Accounts Payable
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Our Accounts Payable system provides all the tools you need to manage your companys expenditures. The Vendor Master Maintenance will allow quick and easy entry of all vendor information. Vendor numbers can be computer generated or user assigned. They may be alpha or numeric. The system will handle priority vendors and calculate due dates automatically. If you have the purchasing module installed you may enter purchasing information for each vendor. The Vendor Master Inquiry will show detailed information about each vendor. You may view all current invoices, credits and payment information. Each voucher, whether open or closed, can be viewed with the ability to drill down to the payment information and G/L distribution for the voucher.
Voucher Entry
This system allows quick and efficient voucher entry. The system checks for duplicate invoice numbers as vouchers are entered. The program will handle voucher discounting and prepayments. Vouchers can be combined on one check or printed on separate checks. The system allows unlimited G/L account distributions for each voucher. An optional interface with the purchasing system will allow you to verify receipt of all merchandise before creating the voucher. Payments can be entered for vouchers paid with a manual check. An edit report can be printed to verify entries before posting to the system.
Check Printing
The heart of any A/P system is its check writing process. Voucher payment selection needs to be quick, easy and forgiving. Our system allows payment selection by vendor, voucher or date range. Checks can be selected, printed, deleted and reprinted as many times as needed, no updating is done until post time. The system comes with two options for printing checks: a standard two-part pin feed check or a three-part laser check. Both are provided in the base package. CSS can customize the check layout to any design you need. We can also create a layout to print on blank check stock if desired.
1099 Processing
No A/P system is complete without the ability to process 1099s. Our system will capture 1099 information at the year-end close. You may print your 1099s anytime you choose after the year-end close has been done. The system will allow vendor updating before printing. 1099s can be reprinted as many times as needed. Our software provides a pin-feed 1099 form and a standard two-part laser form as part of the base software package. The system will also create the 1099 electronic file required by the government.
Faxing, Emailing and Archiving
One of the best features of the accounts payable system is the ability to fully integrate with our other modules. Often times, important information such as vendor aging reports, check registers and other information needs to be quickly distributed to buyers, managers or even bank officers. By adding our faxing and email modules, you can get your information to the people that need it in a quick, efficient and secure manner. This integrated package provides the ability to email any A/P report generated by the system. It will be sent as a PDF attachment. You may also fax reports without leaving your desk. The archive system will allow you to automatically save reports such as month end aging and check registers to a folder on your iSeries that can be backed up in your nightly save routine.
Additional Features of the Accounts Payable Module top
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Accounts Payable System Requirements top
All CSS software is currently compatible with OS/400 V4R5M0 V6R1M0. As new releases are installed older ones will be replaced. CSS will always ensure that our software remains compatible with any OS/400 operating system IBM is shipping.
There are several features in our software that will not work on machines below V5R3M0. Some of these features include:
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Accounts Payable System Compatibility top
While the Accounts Payable system will work fine in a stand-alone environment, it was designed to integrate with the other modules in our system. Clients wanting to interface this module with existing in-house systems can do so easily. Contact our office for more information.
The Accounts Payable module will stand-alone, no other modules are required.
Optional modules you may want to consider:
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Here is a summary of how this module interfaces with our other modules:
| Sales Analysis | The S/A module does not interface with the A/P module and is not required. |
| Accounts Receivable | The A/R module does not interface with the A/P module and is not required. |
| General Ledger | The G/L module will be updated with all G/L entries from the A/P module. This module is not required. |
| Cash Reconciliation | The C/R module will be updated with all checks written from the A/P system. This module is not required. |
| Fixed Assets | The F/A module does interface with the A/P. You must purchase A/P to use the F/A module. |
| Payroll | The P/R module does not interface with the accounts payable system. |
| Human Resources | The H/R module does not interface with the accounts payable system. |
| Inventory Control | The I/C module interfaces with the accounts payable module. You must purchase A/P to use the I/P module. |
| Inventory Purchasing | The I/C module interfaces with the accounts payable module. You must purchase A/P to use the I/P module. |
| Order Entry | The O/E module pulls information from the A/P module. You must purchase A/P to use the O/E module. |
| Point of Sale | The POS module pulls information from the A/P module. You must purchase A/P to use the POS module. |
| Manufacturing | The M/N module pulls information from the A/P module. You must purchase A/P to use the M/N module. |
| Faxing System | CSS has integrated our interactive faxing software with the A/P module to allow faxing reports generated by the A/P system. The faxing system is for outbound faxing only. This option requires that you purchase the CSS faxing system and provide a phone line. |
| Email System | CSS has integrated our emailing software with the A/P module to allow emailing of reports generated by the A/P system. The document will be sent as a PDF attachment. This email system is for outbound emailing only. |
| Archiving System | Interfacing with this module will provide the ability to archive all A/P reports to the iSeries IFS. |
Accounts Payable Menu Summary top
The Accounts Payable System has three menus. The first or main menu contains the most used programs. They include the Vendor Master Maintenance, Vendor Inquiry, Voucher entry and posting procedures. Also included on this menu are all the manual and regular check selection and printing process. The following is a summary of each menu option available to the accounts payable user. You can find more detailed information for each option in our software users manuals.
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ACPMENU1 Account Payable Main Menu Select one of the following: 1. Vendor Master Maintenance 13. Remove Payment Work Files 2. Vendor Master Inquiry 14. Select Payments By Date 3. 15. Select Payments By Vendor 4. 16. Select Payments By Voucher 5. 17. Print Pre-Check Register 6. Enter Voucher Transactions 18. 7. Print Voucher Transactions 19. Print A/P Checks 8. Post Voucher Transactions 20. Post A/P Checks 9. 21. 10. Enter Manual Checks 22. Additional A/P Procedures 11. Print Manual Checks 23. 12. Post Manual Checks 24. Month End / Year End Menu 30. Display A/P Documentation Selection or command 90. Signoff ===> ___________________________________________________ |
A/P Menu 1 Option 1 Vendor Master Maintenance
This is the procedure to add, change or delete vendor records to the vendor master file. It will allow maintenance to all data that can be changed by the user. There is additional information that is stored in the vendor master file that cannot be changed except by the processing programs.
A/P Menu 1 Option 2 Vendor Master Inquiry
This procedure will allow inquiries in the vendor master file. It will display all the account information concerning the vendor that is in the master file. In addition, it has two other functions, which includes first, a display of all the open vouchers for the account that is selected. This information is first presented in summary form and optionally in detail form. Secondly, it will display all history available for a selected vendor. This history is also displayed first as summary and then in detail if desired.
A/P Menu 1 Option 6 Enter Voucher Transactions
This procedure allows the entry of invoices and credits to the voucher master file. This program will also allow vouchers to be entered that are already paid. An additional screen will be displayed to allow the entry of the payment information. The general ledger distribution will be entered at this time, so that the proper journal entries will be created. From the company number that is entered, the voucher will default to general ledger accounts payable account number setup in the master record for the company. This account can be overridden at the time of entry. The accounts payable files are not updated until a Post Voucher Transactions is performed. This program will also allow the user to add or update a vendor master record.
A/P Menu 1 Option 7 Print Voucher Transactions
This procedure will generate a report listing the vouchers that have been entered using the option from the menu to Enter Voucher Transactions. This report will contain the information necessary to validate the vouchers that have been entered, but not posted to the accounts payable file. This option can run any time while there are vouchers that have been entered but not posted to the accounts payable files.
A/P Menu 1 Option 8 Post Voucher Transactions
This procedure will post the vouchers that are selected by the screen that is displayed (all or a certain batch). It will update the vendor master account, the open voucher file and if the company is defined as an accrual accounting method, proper general ledger entries will be created. After updating all the necessary files, the procedure will create a voucher post report that reflects the vouchers that were processed. This report should be kept as record of activity to the accounts payable file.
A/P Menu 1 Option 10 Enter Manual Checks
This procedure allows the entry of any manual checks that were issued for any vouchers that are already setup in the system. It displays a screen allowing the entry of payment information of each voucher that was paid. The accounts payable files are not updated until a Post Manual Checks is performed.
A/P Menu 1 Option 11 Print Manual Checks
This procedure will generate a report listing any manual checks that are entered but not posted. The report will show the information necessary to validate the entries that have been entered. This procedure can run at any time while there are manual checks that have been entered but not posted to the accounts payable files.
A/P Menu 1 Option 12 Post Manual Checks
This procedure will post the manual payments that were entered into the system. This procedure will update all the appropriate accounts payable files including creating the general ledger entries and adding the manual checks to the outstanding check file as well as the monthly check register. There will be a report generated that should be kept to record activity in the accounts payable files.
A/P Menu 1 Option 13 Remove Payment Work Files
This procedure will remove the work file that was created from previous attempts to select vouchers for payment. This work file will exist only if payments were selected but never printed or posted. If after vouchers are selected and/or payment overrides are entered, and the operator desires to start over, this option will remove the work file that was created.
A/P Menu 1 Option 14 Select Payments by Date
This procedure will allow automatic selection of vouchers from the open voucher file based on the due and/or discount date. This procedure will pull the vouchers that satisfy the date requirement in addition to any vouchers that have a payment of an N. These vouchers will be placed in a payment work file that can be maintained.
A/P Menu 1 Option 15 Select Payments by Vendor
This procedure will allow the operator to enter a vendor number and view a screen with all the open payables for that specific vendor. If the vendor number is not known, a search can be performed by entering a portion of the name. From the screen showing the open payables, the operator may select the vouchers to pay.
A/P Menu 1 Option 16 Select Payments by Voucher
This procedure will allow the maintenance of the payment work file created from options 14 and 15. This procedure will allow the operator to add, change and delete vouchers in this file. Discounts can be overridden using this procedure for vouchers that were pulled by the system.
A/P Menu 1 Option 17 Print Pre-Check Register
This procedure will generate a report showing which vouchers are scheduled for payment. This program considers only those vouchers that are in the payment work file as scheduled for payment. This procedure should run prior to printing checks. This report will contain the same vouchers and amounts as the printed checks.
A/P Menu 1 Option 18 Print A/P Checks
This procedure will print the accounts payable checks for all vouchers that are scheduled for payment. **Note. No accounts payable files are updated as a result of running this procedure. If errors are detected or a problem occurs while printing the checks, this option can be run again. When rerunning this procedure, select the option to remove previous checks.
A/P Menu 1 Option 20 Post A/P Checks
This procedure will also generate a check register reflecting all the checks that were printed. This procedure will post the accounts payable check work file to the accounts payable files. If the company is defined as having a cash accounting method, the general ledger expense distribution will be done at this time. It is possible to change check number, and delete specific checks before updating all the files. Posting A/P checks is required after successfully printing the A/P checks.
A/P Menu 1 Option 22 Additional A/P Procedures
Additional processing programs and reports are available on this menu.
A/P Menu 1 Option 24 Month End / Year End Menu
Additional processing programs and reports are available on this menu.
Accounts Payable Menu2 Summary top
This is the second Accounts Payable menu. It contains the least used maintenance programs such as the voided voucher and voided check facility. You may also run the system reports from this menu. Here is an example of the menu followed by a summary of each menu option:
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ACPMENU2 Additional A/P Menu Select one of the following: 1. Enter Processed Checks 13. Print Aged Trial Balance 2. Print Processed Checks 14. Print Vendor Master Reports 3. Post Processed Checks 15. Print Outstanding Check Report 4. 16. Print Monthly Check Register 5. Voucher Maintenance 17. Print Vendor History Report 6. Post Voided Vouchers 18. Print Cash Requirements Report 7. 19. Print Voucher Report 8. Enter Voided Checks 20. Print Terms Code Report 9. Print Voided Checks 21. Print Vendor Analysis Report 10. Post Voided Checks 22. Print Vendor Labels 11. 23. Print Sales Taxable Vouch List 12. Terms Code Maintenance 24. Month End / Year End Menu 30. Display A/P Documentation Selection or command 90. Signoff ===> ___________________________________________________ |
A/P Menu 2 Option 1 Enter Processed Checks
This procedure will allow the entry of the checks that have cleared the bank. The screen will allow entry of both the check number and check amount. The program will validate the amount entered with the original amount of the check. This will serve as one method to check for errors made by the bank.
A/P Menu 2 Option 2 Print Processed Checks
This procedure will generate a report listing all processed check entries that have been entered but not yet posted. This report will show all information necessary to validate the entries that have been made. The report will also show the sequence number assigned to each check to be used if any changes are needed.
A/P Menu 2 Option 3 Post Processed Checks
This procedure will post all the processed checks that are entered but not posted. All the appropriate accounts payable files will be updated at this time. A report will be generated listing all processed checks that were posted. Until a check is entered through this procedure, it will continue to be listed on the outstanding check register.
A/P Menu 2 Option 5 Voucher Maintenance
This procedure will allow maintenance to a voucher that has already been loaded into the accounts payable system. Since the voucher has already been loaded, it will allow only certain fields to be changed. The fields that are excluded include the voucher amounts, vendor number, company number, and the voucher number. If these items are incorrect, it will be necessary to void the voucher and add it back into the payables with the correct information. This program will allow a voucher to be marked as voided by following the command key instructions of the second screen. It will be necessary to perform a post of voided vouchers in order to remove the voucher from the system, and to generate the correct general ledger entries.
A/P Menu 2 Option 6 Post Voided Vouchers
This procedure will post any vouchers that have been flagged as voided. All the appropriate accounts payable files will be updated. A report will be generated listing the vouchers that were removed from the accounts payable files.
A/P Menu 2 Option 8 Enter Voided Checks
This procedure allows the entry of voided checks. Once a check has been written by the system and it is necessary to void the check, this procedure should be used. This program will also accommodate the voiding of checks that are not in the system, such as one that is destroyed. It will create an entry in the check register showing the check as voided.
A/P Menu 2 Option 9 Print Voided Checks
This procedure will generate a report listing all voided check entries that have been entered but not yet posted. This report will show all information necessary to validate the entries that have been made.
A/P Menu 2 Option 10 Post Voided Checks
This procedure will load all the voided checks that have been entered. The general ledger will be updated with the proper entries. The procedure will also generate a report that will reflect the activity performed by this program. This report should be kept as a record to the activity of the general ledger.
A/P Menu 2 Option 12 Terms Code Maintenance
This procedure will allow the addition, modification and deletion of the standard term's code used by the system. This program will allow the entry of all the information concerning a term's code.
A/P Menu 2 Option 13 Print Aged Trail Balance
This procedure will print a current accounts payable aged trial balance report. Once selected, the procedure will display all the options that are available.
A/P Menu 2 Option 14 Print Vendor Master Reports
This procedure will print an accounts payable master list. Once selected, the procedure will display all the options that are available.
A/P Menu 2 Option 15 Print Outstanding Check Report
This procedure will print an accounts payable outstanding check's list. Once selected, the procedure will display all the options that are available.
A/P Menu 2 Option 16 Print Monthly Check Register
This procedure will print an accounts payable monthly check register. Once selected, the procedure will display all the options that are available.
A/P Menu 2 Option 17 Print Vendor History Report
This procedure will print an accounts payable vendor history report. Once selected, the procedure will display all the options that are available.
A/P Menu 2 Option 18 Print Cash Requirements Report
The procedure will generate an accounts payable cash requirements report. Once selected, the procedure will display all options that are available.
A/P Menu 2 Option 19 Print Open Voucher Report
This procedure will generate an accounts payable open voucher report. Once selected, the procedure will display all the options that are available.
A/P Menu 2 Option 20 Print Terms Code Report
This procedure will generate an accounts payable terms code report. It will show all the term's codes that have been entered into the system. It will show all the information concerning a particular term's code.
A/P Menu 2 Option 21 Print Vendor Analysis Report
This procedure will generate a vendor analysis report. This will list each vendor with aged balances over the next twelve months.
A/P Menu 2 Option 22 Print Vendor Labels
This procedure will print mailing labels for vendor.
A/P Menu 2 Option 23 Print Sales Taxable Vouch List
This procedure will print a list of vouchers that are taxable.
A/P Menu 2 Option 24 Month end / Year End Menu
Additional processing programs and reports are available on this menu.
Accounts Payable Menu 3 Summary top
This is the third and final Accounts Payable menu. It contains the month end and year-end procedures. You may also run your 1099 from this menu. Here is an example of the menu followed by a summary of each menu option:
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ACPMENU3 Additional A/P Menu Select one of the following: 1. Month End Procedure 13. Year End Procedure 2. 14. 3. A/P Period End Trial Balance 15. Prior Year Vendor Maintenance 4. 16. 5. A/P Purchase Journal 17. 1099 Summary Report 6. A/P Cash Journal 18. 7. A/P G/L Journal 19. Print 1099's 8. 20. 9. 21. Print Vendor History Analysis 10. Accounts Payable Parameters 22. 11. Bank Account Maintenance 23. 12. Company Master Maintenance 24. Return to Main A/P Menu 30. Display A/P Documentation Selection or command 90. Signoff ===> ___________________________________________________ |
A/P Menu 3 Option 1 Month End Procedure
This procedure will run the A/P month end procedure.
A/P Menu 3 Option 3 A/P Period End Trail Balance
This procedure is capable of creating a vendor trial balance as of a previous point in time. This can be very helpful in reproducing a report that may have been lost.
A/P Menu 3 Option 5 A/P Purchase Journal
This program will print a purchase journal for a specific date range. The report will show all purchasing activity for all vendors.
A/P Menu 3 Option 6 A/P Cash Journal
This program will print a cash journal for a specific date range. The report will show all cash activity for all vendors.
A/P Menu 3 Option 7 A/P G/L Journal
This program will print a G/L journal for a specific date range. The report will show all G/L entries created for the date range by vendor.
A/P Menu 3 Option 10 Accounts Payable Parameters
The A/P system has several system parameters that must be setup before you can use the system. You can setup or change system parameters using this program.
A/P Menu 3 Option 11 Bank Account Maintenance
You will need to setup each checking account you will be using in this program. The A/P check writing system will pull the bank information from here.
A/P Menu 3 Option 12 Company Master Maintenance
Within the A/P system, each company must be set up prior to being used. This procedure will allow the company information to be entered and maintained.
A/P Menu 3 Option 13 Year End Procedure
After all payments have been processed for the year, this procedure should be run. This will save off the year-to-date payments for later creation of 1099s. This procedure will then initialize the year-to-date information for the new year.
A/P Menu 3 Option 15 Prior Year Vendor Maintenance
After the year-end procedure is ran, it may be necessary to make adjustments to the year-to-date information that will be used to create the 1099s. This procedure will allow that maintenance to be performed.
A/P Menu 3 Option 17 1099 Summary Report
This procedure will generate a report listing all the vendors and the payment information during the year for the vendors that are set up with the 1099 flag set to Y. This option should run at the end of the year after all activity has been entered.
A/P Menu 3 Option 19 Print 1099s
This procedure will produce the actual 1099-form required by the IRS. This procedure will use the vendor information that was created by the year-end procedure.
A/P Menu 3 Option 21 Print Vendor History Analysis Report
This option will print a history of all purchasing information for this vendor.
A/P Menu 3 Option 24 Return to Main A/P Menu
This procedure will let you return to the main accounts payable menu.