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The latest version of the Accounts Payable System menu from Legler Systems identifies 24 separate accounts payable (AP) computer procedures that can be run by the user, provided the user has access to these online procedures. Access control is specified in the User Control Record (DB08). Each AP user procedure corresponds to a separate computer program.
A sample Accounts Payable System menu screen is shown below and followed by a definition of each AP user procedure. When only the System-ID (e.g. "AP") is entered on any financial menu, the Accounts Payable System menu is displayed.
----------------------------------------------------------------------------- | ACCOUNTS PAYABLE SYSTEM MENU (2011) 11-14-2011 11:03 | |=============================================================================| | | | No Procedure Name No Procedure Name | | -- ------------------------------- -- ----------------------------- | | 01 - Enter Vendor Master Records 11 - Purge Old AP Records | | 02 - Enter Vendor Invoice Records 12 - Process Periodic Payments | | 03 - Print Vendor Invoice Report 13 - Process AP Batch Input | | 04 - Print Vendor Master List 14 - Print IRS 1099 Forms | | 05 - Print Cash Requirements Report 15 - Inquire Vendor History By Month | | 06 - Print Vendor Checks 16 - Print Vendor History Report | | 07 - Print AP Register 17 - Inquire Invoice Description | | 08 - Print AP Distribution Report 18 - Print Aged Payables Report | | 09 - Post Payables To GL System 19 - Reset Payment Date | | 10 - Inquire Vendor Status 20 - Inquire Top Vendors | | 92 - Redefine System Printer | | 94 - Search AP System | | 96 - Inquire Latest AP Changes | | 99 - End AP Menu | | | | Enter AP Procedure Number......[ ] | | | |=============================================================================| | F1=Help F2=Enter F9=Print F10=Exit | -----------------------------------------------------------------------------
Data entry procedure AP01 is used to enter a master record for each vendor the company does business with and is to be paid by a computer check. A standard expense account code can be defined for each vendor. Computer procedure AP01 is run whenever new vendors are to be added to the AP System. Procedure AP01 can dynamically link to procedure DB17 to enter "NOTES" when function key F7 is pressed.
Data entry procedure AP02 is used to enter a vendor invoices to be paid by the Accounts Payable System. Expense account codes can be entered to override those set up in the Vendor Master Record (AP01). Procedure AP02 can dynamically link to AP01, CR01 and PO01 when function key F7 is pressed.
Report procedure AP03 is used to print the Vendor Invoice Report of the vendor invoices entered in online procedure AP02 for operator verification. The Vendor Invoice Report (AP03) contains detailed information on each invoice.
Report procedure AP04 prints the Vendor Master List of active or inactive vendors entered in online procedure AP01. The vendor name and address shown in the Vendor Master List (AP04) also appears on the vendor checks printed by procedure AP06. To manually lookup a vendor number, the Vendor Master List should be sorted by vendor name (Alpha-sort) or name initials.
Report procedure AP05 prints the Cash Requirements Report of unpaid vendor invoices to be paid. The Cash Requirements Report (AP05) is used for cash management and balancing to the bank statement. Paid vendor invoices are excluded from the Cash Requirements Report printed by procedure AP05. Procedure AP19 can be used to reset the payment date of outstanding invoices, so they are not to be paid by procedure AP06.
Report procedure AP06 prints the vendor checks, either stub-over-check or check-over-stub format. Multiple invoices can be paid with a single vendor check by procedure AP06. Check Records (CR01) are automatically written to the Check Reconciliation System when vendor checks are printed. The check number and date are posted to paid Vendor Invoice Records. Computer procedure AP06 is run after the Cash Requirements Report is printed by procedure AP05.
Report procedure AP07 prints the Accounts Payable Register showing all vendor invoices processed during the current accounting period (YRMO). Both paid and unpaid invoices are shown in the Accounts Payable Register (AP07). The Accounts Payable Register (AP07) should be filed with the company's financial papers for audit control.
Report procedure AP08 prints the Payables Distribution Report showing all general ledger expense accounts charged during the current accounting period. Each vendor invoice associated with a GL expense account is also identified in the Payables Distribution Report (AP08).
Update procedure AP09 posts the AP accounting information to the GL System for the current accounting period (YRMO) and prints the Payables Posting Report. General Journal Records (GL01) are created in the GL System summarizing total dollar amounts by GL account code at the end of the month. The General Journal Records created by this procedure are identified in the Payables Posting Report (AP09). The Payables Posting Report (AP09) should be filed with the company's financial papers for audit control.
Inquiry procedure AP10 displays vendor invoice information on the screen based upon parameters entered by the user, such as vendor number. Procedure AP10 can be run at any time.
Update procedure AP11 purges old Vendor Invoice Records (AP02) and old Vendor Master Records (AP01) from the online database and is infrequently run by supervisory personnel. A control report (AP11) is printed to document the number of records deleted from the AP System.
Update procedure AP12 creates new Vendor Invoice Records in the next accounting period that are flagged with a Pay code of "P". This procedure is run at the beginning of the month or accounting period (YRMO). Procedure AP12 is used to easily process recurring payments to multiple vendors.
Update procedure AP13 processes a batch import file of vendor invoices (Vendor Invoice Records) that were created by another computer system or procedure. Program edits are performed on each import record, similar to online procedure AP02, before the invoice is added to the online database. A Control Report (AP13) is printed to document any batch import errors and the import record counts for audit control.
Report procedure AP14 prints IRS 1099 forms for independent contract vendors. These IRS 1099 forms reflects all payments (income) to vendors for the calendar year. A copy of the IRS 1099 form is mailed to the vendor, as well as to the IRS. A copy of the IRS 1099 forms should be filed with the company's financial papers for audit control.
Inquiry procedure AP15 displays a window showing the total payments by month for the last 5 years made to a vendor or an expense account code. Computer procedure AP15 can be executed at any time to display vendor history.
Report procedure AP16 prints the Vendor History Report covering 10 years (or 10 months) of vendor purchases or payments. Also, the number of invoices by vendor can be shown in the Vendor History Report (AP16).
Inquiry procedure AP17 searches vendor invoice description fields for matching text entered by the user and displays the results on the screen. The AP94 search procedure differs only in how the results are displayed. Computer procedure AP17 can be run at any time.
Report procedure AP18 prints the Aged Payables Report showing all outstanding unpaid vendor invoices aged into 4 time periods. Any expenses (debits) or payments (credits) for the current accounting period (YRMO) are shown in the Aged Payables Report (AP18). Computer procedure AP18 is run at the end of the month.
Data entry procedure AP19 resets the payment date in multiple unpaid vendor invoices at one time. The Vendor Invoice Records (AP02) are updated with the new payment date. Computer procedure AP19 is generally run after procedure AP05 and before procedure AP06.
Inquiry procedure AP20 displays a window identifying the top vendors in the last x months based upon total invoice amount or number of invoices processed. Computer procedure AP20 can be run at any time.
Redefine system printer procedure AP92 allows the user to redefine where management reports are to be printed. If a disk file is specified, the report is written to disk from which it can be displayed in a pop-up report window (92V) and then printed on paper by pressing function key F9. The computer program associated with procedure AP92 is the same for all accounting modules. Computer procedure AP92 can be done at any time.
Search procedure AP94 is used to search the AP System for any dollar amount, code value or text in the last x months and display a window of the search results. The computer program associated with procedure AP94 is the same for all accounting modules. This AP user procedure can be started at any time to lookup any accounts payable information.
Inquiry procedure AP96 displays a list of the latest Vendor Master Records (AP01) or Vendor Invoice Records (AP02) in descending chronological sequence by date and time. The computer program associated with procedure AP96 is the same for all accounting modules. This online procedure can be started at any time to identify the most recent changes to the AP System.
Exit procedure AP99 closes the Accounts Payable System menu and displays the main financial menu. To switch to another system procedure, just enter the System-ID and procedure number, such as CR01, rather than AP99.
These accounts payable accounting procedures can be started at any time from any financial menu by entering the System-ID of "AP" plus a 2-digit procedure number.
For additional information on the AP software, please e-mail Bill Legler in the SF Bay Area, California or go to the Accounts Payable System main page.