to distribute payables invoices to more than one job. If you intend to select invoices for payment by Job number, you should limit purchase invoices to a single job. If a purchase invoice is distributed to more than one job, the first job number entered will be recorded as the primary job number for that invoice.
Pay
Select [Pay] to update the amount paid field for the selected group of payables with the amount due.
Entering Manual Payment Information
To enter the check number and amount paid for any invoice select [Edit], highlight the record you want to change using the arrow keys, then press [Enter]. Or double-click on the item you want to edit.
The Payment Item screen will appear. Enter the amount paid and discount amount applied to the invoice, and the check number of the manual check.
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Period
Select the period to post to.
Date
Select the date that is to appear on the checks. The date must be in the selected fiscal period.
Cash Account
Select the cash account these checks will be drawn on.
Discounts account
Select the purchase discount account discounts taken on these checks will be posted to.
A payment register batch report will be printed with a batch number printed
in the upper right corner.
Save the reports with your permanent records for future reference.
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What Happens When Payables Checks are Posted
CHECK REGISTER
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The Payables aging lists your accounts payable and breaks these amounts due down by age.
Multiple A/P Accounts
If you have multiple A/P accounts the report will be grouped by A/P account and invoices for each A/P account will be grouped by Vendor.
Current or Next Period
If Current Period is selected, invoices and payments which have been entered for the ‘Next’ period will be backed out so that balances shown are as of the end of the current period.
If Next Period is selected, all invoices and payments posted to date will be included in the report.
Running the Aging Report
To run an aging for a particular vendor:
Select [Vendor] to look up a vendor by vendor or company name, or enter a vendor or company name in the vendor field.
Select [VendNo] to look up a vendor by vendor number, or enter a vendor number in the vendor number field.
Agings can be run to show balances as of the end of the current period, or to show balances reflecting all transactions entered to date.
Select [Next Period] to show balances reflecting all invoices and payments posted to date.
Select [Current Period] to show balances reflecting all invoices and balances as of the end of the current period.
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Agings can be run for all divisions or for an individual division.
Select [Division] to select a division (0-9), or enter a division number in the division field, to run a report for a single division
Recalculating Vendor card balance fields
Normally ProBooks will keep the balance field in the Vendor record updated during processing. On occasion the amounts in this field may become out of balance with the total of the open invoices in your payables file.
ProBooks will recalculate and update the balance field in all Payables records whenever you run the Payables Aging report for the Next Period.
User Defined Report Forms
Select [Form] to activate the Report Writer Reports & Labels screen, which allows running user defined aging report.
Filter examples
Some example filter expressions which can be used in a user defined aging
report:
IBAL#0
meaning:
invoice balance greater or less than 0
IBAL#0 .and. salesmn="20" .and. cdate -duedate > 20
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meaning:
invoice balance greater or less than 0
salesman code = “20"
invoice
is more than 20 days past due
cdate = ProBooks system date
duedate = invoice
net date
salesmn = invoice salesman code (a character expression, must be
in ” “)
Some other fields you might use in the filter expression:
invdate = the
invoice date
disc_date = the invoice discount date
date() = the computer
system date
Please refer to the chapter Report Writer in your manual for more information on user defined reporting.
See Also: Report Writer, Vendors, Vendor Ledger, Purchases Register, Check Register
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The Cash Requirements Report prepares a list of all items due to be paid according to the options specified.
The report is essentially the same as the report prepared when using the “Select Invoices to Pay” option when making payments.
Select which invoices you want to include in your report.
All Invoices
If All Invoices is checked, all invoices not yet paid will be shown in the report.
Invoices Due Through
If Invoices Due Through is checked, the report will show all invoices due through the specified date.
Invoices with Discounts available
If Invoices with Discounts Available is checked, the report will show all invoices with discounts available.
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The Vendor Ledger provides a ledger for a particular Vendor with various options.
Start by selecting a Vendor:
Select [Vendor] to look up a Vendor by Vendor
or company name, or enter a Vendor or company name in the Vendor field.
Select [VendNo] to look up a Vendor by Vendor number, or enter a Vendor number in the Vendor number field.
Open Items or All Activity
If you select [Open Items] the report will include a listing of currently open invoices for the selected Vendor.
When [All Activity] is selected additional options are activated:
By Date or By Invoice
If you select By [D]ate the report will be much like a manual Customer ledger card, listing invoices and payments by date.
If you select By [I]nvoice the report is similar to the manual ledger, but each invoice and payments made against it grouped together.
From/To
When All Activity is selected, the report will also be limited to a selected range of dates.
Select [From] or enter a date in the From field, to select the beginning date.
Select [To] or enter a date in the To field, to select the ending date.
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Select [Print] to print the report with the selected options.
User Defined Report Forms
Select [Form] to activate the Report Writer Reports & Labels screen, which allows running user defined Customer ledger.
With a user defined report you can:
Set additional filters.
Customize the
report format.
Please refer to the chapter Report Writer for more information on user defined reporting.
See Also: Report Writer, Customers, Receivables Aging, Sales Register, Cash Receipts Register
PAYABLES REPORTS
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Vendor List loads a basic Report Writer setup for printing Vendor lists.
You can use the features of ProBooks report writer to:
Please refer to the chapter Report Writer for more information on modifying
user defined report and label forms, and other Report Writer options.
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Vendor Labels
Vendor List loads a basic Report Writer setup for printing Vendor labels.
You can use the features of ProBooks report writer to:
Please refer to the chapter Report Writer for more information on modifying
user defined report and label forms, and other Report Writer options.
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Vendor Inserts
Vendor Inserts loads a basic Report Writer setup for printing Vendor address inserts. An address insert is simply an address printed on a plain sheet of paper so that when it’s folded it can be used to address a window envelope.
You can use the features of ProBooks report writer to:
Please refer to the chapter Report Writer for more information on modifying
user defined report and label forms, and other Report Writer options.
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Vendor Payments
The vendor payments report provides a listing of checks issued to vendors.
VendorNo
Select [VendorNo] to look up a Vendor by Vendor number, or enter a Vendor number in the Vendor number field.
Vendor
Select [Vendor] to look up a Vendor by Vendor or company name, or enter a Vendor or company name in the Vendor field.
Detail/Summary
Select [Detail] to print a report with detail by payment or invoice. Select [Summary] to print a report summary report.
By Date or By Invoice
If you select By [D]ate the report be much like a manual Customer ledger card, listing invoices and payments by date.
If you select By [I]nvoice the report is similar to the manual ledger, but each invoice and payments made against it grouped together.
From/To
Select [From], or enter a date in the From field to select the beginning date.
Select [To], or enter a date in the To field to select the ending date.
Select [Print] to print the report with the selected options.
Form
You can use the features of ProBooks report writer to:
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Please refer to the chapter Report Writer for more information on modifying
user defined report and label forms, and other Report Writer options.
Discounts Lost
When you make payments on your accounts payable, Probooks keeps track of discounts taken and discounts lost. The discounts lost report provides a report of vendor discounts lost.
VendorNo
Select [VendorNo] to look up a Vendor by Vendor number, or enter a Vendor number in the Vendor number field.
Vendor
Select [Vendor] to look up a Vendor by Vendor or company name, or enter a Vendor or company name in the Vendor field.
Detail/Summary
Select [Detail] to print a report with detail by payment or invoice. Select [Summary] to print a summary report.
By Date or By Invoice
If you select By [D]ate the report will be much like a manual Customer ledger card, listing invoices and payments by date.
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If you select By [I]nvoice the report is similar to the manual ledger, but each invoice and payments made against it grouped together.
From/To
Select [From], or enter a date in the From field to select the beginning date.
Select [To], or enter a date in the To field to select the ending date.
Select [Print] to print the report with the selected options.
Form
You can use the features of ProBooks report writer to:
Please refer to the chapter Report Writer for more information on modifying
user defined report and label forms, and other Report Writer options.
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Printing Form 1099’s for Payments to Vendors
Form 1099’s can be printed for payments made to vendors.
The field 1099 in the Vendor File is used to designate whether a 1099 is to be printed for a particular Vendor. [T]rue indicates yes, [F]alse indicates no.
1099’s are printed from information in the checking account file. For 1099’s to be printed from Cash Disbursements Journal entries, a vendor code must be entered with each check. It’s possible to enter payments in the Cash Disbursements Journal without entering a Vendor Code. If you’ve entered checks through the cash disbursements journal without entering a vendor code, you can add a vendor code to check entries through Add/Change/Delete checks in Check Reconciliation.
When purchases and payments are entered through A/P Enter Purchases, the required information is automatically entered in the checking accounts file.
1099’s can be printed on either tractor forms or laser forms.
1099 Accounts Setup
The first time you run Prepare Vendor Payments File you will be prompted to set up the 1099 accounts file.
Enter the range of accounts to be included in totals calculated for each box in the form 1099. When the payments files are processed to calculate payments information, these account ranges are used to categorize payments.
If the account for a particular payment does not fall in one of the specified ranges, the payment will be included automatically in the category ‘Nonemployee Compensation’.
Prepare Vendor Payments File
Before 1099’s can be printed it is necessary to process payments made during the year and categorize payments for each vendor to determine the amounts to be printed in each box in form 1099.
Because any payables check can be in payment of multiple purchases invoices, and each invoice can be distributed to an unlimited number of accounts, each check must be analyzed and distributed to the various 1099 categories.
Change Vendor Payments File
If the amounts which appear in the 1099’s do not appear to be correct, the Vendor Payments File can be edited allowing you to manually enter the amounts that will appear in the various boxes in form 1099.
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Forms & Numbers
Select Forms & Numbers to select the default name for your
Payables checks use report forms you can modify with the FoxPro report form designer (see topic Modify Check Forms).
Preconfigured Check forms are provided for three types of checks with both DOS and Windows versions of each:
Check type Form name
Tractor APCHECK
Preprinted Laser APLCHECK
Plain stock Laser APPCHECK
You can enter one of these names in the AP Check field, or you can enter a different form name if you have customized a check form and saved it with a new name.
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Modify Checks Forms
Form
There are sample check forms provided for tractor, laser and plain stock
checks for both payables and payroll.
The default form names for these checks are:
Payables Payroll
You can set the name of the default check form to use in the Company Setup Forms screen in the fields PRCHECK and APCHECK.
(Select System, Setup Company, Setup Company, Forms)
If the AP Check field in Company Setup is blank ProBooks will default to the tractor check form name APCHECK.
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Modifying Payables Checks
You shouldn’t try to modify the check forms unless you’ve familiarized
yourself with using the report form designer, and with the special requirements
for modifying payables check forms.
Please refer to the chapter Report Writer
for more information on using the report form designer.
Both Payables and Payroll Checks forms have special requirements. Please note that different techniques are used to print the Payables and Payroll checks.
Special Requirements for Payroll checks forms Modifying Payables Checks
There are sample check forms provided for tractor, laser and plain stock checks for both payables and payroll.
The default form names for these checks are:
Payables Payroll
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If the AP Check field in Company Setup is blank ProBooks will default to the tractor check form name APCHECK
You can set the name of the default check form to use in the Company Setup Forms screen in the fields PRCHECK and APCHECK.
(Select System, Setup Company, Setup Company, Forms)
Both Payables and Payroll Checks forms have special requirements. Please note that different techniques are used to print the Payables and Payroll checks.
Special Requirements for Payables checks
ProBooks currently supports printing a center check with top and bottom stub
The positioning of the check and bottom stub is controlled by the number of page footer lines.
The Page Footer area of the form begins with the totals which appear on the top check stub.
If the check body starts too low on the page, increase the number of footer lines until the top stub totals and check body starts at the appropriate position.
Prior to check printing, ProBooks calculates the number of stubs for per check based on the maximum number of lines available on the top check stub.
As checks are printed, the contents of check stub lines 1-16 are stored to memory variables MSTUBLINE1-16. These memory variables can be used to duplicate the top stub on the bottom stub.
Form Layout for Laser Checks
In Windows, select the Letter Size Paper Size
IN DOS, set the number of lines per page in Report, Layout to 63.
Form Layout for Tractor Checks
In Windows, select the User Defined Paper Size.
In Windows Control Panel, set the User Defined Paper Size for the print you use for printing tractor checks to 850 x 750 (.001 inches)
IN DOS, set the number of lines per page in Report, Layout to 48.
After making changes to your user defined forms TEST THEM using the PC
Accountant Model client before using them with your live data.
Plain stock checks or Preprinted laser checks
Unless you print very large volumes of checks we recommend using pre-printed
laser checks instead of plain stock checks.
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Printing on plain check stock requires:
While setting up plain stock checks takes a little time and care, for users who print large numbers of checks, the savings can be significant. Plain laser check stock can cost about half the cost of preprinted laser check stock.
See Also: Laser Checks, Modifying Sales Forms, Modifying Purchase Forms, Modifying Payables Checks, Modifying Report and Label forms, Report Writer
Change Vendor Number
Sometimes it will be necessary to change a vendor number. For example, if you use a telephone number for your vendor number, and your vendor gets a new telephone number.
Change Vendor Number creates a copy of an existing vendor record with a new vendor number and updates all historical records for the original vendor number with the new vendor number.
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What Happens When You Change a Vendor Number
Global updating provides a way to update a specific field in the active file for all records, or for records selected according to the criteria specified in the selection screen.
Always backup your data files before using Global Updating. You might make
unintentional or accidental changes and want to restore from your backup.
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For more information on using Global Updating please refer to the section System chapter in your manual.
If you find discrepancies in the YTD Purchases field in your Vendor records, select Recalculate YTD Purchases.
This option will recalculate the YTD Purchase values for Vendors from the information in your purchase invoices files.
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Void Purchase
Select [Add] to select the purchase to be voided.
Select [Post] to post the purchase selected to be voided.
Select [XCancel] to cancel posting of purchases selected to be voided .
What happens when Purchase Invoices are voided
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Void Payables Check
Select [Add] to select the payables checks to be voided.
Select [Post] to post the payables checks selected to be voided.
Select [Cancel] to cancel posting of payables checks selected to be voided .
What happens when Payables Checks are voided
When you first begin using ProBooks you will probably have existing accounts payable you want to have in the payables file.
Follow these steps to enter these invoices into ProBooks:
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Enter any account number in the Account field. An account number is required but won’t actually be used because you are only going to be updating the accounts payables file. Enter the amount of the invoice in the Amount field.
When you’ve entered all of your prior invoices, select [Post] from the Purchases Invoices menu.
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The Post Purchases Invoices dialog will be displayed. Select the Period you posted, or will post, your beginning general ledger balances to.
Check the check box for [X] Don’t’ Update Ledger, then select [OK] and continue with posting.
When the Don’t Update Ledger check box is checked, payables will be added to the accounts payable file, but other updating that would normally occur during posting of purchases invoices will be skipped.
The total of the accounts payables invoices you enter this way should equal the amount you enter as Beginning Balance for the payables account in the General Ledger.
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