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Online accounts payable (AP) procedures are identified on the Accounts Payable Menu shown below. Before any computer procedure can be run, the user must first sign-on by entering a valid User-ID and password. To start a specific AP procedure, enter the 2-digit number associated with that procedure.
ACCOUNTS PAYABLE MENU:
------------------------------------------------------------------------- | ACCOUNTS PAYABLE SYSTEM MENU (2005) 01-31-2005 13:22 | |=========================================================================| | | | No Procedure Name No Procedure Name | | -- ------------------------------- -- --------------------------- | | 01 - Enter Vendor Master Records 10 - Inquire Vendor Status | | 02 - Enter Vendor Invoice Records 11 - Purge Old AP Records | | 03 - Print Vendor Invoice Report 12 - Process Periodic Payments | | 04 - Print Vendor Master List 13 - Process AP Batch Input | | 05 - Print Cash Requirements Report 14 - Print IRS 1099 Forms | | 06 - Print Vendor Checks 15 - Inquire Vendor History By Mo| | 07 - Print AP Register 16 - Print Vendor History Report | | 08 - Print AP Distribution Report 17 - Inquire Invoice Description | | 09 - Post Payables To GL System 92 - Redefine System Printer | | 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 system, they can be imported into the AP System using procedure AP13 for vendor invoice processing.
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 display vendor invoices based upon any text.
Reporting procedures AP03, AP04, AP05, AP07, AP08 and AP16 print reports on line printers (computer-size paper) or laser printers (letter-size paper). Procedure AP05 identifies the vendor cash requirements (unpaid invoices) for each vendor. Procedure AP06 prints vendor checks on multipurpose stock forms. Procedure AP14 prints the annual 1099-MISC forms or creates a diskette based on IRS specifications. Each reporting procedure displays a screen for the user to enter selection criteria, 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 re-entered each month. Procedure AP09 posts accounting expense information to the General Ledger System.
Redefine system printer procedure AP92 allows the user to redefine where the 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.
ACCOUNTS PAYABLE SYSTEM FEATURES:
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 date.
2. Print check amount text on the check for anti-fraud protection.
3. Maintain control over check numbers used so that missing checks can be identified each time vendor checks are printed by procedure AP06.
4. Automatic assignment of GL expense account codes from the Vendor Master Record to minimize data entry time by AP accounting procedure 02.
5. Automatic roll-over of yearly purchase totals in the Vendor Master Record to avoid special year-end clerical steps.
6. Flexible reporting capability allows the user to request and print 43 different accounts payable reports.
ACCOUNTS PAYABLE SYSTEM INTERFACE CAPABILITIES:
The online AP software references three records in the Database Control System to control basic system functions (Company Control Record), to verify user-IDs (User Control Record) and to validate expense accounts and other user definable codes (Code Definition Records).
The AP System software formats and outputs General Journal Records (AP09) to either an export Transfer File or directly into the General Ledger System (optional).
The AP System formats and writes Check Records (AP06) directly into the online Check Reconciliation System (optional).
HARDWARE AND SOFTWARE REQUIREMENTS:
The Accounts Payable System (APS) runs on any compatible 386 or higher PC or UNIX based computer, such as the IBM RS/6000 with IBM 3151 terminals using the AIX operating system. The APS software operates on personal computers running all versions of Windows from Windows 3.1 to Windows Vista in a local area network (LAN) using Microsoft BackOffice Server, NetWare or LANtastic with complete flexibility in specifying the disk location of all files on the client or server. The Run Time Environment for Micro Focus COBOL support is included at no extra cost with the DOS executable programs of the APS COBOL software.
The Database Control System from Legler Systems Company is required to support the AP System. The AP source programs are written in COBOL for easy maintenance and portability. More business software is written in the COBOL language than any other programming language. All AP COBOL programs are Year 2000 compliant and allow the user to define different date formats (MO-DA-YR or YRMODA) for data entry and reporting purposes.
MORE INFORMATION AVAILABLE:
To request all sample reports and screen formats, a General Information Manual or PC demo on CD-ROM of the AP System, please e-mail Bill Legler in the San Francisco Bay Area, California.
New software features are described in the Version 8.0 Summary document.
The AP System software cost is identified in the Software Price Sheet.
Custom versions of the APS software have been in day-to-day operation for the past 25 years.