accounts payable training guide - cymathe accounts payable setup checklist guides you through the...

CYMAIV Accounting for Windows®

Training Guide Series

Accounts Payable Training Guide

October 2017

CYMA Systems, Inc. 2330 West University Drive, Suite 4

Tempe, AZ 85281 (800) 292-2962

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www.cyma.com

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Revised October 2017

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Table of Contents Accounts Payable - Setup Overview ....................................................................................................................................................... 1

Accounts Payable Setup Checklist ......................................................................................................................................................... 3

Maintain Menu ........................................................................................................................................................................................ 5

Maintain Quick Vendors .......................................................................................................................................................................... 7

Maintain Configuration ............................................................................................................................................................................ 9

Enter Menu ........................................................................................................................................................................................... 15

Enter Invoices ....................................................................................................................................................................................... 17

Enter Quick Invoice ............................................................................................................................................................................... 27

Enter Recurring Invoices ....................................................................................................................................................................... 33

Enter/Edit Recurring Invoices ............................................................................................................................................................... 37

Enter One-Time Invoices ...................................................................................................................................................................... 43

Enter Invoices - View Vendor and Product History ............................................................................................................................... 51

Enter Invoice Status Inquiry .................................................................................................................................................................. 55

Invoice Status Inquiry - Inquiry Criteria Tab .......................................................................................................................................... 57

Invoice Status Inquiry - Selected Invoices Tab ..................................................................................................................................... 59

Enter Manual Checks ............................................................................................................................................................................ 61

Enter Void Checks ................................................................................................................................................................................ 65

Process Menu ....................................................................................................................................................................................... 69

Process Post Invoices to AP ................................................................................................................................................................. 71

Select Invoices For Payment ................................................................................................................................................................ 75

Select Invoices For Payment - Invoice Criteria Tab .............................................................................................................................. 79

Select Invoices For Payment - Selected Invoices Tab .......................................................................................................................... 81

Select Invoices For Payment - Pay Invoice by Line Item ...................................................................................................................... 85

Process Quick Select Invoices .............................................................................................................................................................. 87

Process Print Checks ............................................................................................................................................................................ 89

Process Reprint Checks ....................................................................................................................................................................... 95

Process Electronic Funds Transfer Recreate eFile .............................................................................................................................. 99

Process Electronic Funds Transfer Recreate eFile Check Batch Criteria tab .................................................................................... 101

Process Electronic Funds Transfer Recreate eFile Selected Batches tab ......................................................................................... 103

Process Electronic Funds Transfer Prenotifications ........................................................................................................................... 105

Process Move Invoices ....................................................................................................................................................................... 107

Process Post Invoices to GL ............................................................................................................................................................... 109

Process Post Checks to GL ................................................................................................................................................................ 113

Process Calculate and Print 1099s ..................................................................................................................................................... 117

Process Calculate and Print 1099s - Electronic Filing Information ..................................................................................................... 123

Correcting 1099 Amounts ................................................................................................................................................................... 127

Clear Starting 1099 Amounts .............................................................................................................................................................. 129

Process Period End Close .................................................................................................................................................................. 131

Process Period End Close - Prerequisites Tab ................................................................................................................................... 133

Process Period End Close - Actions Performed Tab .......................................................................................................................... 135

Report Menu ....................................................................................................................................................................................... 137

List of Accounts Payable Reports ....................................................................................................................................................... 141

CYMA Systems, Inc. Contact Information ........................................................................................................................................... 143

CYMA Accounting for Windows Training Guide – Accounts Payable

Copyright 1999-2018 CYMA Systems Inc. 1

Accounts Payable - Setup Overview Accounts Payable Setup Overview

When setting up the Accounts Payable (AP) module for a new company, you can proceed three ways.

General Import

The General Import is designed to allow data to be brought into CYMAIV from an unlimited number of sources. These sources may store their data in many different formats but as long as the information can be output into an intermediate comma separated value (CSV) file format it can be imported using this operation. This operation can be used to populate brand new CYMAIV data files or it can be used to append or add information to existing CYMAIV data files for ongoing data such as payroll hours, etc.

Setup Checklist

Set up a new company in the Accounts Payable module by manually entering the data. Since there is specific setup information that must be entered in Accounts Payable, a setup checklist is provided within the Accounts Payable module.



Accounts Payable Setup Checklist The Accounts Payable Setup Checklist guides you through the steps necessary to set up the Accounts Payable module for use on a day-to-day basis.

When you access Accounts Payable for the first time, or if you have not yet completed the necessary steps to set up Accounts Payable, you will get a message dialog asking if you would like to view the checklist. Each of the items on the checklist should be completed in the order in which they are listed to accommodate any dependencies between operations or data. For example, if you have not yet completed AP Configuration, you will not be allowed to set up Vendors.

Each setup step can be completed by selecting the GOTO button located to the right of each item. The Checklist provides a visual means of identifying the areas that have been completed by displaying a check mark to the left of each completed item. Once all of the items on the checklist have been completed you will no longer be prompted to use the checklist.

Accounts Payable Setup Checklist

Items appearing on the Accounts Payable Setup Checklist are:

Accounting Periods

When the Accounting Periods button is clicked, the Maintain Accounting Periods dialog box will display. See the System Manager On-Line Reference Manual on setting up Accounting Periods.

GL Accounts

When the GL Accounts button is clicked, the Maintain Chart of Accounts dialog box will display. See the General Ledger On-Line Reference Manual on setting up GL Accounts.

Bank Accounts

When the Bank Accounts button is clicked, the Maintain Banks dialog box will display. See Maintain Banks for complete details.

Terms Codes



When the Terms Codes button is clicked, the Maintain Terms dialog box will display. See Maintain Terms for complete details.

Vendor Types

When the Vendor Types button is clicked, the Maintain Vendor Types dialog box will display. See Maintain Vendor for complete details.

AP Configuration

When the AP Configuration button is clicked, the Maintain Configuration dialog box will display. See Maintain Configuration for complete details.

Vendors

When the Vendors button is clicked, the Maintain Vendors dialog box will display. See Maintain Vendors for complete details.



Maintain Menu

Selecting the Maintain menu from the Accounts Payable menu bar drops down a submenu that enables you to add or change accounts payable configuration and setup files.

From the Maintain menu you can select:

Vendors (See System Manager Training Manual for more Information)

Quick Vendors

Vendor Cross References (See System Manager Training Manual for more Information)

Products (See System Manager Training Manual for more Information)

Product Lines (See System Manager Training Manual for more Information)

Vendor Types (See System Manager Training Manual for more Information)

Terms (See System Manager Training Manual for more Information)

Banks (See System Manager Training Manual for more Information)

Allocations (See System Manager Training Manual for more Information)

Segment Balancing (See System Manager Training Manual for more Information)

Configuration

Custom Forms (See System Manager Training Manual for more Information)



Maintain Quick Vendors When Quick Vendors... is selected from the Accounts Payable Maintain menu the Maintain Quick Vendors dialog box is displayed. This dialog box gives the user a spreadsheet like grid to enter required Vendor information quickly. All Vendors will display in the grid. To add new Vendors, scroll to the bottom and select a new line.

Maintain Quick Vendors dialog

Refer to the following field descriptions and requirements.

Vendor ID

To create a new vendor record, enter a Vendor ID that represents the Vendor (up to 6 alphanumeric characters). Existing Vendor ID's cannot be edited and will be grayed out.

Name

Enter the company Name (up to 30 alphanumeric characters).

Vendor Type

Enter a valid Vendor Type or select one from the Browser.

Term Code

Enter a valid Terms Code or select one from the Browser.

Default Expense Account

Enter a valid GL account number or use the Browser to select one. The expenses created by this Vendor's invoice transactions will post to this account when the Post Invoices to GL operation is performed. This account may be overridden during invoice entry.

Quick Maintain Vendors command buttons

Click on the Maintain button to open the Maintain Vendor dialog box. This button is only active if a row is selected in the grid.



Click on the OK button to save changes to the grid.

Click on the Close button to exit the dialog. If any changes were made, you will receive a message. If you continue your changes will not be saved. If you would like to save your changes, click on No and then click on the OK button instead of the Cancel button.



Maintain Configuration When Configuration... is selected from the Accounts Payable Maintain menu the Maintain Configuration dialog box is displayed. This dialog box must be completed prior to processing any Accounts Payable data. It must also be completed prior to Importing Accounts Payable data from PAS+ or another system.

Maintain Configuration dialog box


Period Information group box

Current Year

Select a year from the drop-down list that is already set up through System Manager, Maintain Accounting Periods dialog box.



Aging Days

Enter the standard aging days that will determine the aging buckets for aging reports. The default is 30.

Period

Select the current Accounts Payable Period from the drop-down list. Once entered, the period will be advanced through the Period End Close process (which is the recommended procedure for advancing the period).

The Current Year and Period may be different than the General Ledger module, allowing you to continue with Accounts Payable operations without performing the Year End Close and/or Period End Close in the General Ledger.

Periods Before Archive

Enter in the number of periods before the system will begin to move the data into a history file. The default is 3.

System Options group box

Enable Recurring Invoices

Select this check box if you would like to use the Recurring Invoice feature. This will enable the Recurring Invoices option on the Enter menu.

Enable One-time Invoice

Select this check box if you would like to use the One-Time Invoices feature. This will enable the One-Time Invoices option on the Enter menu. This check box also enables the use of the One Time Vendor in General Ledger - Enter CD Checks.

Enable Use Tax

Select the Enable Use Tax check box to enable tracking Use Tax for items purchased from out of state vendors. When selected a Use Tax? field appears in the data grid in the Enter Invoice dialog. The User may then mark each line item of an invoice as to whether or not use tax applies to the item. Alternately, you may enable the Use Tax check box in the Maintain Vendor dialog to default the use tax during invoice entry.

Require Prerequisite Reports for Period End Close

Select this check box to have the system force users to print all of the Period End Reporting prerequisites before allowing the system to process the Period End Close.

Enable Electronic Funds Transfer

Select the Enable Electronic Funds Transfer check box to turn on the ability to create an Electronic Funds Transfer file instead of printing a check.

This option will only be available if the proper serial number for the AP EFT feature has been registered in System Manager - Register.

Default Entry Class Code

Select CTX, CCD, or PPD to use as the default Entry Class Code when setting up the EFT options in Maintain Vendors. For more information on which code to use, check with the bank that will be processing the file.

Use Grant Tracking (Not For Profit Only)



Select the Use Grant Tracking check box to turn on Grant Tracking for this module. When this is on, the columns will appear in Enter Invoice and Enter Recurring Invoices for Grant, Activity and Program.

Use Project Tracking (Financial Management System Only)

Select the Use Project Tracking check box to turn on Project Tracking for this module. When this is on, the columns will appear in Enter Invoice and Enter Recurring Invoices for Project, Categories and Costing Codes.

Invoice Options group box

Include Product and Quantity on Invoice

Select this check box if you would like to include the product and quantity fields on the Enter Invoice dialog. This check box is automatically checked and disabled if the Purchase Order module is installed.

Update IC Quantities

Check the Update IC Quantities check box if Accounts Payable invoices should be used to change quantities in Inventory Control. This option is only available if Inventory Control is installed and the company's accounting basis is set to Accrual in System Manager - Maintain Company.

Invoices may optionally be set to update Inventory quantities.

Invoices that update inventory will create a transaction type of "Receipt from AP" in Inventory Control. This transaction will be created when the invoice is posted to AP.

Default Invoices to Update IC

Check the Default Invoice to Update IC option if invoices should default to update quantities. Invoices can be changed to not update Inventory at the time the invoice is entered.

Default Invoice Date into Posting Date

Select the Default Invoice Date into Posting Date check box to automatically update the posting date when the invoice date is changed. By design, this check box is automatically checked for all new companies, but may be turned off if so desired. For all existing companies, the check box is unchecked and needs to be manually enabled.

Require PO on Invoice

Select this check box to make the PO field a required field and have the system force users to enter a purchase order number when entering invoice records.

Populate Invoice With Received PO Lines Only

Select this check box to only bring in Received PO lines in Enter Invoices when selecting a PO.

If you check this flag and have non-inventory type products on your Purchase Orders, then in order for these products to be populated in the AP Enter Invoices grid, you should receive these products along with the inventory products in IC Enter Receipts.

Post Invoices to AP Upon Save

Select the Post Invoices to AP Upon Save if you would like the invoices to be posted to AP when saved.

Post Invoice Detail to GL



Select this check box if you would like to post invoice detail to the General Ledger. When posting invoice detail to the General Ledger, one entry for each line item will be created. When this check box is not selected, one entry for each General Ledger expense account and accounts payable account will be created in the General Ledger. This check box will not be available if General Ledger is not installed.

When posting to the General Ledger in summary is selected, any invoice which contains a job number will summarize the entries based upon a unique combination of GL account, job number and job cost type.

In cash basis company, invoices will be posted to the General Ledger through the Post Checks to GL operation. Therefore, the Post Invoice Detail to GL check box and the Post Invoices to GL process menu item will be disabled. Detail vs. Summary posting to GL will be determined by the Post Check Detail to GL check box above!

Post Invoice Thru GL

Check the Post Invoice Thru GL option if you want the GL Journal Entries to automatically be posted in the GL module during the Post Invoices to GL process. This check box will not be available if General Ledger is not installed.

Check Options group box

Post Check Detail to GL

Select this check box if you would like to post check detail to the General Ledger. When posting check detail to the General Ledger, one entry for each line of a check will be created in the General Ledger. When this check box is not selected, one entry for each General Ledger expense account, cash account and discount account, if one was taken, will be created in the General Ledger.

In cash basis companies, this will create one entry for the cash account and one entry for the discount account (if one was taken) for each check, and one entry for each line item for each invoice that was paid by the check. This check box will not be available if General Ledger is not installed.

Post Check Thru GL

Check the Post Check Thru GL option if you want the GL Journal Entries to automatically be posted in the GL module during the Post Checks to GL process. This check box will not be available if General Ledger is not installed.

Allow Multiple Users to Select Invoices

Check this option to allow more than one user to select and process invoices for payment in Process - Select Invoices for Payment and Process - Quick Select Invoices.

Use this feature with caution. Allowing multiple users to select invoices and print checks may result in duplicate payments on the same invoice. Care must be taken to ensure each user does not select invoices to be paid by another user.

Default GL Accounts group box

Default General Ledger accounts are used when creating vendor records , entering invoices, entering manual checks, and entering recurring invoices.

The Browser is available to select each of these accounts or to create new accounts.

Changing the default GL Accounts will not have any affect on transactions or master file records that have been previously processed or saved.



AP

Enter a valid GL account number. This account will become the default Accounts Payable account for all new vendor records. The Browser is available to select a different account or to create a new account.

Discount

Enter a valid GL account. Terms discounts taken for timely payment will post to this account when checks are posted to the General Ledger. The Browser is available to select a different account or to create a new account.

Sales

Enter a valid GL account number. This account will be used to populate the Sales GL Account on the Maintain Product table. The purpose of this account is to allow CYMAIV customers who use AP to setup Products for ordering purposed, that they do not sell. The Browser is available to select a different account or to create a new account. This field is required when CYMAIV Accounts Receivable is not installed.

Bank ID

Enter a valid Bank ID. This ID will become the default Bank ID on the Print Checks dialog box. The Browser is available to select a different bank or to create a new bank.

Cash Account

The GL cash account assigned to the selected Bank ID will displays view-only mode.

To change the GL cash account you must access the Bank ID through the Maintain Banks dialog box and edit the record.

Vendor Defaults group box

The selections in this group box will be automatically filled in for any new Vendor records. These defaults may be overridden. This feature is designed to save time and prevent errors if most vendors require a 1099 and use the same 1099 type, Terms Code, Vendor Type and Maximum Check Amount.

Print 1099

Select this check box to automatically check the Print 1099 check box on all new vendor records. This default may be overridden on new records.

1099 Type

Enter, or select from the Browser, the 1099-Misc form box number or 1099 form type which will become the default 1099 Type for all new vendor records created. This default may be overridden on new records.

Minimum 1099 Amount

Enter the minimum amount paid to a vendor required to be reported on a 1099 form. The default is $600.

Terms Code

Enter a valid Terms Code. This code will be the default for all new vendor records. This default may be overridden on new records.



Vendor Type

Enter a valid Vendor Type. This type will be the default for all new vendor records.

Maximum Check Amount

Enter the maximum allowable check amount. This will be the default for all new vendor records. If this amount is exceeded when selecting invoices for payment or printing checks for a vendor, the system will prompt you to proceed. To disregard validating the check amount, enter a zero.

Auto Pop-Up Notes

Select this check box to automatically check the Auto Pop-Up check box on all Notes tabs for any new master records. This default may be overridden on new records.

Transaction Classification Code Defaults

Use Transaction Classification Codes

Select this check box to enable transaction classification codes in Accounts Payable. When selected the following datagrids will contain Transaction Classification Code columns: Enter Invoices, Enter Recurring Invoices, Enter One Time Invoices and Enter Manual Checks.

Default Trans Class 1

Enter the default transaction classification code to be used during data entry or use the browser to select one.

Default Trans Class 2

Enter the default transaction classification code to be used during data entry or use the browser to select one.

Maintain Configuration Command Buttons

Click the OK button to save the information and close the dialog box.

Click the Cancel button to abort, or to cancel any changes you have made and close the dialog box.



Enter Menu

Selecting the Enter menu from the Accounts Payable menu bar drops down a submenu that enables you to enter accounts payable invoice and check data.

From the Enter menu you can select:

Invoices

Quick Invoices

Recurring Invoices

One-Time Invoices

Invoice Status Inquiry

Manual Checks

Void Checks



Enter Invoices When Invoices... is selected from the Accounts Payable Enter menu the Enter Invoices dialog box displays. In this operation you can enter and edit invoices and credit memos, allocate invoices, select invoices for payment, and use Quick Pay.

Enter Invoices dialog box


Vendor ID

To enter a new invoice record, select the Vendor ID or use the Browser to select or create one. The vendor name displays in view-only mode.

Click on the button next to the Vendor name field to display the address of the vendor. You cannot edit the Vendor's address once in the Vendor Information window.

Invoice No

Enter the vendor's invoice number (up to 20 alphanumeric characters).

To edit an existing invoice record, enter the Vendor ID and the invoice number you wish to edit. The Browser is available to access the Vendor's unposted invoice records. Once the record is displayed, select the Edit button to make any desired changes.

PO No.

Enter your purchase order number (up to 16 alphanumeric characters). If the Require PO on Invoice check box is selected on the Maintain Configuration dialog box, this will be a required field.



This use of this field differs based on two conditions:

If you do not have the Purchase Order module, this field is optional and user-defined. It is informational only and there is no validation.

If you do use the Purchase Order module the PO field is used to find a previously created PO. If found, the program populates the Enter Invoice screen with most of the information from the PO. The browser will only display open POs for the specified vendor. The program will allow the entry of a new PO number that is not on file. This allows entry of a manual PO that was never entered in the PO module.

In both cases, if you delete the value from the field, the grid and totals will be reset.

Invoice Total

Enter the Total amount of the invoice (up to 13 numeric characters to left of the decimal and two characters to the right).

Remit-To ID

Enter or select from the browser the Remit-To ID to use for this invoice. Invoices with different remit-to IDs will print on separate checks.

Invoice Date

Enter the Invoice Date, the system login date defaults. The date entered is used to determine the invoice due date and discount date, if applicable. The invoice will be aged based on this date.

Posting Date

The Posting Date field allows you to enter Invoices from a previous month, and age them in the correct month. For example, an invoice is dated 11/25/2007 and entered with a transaction date of 12/04/2007. The Invoice will be aged based on the November invoice date, but will be posted to both Accounts Payable and General Ledger with the December transaction date.

Inv Desc

Enter the invoice description (up to 35 alphanumeric characters). The description entered becomes the default description for the first invoice line item.

Ref

Enter a user defined reference (up to 20 alphanumeric characters).

Terms Code

The terms code automatically defaults to the terms code assigned in the vendor's record. Accept the default Terms Code or use the Browser to select a different Terms Code. The Terms code description displays in view-only mode.

Pay Date

When a date is entered, it can be used as selection criteria when the Select Invoices for Payment operation is performed.

Due Date

The Due Date field displays the due date that automatically calculates from the invoice date based on the terms code. You may override this date.

Disc. Date

If a terms code allowing a discount is selected, the discount date is calculated based on the invoice date entered. You may override this date.



Disc. Amt

The view-only Disc. Amt text box displays the discount amount, if applicable. This amount is calculated if a terms code allowing a discount is selected and is based on the invoice total entered earlier. You may override this amount.

Allocate

Select this check box if you would like to use an allocation record to expense this invoice. When selected, the text box to the right displays the Vendor's default Allocation ID and the Allocation description below, if applicable. The Browser is available to change the default or select an Allocation ID. The allocation name displays in view-only mode. Only invoices that are not associated with a job may be allocated. The Allocate check box is disabled if a PO is assigned that was entered through the Purchase Order module, or the Update IC Quantities box is checked in Maintain Configuration.

AP Account

The AP Account will default from the Vendor Record but may be changed. Use the Browser to change the AP account for this invoice.

If the GL Account entered is not a liability account a warning will display when the Save Button is pressed.

Select for Payment

When selected, once this invoice is posted to Accounts Payable, it will be immediately selected for payment.

Hold

Select this check box to place this invoice on hold. Placing an invoice on hold will not allow you to select the invoice for payment.

Separate Check for this Invoice

Check the Separate Check for this Invoice if a check needs to be printed for this invoice and this invoice only. When this option is checked a check will print that pays only this invoice. An individual check will print regardless of the setting for the New Check for each Invoice option on the Print AP Checks dialog.

An invoice that is less than zero cannot be saved if this box is checked.

Update IC

Check the Update IC option if this invoice should update product quantities in inventory. This option is only available if the Update IC Quantities option is turned on in Maintain Configuration. When this box is checked the Warehouse ID and U/M columns will be displayed in the grid. If option can be turned on by default by checking the Default Invoice to Update IC option in Maintain Configuration.

DataGrid Columns and Fields

The data grid has User Column functionality. For more information go to the Data grid - User Column topic in the System Manager Help.

PO Line #



This view-only field displays the original Purchase Order line number. Only Accounts Payable invoices that reference Purchase Orders will have an actual line number. Invoice lines originating in Accounts Payable will have a value of zero in this field.

Product ID

Enter the Product ID of the product or service received, or use the browser to select one. The Accounts Payable user will see this field if they are using the Purchase Order module, or if they have indicated on the Accounts Payable Maintain Configuration dialog box, that they wish to "Include Product and Quantity on Invoice". This field is used to enter the product or services that you are being invoiced for. If using the Purchase Order module this information will already default from the original Purchase Order.

The Quantity and Product ID fields are enabled by default when the Purchase Order module is installed. If you have not purchased the Purchase Order module, but would like to include these fields on the Enter Invoice datagrid, you can enable these fields by selecting the check box on Maintain Configuration.

Description

The invoice description entered earlier defaults as the first line item description. Accept the default or enter a new description (up to 254 alphanumeric characters).

When the Allocate check box is selected and an Allocation ID entered, the invoice description entered earlier defaults as the description for each allocation line item. Accept the default or enter a new description (up to 35 alphanumeric characters).

Warehouse ID

Enter the Warehouse ID or select one from the browser to be used for this transaction. This column is only visible if the Update IC box is checked in the header.

U/M

The U/M field will display the Purchasing Unit of Measure for the selected product. This column is only visible if the Update IC box is checked in the header.

Quantity

Enter the appropriate quantity of the product. Up to four decimal places for fractional quantities are allowed. You may also specify negative quantities. If a Purchase Order number is entered on this invoice then the grid will automatically be populated with the open lines on that Purchase Order. Into the quantity field will default the remaining uninvoiced quantity ordered on that Purchase Order. You may accept the quantity or override with a different quantity. When the Invoice is posted, the original PO will be updated with the quantity invoiced.

The AP user will see this field if they are using the Purchase Order module, or if they have indicated on the AP Maintain Configuration dialog box, that they wish to "Include Product and Quantity on Invoice". This field is used for the quantity of the items you are being invoiced by the vendor. If using the PO module, this field will default with the "order" quantity from the PO, or in the case of partial shipments the remaining open quantity that has not been previously invoiced. The program will multiply the Quantity times the Unit Cost to arrive at the line item extended dollar Amount. The user can override this quantity if a different quantity is reflected on the invoice from the vendor.

If Inventory Control is installed and configured, and the invoice is being pulled from a Purchase Order, then the AP Enter Invoice program will default the invoiced quantity based on the formula of PO line received quantity less the previously invoiced quantity. If IC is not installed and configured and the invoice is pulled from a PO, then the program will default the



AP Invoice quantity based on the formula PO line ordered quantity less the previously invoiced quantity. In both scenarios the previously invoiced quantity is based on the AP invoice being posted to AP.

Unit Cost

The Unit Cost will default from the Unit Cost field on the Purchasing Tab of the Maintain Products dialog, if a unit price had been established when the product was set up. Since the Unit Cost field on the Product is not a required field, if an amount is not entered, the default Unit Cost during invoice entry will remain 0.00. You may accept a unit cost of 0.00 or change the unit cost appropriately, however the overall invoice total must be greater than 0.00.

Job

Enter the job number for which this expense has been invoiced. The job number field is a lookup field which is validated against the job numbers entered in the maintain jobs screen. When a valid job number is entered on an invoice, a transaction is written to the Job Costing transaction file in order to post the costs to the job. The "Costs to Date" field on the Maintain Job dialog is updated each time an invoice containing a valid job number is posted to Accounts Payable.

The job number is not a required field. The job number column will only show if the Use Job Costing flag is on in System Manager - Maintain Company and will only be active if JC is configured. If using the Purchase Order module and a valid PO number was entered above, the job number from the PO will default. The job number can be changed by the AP clerk to another valid job number, provided it is an active job number. In the New mode, the Job number browser displays active jobs. If the user does change the job number all line items on this invoice will be charged to the new job. However, changing the job number in AP Enter Invoice does not change the job number on the original PO.

The job number field is disabled when the invoice originated in PO. This field is disabled whether a job was originally entered on the PO line or not. This will only occur if Inventory Control is installed and configured. This will ensure the inventory suspense account will be cleared out appropriately. You may however add a new line to the invoice and reference a job.

Cost Code

This column is added to the invoice data grid and is required when the "Use Cost Codes" check box is checked on Job Costing Maintain Configuration. The field is enabled when a job is entered on the invoice line. The cost code assigned to the Vendor will default, if no cost code has been defined for the Vendor, then the cost code from the Product will default. If no cost code is on the Vendor or Product the field will be blank. This field may be overridden.

A warning message will be displayed when saving the invoice if the selected cost code is not set up for the job.

Expense Acct

Enter use the Browser to select the expense account to be used to post to the General Ledger. If you have defined a default Expense account on the vendor then that account number will default.

When the Allocate check box is selected and an Allocation ID entered, the allocation record's General Ledger accounts display in view-only mode.



If you are using the Job Costing module, you can optionally default the expense account from the General Ledger accounts assigned to the job. To enable this option, select the "Use Job Level Defaulting" check box on JC Maintain Configuration. When this check box is not selected the expense account will default from the product expense account (if any) before the vendor's expense account.

The "Inventory Suspense" account will default from IC Maintain Configuration if a) you are using IC b) the invoice originated in PO and c) this is an "I"nventory type product. The GL account number and the Product ID code in the data grid may not be changed. If there is a job on the line the account number will default from the job.

If the Update IC option is checked the Accrued AP account set up in Inventory Control - Maintain Configuration will default.

If the GL Account entered is a liability account a warning will display when the Save Button is pressed.

Project (Financial Management System Only)

Enter the Project ID that you would like to assign to the transaction, or use the browser to select one.

Expense Type (Financial Management System Only)

Enter the Expense Type that you would like to assign to the transaction, or use the browser to select one. This value will automatically fill in if you have assigned a default to the corresponding Expense Account, but it may be changed as needed.

Category (Financial Management System Only)

Enter the Category that you would like to assign to the transaction, or use the browser to select one. This field will only be available if you have selected the Category check box for the corresponding Project ID in General Ledger - Maintain Projects.

Costing Code (Financial Management System Only)

Enter the Costing Code that you would like to assign to the transaction, or use the browser to select one. This field will only be available if you have selected the Costing Code check box for the corresponding Project ID in General Ledger - Maintain Projects.

Grant (Not For Profit Only)

Enter the Grant ID that you would like to assign to the transaction, or use the browser to select one.

C.O.E. (Not For Profit Only)

Enter the C.O.E. ID that you would like to assign to the transaction, or use the browser to select one. This value will automatically fill in if you have assigned a default to the corresponding Expense Account, but it may be changed as needed.

Program (Not For Profit Only)

Enter the Program ID that you would like to assign to the transaction, or use the browser to select one. This field will only be available if you have selected the Program check box for the corresponding Grant ID in General Ledger - Maintain Grants.



Activity (Not For Profit Only)

Enter the Activity ID that you would like to assign to the transaction, or use the browser to select one. This field will only be available if you have selected the Activity check box for the corresponding Grant ID in General Ledger - Maintain Grants.

Amount

This view-only field displays the results of the Quantity multiplied by the Unit Cost. To save an invoice record, the total of this column must equal the invoice total entered earlier.

When the Allocate check box is selected and an Allocation ID entered, the amount for each account is calculated and the total matches the invoice total entered earlier. The amounts in this column cannot be edited when using an Allocation record.

Applied Other Costs

The Applied Other Costs column will display the Other Costs added to the product. This column is only visible if the Update IC box is checked in the header and the Apply Other Costs option is checked in Inventory Control - Maintain Configuration.

Rev. PO Unit Cost

The Rev. PO Unit Cost column will display the total of the Amount column plus the Applied Other Costs column. This column is only visible if the Update IC box is checked in the header and the Apply Other Costs option is checked in Inventory Control - Maintain Configuration.

The amount in this field will be written to the Job Costing transaction if a Job Number has been entered on the line.

1099?

The 1099? dropdown allows you to select this line item to include or exclude it from the Vendor's 1099 miscellaneous income form.

1099 Type

Enter the 1099 Type for this invoice line item. The 1099 Type from the Vendor's record defaults. The Browser is available to select the appropriate type.

Use Tax?

When Use Tax is selected on the Accounts Payable Maintain Configuration entry screen, a Use Tax? field appears in the data grid. The User may then mark each line item of an invoice as to whether or not use tax applies to the item which enables tracking Use Tax for items purchased from out of state vendors. Alternately, you may enable the Use Tax check box in the Maintain Vendor dialog to default the use tax during invoice entry.

Trans Class 1

Enter an active Transaction Classification Code 1 or select one from the browser.

Trans Class 2


F6 Hot Key

When a line in the grid is selected and F6 is pressed on the keyboard the View Vendor and Product History dialog will display.



Click the View Budgets button to see budget and actual totals for the GL Account on a selected line in the grid. The button will become active when a line is selected in the grid. When the button is pressed a dialog will display and show the totals of the budget, less GL actuals, less any saved (not posted to GL) invoices and less the current invoice. The total represents the remaining budget for the selected GL account.

Enter Invoices Command Buttons

Click the Copy button to create a copy of this invoice. A dialog will display to allow the entry of a new invoice number. Only invoices that have not be assigned a CYMA PO number can be copied.

Click the Vendor command button to bring up the Maintain Vendor master information dialog box.

The Quick Pay button allows you to create an invoice record and pay it immediately. The Quick Pay button is enabled when a new invoice record is created and an invoice total is typed. Additionally, you may use the Quick Pay feature while in the Edit mode for an existing, saved invoice as long as the invoice has not been posted to Accounts Payable. If the invoice is posted to Accounts Payable but not paid, you can edit and unpost the invoice and then use the Quick Pay feature. If the invoice has been paid (partially or in full) or has been posted to the General Ledger, you cannot use the Quick Pay feature. Upon selecting the Quick Pay button, the invoice is posted to Accounts Payable and selected for payment. You will be prompted to confirm paying the invoice using Quick Pay and then the Print Checks dialog box displays.

If you cancel the check printing after selecting the Quick Pay button, the invoice is still posted to Accounts Payable and is selected for payment.

The Edit button allows you to make changes to the displayed invoice. Click the Edit button once a valid invoice has been entered. The following criteria is used for editing invoices:

- Entered and saved invoices may be edited and/or deleted;

- Invoices posted to AP (that have not been paid or posted to GL) may be unposted, edited and/or deleted;

- Invoices that have been posted to GL or paid (in full or partially) can not be deleted.

- Limited editing can be done on invoices that have been posted to GL but not paid. Fields that can be changes are: Remit-To, Invoice Description, Ref, Due Date, Select for Payment check box, Separate Check for this Invoice check box and Hold check box. Line items that can be edited are: Description, Trans Class 1 and Trans Class 2. If an invoice has been posted to GL and the Trans Class codes are changed only AP is updated. The GL will need to be changed through a manual journal entry.

The Save button validates and saves the data entered. The Save button is enabled when data on the dialog box is changed.

The Post button will display instead of the Save button when the Auto Post to AP check box is checked in Maintain Configuration. This allows you to save and post the invoice at the same time.



The New button prompts you to save any changes to the displayed invoice (if applicable) and then clears the dialog box. This allows you to create a new invoice or select another invoice for viewing or editing.

The Delete button permanently removes the displayed invoice from the data file. This button is enabled after the Edit button has been clicked. Only invoices that have not been posted can be deleted.

The Close button prompts you to save any changes (if applicable) and closes the dialog box. Pressing the ESC key performs the same function.



Enter Quick Invoice When Quick Invoices... is selected from the Accounts Payable Enter menu the Enter Quick Invoices dialog box displays. In this operation you can enter invoices and credit memos information and create invoices at a future date. This dialog box is only used for entry of new invoices and cannot be used to edit existing invoices.

Enter Quick Invoice Dialog




Vendor ID

To enter a new invoice record, select the Vendor ID or use the Browser to select or create one. The vendor name displays in view-only mode.

Invoice Number

Enter the vendor's invoice number (up to 20 alphanumeric characters). To group invoice lines on the same invoice make sure the invoice number is identical for all lines.

PO

Enter a PO number associated with the invoice.

If using the Purchase Order module, entering a PO number will not retrieve open line items from the PO module.

Remit ID

Enter or select from the browser the Remit ID to use for this invoice. Invoices with different remit-to IDs will print on separate checks.



Invoice Date

Enter the invoice date, the system login date defaults. The date entered is used to determine the invoice due date and discount date, if applicable. The invoice will be aged based on this date.

Terms Code

The Terms Code automatically defaults to the terms code assigned in the vendor's record. Accept the default Terms Code or use the Browser to select a different Terms Code.

Posting Date


Pay Date


Due Date

The Due Date will default to a date based on the Invoice Date and the Terms Code. This date can be changed to any date after the Invoice Date. This is a required field.

Product ID

Enter the Product ID of the product or service received, or use the browser to select one. The Accounts Payable user will see this field if they are using the Purchase Order module, or if they have indicated on the Accounts Payable Maintain Configuration dialog box, that they wish to "Include Product and Quantity on Invoice". This field is used to enter the product or services that you are being invoiced for. If using the Purchase Order module this information will already default from the original Purchase Order.

The Quantity and Product ID fields are enabled by default when the Purchase Order module is installed. If you have not purchased the Purchase Order module, but would like to include these fields on the Enter Invoice datagrid, you can enable these fields by selecting the check box on Maintain Configuration.

Description

Enter a description for the line item (up to 254 alphanumeric characters).

Quantity

Enter the appropriate quantity of the product. Up to four decimal places for fractional quantities are allowed. You may also specify negative quantities.

The AP user will see this field if they are using the Purchase Order module, or if they have indicated on the AP Maintain Configuration dialog box, that they wish to "Include Product and Quantity on Invoice". This field is used for the quantity of the items you are being invoiced by the vendor. The program will multiply the Quantity times the Unit Cost to arrive at the line item extended dollar Amount.

Unit Cost

The Unit Cost will default from the Unit Cost field on the Purchasing Tab of the Maintain Products dialog, if a unit price had been established when the product was set up. Since the Unit Cost field on the Product is not a required field, if an amount is not entered, the default Unit Cost during invoice



entry will remain 0.00. You may accept a unit cost of 0.00 or change the unit cost appropriately, however the overall invoice total must be greater than 0.00.

Amount

This view-only field displays the results of the Quantity multiplied by the Unit Cost. A total for this column is displayed at the bottom of the grid.

Job

Enter or use the browser to select the job number for which this expense has been invoiced. The job number field is a lookup field which is validated against the job numbers entered in the maintain jobs screen. When a valid job number is entered on an invoice, a transaction is written to the Job Costing transaction file in order to post the costs to the job. The "Costs to Date" field on the Maintain Job dialog is updated each time an invoice containing a valid job number is posted to Accounts Payable.

The job number is not a required field. The job number column will only show if the Use Job Costing flag is on in System Manager - Maintain Company and will only be active if JC is configured.

Cost Code

The Cost Code column is added to the invoice data grid when the "Use Cost Codes" check box is checked on Job Costing Maintain Configuration. The field is enabled when a job is entered on the invoice line. The cost code assigned to the Product is the default and may be overridden.

Expense Acct

Enter or use the Browser to select the expense account to be used to post to the General Ledger. If you have defined a default Expense account on the vendor then that account number will default.

If you are using the CYMAIV Job Costing module, you can optionally default the expense account from the General Ledger accounts assigned to the job. To enable this option, select the "Use Job Level Defaulting" check box on JC Maintain Configuration. When this check box is not selected the expense account will default from the product expense account (if any) before the vendor's expense account.

The "Inventory Suspense" account will default from IC Maintain Configuration if a) you are using IC b) the invoice originated in PO and c) this is an "I"nventory type product. The GL account number and the Product ID code in the data grid may not be changed. If there is a job on the line the account number will default from the job.














C.O.E. (Not For Profit Only)

Enter the C.O.E. ID that you would like to assign to the transaction, or use the browser to select one. This value will automatically fill in if you have assigned a default to the corresponding Expense Account, but it may be changed as needed.




Enter the Activity ID that you would like to assign to the transaction, or use the browser to select one. This field will only be available if you have selected the Activity check box for the corresponding Grant ID in General Ledger - Maintain Grants.1099?

1099?


1099 Type


AP Account

The AP Account will default from the Vendor Record but may be changed. Use the Browser to change the AP account for this invoice.


Use Tax?

When Use Tax is selected on the Accounts Payable Maintain Configuration entry screen, a Use Tax? field appears in the data grid. The User may then mark each line item of an invoice as to whether or not use tax applies to the item which enables tracking Use Tax for items purchased from out of state vendors. Alternately, you may enable the Use Tax check box in the Maintain Vendor dialog to default the use tax during invoice entry.

Trans Class 1




Trans Class 2


Vendor Description

The Vendor Description view only box will show the Vendor Name for the selected line.

Account Description

The Account Description view only box will show the General Ledger Account description for the selected line.

Click the View Budgets button to see budget and actual totals for the GL Account on a selected line in the grid. The button will become active when a line is selected in the grid. When the button is pressed a dialog will display and show the totals of the budget, less GL actuals, less any saved (not posted to GL) invoices and less and entries in the Quick Invoice grid with the same GL account number. The total represents the remaining budget for the selected GL account.

Enter Quick Invoices Command Buttons

The Proof button allows you to print a proof report of all entered invoices.

The Select All button selects all lines in the grid for processing.

The Deselect All button clears all selected lines in the grid.

The Create Invoices button will validate and create invoices from the selected lines in the grid. If multiple lines in the grid have the same invoice number listed, those lines will be created on the same invoice record. If the Auto Post to AP check box is checked in Maintain Configuration the invoices will be saved and posted in AP.

The Save button allows you to save the information prior to creating invoices.

The Delete button will remove the selected records from the grid.

The Close button will close the dialog box. If any changes were made, a message will ask if you want to save those changes.



Enter Recurring Invoices When Recurring Invoices... is selected from the Accounts Payable Enter menu the Recurring Invoices dialog displays. The Recurring Invoices operation allows you to enter repetitive invoices that are received on a routine basis. These records can be selectively chosen to create invoice records that can then be posted to Accounts Payable, selected for payment, and posted to the General Ledger.

Recurring invoices allow you to specify a billing cycle from a predefined list of frequencies (Weekly, Biweekly, Monthly, Semi-Monthly, Quarterly, Semi-Annually and Annually). You may also specify how many times an invoice should be created from each recurring record. The system will track how many times an invoice has been created. When the specified count has been reached, the recurring invoice record will automatically become inactive. Recurring invoices can also be created with unlimited repeat counts.

Recurring Invoices dialog box


Enter Recurring Invoices group box



Click the Enter/Edit Recurring Invoices button to enter or edit Recurring Invoice records. When selected, the Enter Recurring Invoices dialog box displays for entering new Recurring invoice records or editing existing invoices.

Create Invoices group box

Click the Create AP Invoices from Recurring File for: button to create invoices from the recurring invoice file based on the frequency selected. This will create invoices for all Vendors who have a Recurring Invoice record for the Frequency selected. Once the invoices are created, the view-only fields on the Enter Recurring Invoices dialog box will be updated. The Generated field will be increased by one (unless it is unlimited), and the Last Used field will display the current accounting date.

Once the recurring invoice generation has completed, the Recurring Invoice Status dialog box displays. To print the listing, select the report destination and then click the Print button.

Create AP Invoices with Updated Allocations

Check the Create AP Invoices with Updated Allocations box if changes have been made to an allocation that is used on a Recurring Invoice. If this option is checked the system will read the allocation and use those values instead of what was stored when the recurring invoice was entered.

Update Allocations on Recurring Invoices

Check the Update Allocations on Recurring Invoices box if you want any changes make to an allocation to be written to the recurring invoice.

Frequency

Use the drop-down list to select the Frequency code for which you would like to generate invoice records. The available options are: Weekly, Biweekly, Semi-Monthly, Monthly, Quarterly, Semi-Annually and Annually.

Group

This drop down list will display all the user defined groups you have created while entering invoices from the Enter Recurring Invoices entry screen. If you choose a specific group, only those invoices which belong to that group, and are within the selected frequency, will have invoices generated.

Invoice Date

Enter the date to assign to the invoice records. The system date defaults.

Printing group box

Click the List Recurring Invoices button to print a list of the recurring invoice records stored in the Recurring Entry file.

Sort Options Group Box

The Sort Options group box allows you to select how the entries should be sorted for printing.

Vendor

Select the Vendor option button to sort the Recurring Invoice List by Vendor ID. Vendor ID is selected by default.



Frequency

Select the Frequency option button to sort the Recurring Invoice List by Frequency code.

Invoice No.

Select the Invoice No. option button to sort the Recurring Invoice List by the Invoice number.

Printing Options group box

Screen

Select this button to display the requested report on your screen. The report may also be sent to the Windows default printer from your screen.

Printer

Select the Printer option button to print the Proof Listing directly to the printer shown in the view-only default printer field.

File

Select the File option button to print the Proof Listing to a File in one of several common formats.

Recurring Invoices Command Buttons

The Setup Printer button allows you to select another printer that you have set up in Windows, change the printer's properties, and change the paper options (size, source, and orientation). The default printer displays in view-only mode.

Click the Close button to close the dialog box.



Enter/Edit Recurring Invoices When the Enter/Edit Recurring Invoices button is selected on the Recurring Invoices dialog box, the Enter Recurring Invoice dialog box displays.

Enter Recurring Invoices


Vendor ID

To enter a new recurring invoice record, select the Vendor ID or use the Browser to select or create one. The vendor name will display in view-only mode below this text box.

Invoice No

Enter the invoice number to assign to each invoice record created from this recurring invoice record (up to 20 alphanumeric characters).

Each time an invoice record is created this becomes the invoice number preceded by a dash and the number of times this recurring record has been generated. For example, if a recurring invoice record is created with 1000 as the invoice number, the second time an invoice record is created the invoice number will be 1000-2.

To edit an existing recurring invoice record, enter the Vendor ID or use the Browser to select it. You must then enter the invoice number, or use the Browser to access the Vendor's invoice records. Once the record is displayed, you must click the Edit button to make any desired changes.

Total

Enter the amount of the invoice (up to 13 numeric characters to left of the decimal and two characters to the right).



Remit-To ID

Enter or select from the browser the Remit-To ID to use for this invoice. Invoices with different remit-to IDs will print on separate checks.

Frequency

The frequency code selected will tell the system which group of recurring records to use when creating actual invoice records. Available frequency codes are: Weekly, Biweekly, Semi-Monthly, Monthly, Quarterly, Semi-Monthly, Annually, or Semi-Annually.

Group

This drop down list will display all the user defined groups you have created while entering invoices from the Enter Recurring Invoices entry screen. If you choose a specific group, only those invoices which belong to that group, and are within the selected frequency, will have invoices generated.

Count

Enter the number of times the system should create an invoice for this record. If 999 is entered, invoices will be created indefinitely when the appropriate frequency is selected. Any number other than 999 will specify how many times this record will create an invoice before being marked as inactive.

Generated

This view-only text box displays the number of times this record has been used to create an invoice.

Last Processed

This view-only text box displays the last date when an invoice was created from this recurring invoice record.

Inv Desc

Enter the invoice description (up to 35 alphanumeric characters). The description entered becomes the default description for the first invoice line item.

PO


Select for Payment


Terms Code

The terms code automatically defaults to the terms code assigned to the Vendor's record. It may be overridden if desired. The terms code description displays in view only mode.

Ref


Separate Check for this Invoice

Check the Separate Check for this Invoice if a check needs to be printed for this invoice and this invoice only. When this option is checked a check will print that pays only this invoice. An individual check will print regardless of the setting for the New Check for each Invoice option on the Print AP Checks dialog.

Allocate



Select this check box if you would like to use an allocation record to expense this invoice. When selected, the text box to the right displays the Vendor's default Allocation ID, if applicable. The Allocation description displays below it. The Browser is available to change the default or select an Allocation ID. Only invoices that are not associated with a job may be allocated.

AP Acct

Enter the Accounts Payable account or use the Browser to select or create the account that this invoice transaction will post to in the General Ledger.


Update IC



Product ID

Enter the Product ID of the product or service received, or use the browser to select one. The AP user will see this field if they are using the CYMAIV Purchase Order module, or if they have indicated on the AP Maintain Configuration dialog box, that they wish to "Include Product and Quantity on Invoice". This field is used to enter the product or services that you are being invoiced for. If using the PO module this information will already default from the original PO.

The Quantity and Product ID fields are enabled by default when the Purchase Order module is installed. If you have not purchased the Purchase Order module, but would like to include these fields on the Enter Invoice data grid, you can enable these fields by selecting the check box on Maintain Configuration.

Description

The invoice description entered earlier defaults as the first line item description. Accept the default or enter a new description (up to 254 alphanumeric characters).


Warehouse ID


U/M


Quantity

Enter the appropriate quantity of the product. Up to four decimal places for fractional quantities are allowed. You may also specify negative quantities. If a Purchase Order number is entered on this invoice then the grid will automatically be populated with the open lines on that Purchase Order. Into the quantity field will default the remaining uninvoiced quantity ordered on that



Purchase Order. You may accept the quantity or override with a different quantity. When the Invoice is posted, the original PO will be updated with the quantity invoiced.

The AP user will see this field if they are using the CYMAIV Purchase Order module, or if they have indicated on the AP Maintain Configuration dialog box, that they wish to "Include Product and Quantity on Invoice". This field is used for the quantity of the items you are being invoiced by the vendor. If using the PO module, this field will default with the "order" quantity from the PO, or in the case of partial shipments the remaining open quantity that has not been previously invoiced. The program will multiply the Quantity times the Unit Cost to arrive at the line item extended dollar Amount. The user can override this quantity if a different quantity is reflected on the invoice from the vendor.

Unit Cost


Job

Enter the job number for which this expense has been invoiced. The job number field is a lookup field which is validated against the job numbers entered in the maintain jobs screen. When a valid job number is entered on an invoice, a transaction is written to the Job Costing transaction file in order to post the costs to the job. The "Costs to Date" field on the Maintain Job dialog is updated each time an invoice containing a valid job number is posted to Accounts Payable.


Cost Code

This column is added to the invoice data grid when the "Use Cost Codes" check box is checked on Job Costing Maintain Configuration. The field is enabled when a job is entered on the invoice line. The cost code assigned to the Product is the default and may be overridden.

Expense Acct

Enter the expense account or use the Browser to select the expense account to be used to post to the General Ledger.


If you are using the Job Costing module, you can optionally default the expense account from the General Ledger accounts assigned to the job. To enable this option, select the "Use Job Level Defaulting" check box on JC Maintain Configuration. When this check box is not selected the expense account will default from the product expense account (if any) before the vendor's expense account.














Source (Not For Profit Only)

Enter the Source ID that you would like to assign to the transaction, or use the browser to select one. This value will automatically fill in if you have assigned a default to the corresponding Sales Account, but it may be changed as needed.





Amount

The invoice total entered earlier defaults as the first line item amount, which may be overridden. To save an invoice record, the total of this column must equal the invoice total entered earlier.


1099?


1099 Type




Use Tax?

When Use Tax is selected on the Accounts Payable Maintain Configuration entry screen, a Use Tax? field appears in the data grid in the Enter Invoice dialog. The User may then mark each line item of an invoice as to whether or not use tax applies to the item which enables tracking Use Tax for items purchased from out of state vendors. Alternately, you may enable the Use Tax check box in the Maintain Vendor dialog to default the use tax during invoice entry.

Trans Class 1


Trans Class 2


Account Description

The account description displays in view-only mode below the data grid.

Enter Recurring Invoices Command Buttons

The Vendor command button will bring up the Maintain Vendor master information dialog box.

The Edit button allows you to make changes to the displayed invoice. Click the Edit button once a valid invoice number has been entered.


The New button prompts you to save any changes to the displayed invoice (if applicable) and then clears the dialog box. This allows you to create a new invoice or select another invoice for viewing or editing.

The Delete button permanently removes the displayed invoice from the data file. This button is enabled after the Edit button has been clicked.

The Close button prompts you to save any changes (if applicable) and then closes the dialog box. Pressing the ESC key performs the same function.



Enter One-Time Invoices When One-Time Invoices... is selected from the Accounts Payable Enter menu the Enter One-Time Invoices dialog box displays. This operation allows you to enter invoices for Vendors who are only used one time and will not receive a 1099 miscellaneous income form. The Quick Pay button is available to immediately pay the invoice and print the check.

All one-time vendor invoices are stored with the Vendor ID "ONETIM". This ID is used for all reporting purposes. It is also used for the selection of these invoices for payment when the Process/Select Invoices operation is used.

Enter One-Time Invoices dialog box


Invoice No

To enter a new one-time invoice record, enter the Vendor's invoice number (up to 30 alphanumeric characters). Duplicate invoice numbers are not allowed.

To edit an existing unposted one-time invoice record, enter the Vendor's invoice number or use the Browser to select it. Once the record is displayed, click the Edit button.

Total

Enter the amount of the invoice (up to 13 numeric characters to left of the decimal and two characters to the right).

Invoice Date

Enter the invoice date, the system login date defaults. The date entered is used to determine the invoice due date and discount date, if applicable. The invoice will be aged based on this date.

Vendor



Enter the Vendor's name (up to 20 alphanumeric characters).

Posting Date


Address

Enter the Vendor's street Address (up to 30 alphanumeric characters in each field).

City

Enter the City where the Vendor is located (up to 25 alphanumeric characters).

State

Enter the State or province where the Vendor is located (up to 25 alphanumeric characters).

Zip

Enter the Vendor's Zip code or postal code (up to 11 alphanumeric characters).

Country

Enter the Country where the Vendor is located (up to 30 alphanumeric characters).

Inv Desc

Enter the Invoice Description (up to 35 alphanumeric characters). The description entered becomes the default description for the first invoice line item.

Pay Date


Select for Payment


Hold

Select this check box to place this invoice on hold. When an invoice is placed on hold, the system will warn you of the hold status when you select the invoice for payment and when printing the check. The cash requirements report allows you to verify which invoices selected for payment are on hold.

Terms Code

The terms code entered in the Default Vendor Data group box on the Maintain Configuration dialog box defaults. It may be overridden if desired. The view-only text box to the right displays the terms description.

Ref


PO


Due Date



The Due Date field displays the due date that automatically calculates from the invoice date based on the terms code. The due date may be overridden.

Disc. Date

If a terms code allowing a discount is selected, the discount date is calculated based on the invoice date entered.

Disc. Amt

This view-only text box displays the discount amount, if applicable. This amount is calculated if a terms code allowing a discount is selected and is based on the invoice total entered earlier.

Update IC


Allocate

Select this check box if you would like to use an allocation record to expense this invoice. When selected, the text box and the Browser to the right are enabled allowing you to enter an Allocation ID. The allocation description displays in the text box next to the Allocation ID. Only invoices that are not associated with a job may be allocated.

AP Acct




Product ID

Enter the Product ID of the product or service received, or use the browser to select one. The AP user will see this field if they are using the CYMA Purchase Order module, or if they have indicated on the AP Maintain Configuration dialog box, that they wish to "Include Product and Quantity on Invoice". This field is used to enter the product or services that you are being invoiced for.

The Quantity and Product ID fields are enabled by default when the Purchase Order module is installed. If you have not purchased the Purchase Order module, but would like to include these fields on the Enter Invoice data grid, you can enable these fields by selecting the check box on Maintain Configuration.

Description

The invoice Description entered earlier defaults as the first line item description. Accept the default or enter a new description (up to 254 alphanumeric characters).


Warehouse ID




U/M


Quantity

Enter the appropriate Quantity of the product. Up to four decimal places for fractional quantities are allowed. You may also specify negative quantities. If a Purchase Order number is entered on this invoice then the grid will automatically be populated with the open lines on that Purchase Order. Into the quantity field will default the remaining uninvoiced quantity ordered on that Purchase Order. You may accept the quantity or override with a different quantity. When the Invoice is posted, the original PO will be updated with the quantity invoiced.

The AP user will see this field if they are using the CYMA Purchase Order module, or if they have indicated on the AP Maintain Configuration dialog box, that they wish to "Include Product and Quantity on Invoice". This field is used for the quantity of the items you are being invoiced by the vendor. If using the PO module, this field will default with the "order" quantity from the PO, or in the case of partial shipments the remaining open quantity that has not been previously invoiced. The program will multiply the Quantity times the Unit Cost to arrive at the line item extended dollar Amount. The user can override this quantity if a different quantity is reflected on the invoice from the vendor.

Unit Cost


Job

Enter the Job number for which this expense has been invoiced. The job number field is a lookup field which is validated against the job numbers entered in the maintain jobs screen. When a valid job number is entered on an invoice, a transaction is written to the Job Costing transaction file in order to post the costs to the job. The "Costs to Date" field on the Maintain Job dialog is updated each time an invoice containing a valid job number is posted to Accounts Payable.


Cost Code

The Cost Code column is added to the invoice data grid when the "Use Cost Codes" check box is checked on Job Costing Maintain Configuration. The field is enabled when a job is entered on the invoice line. The cost code assigned to the Product is the default and may be overridden.

Expense Acct

Enter the Expense Account or use the Browser to select the expense account to be used to post to the General Ledger.




If you are using the CYMAIV Job Costing module, you can optionally default the expense account from the General Ledger accounts assigned to the job. To enable this option, select the "Use Job Level Defaulting" check box on JC Maintain Configuration. When this check box is not selected the expense account will default from the product expense account (if any) before the vendor's expense account.












Source (Not For Profit Only)

Enter the Source ID that you would like to assign to the transaction, or use the browser to select one. This value will automatically fill in if you have assigned a default to the corresponding Sales Account, but it may be changed as needed.







Amount

The invoice total entered earlier defaults as the first line item amount, which may be overridden. To save an invoice record, the total of this column must equal the invoice total entered earlier.


1099?


1099 Type


Use Tax?

When Use Tax is selected on the Accounts Payable Maintain Configuration entry screen, a Use Tax? field appears in the data grid in the Enter Invoice dialog. The User may then mark each line item of an invoice as to whether or not use tax applies to the item which enables tracking Use Tax for items purchased from out of state vendors.

Trans Class 1


Trans Class 2


Account Description

The account description displays in view-only mode below the data grid.

Click the View Budgets button to see budget and actual totals for the GL Account on a selected line in the grid. The button will become active when a line is selected in the grid. When the button is pressed a dialog will display and show the totals of the budget, less GL actuals, less any saved (not posted to GL) invoices and less the current invoice. The total represents the remaining budget for the selected GL account.

Enter One-Time Invoices Command Buttons

The Quick Pay button allows you to create an invoice record and pay it immediately. The Quick Pay button is only enabled when a new invoice record is created and an invoice total is entered. When selected, you will be prompted to confirm paying the invoice using Quick Pay and then the Print Checks dialog box displays.

If you cancel the check printing after selecting the Quick Pay button, the invoice is still posted to Accounts Payable and is selected for payment.



The Edit button allows you to make changes to the displayed invoice. Click the Edit button once a valid invoice has been entered. The following criteria is used for editing invoices:

- entered and saved invoices may be edited and/or deleted;

- invoices posted to AP (that have not been paid or posted to GL) may be unposted, edited and/or deleted;

- no editing or deleting is allowed once the invoice has been posted to GL or paid (in full or partially).


The Post button will display instead of the Save button when the Auto Post to AP check box is checked in Maintain Configuration. This allows you to save and post the invoice at the same time.

The New button prompts you to save any changes to the displayed invoice (if applicable) and then clears the dialog box. This allows you to create a new one-time invoice or select another invoice for viewing or editing.

The Delete button permanently removes the displayed one-time invoice from the data file. This button is enabled after the Edit button has been clicked. Only invoices that have not been posted can be deleted.




Enter Invoices - View Vendor and Product History The View Vendor and Product History dialog is accessed from the Enter Invoices data grid when the F6 key is pressed on the keyboard. This dialog displays the history for the selected product and vendor.

View Vendor and Product History

Refer to the following fields and descriptions

Vendor ID

The Vendor ID field displays the Vendor ID of the current Invoice. The vendor's name displays to the right.

Product ID

The Product ID field displays the Product ID of the current Invoice. The product description displays to the right.

Show Orders group box

Five

The Five option is the default and will display the last five invoices for the vendor and product.

All

The All option will display all invoices for the vendor and product.

Data grid columns and fields


Invoice Date

The Invoice Date field will display the date of the invoice.

Invoice Number



The Invoice Number field will display the invoice number of the invoice.

PO No

The PO No field will display the Purchase Order Number of the invoice.

Description

The Description field will display the description of the product on the invoice.

Measure

The Measure field will display the Unit of Measure assigned to this product on the invoice.

Qty

The Qty field will display the quantity for this product on the invoice.

Unit Cost

The Unit Cost field will display the unit cost used for this product on the invoice.

Amount

The Amount field will display the value of qty times the unit cost.

Oth Cost

The Oth Cost field will display the other cost used for this product on the invoice.

Revised Cost

The Revised Cost field will display the value of Amount plus the Oth cost field.

Job

The Job field will display the Job number on the invoice.

Cost Code

The Cost Code field will display the cost code on the invoice.

Expense Acct

The Expense Acct field will display the general ledger account number on the invoice.

1099 Type

The 1099 Type field will display the type of 1099 form to be used for this product.

Use Tax

The Use Tax field will display Yes or No to show if this line will be used when calculating Use Tax.

Trans Class 1 and 2

The Trans Class 1 and 2 fields will display the value from the invoice.

View Vendor and Product History command buttons

Click the View Detail button to show the Invoice for a selected line.

Click the Copy Cost button to copy the cost from a selected line to the current Invoice.



Click the Close button to return to the Enter Invoices dialog.



Enter Invoice Status Inquiry When Invoice Status Inquiry... is selected from the Accounts Payable Enter menu the Invoice Status Inquiry dialog box displays. The Invoice Status Inquiry dialog consists of two tabs, Inquiry Criteria and Selected Invoices, which allow you to control which invoices to include in the inquiry. Invoice status inquiries can be accessed from Accounts Payable and Accounts Receivable.

Enter Invoice Status Inquiry dialog box

The Inquiry Criteria tab allows you to enter the selection criteria for the invoices to be selected. The Selected Invoices tab allows you to view the invoices that meet the selection criteria entered on the Inquiry Criteria tab.

Refer to the following steps to select invoices for inquiry:

Enter the invoice selection criteria on the Inquiry Criteria tab.

Click the Find Now button to list the invoices meeting the selection criteria.

Once the system has located the invoices, the Selected Invoices tab displays and lists the invoices meeting the criteria entered on the Inquiry Criteria tab. To add to your selections using different selection criteria return to the Inquiry Criteria tab, reenter the criteria, and click the Find Now button.

Invoice Status Inquiry Command Buttons

Select the Print button to print the list of invoices displayed in the grid. The report will contain only a subset of the columns displayed.

Select the Export to CSV button to export the list of invoices displayed in the grid. The export will contain information for all columns displayed.



Select the Find Now command button to locate the data matching the selection criteria. This button is only enabled when the Inquiry Criteria tab is active. When selected, the Selected Invoices tab becomes active and the DataGrid lists the invoices meeting the criteria. Switch tabs to change the selection criteria and click the Find Now button again to add invoices meeting the new selection criteria to the selections. This gives you the option to select invoices by batches meeting specific criteria.

When an Invoice is highlighted on the Selected Invoices tab, the View Document command button becomes active. Click the View Document button to open the Enter Invoice dialog and view the selected invoices itemized line item detail.

To select an Invoice, click the selection box to the left of the Invoice line on the DataGrid.

When an Invoice is highlighted on the Selected Invoices tab, the View Payment command button becomes active. Click the View Payment button to see the associated checks.

To select an Invoice, click the selection box to the left of the Invoice line on the DataGrid.

Click the Close command button to exit the Invoice Status Inquiry Dialog.



Invoice Status Inquiry - Inquiry Criteria Tab The Inquiry Criteria tab allows you to enter the criteria for the invoices to be selected and viewed.

Invoice Status Inquiry - Inquiry Criteria Tab dialog box


Invoice Status Inquiry - Inquiry Criteria Tab DataGrid Columns and Fields

Use the DataGrid to enter selection criteria for selecting invoices and credit memos based on the following fields:

For more information regarding the Selection Criteria go to the Selection Criteria topic in the System Manager Help.

Field

This view-only column shows the fields available for user-defined selection criteria. The options are as follows:

Vendor ID

The Vendor ID option allows you to select Invoices based on the Vendor ID.

Invoice Number

The Invoice Number option allows you to select Invoices based on the Invoice number.

Invoice Description

The Invoice Description option allows you to select Invoices based on the Invoice description.

Invoice Date

The Invoice Date option allows you to select Invoices based on the Invoice date.



Due Date

The Due Date option allows you to select Invoices by due date.

Purchase Order

The Purchase Order option allows you to select Invoices based on the Purchase Order.

Terms Code

The Terms Code option allows you to select Invoices based on the Terms Code.

Vendor Type

The Vendor Type option allows you to select Invoices based a specific Vendor Type.

AP Account

The AP Account option allows you to select Invoices based on the Accounts Payable account the Invoice is posted to.

Product ID

The Product ID option allows you to select Invoices based on a specific Product ID.

Job

The Job option allows you to select Invoices based on a specific Job.



Invoice Status Inquiry - Selected Invoices Tab The Selected Invoices tab allows you to view the invoices that meet the selection criteria entered on the Inquiry Criteria tab.

Invoice Status Inquiry – Selected Invoices Tab dialog box

Refer to the following field and column descriptions.

Invoice Status Inquiry – Selected Invoices Tab DataGrid Columns and Fields

Upon selecting the Find Now button the DataGrid lists the invoices and credit memos that meet the selection criteria entered on the Inquiry Criteria tab.

The DataGrid columns are in view-only mode.


Vendor ID

The Vendors with invoices meeting the selection criteria are listed in the view-only Vendor ID column.

Invoice Number

The invoice number displays in the view-only Invoice Number column.

Invoice Date

The Invoice date displays in the view-only Invoice Date column.

Posting Date

The posting date displays in the view-only Posting Date column.



Remit ID

The ID for the Remit to Address displays in the view-only Remit ID column.

Invoice Description

The Invoice description displays in the view-only Invoice Description column.

Terms Code

The Terms Code displays in the view-only Terms Code column.

Pay Date

The Pay Date displays in the view-only Pay Date column.

Purchase Order

The Purchase Order number displays in the view-only Purchase Order column.

Due Date

The date the invoice is due displays in the view-only Due Date column.

Discount Date

The date the discount is good through displays in the view-only Discount Date column.

Discount Taken

The amount of discount taken on the invoice displays in the view-only Discount Taken column.

Hold

The Hold column will display either Yes or No to show if the invoice is currently on Hold.

Reference

Update IC

The Update IC column will display either Yes or No to show if the invoice will update Inventory control when posted.

Allocation ID

The Allocation ID displays in the view-only Allocation ID column.

Invoice Total

The total Invoice amount displays in the view-only Invoice Total column.

Invoice Balance

The unpaid Invoice balance displays in the view-only Invoice Balance column.

Vendor Name

When an Invoice is selected in the DataGrid, the view-only Vendor Name field displays the associated Vendor Name.

Remit Description

When an Invoice is selected in the DataGrid, the view-only Remit Description field displays the description for the associated Remit ID.

To select an Invoice, click the selection box to the left of the Invoice line on the DataGrid. The column total displays below the last DataGrid line.



Enter Manual Checks When Manual Checks... is selected from the Accounts Payable Enter menu the Enter Manual Checks dialog box displays. This operation allows you to enter information regarding checks that were written or typed manually. For each manual check designate the invoices paid by the check as well as any discounts taken.

Invoice paid by manual checks may be partially paid. To apply a partial payment to an invoice, select the invoice on the DataGrid and type the partial payment amount in the Amount To Pay column. The system automatically applies the Amount To Pay to the first line item and continues until the dollar amount is depleted.

To apply partial payments to individual invoice line items, enter the amount to pay, which must be less than the invoice balance, and then select the invoice by clicking the selection list box to the left of the DataGrid. This enables the Pay By Line Item button. When selected, this button allows you to specify the line items you want to show as paid as well as the amount to pay for each line item. This is especially useful for cash basis companies since you can control which expense accounts are affected when the partial payment is posted to the General Ledger.

Enter Manual Checks dialog box


Bank ID

Enter the Bank ID for this manual check, or use the Browser to select or create one. The bank name displays in view-only mode.

Cash Account




Desc

Enter a description for the Manual Check.

Void

You can now enter void checks that are not currently in the system through manual checks. This feature enables you to track all checks on the check register without any gaps in check numbers for checks that will never be used.

Check Number

The check number will default to the next available check number for the Bank ID selected above and may be overridden (up to 10 numeric characters).

Check Amount

Enter the amount of the check (up to 13 numeric characters to left of the decimal and two characters to the right).

Check Date

Enter the date of this check. The current accounting date defaults.

Vendor ID

When the check amount is entered the Vendor ID field is enabled. Enter the Vendor ID to whom the check was written or use the Browser to select it. The Vendor name displays in the view-only text box below.

Manual checks can only be entered for Vendors who have open invoices to pay.

Click the Pay By Line Item button to apply a partial payment to specific invoice line items. When selected the Manual Check Pay By Line Item dialog box displays.

This button is only enabled when an amount less than the invoice balance is typed in the Amount To Pay column. The line must then be selected by clicking on the selection box to the left of the DataGrid.


Upon entering the Vendor ID, the DataGrid lists the Vendor's unpaid invoices and credit memo information. Only unpaid invoices which have been posted to Accounts Payable display on the DataGrid. Credit memos may be selected against manual checks when an invoice greater than the credit memo amount has been selected for payment. The system does not allow checks with the check amount less than zero.

The DataGrid columns which appear grayed out are in view-only mode for viewing data.

Invoice Number

The selected Vendor's unpaid posted invoices display in view-only mode.

Due Date



This column displays the invoice due date for the corresponding invoice numbers.

Discount Date

This column displays the discount date if the corresponding invoice contains a terms code allowing a discount.

Invoice Balance

The unpaid invoice balance displays in this column.

Discount To Take

If the invoice contains a terms code allowing a discount, this column is enabled. When the row is selected for payment the available discount amount based on the invoice date and the discount calculated from the terms code displays. This field may be overridden as long as the terms code allows a discount.

If there is no discount to take on the invoice, this field is disabled.

Amount To Pay

Enter the amount to pay on this invoice. The discount taken and the amount to pay cannot exceed the invoice balance. If the entire invoice balance is not being paid, enter the partial payment amount.

To apply the partial payment to individual invoice line items, the amount to pay must have been entered and then highlight the invoice line by selecting the selection list box and then click the Pay By Line Item button.

Enter Manual Checks Command Button

Click the Enter Invoice button to open the Enter Invoice entry screen and create an Invoice for this manual check. When the Invoice is saved you will automatically be returned to the Enter Manual Checks entry screen, where the new Invoice will be displayed in the Invoice data grid for check application.

Click the Post button to post the manual check to Accounts Payable.

The New button prompts you to save any changes to the displayed manual check (if applicable) and then clears the dialog box. This allows you to create a new manual check.




Enter Void Checks When Enter Void Checks... is selected from the Accounts Payable Enter menu the Enter Voided Checks dialog box displays. This operation allows you to mark checks as "Voided."

Once the voided check is posted to Accounts Payable by selecting the Post button, the invoices paid by the voided check are reopened. As part of the post process the amount paid by the check, plus any discounts taken, are added to the Vendor's current amount owed on the History tab page. Also, the amount of the check is subtracted from the PTD and YTD Payment fields and any discounts taken are subtracted from the PTD and YTD Discounts Taken fields.

The system will mark the voided check as not posted to the General Ledger, thereby allowing the system to select the voided check entries the next time the Process/Post to GL/Checks operation is performed. When the voided check entries are posted to the General Ledger, an entry is created to reverse the check.

Enter Voided Checks dialog box


Bank ID

Enter the Bank ID associated with the check to be voided; the Browser is available to select the Bank ID. The bank name displays in the view-only text box to the right.



Check Number group box

Range From: To:

The Range From option button will allow you to choose a range of checks to view or void. Use the From and To text boxes to enter, or browse for, the first and last check numbers to be included in the range of checks. Both current and historical checks are available for selection and voiding.

Void Date

Enter the void date of the check. The void date must be in an open year and a defined accounting period. The date can be outside the current AP period, but a warning will be displayed.

Remove Original Invoices

Select the Remove Original Invoices box if you would like the system to remove/reverse the invoices that were paid by the checks selected for voiding. If the original invoice was not posted to the General Ledger, the invoice will be permanently deleted. If the original invoice was posted to GL the system will create a credit invoice and a General Ledger Journal entry to clear the invoice totals.

The system will only remove invoices that were paid in full by the check being voided. If the invoice was paid by multiple checks or if multiple invoices were paid by the same check, you will need to manually remove/reverse the invoice, regardless if the Remove Original Invoices box was checked.

Reason

Enter an informational description of why the check was voided (up to 50 alphanumeric characters).

Invoices paid by this check will be reopened when it is voided.


All the invoices paid by the check will be reopened for this Vendor’s account. All columns and fields on the DataGrid are in view-only mode.

Check Number

The check number displays in view-only mode. Select the appropriated check(s) by pressing the selection box to the left of the line. Hold down the Ctrl key to select checks in random order. Use the Shift key to select a range.

Only checks in the current transaction file may be voided.

Check Date

The date of the check displays in view-only mode.

Check Amount

The amount of the selected check displays in view-only mode.

Vendor ID

The Vendor ID and company name, to whom the selected check was written, display in view-only mode.

Cash Acct

The General Ledger cash account associated with the selected Bank record displays in view-only mode.



Enter Void Checks Command Buttons

Click the Deselect All button to return all selected Checks to a non-selected status.

Click the Select All button to select all Checks for voiding.

Select the Post button to post the voided check entries to Accounts Payable and update the Vendor's account.

Select the Clear button to clear the dialog box.

Select the Close button to abort voiding the check(s).



Process Menu

The operations available from the Accounts Payable Process menu allow you to select invoices for payment and print checks, post to AP and GL, process 1099s, and close periods.

The following operations are available from the Accounts Payable Process menu:

Post Invoices to AP

Select Invoices

Quick Select Invoices

Reprint Checks

Electronic Funds Transfer


Recreate eFile

Prenotifications

Move Invoices

Post Invoices to GL

Post Checks to GL

Calculate and Print 1099s

Clear Starting 1099 Amounts

Period End Close



Process Post Invoices to AP When Post Invoices to AP... is selected from the Accounts Payable Process menu the Post Invoices to AP dialog box displays. The Post Invoices to AP operation posts invoices and credit memos dated within the specified accounting period. Only invoice records that are posted to AP can be posted to the General Ledger, can be selected for payment, or can receive a manual check entry. In addition, the PTD and YTD purchases fields and the current balance due on the History tab for each vendor are updated during this operation.

Any invoice that has a job number assigned to it will create a record in the Job Costing transaction file during the Posting to Accounts Payable routine. Additionally, the "Costs to Date" field on the Maintain Job dialog is updated to represent the cost of the invoice(s) as they pertain to individual jobs. These costs are then made available to the Job Costing Invoice Preparation process which is used to create the customers' invoice.

If an invoice being posted was linked to a CYMAIV Purchase Order, the posting will update the "Purchasing Unit Cost' field on those products with the unit cost from the invoice. Provided that this option was chosen on the products.

Posting of an invoice based on an existing PO will update the quantity invoiced and dollar invoiced on the PO. PO lines will be closed based on the closing basis assigned to the PO line.

Post Invoices to AP dialog box




Invoices are posted based on the transaction date, only those invoices meeting the transaction date requirement will be posted to Accounts Payable.

Year

Select a Year from the drop down. The year will default from Maintain Configuration. If the user does not have full access to Maintain Configuration, the drop down will be disabled and the year cannot be changed.

Post Invoices in Period Range

Select the beginning date for the period in which to post the invoices to the Accounts Payable system. Use the drop down list box to choose a different period. The beginning date for the current period defaults.

To

Select the ending date for the period in which to post the invoices to the Accounts Payable system. Use the drop down list box to choose a different period. The ending date for the current period defaults.

Print Detail Register

This check box is selected by default. When you click the Post button and this check box selected, the detail invoice register will print. When selected, the invoice register prints line item details for the posted invoices.

Print Summary Register

When you click the Post button and this check box selected, the summary invoice register will print. When selected, the invoice register prints one line for each posted invoice.

Selections DataGrid group box

Use the DataGrid columns and fields to select which invoices to post. The following selection criteria are available:

Dates in Period

The Dates in Period option allows you to post Invoices for specific dates.

Vendor ID

The Vendor ID option allows you to post Invoices based on the Vendor ID.

Invoice No

The Invoice No option allows you to post Invoices based on the Invoice number.

On Hold

The On Hold option allows you specify whether you want to post Invoices that are on hold. Invoices are placed on hold during the Enter Invoices operation.

AP Account

The AP Account option allows you to post Invoices based on the Accounts Payable account the Invoice is posted to.

PO Number

The PO Number option allows you to post invoices based on the PO number assigned to the invoices.



Created By User

The Created By User option allows you to post Invoices based on a specific user. Select one of the following from the drop-down list:


Print Destination Group Box

Screen

Select the Screen option button to display the requested report on your screen. The report may then be sent to the Windows default printer from your screen. This option button is selected by default.

Printer

Select the Printer option button to direct the report to the printer shown in the "default printer" text box.

File

Select the File option button to export the displayed report in one of several common formats.

Post Invoices To Accounts Payable Command Buttons

Click the Post button to post the selected invoices to AP. The proof listing prints a list of the invoices to be posted. Once the proof listing is printed you will be prompted to continue with the posting process, allowing you to abort the posting if the data printed on the proof listing is incorrect.

Click the Setup Printer button to redirect the report to a printer other than the default printer displayed or to change the orientation from Portrait to Landscape if necessary.

Click the Cancel button to exit the dialog box without posting any invoices.



Select Invoices For Payment When Select Invoices... is selected from the Accounts Payable Process menu the Select Invoices for Payment dialog box displays. The dialog box consists of two tabs, Invoice Criteria and Selected Invoices, which allow you to control which invoices to pay as well as the amounts to pay.

The Invoice Criteria tab allows you to enter the selection criteria for the invoices to be selected and paid. The Selected Invoices tab allows you to view the invoices that met the selection criteria entered on the Invoice Criteria tab and to view previously selected invoices. (Keep in mind, invoices may have been selected for payment on the invoice entry dialog boxes by selecting the Select for Payment check box.) You can then select all the invoices for payment in one step or you can select individual invoices to pay and then specify the amount to pay. Invoices may be paid by check, credit card or EFT process.

Select Invoices for Payment

Refer to the following steps to select invoices for payment:

1. Enter the invoice selection criteria on the Invoice Criteria tab.

2. Select the Add to Existing Selections check box and click the Find Now button to list the invoices meeting the selection criteria along with any previously selected invoices.

If this check box is not selected and there are previously selected invoices, when the Find Now button is clicked the previously selected invoices are deselected.

Invoices must be posted to Accounts Payable to be selected for payment on the Select Invoices For Payment dialog box.

3. Once the system has located the invoices, the Selected Invoices tab displays and lists the invoices meeting the criteria. To add to your selections using different selection criteria go to the Invoice Criteria tab, enter the criteria, and click the Find Now button.

4. To select an invoice for payment, highlight the invoice line by clicking on the selection list box to the left of the invoice line or type the amount to pay; to select all the invoices listed click the Select All button.

5. Once the invoice line has been selected the following takes place:



The Discount to Take text box defaults to the discount amount calculated if the associated invoice has a terms code allowing a discount and the current accounting date is still within the discount period. You may change the discount amount. Otherwise, if the terms code does not allow a discount, the field is disabled.

The Amount to Pay text box defaults to the invoice balance less the default discount to take amount (if applicable). The amount to pay may be changed.

Accept the defaults or enter the discount to take (if applicable) and the amount to pay.

6. If you enter an amount to pay less than the invoice balance minus the discount to take (if applicable) and wish to apply the payment to specific invoice line items, highlight the invoice line and then click the Pay By Line Item button.

7. When the Pay By Line Item button is selected, the Pay Invoice By Line Item dialog box displays. Select the line items you want to pay. If you are partially paying line items, enter the amount to pay.

8. To deselect an invoice, zero out the Discount To Take (if applicable) and the Amount To Pay text boxes. To deselect all the invoices listed click the Deselect All button.

9. Once you have completed your selections click the Print Proof button to print the "Cash Requirements for Invoice Selected For Payment" report and verify your invoice selections and the amounts to pay. If the system detects errors in your figures, it will prompt you to change them and return you to the incorrect invoice line.

10. After reviewing the report, enter any adjustments or corrections on the Selected Invoices tab.

Once you have saved the selections and closed the dialog box to return to the Selected Invoices tab you must go through the Invoice Criteria tab and specify selection criteria and then click the Find Now button to enable the Selected Invoices tab.

11. Once you have verified your selections and made any necessary corrections click the Print Checks button.

12. When the Print Checks button is selected the Print Checks dialog box displays allowing you to enter the check information and print the checks.

13. Once the checks are printed they are automatically posted to Accounts Payable.

Select Invoices for Payment Command Buttons

Select the Find Now button to locate the data matching the selection criteria. This button is only enabled when the Invoice Criteria tab is active. When selected, the Selected Invoices tab becomes active and the DataGrid lists the invoices meeting the criteria. The DataGrid allows you select which invoices to pay and make adjustments to the available discount amount and enter the amount to pay. Switch tabs to change the selection criteria and click the Find Now button again to add invoices meeting the new selection criteria to the selections. This gives you the option to select invoices by batches meeting specific criteria.

Invoices on hold can still be selected for payment.

Click the Select All button to select all the invoices for payment.

Click the Deselect All button to return all selected invoices to a non-selected status.



Click the Print Proof button to print the "Cash Requirements for Invoices Selected For Payment" report. When selected, the Create Report? dialog box displays, allowing you to select the report destination and select the printer.

Click the Print Checks button to print checks or create an EFT file for the selected invoices. When selected, you are prompted to continue to print checks. If the Yes button is selected on the message, the Print Checks dialog box displays. If the No button is selected on the message, you are returned to the Selected Invoices tab.

Click the Close button to cancel the operation. If invoices have been selected for payment you will be prompted and asked if you would like to save the selections. When the Yes button is selected on the message, those selections will remain selected for payment.




Select Invoices For Payment - Invoice Criteria Tab The Invoice Criteria tab allows you to enter the selection criteria for the invoices to be selected and paid.

Invoice Criteria Tab

Refer to following field and column descriptions.

Don't Show Zero Balance Vendors

This check box is selected by default. When selected, zero balance vendors will not display on the Selected Invoices tab.

Add To Existing Selections

This check box is selected by default. If this check box is selected and there are previously selected invoices, when the Find Now button is clicked, the Selected Invoices tab DataGrid displays the data meeting the current selection criteria along with previously selected invoices.

If this check box is not selected and there are previously selected invoices, when the Find Now button is clicked the previously selected invoices are deselected.

Enter The Invoice Criteria DataGrid

Use the DataGrid to enter selection criteria for selecting invoices and credit memos based on the following fields:

Field

This view-only column shows the fields available for user-defined selection criteria. The options are as follows:

Invoice Number

The Invoice Number option allows you to select invoices for payment based on the Invoice number.

Vendor ID



The Vendor ID option allows you to select invoices for payment based on the Vendor ID.

Terms Code

The Terms Code option allows you to select invoices for payment based on the Terms Code.

Discount Date

The Discount Date option allows you to select invoices for payment by discount date.

Due Date

The Due Date option allows you to select invoices for payment by due date.

Pay Date

The Pay Date option allows you to select invoices for payment by pay date.

Invoice Date

The Invoice Date option allows you to select invoices for payment by invoice date.

Vendor Type

The Vendor Type option allows you to select invoices for payment based a specific Vendor Type.

AP Account

The AP Account option allows you to select invoices for payment based on the Accounts Payable account the Invoice is posted to.

PO Number

The PO Number option allows you to select invoices for payment based on the PO number assigned to the invoices.

Created By

The Created By option allows you to select invoices for payment based on a specific user.

Held Invoices

The Held Invoices option allows you specify whether you want to see Invoices that are on hold. Invoices are placed on hold during the Enter Invoices operation.

Job

The Job option allows you to select invoices for payment based on the Job # from the Invoice. This option will find all invoices that have the select Job number on any lines on the invoice. If you have multiple jobs on an invoice you will still get the total for the entire invoice and not just for the lines that match the job number.

Trans Class 1

The Trans Class 1 option allows you to select invoices based on the transaction classifications codes assigned on the invoice.

Trans Class 1

The Trans Class 2 option allows you to select invoices based on the transaction classifications codes assigned on the invoice.




Select Invoices For Payment - Selected Invoices Tab The Selected Invoices tab allows you to view the invoices that met the selection criteria entered on the Invoice Criteria tab and to view previously selected invoices. Keep in mind, invoices may have been selected for payment on the invoice entry dialog boxes by selecting the Select for Payment check box. You can then select all the invoices for payment in one step or you can select individual invoices to pay and then specify the amount to pay.

Selected Invoices Tab


Display group box

Show All Invoices Meeting Criteria

This option button is selected by default. When selected, the DataGrid displays all unpaid invoices that met the selection criteria entered on the Invoice Criteria tab.

Show Invoices Selected For Payment

This option button is only enabled when there are invoices selected for payment. When selected, the DataGrid displays only the invoices which have been selected for payment (full or partial). All others are cleared from the DataGrid and may be retrieved by selecting the Show All Invoices Meeting Criteria option button.

Sort Vendor Invoices By group box

Invoice Number

Select the Invoice Number option to sort the grid by the Invoice Number column.

Due Date

Select the Due Date option to sort the grid by the Due Date column, oldest date at the top.



Due Date (Desc)

Select the Due Date (Desc) option to sort the grid by the Due Date column, with the most current date at the top.

Invoice Balance

Select the Invoice Balance option to sort the grid by the Invoice Balance column.

Invoice Date

Select the Invoice Date option to sort the grid by the Invoice Date column, oldest date at the top.

Invoice Date (Desc)

Select the Invoice Date (Desc) option to sort the grid by the Invoice Date column, with the most current date at the top.

Click the Pay By Line Item button to apply a partial payment to specific invoice line items. When selected the Pay Invoice By Line Item dialog box displays.

This button is only enabled when the sum of the amount to pay plus the discount to take is less than the invoice balance. The line must then be selected by clicking on the selection box to the left of the DataGrid to enable the Pay By Line Item button.


Upon selecting the Find Now button the DataGrid lists the unpaid invoices and credit memos that met the selection criteria entered on the Invoice Criteria tab. Credit memos may be selected for payment when an invoice of greater or equal value than the credit memo amount for the same vendor has been selected for payment.

Partial payments can be applied to invoices. To apply a partial payment to an invoice, select the invoice on the DataGrid and enter the partial payment amount in the Amount To Pay column.

To apply partial payments to individual invoice line items, enter the amount to pay, which must be less than the invoice balance, and then highlight the invoice line. This enables the Pay By Line Item button. When selected, the Pay Invoice By Line Item dialog box displays allowing you to specify the line items you want to show as paid as well as the amount to pay for each line item. This is especially useful for cash basis companies since you can control which expense accounts are affected when the partial payment is posted to the General Ledger.

When selecting invoices to pay for One-Time vendors, a separate check will be printed for each one one-time vendor invoice selected for payment.

The DataGrid columns which appear grayed out are in view-only mode.


Vendor ID

The Vendors with invoices meeting the selection criteria are listed in this column. When the selection box to the left of the line is pressed, the Vendor Name and Invoice Description are displayed below the data grid.

Invoice Number



The Vendors' unpaid posted invoices display in this column.

Invoice Date

This column displays the invoice date for the corresponding invoice numbers.

Due Date

This column displays the invoice due date for the corresponding invoice numbers.

Invoice Balance

The unpaid invoice balance displays in this column. The total of the unpaid invoices displays at the bottom of this column.

Discount To Take

If the invoice contains a terms code allowing a discount, this column is enabled. When the row is selected for payment the available discount amount defaults (calculated from the invoice date and the terms code). This field may be overridden as long as the terms code allows a discount. To print the proof listing or print a check the sum of the discount to take plus the amount to pay must be less than or equal to the invoice balance.

If the invoice contains a terms code that does not allow a discount, this field is disabled.

Amount To Pay

Enter the amount to pay on this invoice. When the invoice line is selected the invoice balance less the default discount to take amount (if applicable) defaults. The total of the invoices selected to pay displays at the bottom of this column.

The sum of the discount taken and the amount to pay cannot exceed the invoice balance. If this amount does exceed the invoice balance, when you select the Print Proof or the Print Checks buttons a message displays notifying you that the payments exceed the invoice balance and you are returned to the Discount To Take column for the corresponding incorrect invoice.

If the entire invoice balance is not to be paid, enter the partial payment amount. To apply the partial payment to individual invoice line items, enter the amount to pay, highlight the invoice line by selecting the selection box, and then click the Pay By Line Item button.

Hold

The view-only Hold column displays whether or not the invoice is on hold. Invoices are placed on hold during the Enter Invoices operation. An invoice on hold cannot be selected for payment.

Vendor Name

The Vendor Name field is read only and shows the name of the Vendor when selecting a line in the grid.

Invoice Desc

The Invoice Desc field is read only and shows the description of the invoice when selecting a line in the grid.

Vendor Total

The Vendor Total field is read only and shows the total for all invoices entered for a selected Vendor.

Select Invoices for Payment Command Buttons



Click the Find Now button to locate the data matching the selection criteria. This button is only enabled when the Invoice Criteria tab is active. When selected, the Selected Invoices tab becomes active and the DataGrid lists the invoices meeting the criteria. The DataGrid allows you select which invoices to pay and make adjustments to the available discount amount and enter the amount to pay. Switch tabs to change the selection criteria and click the Find Now button again to add invoices meeting the new selection criteria to the selections. This gives you the option to select invoices by batches meeting specific criteria.

Invoices on hold can still be selected for payment.



Click the Print Proof button to print the "Cash Requirements for Invoices Selected For Payment" report. When selected, the Create Report? dialog box displays, allowing you to select the report destination and select the printer.

Click the Print Checks button to print checks for the selected invoices. When selected, you are prompted to continue to print checks; if the Yes button is selected on the message, the Print Checks dialog box displays. If the No button is selected on the message, you are returned to the Selected Invoices tab.

Click the Close button to cancel the operation. If invoices have been selected for payment you will be prompted and asked if you would like to save the selections. When the Yes button is selected on the message, those selections will remain selected for payment.




Select Invoices For Payment - Pay Invoice by Line Item When the Pay By Line Item button is selected in Process Selected Invoices, Process Quick Select Invoice or Enter Manual Checks, the Pay Invoice By Line Item dialog box displays. This operation allows you to apply a payment to individual invoice line items when a partial payment is being made on an invoice.

Pay Invoice By Line Item Dialog Box


The dialog box displays the corresponding Invoice Number, Amount Due, Discount to Distribute, and the Amount to Distribute in view-only mode.


The DataGrid displays the line items for the invoice selected on the DataGrid. Enter the Amount To Pay for each line item you wish to mark as paid. The DataGrid total of the Amount To Pay column must equal the Amount to Distribute before the OK button will allow you to save the record.

The DataGrid columns which appear grayed out are in view-only mode.

Expense Acct

This column displays the General Ledger expense account associated with each line item on the invoice.

Description

This column displays the line item description.

Current Balance

The line item total displays in this column.

Discount To Take



This column displays the available line item discount amount based on the invoice date and the discount calculated from the terms code. This field may be overridden.

If there is no discount to take on the invoice, this field is disabled.

Amount To Pay

Enter the payment amount to be applied to this line item. If the entire line amount is not being paid, enter the partial payment amount.

Job

The Job column will display a job number if one was assigned on the invoice.

Pay Invoice By Line Item Command Buttons

Click the OK button to save the line item payments and return to the Selected Invoices tab. The Discount To Take and the Amount To Pay columns must equal the Discount to Distribute and the Amount to Distribute before you are allowed to save the record.

Click the Cancel button to exit the Pay Invoice By Line Item dialog box and return to the Selected Invoices tab without saving the line item payments.



Process Quick Select Invoices When Quick Select Invoices... is selected from the Accounts Payable Process menu the Quick Select Invoices for Payment dialog box displays. This dialog box allows you to quickly enter those invoices that you would like to pay. Invoices entered or removed from this dialog will also be changed on the Selected Invoices tab on the Select Invoices for Payments dialog.

Quick Select Invoices dialog box




Vendor ID

Enter a Vendor ID or select one from the browser.

Invoice Number

Enter an Invoice Number or select one from the browser. The browser will only display open invoices for the Vendor ID entered.

Amount To Pay

Enter the amount to be paid for the selected invoice

Discount To Take



The Discount To Take will calculate automatically based on the terms code. The value can be changed. You can only enter or change an amount if the invoice is still within the terms defined by the terms code.

Invoice Date

The Invoice Date field is read only and will display the invoice date of the selected invoice.

Due Date

The Due Date field is read only and will show the due date based on the terms code assigned to the invoice.

Invoice Balance

The Invoice Balance field is read only and shows the current outstanding balance of the invoice.

Vendor Name

The Vendor Name field is read only and shows the name of the Vendor when selecting a line in the grid.

Invoice Desc

The Invoice Desc field is read only and shows the description of the invoice when selecting a line in the grid.

Vendor Total

The Vendor Total field is read only and shows the total for all invoices entered for a selected Vendor.

Quick Select Invoices Command Buttons

Click the Pay By Line Item button to apply a partial payment to specific invoice line items. When selected the Pay Invoice By Line Item dialog box displays.

This button is only enabled when the sum of the amount to pay plus the discount to take is less than the invoice balance. The line must then be selected by clicking on the selection box to the left of the DataGrid to enable the Pay By Line Item button.

Click the Print Checks button to print checks or create an EFT file for the selected invoices. When selected, you are prompted to continue to print checks; if the Yes button is selected on the message, the Print Checks dialog box displays. If the No button is selected on the message, you are returned to the Selected Invoices tab.

Click the Save button to save the changes to the dialog.

Click the Close button to close the dialog without saving changes.



Process Print Checks When the Print Checks button is selected from the Select Invoices for Payment dialog box the Print AP Checks dialog box displays. To access this dialog fill in the appropriate criteria on the Invoice Criteria tab of the Select Invoices for Payment dialog. Press the Find Now button located at the bottom of the dialog to view the Selected Invoices tab.

Before printing, you must first select the invoices you wish to pay. Do this by clicking in the selection box to the left of the appropriate invoice. You may select all invoices for payment by hitting the Select All button. Before you print checks for the selected invoices, you may wish to use the Print Proof option. This option allows you to view a proof of the checks you are about to print before you actually send them to your printer. Invoices may be paid by check or credit card.

Print AP Checks dialog box

Once checks have been printed, the system posts them to Accounts Payable. Once a check has been printed and posted, it may no longer be edited. It may be voided through the Enter Void Checks operation. For this reason it is strongly recommended to print the proof listing prior to printing checks to verify which vendors and invoices are being paid and the expected check amounts.

If there is a check amount that exceeds a Vendor's maximum check amount, the system will display a message prompting if you still want to print the checks. Select the Yes button to continue printing; otherwise, click the No button to cancel the check printing.

If there are checks being printed that will pay invoices that were placed on hold, the system also displays a message prompting if you want to continue printing. Select the Yes button to continue; otherwise, select the No button on the message to cancel the check printing.



CYMAIV provides standard check formats with the Accounts Payable module. Use them as they are or select the Custom Forms item on the Maintain menu bar to customize the standard check formats or to create your own.

All custom forms are created using Crystal Reports. Therefore, Crystal Reports is needed in order to modify existing forms or create new forms. If you do not have Crystal Reports, contact your CYMAIV Certified dealer or CYMA Systems, Inc. at 1-800-292-2962 for more information on obtaining Crystal Reports.


Print Options group box

Bank ID

Enter the Bank to be used for this check printing. The Bank ID entered on the Maintain Configuration dialog box defaults; the Browser is available to select another Bank ID. Invoices may be paid by check or credit card.

Bank Name

The selected Bank record's name displays in this view-only text box.

Cash Account

The General Ledger cash account associated with the selected Bank record displays in this view-only text box.

Check Number

The next available check number for the Bank defaults. This may be overridden (up to nine numeric characters).

Check Date

Enter the date of the checks; the login date defaults.

Sort By:

This list box allows you to sort checks to be printed by AP Account, City, Name, State, Type, Vendor ID, or Zip.

New Check for each Invoice

Select the New Check for each Invoice check box if you want each invoice printed on a separate check. For example, you pay six electric bills. Select this check box so that each electric bill has its own individual check printed.

If invoices have different Remit-To addresses, separate checks will print regardless of the New Check for Each Invoice check box.

Check Format Group Box

Check Format:

Use the drop-down list box to select the check format. CYMAIV provides standard check formats with the Accounts Payable module. Use them as they are or select the Custom Forms item on the Maintain menu bar to customize the standard check formats or to create your own.

Copies:



Choose the number of copies of each check that will be printed. When multiple copies of a given check are printed, all copies for that check are printed and then the next check is processed. As opposed to all checks for a given run printing once and then any copies following.

All custom forms are created using Crystal Reports. Therefore, Crystal Reports is needed in order to modify existing forms or create new forms. If you do not have Crystal Reports, contact your CYMAIV Certified dealer or CYMA at 1-800-292-2962 for more information on obtaining Crystal Reports.

Click this button to preview the checks on the screen. This allows you to verify the checks before printing them on your check stock.

Click this button to display the number of checks that are required for the selected invoices.

Click this button to print a test form to verify the form alignment.

Current Printer

The default printer displays in view-only mode.

Checks to Print group box

This group box contains the print checks and the reprint checks options and their required information.

Print Checks

This option button is selected by default and allows you to print checks for the selected pay frequency and period. You may also select a subset of invoices by using the DataGrid. Vendors set up with EFT information will not be processed.

Create EFT File

Select the Create EFT File to create a file from the selected checks. Only vendors that have been set up with the EFT information will be included in the file.


Email Selected Form

Check the Email Selected Form check box to have an e-mail sent to the Vendor's Primary e-mail address. The e-mail will contain an attachment based on the form selected in the Check Format group box.


Vendor ID

Use the Vendor ID option to filter the selected invoices by Vendor ID.

Vendor Type

Use the Vendor Type option to filter the selected invoices by Vendor Type.

Invoice Number

Use the Invoice Number option to filter the selected invoices by Invoice Number.




Reprint Checks

When selected, this option button allows you to reprint a specified range of check numbers. If the Assign new Check Numbers check box is selected, checks in the range are voided and assigned a new number beginning with the number entered in the Check Number text box. See the Assign new Check Numbers field description below for more information regarding reprinting checks with new check numbers.

Starting Check Number / Ending Check Number

Specify the range of checks to reprint. Enter the starting and ending check number range in the corresponding fields.

To reprint a single check, enter the same number in both fields.

Assign new Check Numbers

This check box is enabled when the Reprint Checks option button is selected. When selected, checks in the range are voided and assigned a new number beginning with the number entered in the Check Number text box. The system automatically creates the reversing entries required for the voided checks and posts them to the Accounts Payable files along with the entries for the new checks when the Print button is clicked. All entries are posted to the General Ledger, when the Post Checks to GL operation is performed, using the Check Date entered.

Electronic Funds Transfer group box

Path

Enter the Path to the location in which to save the file. You may use the button to the right of the field to browse for the location.

Filename

Enter the Filename of the file to be created. A file name will default.

Print AP Checks Command Buttons

Click the Print Checks button to begin printing checks.

If the Create EFT File option is selected the button caption will change to Create File.

This allows you to select another printer that you have set up in Windows, change the printer's properties, and change the paper options (size, source, and orientation). The default printer displays in view-only mode.

The printer will default to the printer that was last used for printing checks. This may or may not be the same printer that defaults when printing reports.



Click the Cancel button to abort the check printing and return to the Select Invoices For Payment dialog box.



Process Reprint Checks When the Reprint Checks... is selected from the Process menu the Reprint AP Checks dialog box displays. This feature allows you to reprint a specified range of check numbers.

When the Print Checks button is selected from the Select Invoices for Payment dialog box, the Print AP Checks dialog box displays. This feature allows you to print AP Checks. If no selections are made during the Select Invoice for Payment process, the system will display a message indicated "There are no invoices that have been selected to pay. If you continue, you will only be able to Reprint Existing Checks. Continue with Reprint Checks?". Answer "yes" to display the Reprint AP Check dialog.

Reprint AP Checks dialog


Print Options group box

Bank ID

Enter the Bank ID to be used for this payment. The Bank ID entered on the Maintain Configuration dialog box defaults; the Browser is available to select another Bank ID.

Bank Name

The selected Bank record's name displays in this view-only text box.



Cash Account

The General Ledger cash account associated with the selected Bank record displays in this view-only text box.

Check Number

The Check Number field is disabled. To enable this field, select the Assign new Check Numbers check box.

Check Date

Enter the date of the checks; the login date defaults.

Sort By:

The Sort by: field is in view-only mode for the Reprint AP Checks function.

New Check for each Invoice

This field is view-only for the Reprint AP Checks operation.

Check Format Group Box

Check Format:

Use the drop-down list box to select the check format. CYMA provides standard check formats with the Accounts Payable module. Use them as they are or select the Custom Forms item on the Maintain menu bar to customize the standard check formats or to create your own.

Copies:

Choose the number of copies of each check that will be printed. When multiple copies of a given check are printed, all copies for that check are printed and then the next check is processed. As opposed to all checks for a given run printing once and then any copies following.

All custom forms are created using Crystal Reports. Therefore, Crystal Reports is needed in order to modify existing forms or create new forms. If you do not have Crystal Reports, contact your CYMA Certified dealer or CYMA at 1-800-292-2962 for more information on obtaining Crystal Reports.

Click this button to preview the checks on the screen. This allows you to verify the checks before printing them on your check stock.

Click this button to display the number of checks that are required for the selected invoices.


Current Printer

The default printer displays in view-only mode.

Checks to Print group box

This group box contains the print checks and the reprint checks options and their required information.

Print Checks



The Print Checks option button is disabled in the Reprint AP Checks function.

Create EFT File

The Create EFT File option button is disabled in the Reprint AP Checks function.

Reprint Checks

The Reprint Checks option button is selected by default. If the Assign new Check Numbers check box is selected, checks in the range are voided and assigned a new number beginning with the number entered in the Check Number text box. See the Assign new Check Numbers field description below for more information regarding reprinting checks with new check numbers.

Starting Check Number / Ending Check Number

Specify the range of checks to reprint. Enter the starting and ending check number range in the corresponding fields.

To reprint a single check, enter the same number in both fields.

Assign new Check Numbers

When selected, original checks in the range are voided and the reprinted checks will be assigned a new number beginning with the number entered in the Check Number text box above. The system automatically creates the reversing entries required for the voided checks and posts them to the Accounts Payable files along with the entries for the new checks when the Print Checks button is selected. All entries are posted to the General Ledger when the Post Checks to GL operation is performed; posting to GL uses the Check Date entered.

Reprint AP Checks Command Buttons

Click the Print Checks button to begin printing checks.


Click the Cancel button to abort the check printing.



Process Electronic Funds Transfer Recreate eFile When Recreate eFile... is selected from the Electronic File Transfer submenu on the Process Menu the Recreate eFile dialog displays. This dialog is used to recreate, reverse or create a voided file.

Electronic Funds Transfer Recreate eFile dialog


The Recreate eFile dialog consists of two tabs.

Check Batch Criteria

The Check Batch Criteria tab allows filtering of the existing EFT batches to create a new or modified file.

Selected Batches

The Selected Batches tab displays the result of applying the Check Batch Criteria entered.

Recreate eFile Command Buttons

Select the Find Now button to apply the Check Batch Criteria and display the result on the Selected Batches tab.

Select the Select All button to select all records displayed on the Selected Batches tab.

Select the Deselect All button to unselect all records on the Selected Batches tab.



Select the Print Proof button to display a proof report listing all records selected on the Selected Batches tab.

Select the Create File button to create a file that contains only the selected records.

Select the Close button to close the dialog without creating a file.



Process Electronic Funds Transfer Recreate eFile Check Batch Criteria tab The Check Batch Criteria tab allows you to filter the EFT files and then additional select records to include within the new file.

Recreate eFile Check Batch Criteria tab


Bank ID

The Bank ID option is used to filter the EFT Batches by the original bank used to create the file.

Batch ID

The Batch ID option is used to filter the EFT Batches by the batch ID assigned at the time of creation.

Check Date

The Check Date option is used to filter the EFT Batches by the check date.

Created By

The Created By option is used to filter the EFT Batches by the user that was logged in when the file was created.

Create Date

The Create Date option is used to filter the EFT Batches by the date the original file was created.




Process Electronic Funds Transfer Recreate eFile Selected Batches tab The Selected Batches tab allows you to select the batches that you would like to include in the new file. The tab displays only those records that match the criteria entered on the Check Batch Criteria tab.

Recreate eFile Selected Batches tab


Show All

Select the Show All option to show all records that match the criteria entered on the Check Batch Criteria tab.

Show Selected

Select the Show Selected to only show records that have been highlighted in the grid.


Bank ID

The Bank ID column displays the Bank ID associated with the EFT batch.

Batch ID

The Batch ID column displays the Batch ID associated with the EFT batch.

Check Date

The Check Date column displays the date of the checks within the EFT batch.

Created By



The Created By column displays the User ID of the user that was logged in when the batch was created.

Create Date

The Create Date column displays the date the batch was created.

Check Count

The Check Count column displays the number of check records with in the EFT batch.

File Process Type group box

Recreate

Select the Recreate option to create a new file from the selected batches. When this file is created any checks that have been voided will not be included. This option should be used if you have voided checks but not sent the file to the bank or to create one file out of multiple batches.

Reverse

Select the Reverse option to create a new file from the selected batches that will reverse the debit or credit. This file should be sent if a file was mistakenly sent to the bank and all transactions need to be reversed.

Voided Checks Only

Select the Voided Checks Only option to create a file that only creates transactions for voided checks. This file should be sent if a file was sent and then checks voided afterwards.

Include Prenotes

Check the Include Prenotes option to include the banking information for any vendors set up as Prenote. When this option is selected an entry will be made in the file with a zero dollar amount.

Prenote Date

In the Prenote Date field enter the date that needs to be assigned to the Prenote record.

File Information group box

Path


Filename




Process Electronic Funds Transfer Prenotifications When Prenotifications... is selected from the Electronic File Transfer submenu on the Process Menu the Prenotifications dialog displays. This dialog is used to create an EFT file that only includes prenotification records.

Process Electronic Funds Transfer Prenotifications dialog


Bank ID

Enter the Bank ID or select one from the browser of the bank that is to be the recipient of the created file.

Prenote Date

Enter the Prenote Date that will be associated with the prenotification records.

File Information group box

Path


Filename


Prenotification command buttons

Click the Print Proof button to print a proof report showing the records that have been selected for processing.

Click the Create File to create the EFT file to be sent to the bank for processing.



Click the Close button to exit the dialog without creating the file.



Process Move Invoices When Move Invoices... is selected from the Accounts Payable Process menu the Move Invoices dialog displays. This operation allows you to move both current and historical invoices from one vendor to another. When selected invoices are moved to a new vendor, any check used to pay the invoice is also moved to the new vendor. After the invoices and checks have been moved, the system automatically recalculates the vendor balances. This process allows you to move one time invoices that will never be paid to a "real" vendor so that it may be removed from the system using the "zero check process". Another popular use of this feature is to move multiple one time invoices with the same Vendor ID to a defined vendor.

Move Invoices Dialog


Vendor ID

Enter the Vendor ID you wish to move invoices from, or use the browser to select one.

Vendor Name

This view-only field displays the name of the vendor selected.

Date Range GroupBox

From

Enter the beginning date the system will use to display invoices for the selected vendor.

To



Enter the ending date the system will use to display invoices for the selected vendor.

Invoices in this dialog are filtered based upon the transaction date (not the invoice date). Only invoices with transaction dates that fall within the date range will be displayed in the data grid below.

New Vendor

Enter the New Vendor or select one from the browser. This is the vendor that the invoices will be moved to.


Invoice Number

This view-only field displays the invoice number assigned to the invoice.

Invoice Description

This view-only field displays the description of the invoice.

Transaction Date

This view-only field displays the transaction date assigned to the invoice. This is the date the system used to post the transaction to Accounts Payable.

Invoice Total

This view-only field displays the invoice total.

Move Invoices Command Buttons



Click the Move button to complete the process of moving invoices to a new vendor.

If the invoice number being moved exists on the new vendor, you will be prompted to allow the system to append a numeric value to the invoice number. Click OK to continue or cancel to return to the dialog and change your selection.

Select the Clear button to clear the dialog box.

Click the Close button to cancel the operation. Pressing the ESC key performs the same function.



Process Post Invoices to GL When Post Invoices to GL... is selected from the Accounts Payable Process menu the Post Invoices to GL dialog box displays. The Post Invoices to GL process will only post invoices and credit memos that have already been posted internally through the Process/Post Invoices to AP operation. This operation marks the records as posted to the General Ledger and creates unposted AP (Accounts Payable) journal entries in General Ledger system. The AP journal will show the debits and credits to the General Ledger Accounts Payable accounts, expense accounts and the discount accounts affected by the posted invoices. The system will automatically print a proof listing once the Post button is selected, allowing you to verify the transactions.

If using Budget Control the Open PO Amount will be updated during this routine. Any invoice line which originated on a Purchase Order and contains an account which is being monitored will be updated. For Cash Basis companies the Open PO Amount will be updated during the Post Checks to GL operation. The Open PO Amount field can be found on GL Maintain Chart of Accounts Period tab page.

If using the Inventory Control module and the AP invoice unit cost is different than the PO unit cost for an "I"nventory type product, the difference is posted to the "Purchase Cost Adjustment" account defined on IC Configuration.

This menu option will be disabled for cash basis companies. Cash basis invoices are posted to the General Ledger system through the Post Checks to General Ledger operation.

Post Invoices to GL dialog box




Invoices are posted based on the transaction date, only those invoices meeting the transaction date requirement will be posted to the General Ledger.

Year


Post Invoices in Period Range

Select the beginning date for the period in which to post the invoices to the Accounts Payable system. Use the drop down list box to choose a different period. The beginning date for the current period defaults.

To

Select the ending date for the period in which to post the invoices to the Accounts Payable system. Use the drop down list box to choose a different period. The ending date for the current period defaults.



Field

The display-only Field column shows the fields available for user-defined selection criteria. The options are as follows:

Dates in Period

The Dates in Period option allows you to post Invoices to GL for specific dates.

Vendor ID

The Vendor ID option allows you to post Invoices to GL based on the Vendor ID.

Invoice No

The Invoice No option allows you to post Invoices to GL based on the Invoice number.

AP Account

The AP Account option allows you to post Invoices to GL based on the Accounts Payable account the Invoice is posted to.

Created By User

The Created By User option allows you to post Invoices to GL based on a specific user.



Screen




Printer


File


Post Invoices To GL Command Buttons

Click the Post button to post the selected invoices to GL. The proof listing prints a list of the invoice line items, the GL accounts that will be affected, and their dollar amounts. Once the proof listing is printed you will be prompted to continue with the posting process, allowing you to abort the posting if the data printed on the proof listing is incorrect. The system checks the Maintain Configuration dialog box to verify whether to post the selections in detail or in summary.

Click the Setup Printer button to redirect the report to a printer other than the "default printer" displayed or to change the orientation from Portrait to Landscape if necessary.

Click the Cancel button to exit the dialog box without posting any invoices.



Process Post Checks to GL When Post Checks to GL... is selected from the Accounts Payable Process menu the Post Checks to GL dialog displays. This operation marks the checks as posted to the General Ledger and creates unposted CD (Cash Disbursements) journal entries in the General Ledger system. The system will automatically print a proof listing once the Post button is selected, allowing you to verify the transactions.

If using Budget Control the Open PO Amount will be updated during this routine. Any invoice line which originated on a Purchase Order and contains an account which is being monitored will be updated. The Open PO Amount field can be found on GL Maintain Chart of Accounts Period tab page.

For cash basis companies, this process also posts invoices that were paid by the checks selected. As a result the following is also true:

- If using Budget Control the Open PO Amount will be updated during this routine. Any invoice line which originated on a Purchase Order and contains an account which is being monitored will be updated. The Open PO Amount field can be found on GL Maintain Chart of Accounts Period tab page.

- If using the Inventory Control module and the AP invoice unit cost is different than the PO unit cost for an "I"nventory type product, the difference is posted to the "Purchase Cost Adjustment" account defined on IC Configuration.

Post Checks to GL dialog box




Year


Post Checks in Period Range

Select the beginning date for the period in which to post the checks to the General Ledger system. Use the drop down list box to choose a different period. The beginning date for the current period defaults.

To

Select the ending date for the period in which to post the checks to the Accounts Payable system. Use the drop down list box to choose a different period. The ending date for the current period defaults.

Selections DataGrid Group Box

Use the DataGrid columns and fields to select which checks to post. The following selection criteria are available:

Field

The display-only Field column shows the fields available for user-defined selection criteria. The options are as follows:

Dates in Period

The Dates in Period option allows you to post checks to GL for specific dates.

Vendor ID

The Vendor ID option allows you to post checks to GL based on the Vendor ID.

Bank ID

The Bank ID option allows you to post checks to GL based on the Bank ID.

Check No

The Check No option allows you to post checks to GL based on the check number.

Cash Account

The Cash Account option allows you to post checks to GL based on the Accounts Payable account the check is posted to.

Created By User

The Created By User option allows you to post checks to GL based on a specific user.



Screen


Printer




File


Post Checks To GL Command Buttons

Click the Post button to post the selected checks to GL. The proof listing prints a list of the checks to be posted. Once the proof listing is printed you will be prompted to continue with the posting process, allowing you to abort the posting if the data printed on the proof listing is incorrect. The system checks the Maintain Configuration dialog box to verify whether to post the selections in detail or in summary.

Click the Setup Printer button to redirect the report to a printer other than the "default printer" displayed or to change the orientation from Portrait to Landscape if necessary.

Click the Cancel button to exit the dialog box without posting any checks.



Process Calculate and Print 1099s When Calculate and Print 1099s... is selected from the Accounts Payable Process menu the Print AP 1099 Forms dialog box displays. This operation allows you to calculate and review Vendor 1099 amounts and print the appropriate 1099 forms. Once you have verified and printed the final 1099 forms you can perform the Clear Starting 1099 Amounts operation, which clears all 1099 amounts from the 1099 Amounts tab on the Maintain Vendors dialog box displays.

Refer to the following steps to process 1099s.

1. Enter the appropriate information on the dialog box and click the Calculate button. The system calculates Vendor 1099 amounts based on the following criteria:

The Print 1099 check box is selected on the Maintain Vendors dialog box.

The Vendor's 1099 amount(s) calculation is based on the Vendor's calendar year payments plus any amounts entered on the 1099 Amounts tab on the Maintain Vendors dialog box.

2. When the calculation is complete, you are prompted with a message confirming the completion of the calculation. If any data was found and calculated, click the Print Proof button.

3. After the calculation, the Preview 1099 Forms and Test Form Alignment buttons are activated. Click the Override Amounts tab to make any corrections to the Vendors 1099 amounts.

Calculate and Print 1099s - Print 1099 Forms tab




1099 Calculation Options group box

Year:

Use the drop-down list to select the calendar year for which to calculate the 1099 amounts. The current accounting year is the default.

Type:

Use the drop-down list box to select the appropriate 1099 type to calculate the amounts. The available options are:

1098 1099-A 1099-B 1099-C 1099-DIV



1099-INT 1099-Misc 1099-OID 1099-PATR 1099-R 1099-S Form 4789 (phased out in 1997, option left in for compatibility with older data.)

Don’t Print if Amount is less than:

1099s will not print if the Vendor total is less than the amount entered in the Don’t Print if Amount is less than field.



Vendor ID

The Vendor ID option allows you to calculate and print 1099's based on the Vendor ID.

Vendor Type

The Vendor Type option allows you to calculate and print 1099's based on the Vendor Type.

FEIN/SS#

The FEIN/SS# option allows you to calculate and print 1099's based on the FEIN/SS#.


Output group box

Custom Form

This option allows you to select the form from the custom form templates to print the 1099s. When selected, the drop-down list to the right is enabled allowing you to select the correct form.

CYMAIV provides standard 1099 forms. Use the forms as they are or access the Custom Forms option from the Maintain menu to change the standard forms or create new ones using Crystal Reports.

Electronic Filing

The Electronic Filing option button allows you to create the file required to submit your 1099s electronically.

Proof Listing group box

Screen

Select this option button to display the requested report on your screen. The report may then be sent to the Windows default printer from your screen. This option button is selected by default.

Printer

Select this option button to direct the report to the printer shown in the "default printer" text box.

File

Select this option button to export the displayed report in one of several common formats.




After you calculate the 1099 amounts, click this button to print the proof listing. This allows you to verify the data prior to printing the forms.

1099 Form Options group box

Sort by

Select the sort order for printing the data on the proof listing and/or for printing the 1099 forms. The Vendor Name is selected by default. The available options are:

Vendor ID

Select Vendor ID to sort the 1099 forms by the Vendor ID.

Vendor Name

Select Vendor Name to sort the 1099 forms by the Vendor name.

Vendor Type

Select Vendor Type to sort the 1099 forms by the Vendor type.

Vendor Zip Code

Select Vendor Zip Code to sort the 1099 forms by the Vendor zip code.

1099 Form

Select the appropriate 1099 custom form. CYMAIV provides standard laser and dot-matrix formats for the 1099 Interest Income form and the 1099 Miscellaneous Income form. Use the Maintain Custom Forms option on the Maintain menu to modify or copy the existing forms as well as to create other 1099 formats.

Use the Custom Data Designer to create custom data fields that will maintain any additional data that is not available in the CYMAIV data files and are required by other 1099 forms.

Click this button to preview the forms to the screen. This allows you to verify the form data before printing them on your form stock.


Calculate and Print 1099s - Override tab



Refer to the following field descriptions.


The DataGrid on this tab will display columns pertaining to the boxes of the type of 1099 being calculated/printed. This allows you to edit the calculated amounts.

The Override Amount tab on Calculate and Print 1099's are effective only for the 1099's currently being printed. These changes are not saved once this dialog is closed.

Vendor ID

The Vendor ID displays in view-only mode.

VOID

The VOID drop down list allows you to void the 1099. The options are Yes and No.

Changed



The Changed drop down list allows you to show if the 1099 has been changed. The options are Yes and No.

1099 Box Amount(s)

The Box Amount(s) allow you to change the amounts to print in the 1099 boxes.

Show Address Info

When this check box is selected, the vendor address information is added to the DataGrid. This allows you change the vendor's address information. The changes will only affect the 1099 form, the vendor record is not updated. The address displayed will be the address defined in the Maintain Vendor - Remit-To ID as the 1099 Address. If no Remit-To ID has been defined for the vendor the address on the Vendor Tab will display.

Click the Save Changes button to save any changes made to the 1099 amounts. If this button is not clicked, the changes will not be printed on the 1099 forms. The changes will only affect the 1099 form, the vendor record is not updated.

Print AP 1099 Forms Command Buttons

Click the Calculate button to calculate Vendor 1099 amounts for the specified 1099 type based on the criteria listed earlier.

Click the Print button to print the 1099 forms or display the 1099 Electronic Filing Information dialog to create the electronic file.

Click the Close button to abort the operation.



Process Calculate and Print 1099s - Electronic Filing Information The 1099 Electronic Filing Information dialog will display when the Electronic Filing option is selected and the Print button is clicked on the Process Calculate and Print 1099s dialog. This dialog contains additional information that is needed to create the file needed for submission to the Internal Revenue Service.

1099 Electronic Filing Information dialog


Transmitter group box

The Transmitter group box should contain the information for the company that is responsible for the transmission of the file. This does not have to be the same as the company that is filing the 1099s. Most of the information is populated from System Manager - Maintain Company but may be changed. Any changes will be saved for this dialog only.

Control Code (TCC)

The Control Code is a required field. This code will be provided to you by the IRS after applying for authorization to file information returns electronically.

Taxpayer ID

The Taxpayer ID field is a required field that will be populated with the value from the Federal Tax ID field in the System Manager module in Maintain Company on the Company Page 2 tab.

Company Name

The Company Name field is a required field that will be populated from System Manager - Maintain Company.



Address

The Address field is a required field that will be populated from the System Manager - Maintain Company - Company Page 1 tab.

City

The City field is a required field that will be populated from the System Manager - Maintain Company - Company Page 1 tab.

State

The State field is a required field that will be populated from the System Manager - Maintain Company - Company Page 1 tab.

Zip

The Zip field is a required field that will be populated from the System Manager - Maintain Company - Company Page 1 tab.

Contact group box

Name

Enter the contact Name for the transmitter company.

Phone

Enter the Phone number for the contact listed above.

Email

Enter the Email address for the contact listed above.

Payer group box

Taxpayer ID

The Taxpayer ID field is a required field that will be populated with the value from the Federal Tax ID field in the System Manager module in Maintain Company on the Company Page 2 tab.

Company Name

The Company Name field is a required field that will be populated from System Manager - Maintain Company.

Address

The Address field is a required field that will be populated from the System Manager - Maintain Company - Company Page 1 tab.

City

The City field is a required field that will be populated from the System Manager - Maintain Company - Company Page 1 tab.

State

The State field is a required field that will be populated from the System Manager - Maintain Company - Company Page 1 tab.

Zip



The Zip field is a required field that will be populated from the System Manager - Maintain Company - Company Page 1 tab.

Contact group box

Phone

Enter the Phone number for the Payer.

Output group box

Drive for electronic file

Select the Drive letter where the file needs to be created. The file will be saved in the root directory of the selected drive with a file name of "IRSTAX".

1099 Electronic Filing Information Command Buttons

Click the Continue button to create the file.

Click the Cancel button to exit the dialog without creating the file.



Correcting 1099 Amounts Use the 1099 Amounts tab on the Maintain Vendors dialog box to make adjustments to a Vendor's 1099 reporting amounts, as discovered on the proof report. The amounts on this tab are not the Vendor's 1099 amounts calculated on Process 1099s dialog box. The amounts entered on the 1099 Amounts tab are added (or subtracted if the amount entered is preceded by a minus sign) to the year-to-date check payments during the Process 1099s calculation.

To adjust or correct a Vendor's starting 1099 amount:

1. Access the Vendor's 1099 Amounts tab and click the Edit button.

2. Go to the line corresponding to the 1099 type to be adjusted or corrected and type the amount.

To correct an existing starting 1099 amount on the DataGrid, overwrite the existing amount with the new amount in the Starting Balance text box.

If there are no existing starting 1099 amounts on the DataGrid and you wish to adjust the 1099 amount(s) calculated by the Process 1099s operation, go to the line corresponding to the 1099 type and then type the amount you wish to add or subtract to the amount calculated.

You must enter a minus sign for a negative adjustment.

3. You must then go back to the Process 1099s/Calculate and Print 1099s operation and recalculate.

For example, a Vendor's invoice was entered, posted and paid using an incorrect 1099 Type. To correct it, go to the Vendor's 1099 Amounts tab DataGrid, reduce the amount on the incorrect 1099 type by the invoice amount and increase the correct 1099 type by the amount of the invoice.



Clear Starting 1099 Amounts When Clear Starting 1099 Amounts... is selected from the Accounts Payable Process menu the Delete 1099 Amounts AP Question appears. This operation allows you to clear the starting 1099 amounts and adjustments entered on the 1099 Amounts tab on the Maintain Vendors dialog box. You should perform this operation after you have verified and printed all the appropriate Vendor 1099 forms.

Once this operation is accessed you are prompted with a message asking you to verify that you wish to clear all 1099 amounts entered for all Vendors. Click the Yes button to clear the amounts. The system displays a message telling you that all the starting 1099 amounts and adjustments have been deleted.

Click the No button to quit the operation.

Delete 1099 Amounts?

Delete 1099 Amounts? Command Buttons

Click the Yes button to clear the amounts. The system displays a message telling you that all the starting 1099 amounts and adjustments have been deleted.

Click the No button to quit the operation.



Process Period End Close When Period End Close... is selected from the Accounts Payable Process menu the Period End Close dialog box displays. The Period End Close process is accessed by selecting Process/Period End Close from the menu bar. The Period End Close operation clears the period-to-date totals from the Vendors' History tab and advance the current period. The Period End Close allows you to optionally move closed transactions to history.

Year End Close

The Year End Close process will be performed by the Period End Close function. The Period End Close process checks the System Manager module to see if the Period being closed is the last period in the fiscal year. If the system detects that this is the last period of a fiscal year, you will be given a confirmation message letting you know that both the accounting period and the fiscal year will be closed. This will clear the period-to-date and the year-to-date totals as well as optionally move all closed transactions to the history files.

Transactions moved to the history files may not be processed further and are accessed through the history reports. For this reason, only closed transactions are moved.

Period End Close

The Period End Close dialog box contains the following tab pages:

Actions Performed

Prerequisites

Period End Close Command Buttons



Click the Process button to begin the Period End Close operation. The system verifies that all invoice and check records in the period being closed have been posted to Accounts Payable and the General Ledger. Once this criteria is verified, the system automatically displays the Prerequisites tab to insure that you review the status of the required processes and recommended reports prior to closing the period.

Click the Cancel button to cancel the Period End Close.



Process Period End Close - Prerequisites Tab The purpose of this tab page is to inform you of any required processes that have not been performed and suggested reports that have not been printed. The Required Processing section is crucial. The system will not allow you to close a period unless the Completed? column displays a "Yes" in all four of the rows. If the Require Prerequisite Reports for Period End Close check box is selected on the Maintain Configuration dialog box, the Required Reports section Completed? column must also display a "Yes" in order to close a period. Processes and reports that have not been performed or printed, display in red as a visual reference.

Prerequisites Tab

Refer to the following column descriptions.

- - - - - REQUIRED PROCESSING - - - - -

Have All Invoices been posted to AP?

The system ensures that all invoice records containing an invoice date prior to and within the period being closed have been posted to the Accounts Payable system. If the system finds any unposted records, the Completed? column displays a "No" and will not allow you to close the period until this process is performed.

Have All Invoices been posted to GL?

The system ensures that all invoice records containing an invoice date prior to and within the period being closed have been posted to the General Ledger system. If the system finds any unposted records, the Completed? column displays a "No" and will not allow you to close the period until this process is performed.

For cash basis companies, if checks are posted to GL this prerequisite displays a "Yes" in the Completed? column.



Have All Checks been posted to GL?

The system ensures that all check records containing a check date prior to and within the period being closed have been posted to the General Ledger system. If the system finds any unposted records, the Completed? column displays a "No" and will not allow you to close the period until this process is performed.

The above Validation Criteria protects you from posting invoice and check records into an incorrect period. You may always select to post records to a closed period; however, this validation procedure tries to insure that all records are posted to the correct Accounts Payable period.

- - - - - Required Reports - - - - -

This section of the DataGrid displays the reports that should be printed prior to closing the period. If the reports have not been printed, it may be difficult to get the data in the exact format needed from the Report menu. If you selected the Require Prerequisite Reports for Period End Close check box on the Maintain Configuration dialog box, the system requires all reports listed below to be printed after the last posting process. If you did not select the Require Prerequisite Reports for Period End Close check box, the system prompts you that reports have not been printed and asks if you want to continue with the Period End Close. Reports with a completed status of "Yes" display the date the report was last printed for your reference. The Required Reports consist of the following:

Has an Aging Report been printed?

Aging reports may always be printed at a later date; however, if transactions are posted to the period after it has been closed, the report totals will be different. Printing any one of the seven Aging reports tells the system that an Aging report has been printed.

Has a Vendor Ledger been printed?

Printing any of the Current Vendor Ledgers tells the system that a Vendor Ledger has been printed. History Ledgers are not included in the validation process.

Has the Invoice Register been printed?

The system ensures that an invoice register has been printed since invoices were last posted.

Has the Check Register been printed?

The system ensures that a check register has been printed since the last check printing.



Process Period End Close - Actions Performed Tab The current Accounts Payable accounting period that is to be closed is displayed as well as the actions performed by the Period End Close. You can optionally chose to move paid invoices and their check information to the history files.

Actions Performed Tab


Options group box

Close Period of Ending

The view-only text boxes display the current accounting period that is to be closed. The information is displayed as follows: the period number in the first text box, the year in the second text box and the last day of the period in the last text box.

The system locates the current period and year in the Maintain Configuration dialog box. The ending date of the current period is located by the system in the System Manager, Maintain Accounting Periods dialog box. These fields may not be changed; the system automatically increments the period when the Period End Close is complete. This prevents you from closing a period twice.

Move Invoices and Checks to History

This check box allows you to move closed transactions to the history files. This includes all closed transactions with dates prior to and including the dates within the period being closed. When selected, this check box also moves transactions that were not closed from previously closed periods.

Transactions moved to the history files may not be processed further but may be accessed through history reports. For this reason, only closed transactions are moved. Moving



transactions to history can significantly speed up processing if you have a large number of transactions as well as speed up report printing accessing information from the current transaction files.

NOTE: Back up your data files before running this process!

This is a reminder to back up your data files. It is always recommended to back up your files daily, however, it is a good idea to have a Period End Close backup to retain for the year.

AP Period End Close Will Do The Following group box

This group box is informational and outlines what actions are performed by the Period End Close.

1. Ensure that all posting prerequisites have been performed before continuing.

If the system detects any unposted transactions containing a date within the period date range, a warning displays and will not allow the process to continue until all invoices and checks have been posted. Exit and post the transactions. If the Require Prerequisite Reports for Period End Close check box is selected on the Maintain Configuration dialog box, all of the recommended reports must also be printed to allow the process to continue.

2. Clear the period-to-date totals in the Vendor files.

During the Period End Close the system clears the PTD totals on the Vendors History tab. This allows the system to begin accumulating the totals for the new period.

3. Advance the Period

When all validation has been performed and the totals cleared, the system advances the period.



Report Menu The CYMAIV Accounts Payable module offers a wide range of reports. The reports are organized into categories which utilize the standard Windows expanding/collapsing tree structure convention.

Each category may be expanded to display all the report topics within that category by clicking your mouse on the plus symbol to the left of each category. To collapse a category click the minus symbol to the left of the category. To launch an individual report:

1. Click on the report title, which enables the Continue button and the Destination group box.

2. Select the destination for your output and click the Continue button.

3. Enter the selection criteria and click the OK button.

A report may also be launched for display by double-clicking on the report title.

Reports are date sensitive and each offers selection criteria that allows you to print the specific data you desire. Refer to the following descriptions for the report categories that are available in the CYMAIV Accounting for Windows Accounts Payable module.

Entry Reports

The standard entry reports provide complete listings of information regarding invoices, checks, selected invoices for payment, and recurring invoice records.

Vendor Ledgers

The standard vendor ledgers allow you to view current and historical information in various formats.

Aging and Cash Requirements Reports

The standard aging and cash requirements reports allow you to control payment decisions and cash requirements in various formats.

Master File Reports

The standard master file reports allow you to print your company data.

Accounts Payable Report Menu Dialog



Show group box

All Reports

Select the All Reports option to display all reports available within the module.

User Reports

Select the User Reports option to display the user reports selected within the module. For more information see the Report Menu User Reports topic in the System Manager Manual.

Report Menu Command Buttons

Click the Add User Reports button to display the Add User Reports dialog. From this dialog you can add/remove reports from the User Reports list.

The Add Custom Report button allows you to add customized or new custom designed Crystal Reports to the Report menu tree structure.



The Delete Custom Report button allows you to remove customized Crystal Reports from the Report menu tree structure. This button is only enabled when a custom report is highlighted.

Click the Continue button to output the report to the selected destination.

Click the Close button to close the dialog box.



List of Accounts Payable Reports The following is a list of the standard reports available with the Accounts Payable module.

Entry Reports

Invoice

Invoice Register

Invoice Register (History)

Invoice Register (Invoices Updating Inventory)

Unposted Invoice Register

Applied Credits Register

Selected Entry Listing

Recurring Invoice Listing

Payment

Check Register

Check Register (Current and History)

Check Remittance Statement

Unposted Check Register (Summary)

Void Check Register

EFT Batch Listing

Analysis

Use Tax (based on Purchases)

Use Tax (based on Payments)

Use Tax (Historical based on Purchases)

Use Tax (Historical based on Payments)

Purchases by Date Range (Current with Drill Down)

Top 20 Vendors (by Current Payments)

Vendor Ledgers

Detail Ledger (Payments Summarized)

Detail Ledger (Payment Detail) (Landscape)

Detail Ledger (Range of Dates with Payment Detail) (Landscape)

Detail Ledger (Unpaid Entries-Payment Detail) (Landscape)

Summary Ledger (Range of Dates)

Summary Ledger (Current and History)

Detail History Ledger (Range of Dates with Payment Detail) (Landscape)

Summary History Ledger

Summary Ledger (Chronological)

Aging and Cash Requirements Reports

Vendor Aging By Due Date (Detail) (Landscape)

Vendor Aging By Invoice Date (Detail) (Landscape)

Vendor Aging By Due Date (Summary) (Landscape)



Vendor Aging By Invoice Date (Summary) (Landscape)

Company Aging By Due Date (Summary) (Landscape)

Company Aging By Invoice Date (Summary) (Landscape)

Company Aging Graph (Summary - Current)

Cash Requirements Report (Landscape)

Cash Requirements Report (Detail) (Landscape)

Vendor Aging By Document Date (Detail) (Landscape)

Master File Reports

Vendor Listing

Vendor Detail Listing

Vendor Remit-To Listing

Vendor Contact Listing

Vendor Labels (Avery 5160)

Vendor Type Listing

Terms Listing

Bank Listing

Allocation Listing

1099 Reconciliation

Product Listing

Invoice Audit Report

Vendor Audit Report

Vendor Last Activity (Vendor Order)

Vendor Last Activity (Date Order)



CYMA Systems, Inc. Contact Information

CYMA Systems, Inc.

2330 West University Drive, Suite 4

Tempe, AZ 85281

(800) 292-2962

Fax: (480) 303-2969

email: [email protected]

www.cyma.com

When contacting CYMA Systems, Inc. for technical support, please have the following information available:

CYMAIV Account Number (if known)

Windows Version

Network Operating System (if applicable)

CYMAIV Version

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