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The Accounts Payable System (APS) from Legler Systems is based on the client-server model and supports many special features for handling the trade accounts payable and cash disbursement functions in small businesses and midsize companies. This customizable online software can be run as a stand-alone accounting application to manage trade payables or integrated with other financial modules, such as the Check Reconciliation System and General Ledger System. The Legler Accounts Payable software utilizes a character-based user interface with mouse support for fast data entry and optimum performance.
The 2012 AP software includes a new inquiry procedure AP96 (Inquire Latest AP Changes), tracking e-mails sent to vendors plus other enhancements. The 2011 AP software update provided a real-time Cash Management Dashboard that shows the current cash account balance from the last of GL closing, as described in the Version 10.2 Summary document. The 2010 accounts payable software update included real-time dashboards for accounts payable transactions and separate report windows that enable the user to view a report at the same time as performing data entry operations in the original window, as described in the Version 10.0 Summary document. The 2009 accounts payable software update included mouse support (left mouse button) and large character-based window (80x50) support, as described in the Version 9.0 Summary document. This accounts payable system can function with or without a mouse for greater user flexibility and productivity. The newest accounts payable software executes faster when running Microsoft Windows XP or Windows 7.
Custom versions of the online APS software have been in day-to-day operation in small businesses in Northern California for over 25 years.
The online accounts payable (AP) user procedures are identified on the Accounts Payable menu shown below. Before any online AP procedure can be run, the user must first sign-on by entering a valid User-ID and password. To display the Accounts Payable menu, enter only "AP" on any financial menu. To start a specific AP procedure, enter the 2-digit number associated with that online procedure or single-click the left mouse button when pointing to the procedure name on the menu.
----------------------------------------------------------------------------- | ACCOUNTS PAYABLE SYSTEM MENU (2011) 11-05-2011 14:41 | |=============================================================================| | | | 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 procedures AP01 and AP02 display fields that comprise each record and perform online file update functions (add, modify and delete). A Vendor Master Record (name and address information) must be entered into the AP System before any vendor invoices can be entered and paid. If vendor invoices were entered into another computer system, they can be imported into the AP System using procedure AP13. Procedure AP19 provides a fast way to reset the payment date on a group of vendor invoices to delay the printing of a vendor check by procedure AP06.
Inquiry procedures AP10 and AP15 display paid or unpaid vendor invoice information for a specific vendor and time period. Inquire Vendor Payment History (AP15) shows a one-screen summary by month for 5 years of vendor payment history. Procedure AP17 allows the user to search and display vendor invoices based upon any description. Procedure AP20 displays the top vendors based upon vendor payments. Inquire Latest AP Changes procedure (AP96) displays a list of the latest Vendor Master Records (AP01) or Vendor Invoice Records (AP02) in descending chronological date sequence.
Online reporting procedures AP03, AP04, AP05, AP07, AP08, AP16 and AP18 print accounting reports on a line printer (computer-size paper) or a laser printer (letter-size paper). Accounting reports can be displayed on the screen in a separate report window prior to printing a hardcopy. Procedure AP05 identifies vendor cash requirements (unpaid invoices) for each vendor. Procedure AP06 is run to print vendor checks on multi-purpose stock forms. Procedure AP14 prints the annual 1099-MISC forms or creates a file (diskette) based on IRS specifications. Procedure AP18 prints future unpaid vendor invoices. Each online reporting procedure displays a screen for the user to enter report selection parameters, such as dates, codes, report formatting and sorting options. Procedures AP09, AP11, AP12 and AP13 print a one-page control report showing the number of records processed for audit trail purposes.
Process periodic payments procedure AP12 automatically rolls-over recurring vendor payments, such as lease payments, from one month to the next, so they do not have to be manually re-entered each month. Procedure AP09 posts expense account codes to the General Ledger System for a specific accounting period (YRMO).
The online AP procedures identified on the Accounts Payable menu are described in more detail in the AP Menu Procedures document.
In addition to the operational, security and technical features mentioned in the Accounting Software Summary, some key functional features of this accounts payable software are highlighted below:
1. Schedule vendor invoices for future payment by due date to better manage the trade accounts payable activity and cash management.
2. Print the check amount text on the vendor check for anti-fraud protection.
3. Maintain control over check numbers used by the AP software, so missing checks can be identified each time the Print Vendor Checks procedure (AP06) is run.
4. Automatic expense account code assignment occurs when new vendor invoices are added by procedure AP02. The expense account codes in the Vendor Master Record are automatically moved to the Vendor Invoice Record to minimize data entry effort. The expense account codes (debit entry) and the trade payables account code (credit entry) are posted to each new vendor invoice. Recording of expense account data follows the standard GL account code structure of either a 4-digit account code only or a 6-digit account code plus department number (set by System-Option-26 in procedure DB03).
5. Automatic update of yearly purchase totals in the Vendor Master Record helps identify major vendors and avoids special year-end clerical steps.
6. Identify the vendor invoices being paid by printing the invoice number on the vendor check stub.
7. Flexible online reporting capability allows the user to request and print 45 different trade accounts payable reports, including vendor checks with vendor check stub (AP06) by specifying various report selection parameters.
8. Print the vendor address from Vendor Master Record on vendor checks.
9. For real-time List Dashboard (No. 4), the ten oldest unpaid vendor invoices are shown under the accounts payable menu. Up to 4 different real-time dashboards can be displayed; two real-time Bar Chart Dashboards and two real-time List Dashboards.
10. Support batch job processing (optional), where report selection parameters are entered online for later batch processing by a separate job script.
11. In the AP System, special notes (comments, instructions, etc.) can be entered and displayed from data entry screens AP01 or AP02 by dynamically linking to procedure DB17 using function key F7 or the mouse.
12. Enable vendor number lookup by name by entering "#" for the vendor number and then enter part of the vendor's name (or phone number) when prompted. When only one matching vendor is found, the associated vendor number automatically replaces the "#" character, so the user does not have to enter the vendor number. This vendor number lookup procedure can be done at any time where the Vendor-No prompt appears.
The online AP software references three records in the Database Control System (required) to control basic system functions (Company Control Record), to verify User-IDs (User Control Record) and to validate the expense account codes and other user definable codes (Code Definition Records).
The AP System formats and outputs General Journal Records (AP09) to either an export Transfer File for input to another computerized GL System or directly into the Legler General Ledger System (optional). The General Journal Records contain the dollar amounts associated with each GL account code assigned in the AP System.
The AP System formats and writes Check Records by procedure AP06 directly into the online Check Reconciliation System (optional).
The Mailing List System (optional) imports Vendor Master Records (names and addresses) from the Accounts Payable System for printing vendor mailing labels and computer letters as may be required.
The AP System interfaces with a new Purchase Order System (optional) to print vendor purchase orders.
The AP software supports dynamic linking between data entry procedures (such as AP02 to AP01) with a single key stroke (function key F7). Dynamic linking to existing "NOTES" (DB17) on a vendor or invoice is done with one or two key strokes (F7) or double-click of the left mouse button.
The Accounts Payable System operates on any x86 personal computer (pc) in the Command Prompt window using Microsoft Windows XP, Windows 7, Windows 98 or Windows 3.1. The pc can be connected in a local area network (LAN) with complete flexibility in specifying the disk location of master files on the client or server. Additionally, the APS software can be run on a single stand-alone pc or on a UNIX based computer, such as the IBM RS/6000 with IBM 3151 terminals using the AIX operating system. In addition to the standard screen size (80x25), a larger character-based window of 80 characters wide by 50 rows is now supported for greater usefulness.
The Run Time Environment for Micro Focus COBOL support is included at no extra cost with the AP executable programs. The Windows accounts payable programs are the same as the DOS accounts payable programs for compatibility. For data archiving and historical reporting, the same AP executable programs can be run from a removable disk, such as a CD-ROM or USB flash drive; thereby eliminating the need to restore old financial data and programs to a separate hard disk drive.
The Database Control System from Legler Systems Company is required to support the AP System and is included with the Accounts Payable software. The AP source programs are written in COBOL, the most widely used business programming language. Each AP procedure identified on the Accounts Payable Menu corresponds to a separate COBOL program.
The AP System software cost is identified in the Software Price Sheet.
To request sample accounting reports and screen formats, General Information Manual or free pc demo on CD-ROM of this AP System, please e-mail Bill Legler in the San Francisco Bay Area, California.
Legler Systems Company, developer of the online Accounts Payable software, is located in the East Bay of the SF Bay Area in Northern California and provides local on-site APS software support in Alameda County (major cities are Oakland, Fremont, Hayward and Berkeley), Contra Costa County (major cities are Concord, Antioch and Walnut Creek) and other counties in California (CA). Free e-mail and telephone support is available throughout the United States (USA).