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Accounts Payable Features and CDD

Accounts Payable Features and CDD. Valerie Ahlers Gene Golenzer. ACCOUNTS PAYABLE. Class Objectives New Features in AP Maintenance Daily Operations Hints Q & A CDD. Newest AP features. Changes to Vendor Master Edit to show Y/N for 1099 Reportable –Misc. Edits-V7

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Accounts Payable Features and CDD

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  1. Accounts Payable Featuresand CDD Valerie Ahlers Gene Golenzer 2011 User Conference

  2. ACCOUNTS PAYABLE • Class Objectives • New Features in AP • Maintenance • Daily Operations • Hints • Q & A • CDD 2011 User Conference

  3. Newest AP features • Changes to Vendor Master • Edit to show Y/N for 1099 Reportable –Misc. Edits-V7 • Archiving Reconciled and Voided Checks • Voiding a Check • IRS Name in Vendor Master-V7 • Location on Purchases Journal-V7 • AP Edits in Alpha Order-V7 Coming Soon • Drafts to Separate General Ledger Numbers-V7 • Wire transfers in AP-V7 2011 User Conference

  4. AP-Vendor Master • Cell Phone Number Added • IRS Name • Used on 1099’s if field is filled otherwise uses vendor name • Soon-Multiple Draft Bank Codes 2011 User Conference

  5. AP-Vendor Master 2011 User Conference

  6. AP- CONSTANTS FILE • Edits print in Alpha order if ‘Y’ to print checks in Alpha order 2011 User Conference

  7. AP-Constants File 2011 User Conference

  8. AP-Misc. Checks • 1099 Reportable showing on Misc. check entry screen and on the Edit 2011 User Conference

  9. AP- Misc. Checks 2011 User Conference

  10. AP-Purchases Journal(2.3.3) • Can select date range and vendor range • Shows location of each detail line 2011 User Conference

  11. AP- Purchase Journal • Shows Location of Invoice Detail 2011 User Conference

  12. AP-Maintenance 2011 User Conference

  13. AP-Vendor Master File • Inactive Vendor • 1099 Information • Draft Vendor • Bank Code • Remit to 2011 User Conference

  14. AP-Vendor Master 2011 User Conference

  15. AP-Inactive Vendor 2011 User Conference

  16. AP-Vendor Master-Remit to: • Used to accommodate Canadian addresses • Gives ability to retain vendor name and history but sent payments to lock box or different address 2011 User Conference

  17. PAGEDOWN- ‘Remit to’ 2011 User Conference

  18. AP-Bank Code File Maintenance 2011 User Conference

  19. AP-Bank Code 2011 User Conference

  20. AP-Check Print Set-up 2011 User Conference

  21. AP-Check Print Set-up 2011 User Conference

  22. AP-Check Print Set-up 2011 User Conference

  23. AP-Auto Assign Vendor Number 2011 User Conference

  24. AP- Assign Vendor Number 2011 User Conference

  25. AP-Daily Operations-Invoice Entry 2011 User Conference

  26. AP-Invoice Entry • Watch your Dates • Invoice Date • Inventory Date • Due Date • Merge Date 2011 User Conference

  27. AP-Invoice Entry-Receivers • You can pull a receiver in to correct vendor even though the receiver was entered under the incorrect vendor 2011 User Conference

  28. AP- Invoice Entry-Pulling in Receiver 2011 User Conference

  29. AP-Invoice Entry-Create Item 2011 User Conference

  30. AP- Invoice Entry • Freight Charges • Can be by based on $ Value or Quantity • Pro-rates on Inventoried Items • If GL expenses only, adds to last line 2011 User Conference

  31. AP- Invoice Entry-Charges 2011 User Conference

  32. AP-Invoice Entry-Charges-GL 2011 User Conference

  33. AP-Invoice Entry-Edit • DATE 5/20/09 10:59:07 EDIT - A/P TRANSACTIONS AgVantage Software BATCH:747 U2TRR0 PAGE 1 • INVOICE # INV DATE DUE DATE LOC QUANTITY CONV QTY UNIT PRICE AMOUNT G/L NUMBER ITEM DESCRIPTION REC # REC QUANTITY REC AMT 1099 • VENDOR INFO 2001 AHLERS ENTERPRISES DRAFT • 051309 5/13/2009 5/20/2009 1 2000.0000 2000.0000 .2375 475.00 503300000 11212 AF SOYBEAN MEAL-HI PRO N • Lot- 051309 • 1 125.00 603210000 TIRES Y • 1 600.00- 200070000 ACCOUNTS PAYABLE • TOTAL 600.00 DISCOUNT NET $600.00 ** TOTAL RECEIVED • VENDOR INFO 2001 AHLERS ENTERPRISES DRAFT • 052009 5/20/ 09 1 2000.0000 2000.0000 .2057 411.39 503300000 1212 FP SOYBEAN MEAL N • 1 2000.0000 2000.0000 .1028 205.69 503300000 1313 FP DISTILLERS GRAIN N • 1 2000.0000 2000.0000 .0720 143.99 503300000 1515 FP MIXING MOLASSES N • 1 2000.0000 2000.0000 .5228 1045.54 503300000 1919 FP MINERAL N • Lot- 052009 • 1 9.99 605210000 SERVICE- REPORTABLE Y • 1 1816.60- 200070000 ACCOUNTS PAYABLE • TOTAL 1816.60 DISCOUNT NET $1816.60 ** TOTAL RECEIVED • VENDOR INFO 2001 AHLERS ENTERPRISES DRAFT • 052009A 5/20/09 1 50.00 605510000 TELEPHONE - FA Y • 1 70.00 603210000 REPAIRS & MAINTENANCE - FF Y • 1 120.00- 200070000 ACCOUNTS PAYABLE • TOTAL 120.00 DISCOUNT NET $120.00 ** TOTAL RECEIVED • TOTAL 2536.60 DISCOUNT NET $2536.60 *** TOTAL RECEIVED 2011 User Conference

  34. AP-Merging of AP Batches 2011 User Conference

  35. AP-Merging Batch(es) • BE SURE TO READ EDIT!!! • Batch selection • Check dates and invoices • If merge stops and says unbalanced • Check for the “totals” line • Check discounts/freight 2011 User Conference

  36. AP-Vendors to Pay • BE SURE TO READ CAREFULLY!! • Run just before printing checks • Need to rerun if any changes are made • Location sensitive-printer • Coming to V7-selection options 2011 User Conference

  37. AP-Display Vendor Balances 2011 User Conference

  38. AP-Display Vendor Balances 2011 User Conference

  39. AP-Miscellaneous Checks • Hand Checks • Computer-generated Checks • Vendor • Customer • Payee Name • Be sure to use Invoice # • Watch timing on merging batchs • “Dup check” message-take a ‘G’-Follow Up 2011 User Conference

  40. AP-EOM/EOY Menu 2011 User Conference

  41. AP-EOY-Electronic 1099’s 2011 User Conference

  42. AP-Electronic File Maintenance 2011 User Conference

  43. AP-Electronic Transfer File 2011 User Conference

  44. AP-Check Reconciliation 2011 User Conference

  45. AP-Check Reconciliation-Archiving • No longer purge checks each month • If have never purged, Archive through previous months bank statement date • New month- • Run list of checks written • Reconcile checks • List of Reconciled Checks-match to bank statement 2011 User Conference

  46. AP-Check Archiving • Archived checks go to bottom of list • Still able to pull list for auditor at YE • Goes by Archive Date-which should match to bank statement date 2011 User Conference

  47. AP-VOID A BATCH CHECK • AP VOID A CHECK 2011 User Conference

  48. AP-VOID A CHECK-Validate 2011 User Conference

  49. VOIDING A CHECK-Edit 2011 User Conference

  50. VOIDING A CHECK- Merge 2011 User Conference

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