Service-based Business Vendors & Purchases Set Up Vendors Set up one record for each of your vendors using the Vendor File Maintenance program. Here, you can add new vendor records, make changes and corrections to existing vendor records, and delete any unwanted, unused vendor records. Not all fields are required in this program, but the more information you enter, the more the system will service you. To enter a new vendor record, simply click on the New Vendor button. The program will assign a unique key to the record and then lead you through the rest of the entry process. To call up an existing record, you may use the powerful, instant, and natural method of the Appgen Cross-Reference record identification feature. Otherwise, you can simply click on the Select Vendors button to choose the vendor you are looking for from a list. Enter Vendor Invoices When you receive invoices from your vendors you enter them here as internal vouchers. This is a three step batch entry process in which the vouchers must be posted to update your vendor records. To create a new voucher and enter a vendor invoice, simple click on the New Voucher button. The program will automatically assign the record the next available voucher number. Regular invoices that you will pay at some future time are entered with the type 'R'. You may also use type 'P' to indicate that the invoice has already been paid. In this case you must also enter the check information at the same time (check date, check number, etc.). When you complete the entry of a pre-paid invoice (type 'P'), you have the option of printing the check right then. Vouchers may not be deleted. Instead, you may use the 'Void Invoices' function to nullify any invoice that should not have been entered. In this way, all voucher numbers appear on the Vendor Invoice Register and the sequential integrity of the voucher number is maintained. Pay Bills There are several steps involved in producing computer-generated checks to pay your vendors' invoices: Auto Select Invoices to Pay In this step you instruct the program to gather all the invoices to pay. You specify if you want to pay current invoices, those that are past due, and/or those that may not yet be due but if paid now are eligible for a discount. Edit Checks The Auto Select process creates check records that list the invoices they will be paying. You may use this function to delete invoices from any check, add invoices to any check, delete any check records (before posting them), and/or create new ones. Print Pre-Checkwriting Report This report shows all the information about the checks that are about to be printed and posted. Use it to verify the correctness of all the data. You can still go back to the previous step to make any adjustments and corrections. Print Checks This is the step in which you actually print the checks. You must specify the bank account on which the checks will be drawn, the first check number to be printed, and the date that will appear on the checks. Void & Reprint Checks If there is any problem in the printing process (e.g., paper jam in which checks are ruined) you may use this process to rerun any portion of the printing process without affecting the integrity of the check number sequence. To do this, you simply specify the range of checks that were ruined, along with the next check number to be printed. Reprint White Paper Stubs Each check has a voucher stub that lists the invoices it pays. If any check is paying more invoices than can fit on the stub, its invoice list is printed after the check run on plain with paper. This option allows you to reprint any of those stubs. Journal & Post This is the last step (typical of a batch entry process) in which the check records become permanent and all the files of the system are updated appropriately. Manual Checks Occasionally, you will need to quickly write a check to a vendor without going through the computer-generated check process. Use this three step batch entry process to enter those manually written checks into the system to update the vendor and register files. This process is only useful when paying invoices that were previously entered. If there is no invoice, and there never will be, you can record the manual check by entering a pre-paid invoice. Void Checks Once a check has been printed and posted, it may not be deleted. However, you may use this function to void, or undo, any check after the fact. The check number will remain on the check register with a 'Void' notation, and all the invoices that it originally paid will be restored and available for payment again. Recurring Invoices There may be instances when you produce a check to a vendor on a recurring basis (e.g., rent). These functions allow you to enter the invoice, for the payment, once. In this process, you set up each of the recurring vouchers in a 'template' file with the Enter Recurring Invoices option. Whenever you want any of them paid, use the Select Invoices to Pay option to specify which to pay. Print the Edit List to verify the correctness of the data, and then use the last option, Copy to Invoices, to make the voucher eligible for the next check run. Set Up Remit-to Addresses Each vendor may have any number of addresses to which they require you to remit payments. Enter these alternate addresses to make vendor invoice entry quicker and accurate. Vendors & Purchases: Reports & Lists Aged Payables The detailed version of this report shows you each vendor along with all their currently open invoice amounts. The invoices are shown with their specific ages in days. The totals of these amounts are spread over four columns (current, 30-60 days, 60-90 days, and over 90 days) to separate the older balances from the newer ones. You specify the date from which to age the amounts. In the summary version of the Aged Payables report, each line shows the vendor, the payment terms, the aged balances, and the total open amount. Cash Requirements The cash requirements for a vendor invoice payment cycle can be printed. Based on a payment cycle that you specify (by entering the payment date and the next payment date), this report shows the cash amounts needed to pay past due vouchers, current vouchers, and optional vouchers. Valid discounts available in each of these three categories are also shown. This report is available in detail format showing each voucher with vendor subtotals or in summary format showing only the totals for each vendor. An expanded 12 Month Projection report is also available. Check Register This report is a numerically ordered list of all checks - computer generated, prepaid voucher checks, and manual checks. Each check is summarized on one line showing the cash account on which it was drawn, the check number, check amount, check date, and the payee. Vendor Invoice Register This report is a numerically ordered list of all vouchers entered. Each voucher is summarized on one line showing the voucher number, transaction type, vendor, purchase order number, vendor invoice number, invoice date, effective date (the date that you recognize the invoice in your system), reference, and invoice amount. History of Paid-Up Items This report allows you to view, in detail, selected paid-up vendor invoices that were moved to the History file using the Move Paid-Up Payables to History function in the Maintenance ToolBox. You may choose this report to be sorted by vendor or voucher number. History of Purchases The first report here shows, for a selected range of vendors, purchases and discounts taken for this year (to date) and last year. The second report, Vendor Purchase Profile, shows monthly purchase dollars for one year compared to the monthly purchase dollars during the previous years, per vendor. Vendor Lists These are simple lists of the information you entered into the vendor records using the Set Up Vendors program. Details This shows all the information you entered into the vendor records using the Set Up Vendors program. Names & Addresses In this list you see each vendor's name and address, telephone number, and current status. Remit-to Addresses This is a list of the information you entered using the Set Up Remit-to Addresses program.