Table of Contents – Accounts Payable
Accounts Payable
Introduction174
Vendor Maintenance174
Field Descriptions for Vendor Information screen 176
Steps for Adding a New Vendor 180
Vendor Status Inquiry181
Field Descriptions for Vendor Status Inquiry screen 182
Open Item Maintenance – Introduction183
Open Item Maintenance – Graphical Version 183
Initial Setup for B2B Subscribers 195
Hold/Release Open Items204
Payment Selection205
Check History208
Check History – PO Version210
Hand Check/Void Check Processing210
Bank Reconciliation212
Bank Reconciliation (Graphical)212
A/P Recurring Items230
Delete “*” Vendors With No Activity232
A/P End of Month Processing232
Continued…
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Table of Contents – Accounts Payable continued…
Vendor Type Maintenance233
Accounts Payable Reports
Introduction235
Vendor Listing235
Vendor Reference List236
Vendor Mailing Labels236
Open Items Adjustment Register236
Open Item Aging Report237
Open Invoice Listing238
Open Invoice Listing (As Of)239
Open Invoice Listing – BY PERIOD239
Invoice History Listing240
Items Selected For Payment Listing240
Vendor History by G/L Account240
Inventory Cost Change Report241
Open Item Audit Report241
A/P Reports Menu 2 of 2
Print Checks242
Print Checks – 3up Laser Version243
Print Checks – MICR Version243
MICR Account Maintenance243
Print Electronic Payment Report244
Check Register244
Check Register History245
Print A/P Form 1099245
Outstanding Check Listing247
Print Cash Requirements Report248
1
RollMaster System Documentation – Accounts Payable – 6/1/2012
Accounts Payable
Introduction:
In the Accounts Payable (A/P) menu, you will find all modules relating to the management of vendor accounts, outstanding payables, check processing, and A/P reports, etc. In the RollMaster System, payables should be entered in the system as soon as invoices are received from vendors. When an invoice is entered, it can be verified against the system purchase order to catch any costing errors and job costs are automatically updated at the same time, along with other integrated areas of the system tied to the corrected job such as commissions, sales analysis, etc. There are also two report menus accessible from the Accounts Payable menu containing useful reports for the accounting and management departments.
Procedure:
From the Master Menu click on Accounts Payable or arrow down to that menu option and hit enter. The Accounts Payable menu will appear as follows:
Items 1-14 are modules that can be accessed from this menu—they will be explained in the order they appear in this menu. Item #15 will allow you to switch branches if applicable. Item #16 will bring up an A/P Reports Menu 1 of 2—the A/P Reports will be explained following the Accounts Payable menu item section.
Vendor Maintenance:
This is a set-up module that must be completed prior to going “live” on the RollMaster System—thereafter, this module will be used to add new vendors and edit the system vendor database. All vendors with a balance due at the time the RollMaster System is installed must be entered in this module along with all installers who are independent contractors. This is necessary so that your “Beginning Payable Balances” can be entered in the system through the A/P Open Item Maintenance module (explained below). When you enter the Vendor Maintenance module, the screen will appear as follows:
[See explanation for (Enter) to Lookup(F1) Alpha Key Lookup at end of Field Descriptions for Vendor Information Screen section.]
At the Vendor ID field, you will create a new alphanumeric (using letters and/or numbers) vendor code that will be used throughout the RollMaster System to access a vendor’s account. RollMaster strongly discourages using numbers for vendor ID’s as it is much easier to look up vendors in the system alphabetically. When creating a new vendor ID you can use up to eight characters. RollMaster recommends keeping the ID as simple as possible so it will be easy to remember and type in the various A/P modules. For example: for MOHAWK we suggest MOHAWK; for SHAW we suggest SHAW. You do not necessarily need to use eight characters; just type in enough of the vendor name so it is easily recognizable. We do not recommend using symbols or spaces in the ID such as “&”, “ ’ ”, etc., as they can create confusion in the look-up process. The ID’s for your installers who are independent contractors need to be typed in exactly as they appear in the Installer Maintenance module or vice versa. (You should review that section of the manual prior to adding subcontractors in the Vendor Maintenance module.)
To add a new vendor type in a new ID and hit enter. The system will look to see if there is an existing ID to match the one you have entered. If it does not find one it will prompt the following: New Vendor? (Y,N) Y. The system is defaulting to “Y” for yes so hit enter to proceed. The system will then pull up the following Vendor Information screen:
Field Descriptions for Vendor Information screen:
Name- in this field, type in the vendor’s full name. For example: SHAW INDUSTRIES, INC.
Address/City/ST/Zip Code- in these fields, type in the vendor’s physical street address if you would like to record in the system. This information will appear in the Purchase Order Maintenance module.
Telephone 1,2- in the first telephone field, type in the main number for the order desk. In the second telephone field, type in another number if applicable, such as a fax number. The first Telephone number field will appear in the Purchase Order Maintenance module.
Credit Manager/Tele/Fax- these fields can be used to record the name, telephone, and fax number of the credit manager for this vendor if applicable. It is not a required field of entry and can be skipped.
Claims Manager/Tele/Fax- these fields can be used to record the name, telephone, and fax number of the claims manager for this vendor if applicable. It is not a required field of entry and can be skipped.
*** Mailing Address *** Name/Address/City/ST/Zip Code- the information that was entered for the street address above will automatically default in these fields. If the billing name and/or mailing address for the vendor is different from the street address, you need to be sure to enter the mailing address information in these fields. For example, many vendors have a P.O. box address that they want all payments to be sent to, and in some situations, you may pay a Factor instead of the vendor. The Mailing Address information will transfer over to the Vendor Mailing Labels report module.
Factor Contact/Tele/Fax- if you pay a Factor instead of the mill, you can enter the name of a contact person at the Factor, along with that person’s telephone and fax number. It is not a required field of entry and can be skipped.
Sales Contact/Tele/Fax- if you have a salesperson that you regularly deal with at this vendor, you can record that person’s name here along with his or her telephone and fax number. It is not a required field of entry and can be skipped.
Social Security Number- this field is used for independent contractors. If you type in a social security number here, the system will keep track of 1099 information for that vendor. The system will print a Form 1099 through the Print A/P Form 1099 report module located in the A/P Reports Menu 2 of 2.
Vendor Account #- in this field type the vendor’s account number. This field will appear in the Purchase Order Maintenance module.
Use Square Foot Pricing- this field was added in the event square foot pricing applies on roll goods only for certain vendors. If this is the case, type a “Y” in this field; otherwise, enter twice and the system will default to “N” for no.
Vendor Type- this field is tied to the Vendor Type Maintenance module in the A/P Menu and Vendor Types need to be set up before you can utilize this field. This field and the set up module need only be accessed if you would like to create specific vendor types to segregate your Vendor Listing. This feature was requested by customers who need to provide their insurance companies with a list of vendors broken down by type such as installer, lessor, vendor, etc. Also, there are various A/P modules that will allow you to sort by this Vendor Type field instead of including all vendors when searching for or creating data. The following is a list of those modules: Payment Selection, Vendor Listing, Open Item Aging Report, Open Invoice Listing and (As Of), Invoice History Listing, Vendor History by G/L Account Number and the Cash Requirement Report.
A/P Vendor Only- this field is tied to the Graphical Bank Rec. program and determines whether each Vendor can be paid by Credit Card from that module or whether each Vendor can only be paid by a company check. The default is “Y” for yes which means that only Vendors where you change this field to “N” for no will be able to be paid via the “Credit Card” feature in the Graphical Bank Rec. module.
B2B Vendor- this field will only apply to RollMaster users who have subscribed to the B2B functionality. If this is the case, then for all vendors importing B2B data into your system, you will need to enter to this field and perform a lookup to match up the RollMaster Vendor ID with the B2B Vendor setup. When you enter to this field the system will prompt a lookup of existing B2B Vendors currently importing data and you will need to select the corresponding B2B Vendor with the A/P Vendor. This is necessary to match imported billing records properly.
Payment Terms- you have the option of entering three sets of discount terms along with a Net due date in these fields. In the first field enter the best discount percentage available from this vendor in whole numbers, e.g., “5” for 5%. In the next field, enter the number of days allowed for this discount, e.g., “15” for 15 days. The next field will default to “D” for days. Hit enter to accept or change to “P” for Prox., e.g., 2% 10th next month. Follow the same steps for the next six fields to enter your second and third set of terms for this vendor if applicable. If none apply, simply enter through these fields and leave them blank. In the Net field, enter the normal net days offered by this vendor. The next field will default to “D” for days. Hit enter to accept or change to “P” for Prox. These fields will be used to determine the discounts available and the due date of vendor invoices when they are entered in the system—this information can be easily overridden in the system when an invoice is added and also when an invoice is paid.
Last Year Purchases- if you know the total amount of purchases made from a vendor the previous year, you can type that figure here. Moving forward this field is automatically updated during end-of-year processing.
Year-to-Date Purchases- if you know the total amount of purchases made to date from a vendor during the current year, you can type that figure here. Moving forward this field is automatically updated through the Open Item Maintenance module as invoices are entered in the system and is cleared out during end-of-year processing.
Year-to-Date Discount Taken- if you know the total amount of discounts taken from a vendor during the current year, you can type that figure here. Moving forward this field is automatically updated through the Print Checks modules and is cleared out during end-of-year processing.
Date Last Ordered- if you know the date you last placed an order from a vendor, enter that date here using eight digits—two for the month, two for the day, four for the year, e.g., 07151999. Moving forward this field is automatically updated through the Purchase Order Maintenance module.
Date Last Invoice- if you know the date of the last invoice for a vendor you can type that date here using eight digits—two for the month, two for the day, four for the year. Moving forward this field is automatically updated through the Open Item Maintenance module.
Date Last Payment- if you know the date of the last payment you made for a vendor you can type that date here using eight digits—two for the month, two for the day, four for the year. Moving forward this field is automatically updated through the Print Checks modules.
Hold Payments- in this field if you need to hold all payments to a vendor for some reason, you can enter a “Y” in this field. The system will then not allow you to select any invoices to pay for this vendor in the Payment Selection module and a “HOLD” status will appear for the vendor on the Open Invoice Listing report.
Samp.Lab.Itm- in this field if this vendor has a private labeled line name or goes by another name, you can type in that information here.
A/P Balance- this field is updated through the Open Item Maintenance module. It will reflect the current balance owed to this vendor. This field is a view-only and cannot be accessed from this screen.
On Order Balance- this field is updated through the Purchase Order Maintenance module. It will reflect the current balance of open P.O.’s to this vendor. This field is a view-only and cannot be accessed from this screen.
Default G/L Acct- this field can be used to set a default General Ledger account number that will automatically pop up in the Open Item Maintenance module when you enter an invoice for this vendor. That default can be overridden in the Open Item Maintenance module if you need to make a change for some reason or if a vendor can affect more than one G/L account depending on what has been purchased. If you need to access this field after a vendor has been entered in the system, with the cursor positioned in the Name field, hit the up arrow key to jump down to this field. When the cursor is positioned in the Default G/L Account field, the system will prompt the following: (F4) Lookup. If you hit the F4 key the system will prompt a list of current G/L Account Numbers and you can page up and down until you find the desired account. Be sure to hit enter on the applicable account number to select and then be sure so save the change.
Default Ship Via- this field allows you to tie an existing Ship Via code to each vendor so that this code will automatically prompt on PO Lines for this vendor. If you do not wish to set a default, simply hit the Esc key when you enter to this field.
Inactive- this field will allow you to “drop” a vendor without losing any history. If this field is set to “Y” for yes the Vendor ID will not appear in any active Accounts Payable Vendor lookup screens but you will still be able to access any historical data.
Confidential- this field will only appear if it has been enabled for a user in the User Control 5 screen. If enabled, anyvendor that is set to “Y” for yes will be considered “Confidential” in the system and any user not allowed to view “confidential” vendors will not be able to view those vendors in the A/P Open Item Maintenance module.
(F1) Delete- this option will permanently delete a vendor from the system. If you have used the vendor ID previously in the system, you should not delete the data record from the system. The only information you cannot change once a vendor has been added in the system is the Vendor ID—the other information can be changed if applicable.
(F5) Notes- this option will allow you to access and enter Vendor specific notes that can be accessed in this screen and also in the Vendor Status Inquiry module. You can add up to 99 pages of Vendor Notes in this feature. Once more than one page of notes has been added via this option, the system will display the most current page first, rather than prompting the original page of notes and then requiring a user to page down to the most recent notes.
The (Enter) To Lookup option (located in the first screen of this module) will be used after vendors have been added in this module. Once vendors have been added, if you hit enter at a blank Vendor ID field, the system will pull up a Vendor Look-Up screen as follows: