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Accounts Payable System

The Accounts Payable System (APS) by 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 APS software can be run as a stand-alone accounting application to manage trade payables and vendor payments 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 on desktop or laptop computers for fast data entry and optimum end-user productivity in a multi-user environment.

The 2017 APS software version is now available with recent changes described in the Accounting Software Revision History document. The latest updates include four different real-time transaction dashboards under the AP menu, plus the Report History Dashboard showing the prior runs of a report or inquiry procedure. This general-purpose Accounts Payable System can function with or without a mouse for greater end-user flexibility and productivity.

After installations on different hardware and operating environments, this legacy accounts payable software has evolved over the last 25 years to an efficient and productive business application for today under Windows 10. Custom versions of the online APS software support in-house control of confidential accounts payable transaction records and have been in day-to-day operation in small businesses in Northern California for many years.

Accounts Payable Menu:

The online accounts payable (AP) end-user procedures are identified on the Accounts Payable Menu shown below. Before any online AP procedure is run, the user must first sign-on by entering a valid User-ID and password. To display the Accounts Payable Menu, enter "AP" on the main Financial Menu. To start a specific AP procedure, enter the 2-digit number associated with that online accounting procedure or single-click the left mouse button when pointing to the procedure name on the Accounts Payable Menu. The active keyboard function keys are identified at the bottom of all screens, including the AP menu.

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|      ACCOUNTS PAYABLE SYSTEM MENU  (2017)              01-09-2014 11:42     |
|=============================================================================|
|                                                                             |
| No     Procedure Name                  No     Procedure Name                |
| --   -------------------------------   --   ------------------------------- |
| 01 - Enter Vendor Master Record        11 - Purge Old AP Records            |
| 02 - Enter Vendor Invoice Record       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......[    ]                                    |
|                                                                             |
|                                                                             |
|                  Dashboard 1 - Number of Vendor Invoices                    |
|             ----------------------------------------------------            |
|              10 |                                               |           |
|               9 |                                               |           |
|               8 |-----------------------------------------------|           |
|               7 |                                               |           |
|               6 |-----------------------------------------------|           |
|               5 |          XX                                   |           |
|               4 |----------XX-----------------------------------|           |
|               3 |    XX    XX          XX                       |           |
|               2 |----XX----XX-XX----XX-XX-----------------------|           |
|               1 |    XX XX XX XX    XX XX                       |           |
|             ----|---|-------------------------------------------|           |
|              MO | 01 01 01 01 01 01 01 01 01 01 12 12 12 12 12  |           |
|              DA | 10 09 08 07 06 05 04 03 02 01 31 30 29 28 27  |           |
|              YR | 14 14 14 14 14 14 14 14 14 14 13 13 13 13 13  |           |
|                                                                             |
|                    16 invoices total $110,525 ($6,908/invoice)              |
|                                                                             |
|=============================================================================|
|F1=Help  F2=Enter F9=Print F10=Exit                       Dashboard=F4/F5/F6 |
|                                                                             |
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APS Software Procedures:

Data entry procedures AP01 and AP02 display the data fields that comprise each vendor record and perform the update functions (add, modify and delete) to the online Master File (DBSMST) based on a Transaction Code. A Vendor Master Record (vendor name and vendor address information) must be entered into the AP System before any vendor invoices are entered and paid. The Accounts Payable Data Dictionary (printed by procedure DB11) defines each data field in data entry screens AP01 and AP02. Also, the online Help File contains a description of all AP data fields and AP error messages that are displayed in a separate Help Window whenever keyboard function key F1 is pressed.

For all AP inquiry and reporting procedures, a selection screen is displayed so the user can enter various data selection parameters to retrieve specific data records from the online database (DBSMST) and to format the output. Prior data selection parameters are shown in the Report History Dashboard under the selection screen.

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 results screen by month for 5 years of vendor payment history. Procedure AP17 allows the user to search and display vendor invoices based on any description. Procedure AP20 displays the top vendors based on vendor payments for any time period. 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 in the current window or in a separate report window prior to printing a hardcopy. Procedure AP05 identifies the vendor cash requirements (unpaid invoices) for each vendor. Procedure AP06 is run to print vendor checks with check stub on "multi-purpose laser check" forms. Procedure AP14 prints the annual 1099-MISC forms or creates an export file (diskette) based on IRS specifications. Procedure AP18 prints future unpaid vendor invoices. Each online reporting procedure displays a separate selection screen for the user to enter report selection parameters, such as dates, codes, vendor number, report format option and report sort option. Procedures AP09, AP11, AP12 and AP13 print a one-page APS Control Report showing the number of vendor records processed for audit documentation.

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 and prints the Periodic Payments Report along with elapsed execution time in seconds. Procedure AP09 posts all expense account codes in the Accounts Payable System to the General Ledger System for a specific accounting period (YRMO).

Auxiliary data input to the Accounts Payable System processes multiple vendor invoice transactions at one time to edit and load them into the online database using procedure AP13. These auxiliary transactions were first entered into another computerized application that created the import Transfer File or imported using procedure DB18 that creates the import Transfer File for subsequent input to the AP Batch Input procedure (AP13). Data entry 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.

The online AP end-user procedures identified on the Accounts Payable Menu are described in more detail in the AP Menu Procedures document, including a description of the accounts payable transaction dashboards and the Report History Dashboard. By clicking on a selected highlighted link in the above Accounts Payable Menu, the associated sample selection screen is displayed.

Accounts Payable Software Features:

In addition to the operational, security, technical and customization features mentioned in the Accounting Software Overview document, some key Functional Features and Objectives of this accounts payable software are highlighted below:

1. Online processing involves instantly viewing, adding and changing vendor master and vendor invoice data in the online Master File (database) based on a transaction code (Trans-Code) for added accuracy. One invoice transaction is processed at a time.

2. Schedule vendor invoices for future payment by due date to better manage the trade accounts payable activity and vendor cash requirements.

3. Maintain control over laser check numbers used by the APS software, so missing physical checks are 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 standard expense account codes in the Vendor Master Record are automatically assigned 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). GL expense account codes generally begin with "7" (7xx or 7xxx). The expense account codes are manually assigned or overridden using procedure AP02.

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 by procedure AP06.

7. Flexible online reporting capability allows the user to request and print 45 different Trade Accounts Payable Reports, including vendor laser checks with check stub (AP06) by specifying report selection parameters and a report sort option.

8. Print the check amount text in uppercase letters and lowercase letters on the vendor check for anti-fraud protection. For EBCDIC coding associated with IBM mainframe computers, System-Option-07 must be set to 6 or 7 in the Company Control Record (DB03).

9. Print the vendor address from Vendor Master Record on multi-purpose laser checks for direct mailing to the vendor.

10. In the real-time List Dashboard (No. 4), ten oldest unpaid vendor invoices are shown under the Accounts Payable Menu. Up to 4 different real-time transaction dashboards of key performance indicators for accounts payable are displayed; two real-time Bar Chart Dashboards and two real-time List Dashboards. A Report History Dashboard is displayed under the parameter prompts for an AP report or inquiry procedure showing the last 12 runs.

11. Support batch job processing, where report selection parameters are entered online for later batch job processing by a separate job script, so large reports (long running tasks) are printed offline.

12. In the AP System, special notes (comments, instructions, etc.) are entered and displayed from data entry screens AP01 or AP02 by dynamic linking to procedure DB17 (General Notes Record) using keyboard function key F7 or the mouse when the word "NOTES" appears.

13. Enable vendor number lookup by vendor name when the "#" character is entered for the vendor number and then enter the vendor's name or contact 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 special vendor number lookup feature is done at any time where the Vendor-No prompt appears and this lookup feature is in addition to the standard vendor number lookup by vendor name initials.

14. Automatically calculate any vendor discount available at the time vendor invoices are added to the online database by procedure AP02. If the vendor invoice is paid by the due date, then any vendor discount is deducted from the invoice amount by procedure AP06 to get the check amount.

15. Support for either the accrual method (default) or cash method of accounting is set by System-Option-19 in the Company Control Record (DB03).

16. Auxiliary data input involves processing multiple vendor invoice transactions in the import Transfer File using procedure AP13 to edit and add them to the online database.

17. Source cobol programs have been revised to reference a new copy member (SLP310) for IBM AIX system call to execute the Unix chmod command when an output file is opened and the OPR-SYS-PARM field is set to "AIX".

18. A complete backup of the accounts payable application is created by periodically copying the LSC directory to an external removable device, such as a compact disc (CD-ROM) or USB flash drive. The CD-ROM disc or USB flash drive can be stored off-site for added protection in case of any unforeseen disaster.

Accounts Payable System Interface Capabilities:

The online APS software references four master records in the Database Control System (required) to: (1) control basic system options and functions (Company Control Record), (2) verify User-ID and password and define the computer procedures the user can access plus other user options, such as the screen color code (background color and foreground color), display of real-time dashboards, show dollar sign ($) in all dollar amount fields and Help Window screen colors (User Control Record), (3) validate the GL expense account codes and other user definable codes, such as Pay Code and Location Code (Code Definition Records) and (4) identify special notes or comments about a vendor or vendor invoice by displaying the word "NOTES" on a data entry screen (General Notes Record).

At month-end, procedure AP09 formats and creates General Journal Records. Depending on the setting of System-Option-04 (DB03), these General Journal Records are written to: (1) an export Transfer File for input to an external GL application or (2) directly into the online database for subsequent use by the Legler General Ledger System (optional). The General Journal Records contain dollar amounts associated with each GL expense account code assigned to vendor invoices and vendor payments in the AP System.

Depending on the setting of System-Option-20 (DB03), the AP System formats and adds Check Records directly into the online database whenever vendor laser checks with check stub are printed by procedure AP06. These Check Records are referenced by the online Check Reconciliation System (optional) for monitoring issued and paid (by the bank) company checks. Procedure DB18 can export these Check Records to an ASCII file of comma separated values (csv) for subsequent input to an external bank reconciliation application.

The online Mailing List System (optional) imports Vendor Master Records (vendor names and vendor addresses) from the Accounts Payable System and creates new Name Address Records in the ML System (procedure ML09) for subsequent printing of 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 online PO end-user procedures are described in the PO System Menu document.

The APS software supports dynamic linking between data entry procedures (such as AP02 to AP01) with a single keystroke (function key F7). Dynamic linking to existing General Notes Record (DB17) containing special notes on a vendor or vendor invoice is done with one or two keystrokes (F7) or double-click of the left mouse button when the word "NOTES" appears on a data entry screen.

Procedure DB18 in the Database Control System is used to: (1) export vendor invoice and vendor payment data from the online Master File to a csv file for subsequent input to an external computer application and (2) import vendor invoice data from a csv file to the import Transfer File (fixed length records) for subsequent editing and loading by procedure AP13. (3) support initial file creation of vendor master data in a similar manner as vendor invoice data. Vendor Master Records must be loaded into the online database first, before any Vendor Invoice Records.

APS Software and Hardware Requirements:

The Accounts Payable System operates on any x86 personal computer (desktop or laptop) in the Command Prompt window using any version of Microsoft Windows operating system from MS Windows 3.1 to Windows XP and now Windows 10. The source programs are compatible with 32-bit cobol compilers (such as Micro Focus Net Express) that generate executable code for MS Windows 10 (64-bit version). Personal computers can be connected in a local area network (LAN) with complete flexibility in specifying the disk location of master files on the desktop or laptop client computer or the file server. Additionally, the APS software can be run on a single stand-alone personal computer or on a Unix based computer, such as the IBM RS/6000 with IBM 3151 terminals using the IBM AIX operating system. This Accounts Payable software has been ported to the HP-3000 COBOL environment. In addition to the standard screen size (80x25), a larger character-based window of 80 characters wide by 50 rows (80x50) is supported for greater usefulness and allows real-time dashboards to be displayed under the AP menu. The newest release of the accounts payable software supports 32-bit code (.dll) or 16-bit code (.exe) depending on the OPR-SYS-PARM setting ("WIN" or "DOS") in the DBSPGM file. Additional screen color codes are available with the 32-bit code.

The Run Time Environment for Micro Focus COBOL support is included at no extra cost with the APS executable programs. The MS Windows accounts payable programs are the same as the DOS accounts payable programs (16-bit code) for compatibility. For vendor data archiving and historical reporting, the same APS executable programs can be run offline from a removable device, such as a compact disc (CD-ROM) or USB flash drive; thereby eliminating the need to restore old vendor data and programs to a separate hard disk drive in order to view or print accounts payable reports.

The Database Control System by Legler Systems Company is required to support online Master File updates in a multi-user environment. The Database Control System is included with the Accounts Payable software. The APS source programs are written in structured ANSI COBOL (COmmon Business Oriented Language), the most widely used business programming language, for easy maintenance in a client-server (ASCII coding) or IBM mainframe (EBCDIC coding) environment. A Micro Focus cobol compiler is used to generate the APS executable programs for personal computers. Each AP end-user procedure identified on the Accounts Payable Menu corresponds to a separate cobol application program.

More Information on the Accounts Payable Software:

The AP System software cost is identified in the Software Price Sheet and includes: (1) APS executable programs for Windows XP or Windows 10, (2) APS Procedure Manual and (3) online Help File. The technical APS Systems Manual and cobol source programs can be purchased separately.

To request sample accounting reports and screen formats, General Information Manual or a free working demo for Windows 10 on a CD-ROM disc of this AP System, 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 and Berkeley), Contra Costa County (major cities are Concord, Walnut Creek and Orinda) and other counties in California (CA). E-mail support is always available regarding any APS software questions or issues.

Version 11.7 (2017). All rights reserved by Legler Systems Company.