Infor ERP XA

Accounting Management
Accounts Payable User’s Guide

Release 7.0
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Trademark Acknowledgements
AS/400, IBM, iSeries, System i, OfficeVision, Operating System/400, OS/400 are registered trademarks and Distrib-
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Publication Information
The product Infor ERP XA was previously know as Infor XA, MAPICS ERP for iSeries and MAPICS XA. These names
may still appear in text or graphics within this book.
Release: Accounting Management Accounts Payable for Infor ERP XA Release 7.0
Publication Date: February 2008
 Page iii
To the reader

To the reader
This book contains the information you need to understand and run this application. The information in this
book applies only to XA.

For a complete list of the books in the XA library, see the bibliography included on the XA documentation CD.

Before you begin

If you are not familiar with the System i (or previous products AS/400 and iSeries), please complete the
system education for the basic concepts of the server and its operating system.

What this book contains

Chapters 1 and 2 acquaint you with the application. Be sure to read the first two chapters before you use the
instructions in the remaining sections. Use these chapters to understand how this application works and what
you need to know to manage it.

The next group of chapters describe the options on the Main Menu. For example, Chapter 3 contains
information about option 1 of the Main Menu. Each chapter includes information about how to use the
displays associated with each option.

The last group of chapters describes the reports and forms for this application.

Use the appendixes to find information about using offline files or other functions specific to your application.
 Page iv
Summary of changes

Summary of changes
Changes are marked by revision bars.
 Page 1
Contents Index
Contents

Contents
Chapter 1. Introducing the Accounts Payable application . . . . . . . . . . . . . . . . . 1
What Accounts Payable does . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
The Accounts Payable Main Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Accounts Payable interfaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
How the information flows between Accounts Payable and other applications 3
How the information flows within Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . 4
How the application is designed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Data entry and update methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Master file searches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Major reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Inquiries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Lockups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Using eWorkPlace with XA documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Overview of euro currency support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Application functional enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Alternate currency printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Toggle among currencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Euro support with Accounting Management financials installed . . . . . . . . . . . . 22
Euro support with IFM installed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Euro support with third-party financials installed . . . . . . . . . . . . . . . . . . . . . . . . 23
Currency conversion routine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Currency exchange rate override . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Trading partner reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Chapter 2. Managing Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Prepare for your Accounts Payable operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Determine the tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Select an entry method . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Determine source material and batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Determine what special forms to use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Set the sequence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Schedule the work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Daily operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
How Payables processing works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Entering invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Processing invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Posting invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Receiving transmitted invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Understanding the Accounts Payable processing controls . . . . . . . . . . . . . . . . . . . 9
Establish accounting controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Payables processing controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Invoice Transaction Proof / Register controls . . . . . . . . . . . . . . . . . . . . . . . . . 11
Purchase Journal update controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Immediate cash disbursements controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Cash versus accrual accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Activate electronic data interchange (EDI) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Using Electronic Commerce (EC) for EDI transactions . . . . . . . . . . . . . . . . . . . . . . 14
Activate fax interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
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Contents Index
Contents

Special calculations and features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Batch correction features for payables data entry . . . . . . . . . . . . . . . . . . . . . . 15
Accounts Receivable interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Bank Reconciliation Master file protection . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Printing checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Vendor Master file protection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Voucher number and payment selection number . . . . . . . . . . . . . . . . . . . . . . 18
Assignees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Updating during payment selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Prepaid invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Halt code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Change and delete transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Discount calculation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Miscellaneous vendor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Special use account numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Procedure conflicts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Production Control and Costing and Inventory Management interface . . . . . . . . . . 23
Purchasing interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Nonemployee compensation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Multi-currency support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Foreign currency invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Extended tax processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Invoice review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Landed cost accrual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Freight, special charge, and tax proration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Invoice line item splitting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Multi-purchase order invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Change/delete of posted OPNPAY invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Multiple bank accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Advance payment selections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Foreign currency payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Alternate payment method . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Cash receipts from Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Manual payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Payment reversal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Bank reconciliation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Reports and inquiries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Chapter 3. Payables Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Option 1. Enter/Edit Invoices and Credit Memos (AMAM10) . . . . . . . . . . . . . . . . . . 2
AMVBA1—Data Entry Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
AMV151—Payables Data Entry (Options) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
AMV160—Invoice & Credit Header (Enter) . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
AMV161—Invoice & Credit Header (Enter/Review/Delete) . . . . . . . . . . . . . . 11
AMV162—Invoice & Credit Detail (Enter/Review/Delete) . . . . . . . . . . . . . . . . 17
AMV163—Invoice & Credit Tax Detail (Enter/Review/Delete) . . . . . . . . . . . . . 24
AMV164—Invoice & Credit Special Charge (Enter/Review/Delete) . . . . . . . . 29
AMV165—Invoice & Credit Freight Detail (Enter, Review, Delete) . . . . . . . . . 34
AMV166—Invoice & Credit Change/Delete (Enter) . . . . . . . . . . . . . . . . . . . . 40
AMV167—Invoice & Credit Batch Date (Change) . . . . . . . . . . . . . . . . . . . . . 41
AMV168—Invoice & Credit Auto Gen (Select) . . . . . . . . . . . . . . . . . . . . . . . . 42
AMV169—Recurring Batch Header Effective Dates (Enter) . . . . . . . . . . . . . . 44
AMV16D—Invoice & Credit Detail Summary (Review) . . . . . . . . . . . . . . . . . . 46
AMV16I—Invoice & Credit Batch Summary (Review) . . . . . . . . . . . . . . . . . . 49
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Contents Index
Contents

AMV16P—Invoice & Credit P.O. Header (Enter/Review/Delete) . . . . . . . . . . 52

AMV16S—Invoice & Credit Batch (Status) . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
AMV16T—Invoice & Credit Extended Tax (Enter/Review) . . . . . . . . . . . . . . . 58
AMV16X—Invoice & Credit Detail Split (Enter) . . . . . . . . . . . . . . . . . . . . . . . . 61
Option 2. Enter/Edit Invoices and Credit Memos from Offline Files (AMAM10) . . 64
Option 3. Process Invoices and Credit Memos (AMAM10) . . . . . . . . . . . . . . . . . . . 66
AMV100—Purchase Journal Proof (Select) . . . . . . . . . . . . . . . . . . . . . . . . . . 66
AMV103—Purchase Journal Proof (Status) . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Option 4. Post Invoices and Credit memos (AMAM10) . . . . . . . . . . . . . . . . . . . . . . 70
AMV101—Post Invoices & Credit Memos (Options) . . . . . . . . . . . . . . . . . . . . 71
Option 5. EDI Invoices (AMAM10) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
AMV900—EDI Invoices (Select) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
AMV901—EDI Invoices (Select/Review) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
AMV902—EDI Invoices–Header (Select/Review/Delete) . . . . . . . . . . . . . . . . 76
AMV903—EDI Invoices–Item Detail (Select/Review) . . . . . . . . . . . . . . . . . . . 79
AMV904—EDI Invoices–Item Comments (Review) . . . . . . . . . . . . . . . . . . . . 80
AMV905—EDI Invoices–Invoice Totals (Select/Review) . . . . . . . . . . . . . . . . 82
AMV906—EDI Invoices–Invoice Comments (Select/Review) . . . . . . . . . . . . 83
AMV907—EDI Invoices–Special Charges (Select/Review) . . . . . . . . . . . . . . 85
AMVP91—EDI Input (Options) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Option 6. Recurring Invoices (AMAM10) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
AMV1801—Payables Recurring Invoices (Control) . . . . . . . . . . . . . . . . . . . . . 87
AMV1802—Payables Recurring Invoices (Select) . . . . . . . . . . . . . . . . . . . . . 88
AMV1803—Payables Recurring Invoices (Recap) . . . . . . . . . . . . . . . . . . . . . 90
Chapter 4. Cash Disbursements Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Option 1. Enter Payment Selections (AMAM20) . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
AMA211—Payment Selection Group (Options) . . . . . . . . . . . . . . . . . . . . . . . . 3
AMA212—Payment Selection Criteria (Enter) . . . . . . . . . . . . . . . . . . . . . . . . . 4
AMA213—Payment Selection Vendor (Enter) . . . . . . . . . . . . . . . . . . . . . . . . . 6
AMA214—Payment Selection Invoice Review (Enter) . . . . . . . . . . . . . . . . . . . 8
AMA215—Payment Selection Override (Enter) . . . . . . . . . . . . . . . . . . . . . . . 11
AMA216—Payment Selection Review Status (Enter) . . . . . . . . . . . . . . . . . . . 13
Option 2. Print Cash Requirements Report (AMAM20) . . . . . . . . . . . . . . . . . . . . . 16
AMA271—Cash Requirements Report (Options) . . . . . . . . . . . . . . . . . . . . . . 16
Option 3. Print Checks/Payment Files (AMAM20) . . . . . . . . . . . . . . . . . . . . . . . . . 18
AMA301—Print Checks (Select) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
AMA302—Print Checks (Enter) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Option 4. Enter Manual Payments (AMAM20) . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
AMA421—Enter Manual Payments (Select) . . . . . . . . . . . . . . . . . . . . . . . . . . 24
AMA422—Manual Payment (Enter) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
AMA423—Assign Invoices to Manual Payments (Select) . . . . . . . . . . . . . . . 31
AMA424—Enter Manual Payment (Status) . . . . . . . . . . . . . . . . . . . . . . . . . . 33
AMA431—Manual Payments Inquiry (Select) . . . . . . . . . . . . . . . . . . . . . . . . . 34
AMA432—Manual Payments Inquiry (Inquiry) . . . . . . . . . . . . . . . . . . . . . . . . 35
AMA433—Manual Payments Inquiry Invoice Detail (Inquiry) . . . . . . . . . . . . . 36
Option 5. Enter Payment Reversals (AMAM20) . . . . . . . . . . . . . . . . . . . . . . . . . . 37
AMA221—Payment Reversal (Select) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
AMA222—Payment Reversal (Enter) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
AMA223—Payment Reversal (Status) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Chapter 5. Bank Reconciliation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Adding checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Adding deposits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Entering checks from bank . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
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Contents

Reconciling and voiding checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

What to use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
What to do . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Reconciling deposits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Printing reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Bank File purge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Renumbering checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
AMA701—Bank Reconciliation (Select) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
AMA702—Add Checks to Reconciliation (Enter) . . . . . . . . . . . . . . . . . . . . . . . 7
AMA703—Add Deposits to Reconciliation (Enter) . . . . . . . . . . . . . . . . . . . . . . 9
AMA70F—Enter Checks from Bank . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
AMA704—Reconcile Checks (Select) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
AMA705—Reconcile Checks (Enter) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
AMA706—Reconcile Checks Change Amount (Enter) . . . . . . . . . . . . . . . . . . 16
AMA707—Reconcile Deposits (Select) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
AMA708—Reconcile Deposits (Enter) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
AMA709—Reconcile Deposits Change Amount (Enter) . . . . . . . . . . . . . . . . . 20
AMA70A—Bank Account Report (Options) . . . . . . . . . . . . . . . . . . . . . . . . . . 22
AMA70B—Bank File Purge (Select) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
AMA70C—Renumber Checks (Select) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
AMA70D—Renumber Checks (Enter) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
AMA70E—Bank Account (Status) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Chapter 6. Demand Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Option 1. Open Payables Reports (AMAM40) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Option 1. Open Payables by Vendor—All (AMAM42) . . . . . . . . . . . . . . . . . . . . . . . . 3
AMA501— Open Payables Listing by Vendor-All Vendors-All Invoices . . . . . . . 3
Option 2. Open Payables by Vendor–Halted (AMAM42) . . . . . . . . . . . . . . . . . . . . . 5
AMA501—Open Payables Listing by Vendor–All Vendors–Halted Invoices . . . 5
Option 3. Open Payables Listing by Vendor–All/Specific Vendor (AMAM42) . . . . . . 6
AMA501—Open Payables Listing by Vendor–Specific Vendor–All Invoices . . . 7
Option 4. Open Payables Listing by Vendor–Halted/Specific Vendor (AMAM42) . . . 8
AMA501—Open Payables Listing by Vendor–Specific Vendor–Halted Invoices 8
Option 5. Open Payables by Due Date (AMAM42) . . . . . . . . . . . . . . . . . . . . . . . . . . 9
AMA502—Open Payables by Due Date (Options) . . . . . . . . . . . . . . . . . . . . . . 9
Option 6. Detail Aged Open Payables (AMAM42) . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Option 7. Summary Aged Open Payables (AMAM42) . . . . . . . . . . . . . . . . . . . . . . 11
AMA503—Detail/Summary Aged Open Payables Report (Options) . . . . . . . 11
Option 2. Vendor Analysis Report (AMAM40) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Option 3. Vendor Business Analysis Report (AMAM40) . . . . . . . . . . . . . . . . . . . . . 13
AMV0C1—Vendor Analysis Report (Options) . . . . . . . . . . . . . . . . . . . . . . . . 13
Chapter 7. Monthly General Ledger Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Option 1. Print Temporary General Ledger Listing (AMAM50) . . . . . . . . . . . . . . . . . 1
AMV601–Temporary General Ledger Print . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Option 2. Print Temporary General Ledger Listing and Clear Transactions . . . . . . . 3
AMV601–Temporary General Ledger Print and Clear . . . . . . . . . . . . . . . . . . . 4
Chapter 8. Year-End Close . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Option 1. Print Vendor Master Year-End Listing (AMAM60) . . . . . . . . . . . . . . . . . . . 2
Option 2. Print Vendor Master Year-End Listing and Update (AMAM60) . . . . . . . . . 2
Option 3. Print 1099-MISC Report (AMAM60) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Option 4. Reset and Save NEC Calendar YTD Statistics (AMAM60) . . . . . . . . . . . . 3
Option 5. Print 1099-MISC Forms (AMAM60) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
AMA651—Print 1099-MISC Forms (Options) . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Chapter 9. File Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
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Option 1. Update General Ledger Master (AMAM70) . . . . . . . . . . . . . . . . . . . . . . . . 2

AMV041—General Ledger Maintenance (Select) . . . . . . . . . . . . . . . . . . . . . . . 2
AMV042—General Ledger Maintenance (Add, Change, or Delete) . . . . . . . . . 4
AMV043—General Ledger Maintenance (Status) . . . . . . . . . . . . . . . . . . . . . . 5
Option 2. Update Vendor Master (AMAM70) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
AMV771—Vendor Master–File Maintenance (Select) . . . . . . . . . . . . . . . . . . . 7
AMV772—Vendor Master–File Maintenance (Add/Change) (Page 1 of 3) . . . . 9
AMV778—Vendor Master–File Maintenance (Add/Change) (Page 2 of 3) . . . 15
AMV773—Vendor Master–File Maintenance (Add/ Change) (Page 3 of 3) . . . 18
AMV774—Vendor Master–File Maintenance (Delete, Suspend, or Reactivate)
(Page 1 of 3) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
AMV779—Vendor Master–File Maintenance (Delete, Suspend, or Reactivate)
(Page 2 of 3) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
AMV775—Vendor Master–File Maintenance (Delete, Suspend, or Reactivate)
(Page 3 of 3) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
AMV770—Vendor Master–File Maintenance (Copy) . . . . . . . . . . . . . . . . . . . 24
AMV776—Vendor Master–File Maintenance (Status) . . . . . . . . . . . . . . . . . . 26
Option 3. Update Open Payables (AMAM70) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
AMA8A1—Open Payables–File Maintenance (Select) . . . . . . . . . . . . . . . . . . 27
AMA8A2—Open Payables–File Maintenance (Change) . . . . . . . . . . . . . . . . 28
AMA8A4—Open Payables–File Maintenance (Status) . . . . . . . . . . . . . . . . . . 30
Option 4. Update Landed Cost Master (AMAM70) . . . . . . . . . . . . . . . . . . . . . . . . . 31
AMV081—Landed Cost Master–File Maintenance (Select) . . . . . . . . . . . . . . 32
AMV082—Landed Cost Master–File Maintenance (Add/Change) . . . . . . . . . 33
AMV083—Landed Cost Master–File Maintenance (Delete) . . . . . . . . . . . . . . 34
AMV084—Landed Cost Master–File Maintenance (Status) . . . . . . . . . . . . . . 36
Option 5. Update Bank Account Master (AMAM70) . . . . . . . . . . . . . . . . . . . . . . . 37
AMA7D1—Bank Account Master–File Maintenance (Select) . . . . . . . . . . . . . 37
AMA7D2—Bank Account Master–File Maintenance (Add / Change /Delete) . 38
AMA7D3—Bank Account Master–File Maintenance (Change) . . . . . . . . . . . 40
AMA7D4—Bank Account Master–File Maintenance (Change) . . . . . . . . . . . 42
AMA7D5—Bank Account Master–File Maintenance (Status) . . . . . . . . . . . . . 44
Chapter 10. File Listings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Option 1. General Ledger Chart of Accounts–All Accounts (AMAM80) . . . . . . . . . . 2
Option 2. General Ledger Chart of Accounts–Within Limits (AMAM80) . . . . . . . . . . 2
AMV021–Chart of Accounts (Options) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Option 3. Vendor Names and Addresses (AMAM80) . . . . . . . . . . . . . . . . . . . . . . . . 4
Option 4. Vendor Master– All Vendors (AMAM80) . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Option 5. Vendor Master File–Within Limits (AMAM80) . . . . . . . . . . . . . . . . . . . . . . 4
AMA781—Vendor Master File Listing (Options) . . . . . . . . . . . . . . . . . . . . . . . . 4
Option 6. Landed Cost Master (AMAM80) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
AMV091—Landed Cost Master File Listing (Options) . . . . . . . . . . . . . . . . . . . . 6
Option 7. Bank Account Master (AMAM80) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
AMA8H1—Bank Account Master File Listing (Options) . . . . . . . . . . . . . . . . . . 7
Chapter 11. Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Option 1. Vendor Open Invoices (AMAM90) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
AMA201—Vendor Open Invoices Inquiry (Options) . . . . . . . . . . . . . . . . . . . . . . 2
AMA203—Vendor Open Invoices Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Option 2. Aged Open Payables (AMAM90) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
AMA801—Aged Open Payables Inquiry (Options) . . . . . . . . . . . . . . . . . . . . . . 7
AMA802—Aged Open Payables (Inquiry) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Option 3. Vendor Master (AMAM90) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
AMV731—Vendor Master Inquiry (Options) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
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AMV732—Vendor Master Inquiry (Inquiry) (Page 1 of 3) . . . . . . . . . . . . . . . . . . . . 11

AMV734—Vendor Master (Inquiry) (Page 2 of 3) . . . . . . . . . . . . . . . . . . . . . . . . . . 14
AMV733—Vendor Master (Inquiry) (Page 3 of 3) . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Option 4. Invoice Payment History (AMAM90) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
AMA9D1—Invoice Payment History Inquiry (Select) . . . . . . . . . . . . . . . . . . . 20
AMA9D2—Invoice Payment History by Vendor (Inquiry) . . . . . . . . . . . . . . . . 22
AMA9D3—Invoice Payment History by Check (Inquiry) . . . . . . . . . . . . . . . . . 24
AMA9D4—Invoice Payment History by Payment Date (Inquiry) . . . . . . . . . . 26
AMA9D5—Invoice Payment History by Order (Inquiry) . . . . . . . . . . . . . . . . . 28
AMA9D6—Invoice Payment History by Invoice Detail (Inquiry) . . . . . . . . . . . 30
AMA9D7—Invoice Payment History by Invoice (Inquiry) . . . . . . . . . . . . . . . . 32
Option 5. Bank Account Balance (AMAM90) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
AMA8L1—Bank Account Balance (Inquiry) . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
AMA8L2—Bank Account Payment Selections (Inquiry) . . . . . . . . . . . . . . . . . 36
AMA8L3—Bank Account Balance Inquiry (Inquiry) . . . . . . . . . . . . . . . . . . . . 37
AMA8L4—Bank Account Balance Detail (Inquiry) . . . . . . . . . . . . . . . . . . . . . . 39
AMA8L5—Bank Account Balance Detail (Inquiry) . . . . . . . . . . . . . . . . . . . . . . 41
Chapter 12. History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Option 1. Archive Current History (AMAMA0) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
AMAKA1—Archive Current History (Options) . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Option 2. Delete Current History (AMAMA0) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
AMAKA2—Delete Current History (Options) . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Option 3. Restore Archived History (AMAMA0) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
AMAKC1—Restore Archived History (Select) . . . . . . . . . . . . . . . . . . . . . . . . . 5
Option 4. Delete Archived History (AMAMA0) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
AMAKD1—Delete Archived History (Select) . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Option 5. Delete Restored History (AMAMA0) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Chapter 13. Revaluation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Transaction gain/loss . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Open Payables file revaluation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
AMA401—Revaluation (Options) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Chapter 14. Report descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Accounts Payable checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Archive/Delete Invoice Payment History (AMAKB) . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Bank Account Master File Listing (AMA8J) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Bank Account Master File Maintenance (AMA7D) . . . . . . . . . . . . . . . . . . . . . . . . 13
Bank Account Report (AMA70F) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Bank Account Revaluation (AMA41) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Cash Disbursements Journal (AMA311) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Cash Disbursements Register (AMA312) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Cash Disbursements Update (AMA34) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Cash Requirements Report (AMA28) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Currency Conversion Audit Trail (AMV0E) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Deleted Archived Invoice Payment History (AMAKD) . . . . . . . . . . . . . . . . . . . . . . 27
Detail Aged Open Payables (AMA531) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
EDI Invoice Audit Report (AMV90) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
EDI Invoice Batch Report (AMV91) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
General Ledger Chart of Accounts (AMV03) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
General Ledger Master Entry/Change listing (AMV04) . . . . . . . . . . . . . . . . . . . . . 32
General Ledger Master File Initial Load (AMKV1) . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Invoice Entry Edit (Offline) (AMV0H) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Invoice Entry Load (Offline) (AMV0I) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Invoice Entry/Edit (AMV17) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
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Invoice Transaction Proof / Register – Summary (AMV12) . . . . . . . . . . . . . . . . . 46

Invoices Transferred to History (AMA71) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Landed Cost Master File Listing (AMV0A) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Landed Cost File Maintenance (AMV08) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Manual Payment Transaction Gains/Losses (AMA42C) . . . . . . . . . . . . . . . . . . . . 53
Manual Payments Cash Disbursements Journal (AMA42A) . . . . . . . . . . . . . . . . . 54
Manual Payments Cash Disbursements Register (AMA42B) . . . . . . . . . . . . . . . . 57
Manual Payments Inquiry/Report (AMA45) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Open Payables By Due Date (AMA52) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Open Payables By Vendor (AMA51) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Open Payables By Vendor - Halted (AMA512) . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Open Payables Duplicate Invoice Numbers (AMV0G) . . . . . . . . . . . . . . . . . . . . . 66
Open Payables File Maintenance (AMA8A) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Open Payables Revaluation (AMV0B) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Payment Reversal Cash Disbursements Journal (AMA22A) . . . . . . . . . . . . . . . . 71
Payment Reversal Transaction Gains/Losses (AMA22C) . . . . . . . . . . . . . . . . . . . 73
Purchase Journal and Check Reversal Listing (AMV13) . . . . . . . . . . . . . . . . . . . . 75
Purchase Invoices To Inventory Management (AMV0F1) . . . . . . . . . . . . . . . . . . . 77
Purchase Invoices To Production Control & Costing (AMV0F2) . . . . . . . . . . . . . . 78
Purchase Journal Update (AMV14) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Reconciliation Activity Report (AMA70G) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Reconciliation Journal (AMA70H) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Remittance Advice (Print) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Remittance Advice (EDI or Fax) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Summary Aged Open Payables (AMA532) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Temporary General Ledger Listing (AMV61) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Transaction Gains/Losses (AMA313) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Vendor Analysis Report (AMV741) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Vendor Business Analysis Report (AMV742) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Vendor Master File Listing (AMV79) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Vendor Master File Load All Records (AMKA4) . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Vendor Master File Year-End Listing (AMA601) . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Vendor Master File Maintenance (AMV77) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Vendor Master File Year-End Update (AMA602) . . . . . . . . . . . . . . . . . . . . . . . . 102
Vendor Master Names and Addresses/Vendor Contact Sheet (AMV76) . . . . . . 103
1099-MISC Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
1099-MISC Report (AMA61) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Chapter 15. Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Accounts Payable Offline Input–AP-1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Accounts Payable Offline Input–AP-1 (continued) . . . . . . . . . . . . . . . . . . . . . . . 3
Accounts Payable Offline Input–AP-1 (continued) . . . . . . . . . . . . . . . . . . . . . . . 4
General Ledger Master File Maintenance–AP-20 . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Vendor Master File Maintenance–AP-21 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Vendor Master File Maintenance–AP-21 (continued) . . . . . . . . . . . . . . . . . . . . . 7
Vendor Master File Maintenance–AP-21 (continued) . . . . . . . . . . . . . . . . . . . . . 8
Open Payables File Maintenance–AP-22 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Landed Cost Master File Maintenance–AP-23 . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Bank Account Master File Maintenance–AP-24 (1 of 2) . . . . . . . . . . . . . . . . . . . . . 11
Bank Account Master File Maintenance–AP-24 (2 of 2) . . . . . . . . . . . . . . . . . . . . . 12
Batch Control–AP-40 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Control form—AP-41 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Open Payables Control form–AP-42 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
General Ledger Period Control form–AP-43 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
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Contents

Check Control Log form–AP-44 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Chapter 16. Accounting controls and audits . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
How to use these controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
How to use the control forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
How to log transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Grouping invoices and credit memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Filling out control form, AP-41 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Invoice Transaction Proof / Register controls . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Purchase Invoice Journal posting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Cash requirements posting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Cash disbursements posting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Control totals posting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Filling out Open Payables Control form, AP-42 . . . . . . . . . . . . . . . . . . . . . . . . . 6
Filling out General Ledger Period Control form, AP-43 . . . . . . . . . . . . . . . . . . 7
Filling out Check Control Log, AP-44 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Appendix A. Offline file load and data entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Understanding Offline File Load . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Gathering the information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Creating a diskette or disk file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Understanding the file format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Assigning a file name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Processing the offline files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Entering transaction data into offline files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Entering offline files into AP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Processing offline invoices and credit memos . . . . . . . . . . . . . . . . . . . . . . . . . . 4
File formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Appendix B. Security areas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
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Chapter 1. Introducing the Accounts Payable application

This chapter contains general information you need to know about what Accounts
Payable does and how it works on the System i.
What Accounts Payable does................................................................................... 1-1
How the information flows within Accounts Payable ................................................ 1-4
How the application is designed ............................................................................... 1-6
Overview of euro currency support......................................................................... 1-18
Application functional enhancements ..................................................................... 1-20

Some concepts and features that are common to most of the XA applications are
discussed in two other books: Getting Started with Infor ERP XA and Planning and
Installing Infor ERP XA.
• Menus and displays
• Graphics support
• Group Job support
• Master file searches
• Audits and controls
• Security

What Accounts Payable does

The Accounts Payable (AP) application uses an accrual or cash accounting system to
keep accurate and detailed records of vendor invoices and credit memos from the
time they are entered until they are purged from Open Payables.

The Accounts Payable Main Menu

To understand how the AP application works in more detail, you need to understand
the menus and their functions. The Main Menu offers eleven choices of operation.
Except for options 3 and 11, these choices lead to secondary menus that offer varying
numbers of defined operations. The next page shows a summary of the AP menu
functions.
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AMAM00 Accounting Management Accounts Payable **********

Main Menu

Type option or command; press Enter.

1. Payables Processing >>

2. Cash Disbursements Processing >>
3. Bank Reconciliation
4. Demand Reports >>
5. Monthly General Ledger Entries >>
6. Year-End Close >>
7. File Maintenance >>
8. File Listings >>
9. Inquiry >>
10. History >>
11. Revaluation

==> _________________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F10=Actions

F11=Job status F12=Return F22=Messages

Option 1. Payables Processing. Use this option to enter and review invoices and
credit memos.
Option 2. Cash Disbursements Processing. Use this option to enter payment
selections, print checks and reports, enter manual payments, and payment reversals.
Option 3. Bank Reconciliation. Use this option to display and reconcile checks,
renumber checks, enter bank charges, purge reconciled or voided checks and
deposits, and print reports that document the reconciliation session.
Option 4. Demand Reports. Use this option to select one of the reports available in
Accounts Payable other than those that can be printed using other options on the
Accounts Payable menu.
Option 5. Monthly General Ledger Entries. Use this option to print and/or clear the
Temporary General Ledger transactions.
Option 6. Year-End Close. Use this option to print year-end vendor statistics, 1099-
MISC report and forms, and reset and save the NEC Calendar YTD statistics.
Option 7. File Maintenance. Use this option to select file maintenance.
Option 8. File Listings. Use this option to list information from the master files.
Option 9. Inquiry. Use this option to display information from the master files and
history.
Option 10. History. Use this option to archive, delete, and restore current, archived,
and restored history.
Option 11. Revaluation. Use this option to revalue the local currency to another
exchange rate.

Accounts Payable interfaces

AP sends information to …
CA. For purchased material charged to a contract (through PCC)
EC. Payments/remittance advice.
GL. Purchase journal distribution and cash disbursements.
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IM. Cost adjustment transactions.

MMS. Invoice transactions to update MRO requisitions, work orders, and inventory
information.
PC&C. Miscellaneous charge transactions.
PUR. P.O. status for invoiced amounts (quantities and prices)

AP receives information from …

AR. Deposits added directly to the bank account file.
EC. Invoices, invoice credit adjustments, motor carrier freight invoices, and freight
invoices to customers.
PUR. P.O. information required to verify that invoiced items were actually ordered,
received as ordered, priced as expected, and invoiced as expected.

How the information flows between Accounts Payable and other

applications
Passing information between applications is a two-step process. During install/tailor,
you first select the Accounts Payable interface to the applications. Once you have
selected the interface and completed installation/tailoring, you must then activate the
interface to the application using Cross Application Support (CAS).
• If the Accounts Receivable (AR) application is installed and the AP to AR interface
is activated, AR sends deposits to the Accounts Payable Bank Account Master
file. If multi-currency support is active, AR passes amounts to AP in four
currencies: trading, local, payment, and bank account.
• If the General Ledger application (GL) is installed and interfacing, the Accounts
Payable application verifies account numbers and passes purchase journal
transactions to General Ledger. Accounts Payable also generates and passes
cash disbursements transaction to General Ledger for payables processing
prepaid invoices and prepaid credit memos, as well as for the cash disbursements
processing functions. If multi-currency support is active, amounts are passed to
General Ledger in local currency.
• If the Inventory Management application (IM) is installed and interfacing,
Accounts Payable edits invoice and credit memo cost adjustment transactions
against the open order data base. Accounts Payable verifies the existence of the
item number on the purchase order (if Purchasing is also installed) and the
existence of the line item in the Item Balance file. To automatically pass the
transactions you must activate the AP to IM interface through CAS. If multi-
currency support is active, amounts are passed to IM in local currency.
• If the Maintenance Management System (MMS) is installed and interfacing,
Accounts Payable invoicing sends invoice transactions to MMS to update
Maintenance, Repair, and Overhaul (MRO) requisitions, work orders, and
inventory information. File maintenance actions for MRO vendor and vendor/item
files also update MMS files simultaneously.
• If the Production Control and Costing (PC&C) application is installed and
interfacing, Accounts Payable edits invoice and credit memo miscellaneous
charge and outside operation transactions against the open order data base.
Accounts Payable verifies the manufacturing order number, order status, charge
to operation and the miscellaneous charge number. To automatically pass the
transactions you must activate the AP to PC&C interface through CAS. If multi-
currency support is active, amounts are passed to PC&C in local currency.
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• If the Purchasing (PUR) application is also installed, payables processing along

with Vendor Master file maintenance, can be processed by either the Purchasing
or Accounts Payable application. Invoices can also be automatically generated
from either application. If multi-currency support is active, amounts are passed to
Purchasing in both trading (the amounts you enter) and local (the amounts
converted by the application) currency.
Note: Certain fields shown in the Payables Processing chapters of the
Accounts Payable User’s Guide apply only to the Purchasing application and do
not appear on displays if Purchasing is not installed.

How the information flows within Accounts Payable

Figure 1-1 shows how information flows through the Accounts Payable application.
The following paragraphs indicate the order in which information flows through the
application.
1. Invoices and credit memos are entered through the work station or from a diskette
or disk file. It is also possible to receive invoices from your business partners
electronically using electronic data interchange (EDI). Invoices are posted to the
Open Payables files. The Purchase Invoice Journal is printed. Updates are made
to the Open Payables, Vendor Master, Temporary G/L, and Check Reconciliation
files.
2. Open Payables listings are produced to aid in making payment selections.
3. Items due for payment are selected and a Cash Requirements Report can be
printed.
4. If you decide to continue, the application produces the Cash Disbursements
Journal, Cash Disbursements Register, Transaction Gains/Losses report, and
checks. (The Cash Disbursements Journal is used as an audit trail for
transactions if the General Ledger application is installed. Transaction Gains/
Losses reports are only produced if multi-currency support is active and if there
were transaction gains or losses to report). Payments may also be sent to the
interface files, CHECKF and REMITF.
5. When the bank statement is received, the information is entered to perform bank
reconciliation. Once reconciliation has occurred, you can purge selected
reconciled and voided records from the files in either test or purge mode and
transfer the paid invoices to the history file.
6. On request, the Vendor Business Analysis Report, Vendor Analysis Report,
Summary Aged Open Payables, Detailed Aged Open Payables report, Open
Payables reports, Vendor Master file listings, Vendor Master File Year-End
Listing, and Temporary General Ledger Listing (available if general ledger
distribution is used) can be printed. Open Payables reports print an additional
total line for euro currency when the vendor is euro-participating.
7. If multi-currency support is active, two sets of amounts, trading and local, are
required by the application. Local currency amounts are always in the national
currency and always derived from the trading currency amounts. Exchange rates
may be converted using the CAS Currency Conversion Routine, by entering an
explicit exchange rate, or by using rates derived from pre-payments such as
letters of credit. For information on euro currency, see “During the transition
period, various reports can be printed in euro or the trading partner’s currency.
After the transition period, when all transactions are in euro, all reports and
documents will only be available in euro. These reports are intended for analyzing
trading partner performance and account status, and are not intended to be sent
to your trading partners.” later in this chapter.
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8. You can inquire about invoice payment history when you want to review
information from the Current Invoice Payment History file, the Restored Invoice
Payment History file, or both files; about vendor open invoices and aged open
payables when you want to review open invoices in the Vendor Master and Open
Payables files; and also about bank account balances or payment selection totals
for all bank accounts, and payment methods. If multi-currency support is active,
amounts are tracked in both payment and local currency. Inquiry displays allow
the use of a function key to toggle betwseen local, trading, and alternate currency
when the vendor is euro-participating.

Figure 1-1. Flow of information within Accounts Payable

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How the application is designed

In XA, a standard system structure supports the Accounts Payable application and
system functions. Most of the structure elements, for example, using menus and
displays, and group job support, are discussed in the Getting Started with Infor ERP
XA book. Some of the structure elements are discussed here:
• Menus and displays: Two basic types of information appear at the work station.
One is a menu (a list of options) from which you choose the tasks to be
performed; the other is a display you use to perform a chosen task.
• Data entry and update methods: You can enter transactions on data entry
displays or you can enter the information from a diskette or disk file. In some
instances, you store the data to process it later in batch mode.
• Master file searches: You can use master file searches to look up information in
various master files by typing a question mark in a field that supports searching.
• Group Job support: You can use Group Job support to perform concurrently a
number of interactive jobs from different applications at a single work station. The
CAS User’s Guide also give more information about using Group Job support.
• Notes function: The Note Tasks function is a XA activity, using OfficeVision/400*,
that allows you to maintain notes for customer, invoice, customer order, item, or
vendor numbers depending on the type of information the Accounts Payable
application uses. For more information, see Chapter 4 in the Getting Started with
Infor ERP XA book and the Help text for the Note Tasks function.
• Batches: When you enter payables transactions, the application stores them in
batches on disk storage. The batches can be selected for review or changes
using a display. The same display is used for creating batches of data entered
from work stations.
• Files: Files are collections of information organized in a meaningful way. Some
files contain relatively permanent information and they are called master files.
Other files are used to store information until it is processed, printed, or moved to
a master file. They are called work files or transaction files. All files are composed
of records which are composed of fields. Each field is an item of data such as a
vendor name.
• Major reports: The Accounts Payable application provides reports for tracking all
invoice and payment transactions throughout the application.
• Inquiries: In addition to reports, you may want to request specific information
about vendors, invoices, payment histories, bank account balances, and so on, to
appear on the display. A request of this type is called an inquiry. You can not
change any of the information that appears on the inquiry displays. If multi-
currency support is active, the displays contain a function key to allow you to
toggle between local and trading currencies. If the vendor is euro-participating,
the toggle also allows you to display the alternate currency when it is different
from the trading currency.
Accounts Payable supports the following inquiries:
- Vendor Open Invoices
- Aged Open Payables
- Vendor Master
- Invoice Payment History
- Bank Account Balance.
• Security: Access to information in your files is maintained by security controls in
the system and the Accounts Payable application.
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• Application tailoring: Application tailoring is the process of adapting the Accounts

Payable application to fit your business. The application is tailored during
installation by answering a questionnaire. Planning and Installing Infor ERP XA
describes this process in detail.

Data entry and update methods

Data entry is the process of getting your transaction data, such as invoices and credit
memos and manual payment updates, into the computing system. Updating is the
process of applying the entered transactions to your master files.

There are two ways of entering transactions: one at a time from a work station, which
is referred to as interactive or online data entry; or in a batch that has been recorded
on diskette or disk file, which is referred to as batch data entry. In either case, the
application edits the transactions and indicates any errors it detects.

Likewise, there are two ways of updating the master file with the entered transactions:
one transaction at a time, immediately after it has been entered and edited, or by the
batch. The first way is called immediate or online update; the second way is called
batch update. Immediate update normally uses interactive data entry and applies one
transaction at a time to the master files. Batch update uses an entire batch of
transactions that you entered either interactively or from a diskette or disk file. The
batch is then edited and held in a transaction file until the update operation is
requested.

The primary advantage of interactive data entry with immediate update is that master
files are up-to-the-minute; the response to an inquiry, for example, takes into account
the manual payment update that was entered seconds ago. The primary advantage of
batch update is that transactions can be processed whenever you choose—such as
during periods when the computing system is not busy answering inquiries and
editing transactions. Also, errors can be deleted and corrected before master files are
updated.

Batches
A batch, as indicated in a preceding discussion, is a group of transactions that are to
be processed together and applied to the master files. The transactions can be
grouped by type (such as all regular invoices or all credit memos), by order of
occurrence (such as one batch for each 100 transactions), by complexity (one person
is trained to handle a particular kind of transaction), or by some other category that
suits your business.

The transactions are entered into the computing system from a work station or from a
diskette or disk file. Either way, they become records in a transaction file in disk
storage.

The application keeps track of each batch’s status and shows it on the Data Entry
Control display. The Data Entry Control display, therefore, is the starting place for any
interactive data entry, whether for entering a new batch of transactions or for working
on an existing batch that was entered from diskette or disk file.

For Accounts Payable, using the Data Entry Control display (AMVBA1) is a
preliminary step for each of the following operations:
• Entering payables transactions online (regular invoices, credit memos and
change/delete of posted OPNPAY invoices)
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• Correcting a previously entered batch of transactions

• Correcting diskette batches online.

Files
Information in the Accounts Payable application is maintained in three kinds of files: a
system control file, master files, and work files.

System Control file (SYSCTL)

The System Control file is the major system file for XA. It shows relatively unchanging
information that is used by more than one application or operation. When you install
an application and enter responses to the Questionnaire, the information is stored in
SYSCTL. It contains the functional options you chose, the report options you chose,
and any constant information you entered (such as company name). To change
information in the System Control file, answer the Questionnaire again or use Cross
Application Support file maintenance.

Master files

Master files in the Accounts Payable application are created during application
tailoring. Information contained in these files is relatively permanent and is used
repeatedly in processing invoices, checks and reports. For example, vendors’ names
and addresses are stored in the Vendor Master file. This information is termed “static”
because it is seldom changed. “Dynamic” information, also contained in master files,
includes items such as outstanding balances. Some of the master files have a field or
group of fields called a key. The key is used to identify a record in the file and to
access information from the record. The Accounts Payable application has the
following master files:
• Bank Account Master (BANKAB)
• Landed Cost Master (LNDCST)
• Open Payables (OPNPAY)
• Vendor Master (VENNAM).

Bank Account Master file (BANKAB). The Bank Account Master file contains
records for each bank account and payment method as well as bank balances.
Companies having multiple bank accounts can use multiple payment methods they
define, and have multiple accounts denominated in any currency.

Landed Cost Master (LNDCST). The Landed Cost Master file contains all of the
information used to estimate and accrue importation costs that are not on the invoice
and pass these costs to IM, PC&C, and GL. You indicate a landed cost accrual is
needed by entering a landed cost code in data entry that references a record in the
Landed Cost Master file.

Open Payables file (OPNPAY). The Open Payables files contain records of all the
open invoices and credit memos to be paid in the Accounts Payable application. The
following files make up the Open Payables files:
File name. File description

OPNPAYH. Purchase Order header

OPNPAYM. Invoice header
OPNPAYN. Invoice detail
OPNPAYO. Name and address
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OPNPAYP. Payment detail

OPNPAYS. Special Charge, Tax, and Freight detail
OPNPAYT. Extended Tax

In the Open Payables files, the company number, vendor numbers, payment selection
number, record code and a system-generated distribution sequence number are used
together to form the key to identify each record. Generally, when you want information
about a specific invoice you will need to know only the company number (if you have
more than one company), vendor number, and the payment information that was
assigned to the invoice when it was added to the Open Payables file.

Vendor Master file (VENNAM). The Vendor Master file contains a record for every
vendor with whom your company regularly does business. It also contains one record
for each assignee to whom checks are written. In the Vendor Master file, vendor
number is used to identify records in the file. Each vendor and assignee must have a
unique vendor number. A vendor may also be an assignee, in which case only one
number is necessary. Information concerning total invoice amounts this year and last
year as well as total discount amounts this year and last year are contained in these
records. Nonemployee compensation (NEC) amounts allocated to vendors, if they
apply, are contained in these records. All assignee check amounts are updated to the
primary vendor number record.

The Currency ID, local currency amounts, bank account numbers, and enterprise
code in the Vendor Master file support multi-currency support. In addition, the tax
suffix and tax ID number support extended tax processing and expanded address
information is provided to support international address requirements.

Before you assign a unique number to your vendors, you may want to consider that
the Vendor Master file keeps only one set of statistics for each vendor, regardless of
the company with whom the vendor was doing business. If a vendor does business
with several companies, there are no separate statistics on how much business was
done with each company. However, an easy way to get vendor statistics by company
is to assign the vendor number so that the first two digits represent the company
involved and the last four digits represent the unique vendor. Specifically, vendor 1234
does business with companies 01, 02, and 03. If you want statistics by company,
create three Vendor Master records with vendor numbers 011234, 021234, and
031234. An advantage to using this scheme is that you can print the information by
company from any menu option that allows you to enter a range of vendor numbers.
For example, you can print the 1099-MISC forms for company number 02 by entering
a range of vendors 020000 - 029999.

Vendors with whom you do not regularly do business need not be added to the file (for
example, a vendor from whom you have made a one time purchase). Such vendors
are called miscellaneous vendors and are assigned vendor number 000000 for data
entry purposes. Business done with all miscellaneous vendors is summarized in the
record for vendor number 000000. You cannot enter or process credit memos against
a miscellaneous vendor.

To ensure the integrity of the Vendor Master file, you should protect it so that the
statistical amount information cannot be changed or deleted. You protect the file by
requiring that only operators assigned to a specified security level can delete or
change the statistical amounts. For additional information about the protect feature,
see the discussion on “Vendor Master file protection”.

Depending upon the options chosen during the installation of Accounts Payable and
the other application installed, many other files may be used:
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• General Ledger (GELMAS)

• Manufacturing Order Master (MOMAST)
• Open Order Miscellaneous Detail (MOMISC)
• Open Order Operations Detail (MOROUT)
• Override Name/Address (OVERRD)
• Purchase Order Item (POITEM)
• Purchase Order Master (POMAST)
• Purchase Order Blanket (POBLKT)
• Purchase Order Debit (PODEBT)
• Free on Board (FRGHTF)
• Ship Via (SHIPVF)
• Terms (TERMSF).

General Ledger Master file (GELMAS) . The Accounts Payable application uses
this file only if you chose the general ledger distribution option during application
tailoring. If the General Ledger application is installed and interfacing, Accounts
Payable uses the file for verification of account numbers.

The General Ledger Master file may contain a maximum of three records (a current
record, a last year record and a budget record) for each general ledger account in the
file. Accounts Payable uses only the current record. In the General Ledger Master file,
the company number, general ledger account number, and the record type code
(always assumed to be 1, for current record, by Accounts Payable) are used together
to identify each record. A current budget record and a last year record may also be
present for each general ledger account. The type code of these records is 2 and 3
respectively.

Manufacturing Order Master file (MOMAST) . If Accounts Payable is interfacing

with the Production Control and Costing application, the Manufacturing Order Master
file is used to verify the order number of outside operations transactions.

Open Order Miscellaneous Detail file (MOMISC). If Accounts Payable is interfacing

with the Production Control and Costing application, the Open Order Miscellaneous
Detail file is used. It contains all of the open order miscellaneous charges (detail
records) for the open order data base. These charges are only for manufacturing
orders. The miscellaneous charge provides a way of describing costs for
manufacturing orders that cannot be related directly to any particular job step.
Miscellaneous charges can be used for fixed costs as well as costs that vary.

Open Order Operations Detail file (MOROUT). If Accounts Payable is interfacing

with the Production Control and Costing application, the Open Order Operations
Detail file is used to verify the operation number for outside operation costs.

Purchase Order Item file (POITEM). If Accounts Payable is interfacing with the
Inventory Management application, the Purchase Order Item file is used to verify the
purchase order number, item number, and warehouse for cost adjustments as well as
purchasing data.

Purchase Order Master file (POMAST). If you are invoicing with Purchasing, the
Purchase Order Master file is used to verify the purchase order number, status,
expected amounts, expected quantities, and the vendor number. When invoices are
auto generated from the purchase order, this file provides all the information for the
invoice header.

These files support multi-currency support, VAT, extended field lengths, and the
History function.
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Bank Account Payment Selections file (BANKAP) . The Bank Account Payment
Selections file (BANKAP) keeps track of payment selections by company, bank
account, payment method, and expected pay date. Totals are maintained by using the
payment selection menu option on the Cash Disbursements Processing menu
(AMAM20).

Bank Reconciliation Deposits file (CHECKA). The Bank Reconciliation Deposits

(CHECKA) file contains records for each outstanding deposit. It supports multiple
bank accounts within a company and multiple payment methods within a bank
account. This file also contains the reconciliation status code which is used to identify
whether transactions have cleared the bank.

Bank Reconciliation Payment file (CHECKB). The Bank Reconciliation (CHECKB)

file contains records for each outstanding check. In the Bank Reconciliation file,
company number, cash-in-bank account number (zero if general ledger distribution is
not used), and the check number are used to identify each record. As checks are
reconciled or voided, you can choose whether or not you want to remove them from
this file. In addition, if you chose multi-currency support during application tailoring,
records activity in bank account, trading, payment, and local currencies. By requiring
that only operators with a specified security level can use the bank reconciliation
procedure to add outstanding checks to the file, you protect the file and ensure that
outstanding checks are added to the file only at your specific request. Refer to
Appendix B and in the CAS User’s Guide and Planning and Installing Infor ERP XA for
additional information about Accounts Payable and security levels.

Bank Reconciliation Payment History file (CHECKH) . The Bank Reconciliation

Payment History (CHECKH) file is used only if you chose to implement Invoice
Payment History during application tailoring. Records are created in this file when
CHECKB payment records are deleted. The records contain the accumulated amount
of the check and any adjustments. The file is used to hold the total payment amount
until the Current Invoice Payment History (APHSTS) file is written.

Currency ID file (CURRID) . The Currency ID file (CURRID) contains the information
used to convert local currency amounts to foreign currency and foreign currency
amounts to local currency. This file is maintained through Cross Application Support.
See “Multiple Currency Support” in the CAS User’s Guide for additional information.

Current Invoice Payment History file (APHSTS) . The Current Invoice Payment
History file (APHSTS) is used only if you chose to implement invoice payment history
during application tailoring. Records are created in this file when an invoice is deleted
from the Open Payables file.

Manual Payments (MANPAY). The Manual Payments file (MANPAY) contains

information used to track manual payments and the invoices that have been applied
against the payments.

Restored Invoice Payment History file (APHRSS). The Restored Invoice Payment
History file (APHRSS) is used only if you chose to save invoice payment information
to history. The choice is made during application tailoring.

Information in the Current Invoice Payment History file may be archived and saved to
tape. The archived files may be restored to the system when required. When archived
files are restored to the system, the information is placed in the Restored Invoice
Payment History file.
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Override Address file (OVERRD) . The Override Address file (OVERRD) is used to
override the vendor’s address for an invoice. It is also used to obtain address
information for a miscellaneous vendor (000000) on a Purchasing style invoice.

Purchase Order Blanket Release file (POBLKT). If you are invoicing with
Purchasing, the Purchase Order Blanket Release file (POBLKT) is used, to verify the
release number and blanket item amounts.

Purchase Order Debit Memo file (PODEBT). If you are invoicing with Purchasing,
the Purchase Order Debit Memo file (PODEBT) is used to verify the debit memo
number, amount and quantity when entering a credit memo.

Terms file (TERMSF) . If you are invoicing with Purchasing, the Terms file (TERMSF)
is used to verify an entered terms code.

Free on Board file (FRGHTF). If you are invoicing with Purchasing, the Free on
Board file (FRGHTF) is used to verify an entered FOB (Free on Board) code.

Ship Via file (SHIPVF) . If you are invoicing with Purchasing, the Ship Via file
(SHIPVF) is used to verify an entered via code.

Work files

Work files are used by the Accounts Payable application to hold transaction
information as you enter and pay vendor invoices. Work files include:
• Payables Work. The Payables Work file (PAYWRC) control record includes local
currency amounts. One record exists for each batch.
• The Payables Work Purchase Order Header (PAYWRKH) file contains the
information for each purchase order is carried in this file. Each purchase order
has its own record.
• The Payables Work Invoice Header (PAYWRKM) includes multi-currency support
fields, such as:
- Currency ID, Override Exchange Rate, Exchange Rate Date, and Local
currency amounts.
- Tax, Freight, and Special Charge amounts reflect how invoices are entered.
- Tax Suffix and Tax Date support reversal of tax data.
- Bank Account and Payment Method record prepaid invoices.
- The Total Gross Payment Amount shows how much is being paid against the
invoice in trading currency.
• The Payables Work Invoice Details (PAYWRKN) file includes the following:
- Landed Cost Code supports import accounting calculations.
- Local currency amounts and Debit Memo Exchange Rate support multi-
currency support.
• The Payables Work Miscellaneous Vendor Address (PAYWRKO) file supports
multi-country mailing address functions.
• The Payables Work Special Charges Detail (PAYWRKS) file contains special
charges, tax and freight details. Prorate Special Charges Code and Landed Cost
Code support import accounting calculations.
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• The Payables Work Extended Tax (PAYWRKT) file contains all records for
processing extended tax such as accrued use tax and tax in price.
• A Tax Indicator suffix and code supports extended tax processing.
• Payment Selection
• The Payment Selection (PAYSLT) file is a temporary file that contains
summarized vendor information used only during payment selection.
• Accounts Payable Check Interface
• Records are created in the Accounts Payable Check Interface (CHECKF) file on
demand by the Print Checks menu option. The file is used as input to locally
developed check print programs.
• Remittance Advice Interface
• Records are created in the Remittance Advice Interface (REMITF) file on demand
by the Print Checks menu option. The file is used as input to locally developed
remittance advice print programs.
• Shop Activity Update (SHPACT), if Accounts Payable is interfacing with the
Production Control and Costing application.
• Temporary General Ledger (TEMGEN), if you selected the general ledger
distribution option during application tailoring, all Purchase Journal and Cash
Disbursements Journal entries will be posted to this file.
• Offline Inventory Transaction file (INVENT), if Accounts Payable is interfacing with
the Inventory Management application.

Master file searches

XA has master file searches that you can use to look up information in various master
files. To begin a search, type a question mark (?) in a field that supports searching.
Chapters 3–16 in this book identify the eligible fields.

After you type a question mark in an eligible field, use FIELD EXIT, and then press
Enter. A display appears on which you describe the type of search you want and what
you want to find.

Major reports
This section defines available reports with this application. Chapter 14 “Report
descriptions” contains more information on the reports.

Accounts Payable checks

Checks are printed and a record for each check is added to the Bank Reconciliation
Master file to aid in balancing the bank statement. As each check is printed, a
statement of remittance, listing all invoices paid by the check, is also prepared. If the
number of invoices being paid exceeds the number that can be printed on the check
stub, the excess invoices are stored for later printing on a continuous form remittance
advice stub. This means that checks do not have to be voided by the system when
more invoices are being paid than can fit on the stub attached to the check.
 Page 1-14
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Bank Account Report

The Bank Account Report shows all deposit and check activity. Depending on the
options selected, you can use it as either a Check/Deposits register or a reconciliation
document. Checks print first. After the last check prints, a new page is forced and all
deposits are printed.

Cash Disbursements Journal

This report indicates each invoice being paid and invoices that have been prepaid. If
you selected general ledger distribution during application tailoring, cash
disbursements transactions are generated and added to the Temporary General
Ledger file. If the General Ledger application is also installed and Accounts Payable is
interfacing with General Ledger, the transactions will be available for processing by
that application. Normally, these entries are debits to the general ledger accounts
payable (accrual accounting method) or expense (cash accounting method) accounts
and credits to the general ledger cash-in-bank account. If discounts are being taken,
credits are also made to the general ledger discount account. This report only prints if
you selected general ledger distribution during application tailoring.

In addition to the Journal, a Register and Transaction Gain/Loss report is printed for
the Cash Disbursements, Payment Reversals and Manual Payments options on the
Cash Disbursements Processing menu.

Cash Requirements Report

This report is printed as needed. You can request the report to print in detail or
summary form. If the summary report is chosen, no detail information is printed. The
report shows how much money is needed to cover the checks and prints in assignee,
vendor number, and invoice sequence.

The detail report shows amounts in bank account currency. When a partial payment is
made, the original amount and balance due amounts are shown in trading currency. If
multi-currency support is active, the currency ID used appears on the report.

Detail or Summary Aged Open Payables

This report shows the net amount due for vendor invoices and spreads these amounts
to four due dates the user enters. The report can show each invoice with totals by
vendor or it can list the vendor totals only. The report will not reflect invoices that are
due later than the last due date entered. If the vendor is euro-participating, a total for
euro currency is added to the report.

Open Payables by Due Date

This report shows invoices in chronological sequence by due date. You can use this
report as a checkoff list of the status of invoices in the Open Payables file. The report
can be prepared with all open payables included or with current payables only. The
application assumes that any invoice past due or due within the next 30 days is
current. If the vendor is euro-participating, a total for euro currency is added to the
report.
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Contents Index

Open Payables by Vendor

This report lists invoices in sequence by vendor. You can use the listing to determine
which invoices are to be paid. If the vendor is euro-participating, a total for euro
currency is added to the report.

Purchase Invoice Journal

This report shows the transactions that were processed in the Accounts Payable
“posting” step. If you selected general ledger distribution during application tailoring
and you use accrual accounting, the Purchase Invoice Journal lists all purchase
distributions to the General Ledger and debits/credits the Accounts Payable general
ledger number with the total of purchases.

If the Purchase Invoice Journal prints without serious errors, the listed transactions
are automatically used to update the Accounts Payable files.

Regular invoices and credit memos are added to the Open Payables file. Automatic
credit memo entries cause the invoices to be deleted from the Open Payables file. If
General Ledger, Production Control and Costing, or Inventory Management is
installed and interfacing, Accounts Payable passes transactions to those applications.

Reconciliation Activity Report

The Reconciliation Activity Report shows status, amount and bank charges recorded
during the session. If a check has been renumbered, the message
*** RENUMBERED *** appears on the report.

Temporary General Ledger Listing

This report shows distribution of accounts payable journal transactions by general

ledger account number. The report can be printed only if you selected the general
ledger distribution option during application tailoring. Normally, you print the report at
the end of an entry period and also request that the distribution transactions be
deleted from the temporary general ledger file. If Accounts Payable is interfacing with
the General Ledger application, a request for deletion of the transactions must come
from a General Ledger menu. Before the General Ledger application deletes the
transactions, they are used to post account totals to the General Ledger Master file.

Vendor Analysis and Vendor Business Analysis Reports

The Vendor Analysis Report prints statistical information in vendor number sequence.
The Vendor Business Analysis Report prints statistical information for each vendor in
descending year-to-date purchase amount sequence. If multi-currency support is
active, the trading currency version of the report prints by primary currency ID.

1099-MISC Report

This report shows all vendors who were paid nonemployee compensation amounts.
The report also shows vendors’ addresses, social security or federal taxpayer
identification numbers, and the nonemployee compensation amounts.
 Page 1-16
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Inquiries
In addition to reports, you may want to request that certain current information be
shown on a display. This is called an inquiry. In Accounts Payable, you can inquire
about:
• All open invoices for a vendor.
• The total amounts due within aging dates for invoices in the Open Payables file.
• The invoice payment history for all invoices, current or restored.
• The currency ID, tax suffix, city and country information as well as bank account
numbers and sales tax IDs in the Vendor Master file.

On the Inquiry displays you can use a function key to toggle between local, trading,
and alternate currencies (if the vendor is euro-participating).

Security
The System i system has several security features which you can use depending on
your needs. For instance, the keylock power switch allows you to lock your work
stations and/or central processing unit so that no one can use them without a key.
Another security feature, the password, is assigned to each operator by the
installation supervisor. The operator must enter the proper password when signing on
to the work station. The CAS User’s Guide covers the security features that pertain to
the entire installation.
Note: XA includes an optional security system called Personal Menu Maintenance.
Refer to the CAS User’s Guide for more information.

After you install your application, you can authorize users of your system to perform
tasks according to security levels. For example, a person cannot use file maintenance
options to change master files unless authorized to do so.

Additional security is provided for the following Accounts Payable functions:

• Payables Processing
• Cash Disbursements Processing
• Bank Reconciliation File Protection
• Demand Reports and File Listings
• Monthly and Yearly Update Processing
• File Maintenance
• Vendor Master File Maintenance Protection
• Inquiry (Bank Account)
• History
• Revaluation.

These safeguards are designed to prevent unauthorized access to master files,

reports, and Accounts Payable processing functions. For more information on how to
activate and use these functional areas of security, see the CAS User’s Guide.

Lockups
Under certain conditions, Accounts Payable programs may lock up (that is, remain
input-inhibited) with other programs. These lockups generally occur when two or more
work stations try to update the same record at the same time. Although these
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Contents Index

situations are relatively infrequent, they can occur during invoice entry, post, or file
maintenance.

To avoid a lockup situation, you should schedule file maintenance so it does not run at
the same time as invoice entry or posting. If lockups occur, you can resolve them by
canceling the file maintenance program, which will unlock any other input-inhibited
programs. Do not cancel any other programs. After you have resolved the lockup,
restart the file maintenance function. Note that you will need to enter the changes
again for the record that was on the display when the lockup occurred.

Using eWorkPlace with XA documentation

eWorkPlace (eWP) is the Microsoft®‚ Windows‘™-based graphical user interface for
XA. The eWP windows co-exist with the XA character-based displays, called Host
screens. If you are using eWP, you can view the corresponding Host screen for any
eWP window, if necessary.
Note: If you have modified a Host screen, the GUI default is used. The default GUI
feature can be enabled or disabled.

The user’s guides and help text contain instructions that reference the host XA
screens (called panels and displays) rather than the eWP windows.

To understand how a Host screen instruction relates to an action on a eWP window, it

is helpful to look for text on a window control that corresponds to the instruction. For
example, Cancel on a button and on a File pull-down corresponds to the user guide
instruction “use F12=Cancel to return to the previous display”.
Note: For the instruction “press Enter”, the corresponding control on an eWP
window is an OK button.

The following table shows other examples of instructions from the documentation and
the corresponding actions you take on the eWorkPlace window.

Documentation instructions eWorkPlace actions

To change the details of a vendor, type 2 Select a vendor, then select Change or
next to the vendor and press Enter. type C from the List menu or select
Change using the right mouse. Click the
OK button.
To create a vendor, use F6. Select Create on the Functions menu or
click the Create button.
Position to command. If you want to skip Type the full or partial command in the
to a particular command, type the full or position to entry field and click the
partial command. Position button.
Type the information requested and Type values in or select values for the
press Enter. entry fields and click the OK button.
Type the information requested and use Type values in or select values for the
a function key. entry fields and click a button or select an
action on the Functions pull-down.
Use the Item Master maintenance Use the Item Master maintenance window
display to...... to.....

For more information about eWP, see Getting Started with eWorkPlace.
 Page 1-18
Contents Index

Overview of euro currency support

As of January 1, 2002, the euro currency became effective and replaced the following
European currencies:

• ATS Austria, Schilling

• BEF Belgium, Franc
• DEM Germany, Deutsche Mark
• ESP Spain, Peseta
• FIM Finland, Markka
• FRF France, Franc
• GRD Greece, Drachma
• IEP Ireland, Pound
• ITL Italy, Lira
• LUF Luxembourg, Franc
• NLG The Netherlands, Guilder (also called Florin)
• PTE Portugal, Escudo
• VAL Vatican City, Lira

For possible new EU members, the European Monetary Union (EMU) regulations
provide for a transition phase during which the currencies are said to be euro-
participating. During this time EMU regulations state that members can comply with
governmental reporting requirements in either their national currency or in euros. Your
company’s employees have the right to be paid in your national currency and
government payroll reports must be in that currency once the transition phase is over.

Ensure that your business is completely ready to convert to euros before you attempt
this effort. Be aware, though, that the actual conversion process is lengthy, so do not
wait to begin the planning process.
Warning: Convert all your systems, offline files, and spreadsheets at the same time.
You risk contamination of your data if your conversion is incomplete.
Warning: These XA applications do not support the conversion of local currency
amounts to euros:
• Accounting Management Accounts Payable
• Accounting Management Accounts Receivable
• Accounting Management General Ledger
• Financial Analysis
• Payroll

XA provides two types of assistance to help you deal with euro currency:
• Application functional enhancements: XA provides enhancements to help you
manage trading currency amounts when your trading partners start doing
business in euros in:
- Customer Order Management (COM)
- Purchasing/Procurement Management (PUR/PM)
- International Financial Management (IFM)
- Accounting Management Accounts Payable (AP)
- Accounting Management Accounts Receivable (AR).
• Local currency conversion tool: For companies within euro-participating countries,
XA provides a tool to convert your local currency when your organization converts
your books to euros. Use this tool only once.
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The tool, the Euro Currency Conversion Aid (ECCA), is available to all XA
Release 5 and later customers. Use the Euro Currency Conversion Aid Guide to
help plan and implement your conversion efforts. ECCA converts the local
currency values from a euro-participating currency to the euro in one or more of
the following:
- Local currency values in a Infor environment
- IFM financial divisions in a Infor or non-Infor administrative division
- IFM cash books in a Infor or non-Infor administrative division.

XA provides these functions in support of euro conversion:

• The ability to:
- Convert current currency through triangulation
- Print alternate currencies on trading partner documents and reports
- Toggle between currencies: local, trading, or an alternate
• Additional customer and vendor capabilities for multiple currencies
• Additional COM price book capabilities through offline load and euro price book
generation
• Additional IFM capabilities for multiple currencies.

See the XA user’s guides for information about euro support for the following specific
applications:
• Cross Application Support
• Customer Order Management
• International Financial Management
• Procurement Management
• Purchasing
• Accounting Management Accounts Payable
• Accounting Management Accounts Receivable.

This table shows how XA applications are affected by conversion to euro:

Table 1-1. XA applications affected by euro
Functional Local
Application changes conversion
Accounting Management Accounts Payable Yes No
Accounting Management Accounts Receivable Yes No
Accounting Management General Ledger No No
Capacity Requirements Planning No No
Contract Accounting No Yes
Cross Application Support Yes No
Customer Order Management Yes Yes
EDI support (pre-EC) Yes No
Electronic Commerce No Yes
Enterprise Product Data Management No Yes
Estimate and Quote Management No Yes
Executive Information System Yes Yes
Financial Analysis No No
Finite Capacity Planning/Scheduling No No
Forecasting No Yes
 Page 1-20
Contents Index

Table 1-1. (Continued)XA applications affected by euro

Functional Local
Application changes conversion
International Financial Management Yes Yes
InterSite Logistics No Yes
Inventory Management No Yes
Knowledge-Based Configurator Yes Yes
Maintenance Management System No No
Manufacturing Performance Analysis No Yes
Infor Browser No No
Marketing Monitoring and Analysis Yes No
Master Production Schedule Planning No Yes
Material Requirements Planning No No
Materials Management No No
Multiple Environment InterSite Logistics No Yes
Order-Based Production Management No No
Payroll No No
PowerVision No No
Procurement Management Yes No
Production Control and Costing No Yes
Product Data Management No Yes
PDMPlus No No
Production Monitoring and Control No Yes
Purchasing Yes Yes
Repetitive Manufacturing Yes No
Sales Analysis No Yes

Application functional enhancements

These functional enhancements are used by many XA applications:
• Alternate currency printing
• Toggle between currencies
• Support for financials, depending on which of the following is installed:
- XA Accounting Management financials
- XA IFM
- Third-party financials
• Currency conversion routines
• Currency exchange rate overrides
• Trading partner reports.

Alternate currency printing

Documents you send to your trading partners can be printed with the details in euro-
participating currency or in euro. Where applicable, you can print the totals in both
euro-participating currencies and euros. These include:
• Customer quotes
• Invoices
 Page 1-21
Contents Index

• Purchase orders
• Debit memos
• Shipping schedules
• Order acknowledgements
• Customer statements
• Delinquency notices
• Collection letters
• Audit confirmation letters.

Toggle among currencies

With the introduction of the euro, your customers and vendors may convert to the
euro at any point of time during the transition period. They may have orders, quotes,
invoices, and so forth, denominated in both euro-participating currencies and the
euro. The toggling enhancement modifies the current toggling function available in
Infor. This function allows a users to view a euro-participating order, quote, invoice,
and so forth, in euro and is intended to help you handle inquiries about the status of a
trading partner’s account.

IFM installations

You can toggle between euro-participating amounts and the euro. Depending on the
inquiry you use, if the ledger, entity, or transaction is denominated in a currency that is
euro participating, the toggle to euro is available. The following inquiries are included:
• Online Business inquiry
• Personal Ledger inquiry
• Cashbook inquiry.

Non-IFM installations

You can see the amounts of a transaction in up to three currencies: local, trading, and
alternate. The alternate currency is available as an alternative to the trading currency
when the trading currency is either euro or euro-participating. Toggling capabilities
allow you to see amounts in all three currencies when they are different. This provides
the ability to work with transactions in currencies other than the currency in which they
were entered. This is especially useful during the euro transition period when
transactions are sometimes viewed in the national currency and sometimes need to
be looked at in the euro currency.

As an example, a payment is made in euros but the quote, contract, order, or invoice
is denominated in a euro-participating currency. You can view the original transaction
in euro even though it was entered in the national currency. You define the
transaction’s alternate currency as the euro in order to toggle.

Another example is one in which a euro-denominated order or invoice will be paid in a

euro-participating currency. In this case, you define the alternate currency as the
national currency and toggle from euro to the national currency.

The following XA applications use this feature:

• COM
• Purchasing/Procurement Management
• AP
• AR.
 Page 1-22
Contents Index

Euro support with Accounting Management financials installed

A customer or vendor can only have one primary currency. You cannot change the
currency ID for these customers and vendors. If a customer or vendor uses a euro-
participating currency, you must create a new customer or vendor for the trading
partner when the trading partner converts to euro. You can copy an existing customer
or vendor record and change the currency to euro.
• COM Customer Copy: This function copies all default customer information such
as ship-to and tax registration to the new customer number. It defines a reference
between the newly created customer number and the old customer number. Use
credit checking to account for the new customer number you created.
• Purchasing Vendor Copy: This function copies all default vendor information and,
optionally, all vendor/items records. It also optionally updates the Item Master and
Item Balance files with the new vendor number.
Warning: Accounting Management Accounts Payable and Accounting Management
Accounts Receivable do not support the conversion of local currency amounts to
euro.

Euro support with IFM installed

Multiple currency vendors

If you use IFM financial applications, you may change the currency ID in the vendor
master file when the trading partner converts to euro. This currency ID will be the
default when you enter quotes or orders. You may override the currency to any valid
currency ID. Vendor totals in the vendor master file are converted from the old trading
currency to the new trading currency as defined in the file. Throughout XA, the
currency is no longer dictated by the currency ID of the customer or vendor; it is
defined by either the transaction or the order record.

Multiple currency customers

When IFM and COM are both installed, the IFM financial division is the same as a
COM company. The customer number created in COM is a combination of an IFM
entity and a two-digit suffix derived from the personal ledger defined for the customer.

You can define a personal ledger on the customer master file. This is the default on
order entry. You can override the personal ledger on the customer master on order
entry to any valid personal ledger. A personal account data record must exist for the
personal ledger override.

Personal accounts

Once you create personal ledgers for IFM accounts receivable and accounts payable
for the euro in each financial division, you can “mass create” personal account
records for each entity identified. The defaults from the personal ledger are used to
create the personal accounts.

Credit check

You can credit check IFM entities within a financial division. In COM, any customers
within a COM company for the associated entity can be credit checked in the entity
currency.
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IFM accounts receivable cash receipt

You may receive a cash payment that is different than the invoice amount because of
rounding differences. Because these differences can have a major impact on IFM
cash receipt processing, IFM supports both positive or negative adjustments to
invoices to allow for efficient processing of cash receipts.

IFM alternate currency automated payments

IFM can automatically generate payments using Payment List and Notes Collection
Lists in a currency different from the invoice’s transaction or cash book currency. You
can:
• Enter an exchange rate override if either the payment currency or the financial
division currency are non-euro participating.
• Use a payment currency different than the cash book or invoice currency.
Payment lists are generated based on the selection criteria and the personal
ledgers you select.
• Check to ensure valid exchange rates exist for a split payment list. In they exist,
the payment currency is the same as the original payment list.

Payment list reports and lists identify the payment currency. Any gain or loss is based
on the payment currency. The generic payment file records show the payment
currency amounts.

Euro support with third-party financials installed

If you use third-party financial applications, you may change the currency ID in the
customer or vendor master file when the trading partner converts to euro. This
currency ID will be the default when you enter quotes or orders. You may override the
currency to any valid currency ID. Vendor totals in the vendor master file are
converted from the old trading currency to the new trading currency as defined in the
file. Throughout XA, the currency is no longer dictated by the currency ID of the
customer or vendor; it is defined by either the transaction or the order record.

Currency conversion routine

The Infor currency conversion routine supports the euro. After you establish any
currency as euro participating, no direct exchange rate is recognized between a euro-
participating currency and any currency other than euro. All currency conversions
between euro-participating currencies and all other non-euro currencies are done via
the euro in a process known as triangulation.

Currency exchange rate override

Exchange rates between the euro and euro-participating currencies will be
established. These exchange rates will be fixed and will not change throughout the
transition period. When you set an exchange rate between the currency of the euro-
participating countries and the euro, you cannot change this rate, nor can you create a
new effective exchange rate. All Infor orders or transactions ensure the exchange rate
cannot be overridden between the euro and the euro-participating currency, and
between two euro-participating currencies during:
• COM order entry
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• Purchasing order entry

• IFM transaction processing.

Trading partner reports

During the transition period, various reports can be printed in euro or the trading
partner’s currency. After the transition period, when all transactions are in euro, all
reports and documents will only be available in euro. These reports are intended for
analyzing trading partner performance and account status, and are not intended to be
sent to your trading partners.
 Prepare for AP operations
Page 2-1
Contents Index

Chapter 2. Managing Accounts Payable

This chapter contains information about managing Accounts Payable:
Prepare for your Accounts Payable operations ........................................................ 2-1
How Payables processing works.............................................................................. 2-5
Understanding the Accounts Payable processing controls ...................................... 2-9
Activate electronic data interchange (EDI) ............................................................. 2-13
Using Electronic Commerce (EC) for EDI transactions .......................................... 2-14
Activate fax interface .............................................................................................. 2-15
Special calculations and features ........................................................................... 2-15
Production Control and Costing and Inventory Management interface .................. 2-23
Purchasing interface............................................................................................... 2-25
Nonemployee compensation .................................................................................. 2-25
Multi-currency support ............................................................................................ 2-26

Prepare for your Accounts Payable operations

Before beginning your Accounts Payable operations, some preparation is necessary.
For example, you need to:
• Determine the tasks involved in managing this application.
• Select which entry method or combination of methods you will use.
• Examine the source material you receive and determine how you will group this
information into batches.
• Establish the accounting controls to be used and determine who will be
responsible for applying them.
• Understand the Accounts Payable processing controls.
• Understand special calculations and application features.
• Determine what forms you will use in processing Accounts Payable transactions.
• Set the sequence for performing your operations.
• Schedule the work.
Note: If you selected multi-currency support during application tailoring, refer to
“Multi-currency support” on page 2-26.

These preparation tasks are discussed in more detail in the following paragraphs.

Determine the tasks

Examine your accounts payable activities, divide the work into several major tasks,
and decide who is to do them. This method can help you organize the entire scope of
accounts payable activities so that you can focus on one task at a time. For example,
you can:
• Receive accounts payable transactions for input and processing through the
application.
• Prepare and batch transactions for processing.
• Enter transactions.
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• Correct input errors.

• Print an Invoice Transaction Proof / Register and, when error free, post payables
transactions to the Accounts Payable files.
• Select invoices for payment.
• Print a Cash Disbursements Journal, Cash Disbursements Register, Transaction
Gains/Losses report, and checks.
• Reconcile checks and deposits.
• Record transaction gains/losses when foreign currency invoice amounts are paid
and gains/losses occur.
• Close the files at month-end.
• Close the files at fiscal year-end.

Most of these tasks cause updating of the Accounts Payable master files. If the
General Ledger, Production Control and Costing, or Inventory Management
applications are installed and interfacing, some master files are shared with those
applications.

Select an entry method

The system accepts payables data entry transaction information entered directly from
a work station, from diskette or disk files, and from transactions received electronically
using Electronic Data Interchange (EDI). You must decide which method, or
combination of methods, is best for your operation if your company has access to EDI
processing and/or offline media support.

For example, you may have expenses, such as rent or utilities, that occur on a
periodic basis. It would be more efficient to put transactions for these expenses on a
diskette or disk file. Then, instead of re-keying the transactions each processing
period, the diskette or disk file could be used for entry.

Conversely, online entry is more efficient for low volume activity such as daily
invoicing during a given processing period. Therefore, entering invoices daily using
the online entry and edit method would probably require less time than entry from a
disk or diskette file.

You need to determine your payables volume, together with other requirements, and
weigh them against the resources (people and time) you have to do these tasks.
Certain situations may also warrant use of both entry methods. Be sure to consider all
future data entry needs when you make these decisions. Keep track of the number of
payables transactions received and entered each day or each week and the number
of checks written each month. These statistics can be beneficial for plotting trends
and showing your operation efficiency.

After a few months, you can predict peak loads better and decide if more help or
changes to the operating procedures are needed.

Determine source material and batches

Efficient entry requires that all the information you need is in the source material or is
readily available. You should review each of the displays in Chapters 3 and 4 to
determine the kinds of information you need. You should also review vendor invoices
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and credit memos as they arrive to determine if all the information is available and
conveniently located for efficient entry at the work station. After your review, you may
decide to transfer the source information to forms in order to standardize the source
data entry format. As an alternative, you may want to use a rubber stamp and write
the additional information such as vendor numbers, voucher numbers, and general
ledger account numbers directly on the original source document.

After you have decided how the source material will be handled, you must decide how
to batch the material for entry. You group the batches using the following criteria:
• By entry date. Group your transactions by entry date or period (the date you want
used when the batch is posted in the Accounts Payable files). You must use a
different batch for each date or period selected. One purchase journal entry date
is then used for all transactions in the batch.
Note: This is the date or period that will be used for general ledger distribution,
if specified during application tailoring.
• By company. If you have transactions to enter for more than one company, create
a batch for each company. You can have a variety of transactions for each
company. For example, invoices and credit memos can make up a batch for the
same company.

If you select the immediate cash disbursements feature during application tailoring,
there are additional considerations. Since invoices entered as paid will automatically
be processed by the cash disbursements procedures when the entry batch is posted
to the Accounts Payables files, you must make sure that all paid invoices in a batch
meet the criteria listed below. When the batch is chosen for posting, respond to the
prompt by entering this information:
• Check date. All paid invoices in a batch will be added to the Bank Reconciliation
file with the same check date.
• General ledger entry date or period. All paid invoices in a batch must be for the
same cash disbursements processing period.

Before a batch is entered, you should prepare totals for all transactions in each batch.
Manually prepared batch totals are called control totals. The following manual totals
should be posted to the Batch Control form (AP-40) or a similar form of your choice:
• Total number of invoices and credit memos
• Total gross amount
• Control amount.
Note: If multi-currency support is active and there are mixed currencies, use
trading currency totals.

Determine what special forms to use

Most printing operations require standard computer paper. After you have loaded and
aligned the paper, printing occurs without intervention. Some reports require special
forms; each special form has a unique identification number. When the printer
requires a special form, it stops and a message appears, identifying the number of
that form. Once the form is loaded, additional messages may appear that help with
forms alignment.

When checks are printed, the printer prints a line of information on the first check, the
printer stops and a message appears. Inspect and adjust the alignment until you are
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satisfied that the form is properly aligned. Any check used for alignment purposes is
always voided.

At the end of any printing operation requiring special forms, the printer stops again. A
message appears asking you to load another form or standard computer paper.

Set the sequence

You must first create the master files using the initial file load functions. Reports can
then be run and inquiries made against the files to reflect payables status. These
inquiries and reports can occur at any time. File maintenance is done when any
specific data must be updated or added.

If Accounts Payable is the first application you are installing, it is a good idea to
schedule the various procedures and set deadlines for receiving filled out control
forms, and for delivering completed reports. Then, as you add new applications, you
will be able to plan your work day in an orderly manner.

Schedule the work

You need to schedule the various accounts payable activities to meet the needs of
your company. You must make sure your system time is scheduled so that it can be
used efficiently.

Using a monthly calendar, assign each activity from the following list to a specific day
or days even if you use 13 four-week periods for the applications. If any other
applications are installed, be sure to consider their activities and schedules.
Table 2-1. Monthly activities
Activity Schedule
Master file maintenance As needed
Payables processing Daily or weekly, as needed. You can
process payables for different batches at
the same time on different work stations.
Cash disbursements As needed
Bank reconciliation Period or monthly
Demand reports and inquiry As needed
Period-end processing Period or monthly as needed
Revaluation As needed for open periods or months
Back up (save) files See the CAS User’s Guide

When you have established your schedule, notify other users of the system so they
can plan their workloads to meet the specified deadlines. In this way, you can work
without interruption.

Daily operations
At the start of each work day, certain things should be done before entering the first
batch of payables transactions. For example, you should:
• Determine the status of the previous day’s work. Use option 1 from secondary
menu AMAM10. Display AMVBA1 appears. Use this display to determine what
batches are still open. Check yesterday’s reports for any outstanding work that
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must be done before entering new transactions. It may be necessary to use some
inquiry displays or print a file listing to see if file maintenance is required.
• Plan the day’s work and check the following items:
- Are there batches not entered from yesterday?
- If you are using EDI, are there EDI invoices to process?
- Are there transactions not yet batched?
- Do all batches have control totals?
- How much file maintenance needs to be done so that transactions can be
entered without unnecessary errors?
- Are there new vendors or assignees that your company will be doing
business with on a regular basis?
- Has vendor name and address information changed for any vendor?
- Does the General Ledger Master file contain a record for each account
number you will be entering?
- Are there open invoices in the Open Payables file with incorrect information?
- Is there any special processing required today such as check writing?
- Is it scheduled?
- Is there any preparation for revaluation processing or other work in the
schedule?
- What reports are to be run today?
- Is there any preparation for month-end processing or other work in the
schedule?
• Check the other departments or applications. Conditions in other parts of the
company or in the system could affect your Accounts Payable application activity.

How Payables processing works

This topic is divided into the following discussions:
• Entering invoices
• Processing invoices
• Posting invoices
• Receiving transmitted invoices

Entering invoices
An invoice represents money owed by your company to a vendor for services or
goods received. To enter an invoice, begin with the header information (such as
vendor number, invoice number, invoice date, due date) and information for each line
item distribution that appears on the invoice. When you enter an invoice for the first
time, you may enter special charge, freight, and tax control amounts. You will
automatically generate skeleton invoice detail records for the amounts entered if this
is an invoice that does not refer to a purchase order.

The style of invoice determines the availability of certain fields and function keys that
appear on the displays during data entry and how the control totals feature works. If
Purchasing is installed, you can enter two types of invoices:
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• AP style invoice. An invoice that does not refer to a purchase order number is
considered an AP style invoice. All line items (detail items, special charges, tax,
and freight) on this type of invoice are on the same level.
• Purchasing style invoice. If Purchasing is installed and you enter an invoice
referencing a purchase order number, the invoice is considered a Purchasing
style invoice. Line items for this type of invoice can be on one or two levels:
- If the invoice has only one purchase order, all invoice information is on the
invoice level and the line items are considered to be attached to the purchase
order. When the invoice is posted, all line items will be posted referencing the
purchase order number.
- If the invoice has two or more purchase orders, invoice information can be at
the purchase order level and the invoice level. All detail line items (items you
purchase) must be associated with a purchase order number. Special charge,
tax, and freight line items may or may not be tied explicitly to a purchase
order. Whether or not these line items are associated with a purchase order is
largely a matter of how you choose to invoice.
Note: There is no default account number for special charges. If you are
interfacing with General Ledger, you must manually enter a GL account
number into any special charge record that is automatically generated from a
control total or a purchase order.

If an invoice needs to be handled as a credit from the vendor, enter the invoice with a
positive amount and a credit memo code of “C.” This credit memo will reduce the
amount of money owed to a specific vendor. Negative total gross amounts are not
allowed for invoices or credit memos. You may enter negative or positive line items for
either invoices or credit memos.

You may have an occasion to enter invoices that you want to post but not pay now
because of disputed terms, or for other reasons. For these invoices you may want to
indicate the invoice should not be selected for payment. You can do this by assigning
a halt code from 0-9. You can enter the halt using display AMV161 during payables
processing. To release the halt status of an invoice, blank out the entry you previously
assigned using payment selection. For more information on halt codes, refer to the
field descriptions for displays AMV161, AMA214, or AMA423 later in this book. As
vendor invoices and credit memos are received, verify them manually for accuracy of
costs, discounts, taxes and acceptability of the goods or services. Accumulate them
into convenient batches containing transactions which can all be posted to the files
with the same purchase journal entry date or period, usually weekly or biweekly, and
prepare them for entry.

In addition, if you have payables transactions for more than one company, you must
accumulate the batches by company. Information contained on the invoices and credit
memos can be recorded directly on the invoices or credit memos.

All types of payables transactions (regular invoices and credit memos, and change
and delete transactions) may be entered in one batch. The following restrictions apply
when grouping transactions into a batch:
• All transactions must be for the same company
• All transactions must be for the same general ledger entry month or period
• All prepaid invoices must be for the same general ledger entry month or period
and check date if you are using the immediate cash disbursements feature.
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A batch default date should be assigned and batch control totals should be
established for later verification of data entered into the application. Control totals are
explained in Chapter 16 “Accounting controls and audits”, and can be entered on
forms AP–40 and AP–41. You can assign the batch default date using the Payables
Data Entry (Options) display (AMV151).

Prepaid invoices

Occasionally when an invoice is received it has already been paid. You enter a
prepaid invoice in the same way as you enter an unpaid invoice. However, when
entering a prepaid invoice you must specify the check number used to pay the
invoice, the bank account number, and the payment method. If you enter a check
number and leave the bank account and payment method blank, the system assumes
bank account 001 and payment method 1. If you selected general ledger distribution
during application tailoring, also specify the cash-in-bank account number against
which it was written and the discounts-earned account number against which any
discount taken would be credited. If you do not enter an AP or discount account
number, the system will use the default account number for the account that you
established during application tailoring. If you do not enter a cash account number,
the application defaults the cash account for the bank account and payment method
from the Bank Account Master file.

The system edits a prepaid check number during entry to determine whether a check
with the same number was written to a different vendor or if it has been voided or
reconciled. The Accounts Payable application cannot process payables transactions
when one of these conditions exist.

Prepaid credit memo

Sometimes a prepaid invoice will include at least one credit memo. When this occurs,
the transaction is called a prepaid credit memo. A prepaid credit memo is handled in a
similar manner to a prepaid invoice. However, the entries for general ledger
distribution are treated as a credit memo. You must ensure that a prepaid credit memo
is not processed for a check number without an offsetting debit amount, which results
in an attempt to write a negative check.

In instances where a received invoice has only been partially paid, you must enter the
invoice as two invoices—the unpaid portion as a regular invoice and the paid portion
as a prepaid invoice.

If multi-currency support is active, you must enter the currency type that is invoiced.
You may either enter a currency ID that tells the system how to convert the currency
amounts to the local currency, reference a prepayment that fixes the exchange rate,
or enter an explicit exchange rate. In each case, the entry option validates the data
entered, but does not do the actual conversion.
Note: If you selected immediate cash disbursements during application tailoring,
you must supply the cash disbursements date or period and the payment date when
you select the batch for invoice processing. This information is used for the
subsequent automatic cash disbursements processing of all prepaid transactions in
the batch.

A vendor credit memo can be issued for a specific line item on a specific invoice or,
when the total amount of a vendor statement is a credit, for an entire invoice. In the
latter case, you can save time by preparing the source documents and entering the
transaction as a credit memo.
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Credit memos

Credit memos are entered like a standard invoice with a special code in the invoice
header. The line item distribution amounts are then entered as positive amounts if
they are credits, and as negative amounts if they are debits. The credit memo can be
selected for “payment” along with invoices and will be credited against invoices. This
does not apply to miscellaneous vendors.
Note: If you enter the entire transaction as a prepaid credit memo, there must be at
least one prepaid invoice in the batch with the same check number. The prepaid
invoice total gross must be greater than or equal to the total gross of the prepaid credit
memo. Otherwise, the result is a negative check. Accounts Payable cannot process
negative checks.

If you selected multi-currency support during application tailoring and a negative

check is the result of a rounding difference, the check will be processed and voided
with the rounding difference being posted to the gain/loss account in the Temporary
General Ledger file.

Change/delete transactions

Change and delete transactions allow you to make extensive updates to open
payables that you are unable to perform using the Open Payables File Maintenance
menu option.

A change transaction is a previously posted invoice or credit memo brought into the
data entry batch in order to make modifications to it. The transaction consists of a
“protected” and “unprotected” copy of the invoice or credit memo from open payables
(OPNPAY). You can make any necessary changes to the unprotected copy of the
change transaction during data entry.

A delete transaction is a previously posted invoice or credit memo brought into the
data entry batch in order to remove it entirely from your open payables. It consists of a
single protected copy of the invoice or credit memo from open payables (OPNPAY).
The delete transaction cannot be modified in data entry. Only its summary and header
information can be reviewed in the batch.

Data entry change and delete transactions differ from file maintenance change and
delete actions in three important ways:
• The data entry change and delete transactions must first be brought into a data
entry batch using the Invoice & Credit Change/Delete display (AMV166).
• Unlike file maintenance change and delete actions which update files
immediately, data entry change and delete transactions are not reflected in the
master files until the batch containing them is posted.
• The data entry change and delete transactions create temporary general ledger
(TEMGEN) reversal entries for the protected copy of the invoice or credit memo. It
also creates TEMGEN entries for the unprotected copy of the change transaction
you modify. These entries are created when the batch is posted. File maintenance
change and delete actions do not affect TEMGEN.
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Processing invoices
Processing invoices and credit memos allows you to select a batch and print the
Invoice Transaction Proof / Register (AMV12) as preparation for posting. Posting does
not occur when you select this option.

In order to process the batch you select, the batch must be closed and free of errors.
Use report AMV12 to detect errors in the batch you want to process. You can print the
report for any suspended or closed batch.

When you choose option 3, Process Invoices and Credit Memos, the invoices in the
selected batch are processed to the point where the application generates reports to
document its edit and audit activity.

Posting invoices
Choose option 4, Post Invoices and Credit Memos, on the Payables Processing menu
(AMAM10) to print the Purchase Invoice Journal and to post entries for existing
batches of invoices and credit memos to the Open Payables and other files. Purchase
order postings are done in both trading and local currencies. Only closed batches can
be posted.

Receiving transmitted invoices

Electronic Data Interchange (EDI) is a method to electronically transmit standard
business forms (such as invoices) between two trading partners. You can use either
EDI/400 or the newer Electronic Commerce (EC) application. However, the EC
application and the EDI/400 functions are mutually exclusive and cannot co-reside in
the same installation.
• EDI/400
EDI/400 is designed to support a single XA environment. Therefore, all received
transactions are placed into user files from which they must be selected. A list of
all invoices in the user files is shown on the display. You can review the selections
you have made. If you have selected an invoice in error you can reverse the
selection and “put the invoice back” into the user files.
For more information on EDI, see the CAS User’s Guide.
• EC application
If Electronic Commerce (EC) is installed and interfacing, you can process EDI
data in both EDIFACT and ANSI standard formats. EC provides an interface
between XA and any EDI translator. In addition to handling the sending and
receiving of EDI transactions, EC also provides an extensive file maintenance
function as a point of entry for all of EC’s setup tasks and for tasks related to
transaction sets and error corrections. Accounts Payable can receive invoices
and send remittance advices.
For more information, see the Electronic Commerce User’s Guide.

Understanding the Accounts Payable processing controls

The most important requirement of the Accounts Payable application is that payables
transactions be correctly and completely entered. Although it is ultimately your
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responsibility to review and verify your payables data using the listings and data entry
review features, the Accounts Payable application has several internal controls that
help you maintain the integrity of the application.

Establish accounting controls

Accounting controls are critical to your business not only for accurate reporting of
income and taxes, but also for maintaining efficiency and guarding against erroneous
information.

Listed below are some examples of accounting control activities you will need to do:
• Add up the control totals manually for each batch.
• Validate information before entry.
• Compare the control totals taken for each payables transaction batch to the totals
determined by the Accounts Payable application. This procedure eliminates
errors early in the accounting cycle. The following totals will either appear on a
display or print on a report in trading currency during the payables processing
cycle:
Number of invoices
Gross amount
Discount amount
Net amount
Open payables
Prepaid invoices
Manual payments
Miscellaneous charges
Outside operations
Cost adjustments
Nonemployee compensation
Other costs
Control
• Determine who is to provide the batch totals and use these totals to fill out your
control forms.
• Correct any errors that occurred during entry and that could not be corrected
immediately. Printed listings may show errors that must be corrected.

Use the data entry review displays and the inquiry displays for vendor open invoices,
aged open payables, invoice payment history and bank account balance to check the
information you are entering or have already entered in the file. For example, while
inquiry displays are the primary source of checking the status of the Open Payables
file, the data entry review displays permit you to review the information you entered
and correct errors before the transactions are applied.

Payables processing controls

Payables processing consists of:
• Entering and editing payables transactions
• Processing payables transactions
• Posting the payables transactions to the Accounts Payable files
• Processing EDI invoices, if appropriate.

Controls for payables processing are described in the following paragraphs.

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Invoice and credit memo entry controls

When you enter invoices and credit memos from the work station, edits are performed
and immediate correction is allowed. When you enter transactions from a diskette, the
Invoice Entry Edit (Offline) and Invoice Entry Load (Offline) listings are printed
showing all input records, any records which could not be accepted, and any errors
that were detected.

When performing payables processing, the Accounts Payable application checks the
validity of the vendor number, general ledger account number, bank account number,
data relationships and codes. When you enter data from the keyboard, messages
appear on the display showing you general ledger account numbers that are missing
or not valid, and a request for acceptance of the entry. You can accept the errors or
may interrupt processing to perform General Ledger Master file maintenance and to
add an account number to the file. After adding the account number, you can continue
with keyboard entry. If an account number is missing or not valid in a diskette or disk
batch, you can accept it with error. In offline and Electronic Data Interchange, invalid
account numbers are edited during proof. A suspended or closed batch containing
account number errors cannot be processed beyond printing of an Invoice
Transaction Proof / Register. After the account numbers are added to the General
Ledger Master file, you can print the Invoice Transaction Proof / Register again.
Account numbers previously accepted with error will no longer cause errors.

The application also checks the System Control file to find the processing options
selected during application tailoring. The application performs a balance edit on each
invoice to ensure that the gross invoice amount equals the sum of the line items. The
gross invoice amount is a required entry and balancing is not optional. Line item
entries are not accepted by the application until a valid invoice header appears on the
display. No invoice is complete without at least one invoice line item. Miscellaneous
vendors, those assigned vendor number 000000, will be checked for a name entry.
Dates are checked for validity (month must be 01 through 12 and day must be 01
through 31). If you are adding new invoices to a suspended or closed batch you can
override or change the batch default date during entry. Refer to the description of the
Status display (AMV16S) in “Accounting controls and audits” on page 16-1.

If you are entering at a work station, you can see batch status totals at any time.

Corresponding totals should balance with totals taken manually. When totals
calculated by the application agree with the manual totals taken for the batch, and all
errors have been corrected, post the totals to a form of your choice similar to the
Open Payables Control form (AP-42). Chapter 15, “Forms,” contains a sample of this
form you can use.

Invoice Transaction Proof / Register controls

An Invoice Transaction Proof / Register can be printed at any time for a suspended or
closed data entry batch (one that is currently not in use by another job). You will
ordinarily print it after the batch status totals balance with the manual totals taken for
the batch. Invoice Transaction Proof / Register processing will re-edit each entry and
make sure that there are no duplicate entries. It will also re-edit general ledger
account numbers that were originally accepted with error, and check that line item
gross amount totals balance with the entered invoice total.

The Proof / Register shows any out-of-balance conditions between entered invoice
gross amount and total line item amounts.
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Once errors have been corrected, you can run the Purchase Invoice Journal to update
the master files. Before you print the Purchase Invoice Journal, be sure:
• There are no errors to correct.
• All transactions for the batch have been entered.
• The batch has been closed.

Whenever the Accounts Payable application detects errors while printing the Invoice
Transaction Proof / Register or the Purchase Invoice Journal for a batch, the
application automatically suspends the batch. If no closed batches that have
successfully gone through the process invoices and credit memos function, an error
message stating that no batches are available for processing will be issued.

Purchase Journal update controls

The final control in payables processing takes place when a batch is selected for
Purchase Invoice Journal processing and posting. If the batch has not been closed
and if an Invoice Transaction Proof / Register has not printed for the batch, it cannot
be selected. Nor can it be selected if the Proof / Register was printed, serious errors
were detected, and error messages were printed on the report.

Once a batch is selected, multiple edits are made to determine whether the payables
transaction can be used to update the files without causing errors. If the updates
cannot be made, the error condition is noted on the printed reports. Your data will be
saved until the problem has been corrected and the batch can be selected again for
processing.

The most important requirement for the successful operation of your Accounts
Payable application is to ensure that the data used to update the master files is as
accurate and as complete as possible. The preceding discussion of payables
processing controls explains several ways of ensuring that this requirement has been
met. For further information on controls, see the discussions for each of the Accounts
Payable features, by chapter, as well as the discussion in “How to use these controls”
on page 16-1.

Immediate cash disbursements controls

If you selected the immediate cash disbursements feature during application tailoring,
the cash disbursements procedures will be automatically initiated. This occurs
immediately after prepaid invoices are entered and posted to the Accounts Payable
files. During the automatic initiation of cash disbursements, the Open Payables
Payment file is read to determine if there are invoices which have a check number
assigned to them. Prepaid invoices remain in the Open Payables file until a bank
reconciliation purge is run.

The following processing steps occur for paid invoices:

• The invoices are listed on the Cash Disbursements Journal.
• If you selected the general ledger distribution feature during application tailoring,
Cash Disbursements Journal reference numbers are generated for all items
affecting the general ledger: line item expenses (if you are using a cash
accounting method), invoice totals (if you are using an accrual accounting
method), check amount, and discounts taken where applicable.
• Resulting Cash Disbursements General Ledger transactions are added to the
Temporary General Ledger file.
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• If the cash disbursements procedure was initiated by purchase journal

processing, and if you selected the general ledger distribution feature during
application tailoring, these transactions will have the same disbursements entry
date or period you entered.
• An outstanding check reflecting the payment (invoice gross amount minus invoice
discount amount) will be added to the Bank Reconciliation (CHECKB) file if the
check number does not exist in the file. This check will have the same date as the
cash disbursements entry date.
• If the check already exists in the CHECKB file, and is written to the same vendor,
the prepaid check amount will be added to the check amount already in the file. If
the check already exists in the Manual Payments (MANPAY) file, the invoice
amount will be applied to the manual payment.

Cash versus accrual accounting

During application tailoring you can choose the accounting method you prefer, either
cash or accrual accounting. The basic difference between them is the timing of the
recording of the expenses related to your vendor invoices. The Accounts Payable
application records your expenses differently for each method:
• Cash Accounting
- Records expense when the invoice is paid during manual payments, print
checks, or if prepaying.
- Handles extended tax records when the invoice is paid.
- Handles Landed Cost accruals during invoice entry.
- Reverses expense during payment reversals.
• Accrual Accounting
- Records expense when the invoice is posted during payables processing.
- Records extended tax records when the invoice is entered or posted.
- Handles Landed Cost accruals during invoice entry.
- Reverses expense by using the change/delete function in invoice entry.

When invoices are entered and posted, the Open Payables file is updated with the
invoice amounts, however no entries are posted to the Temporary General
(TEMGEN) Ledger file using cash accounting. The Purchase Invoice Journal
(AMV13) shows the General Ledger account numbers which you entered for audit
trail purposes. However, there are only purchase journal references on this report
when amounts have been posted to TEMGEN using accrual accounting.

Activate electronic data interchange (EDI)

With EDI, you can exchange business documents over a network. The transmission is
between trading partners who agree to follow the approved industry standards in
translating and exchanging information. EDI is the electronic alternative to printing
your business documents and mailing them to a business partner.

The EDI product available in prior XA releases is still supported by this release of XA.
It remains functionally unchanged. However, the Electronic Commerce (EC)
application and the old EDI functions are mutually exclusive and cannot co-reside in
the same installation.
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If Electronic Commerce (EC) is installed and interfacing, you can process EDI data in
both EDIFACT and ANSI standard formats. EC provides an interface between XA and
any EDI translator. In addition to handling the sending and receiving of EDI
transactions, EC also provides an extensive file maintenance function as a point of
entry for all of EC’s setup tasks and for tasks related to transaction sets and error
corrections. Accounts Payable can receive invoices and send remittance advices.

Using Electronic Commerce (EC) for EDI transactions

EC facilitates the movement of electronic data interchange (EDI) transactions easily in
and out of XA and also provides an interface between XA and any EDI translator. The
previous version of EDI transactions is still supported. However, the EC application
supports more completely the previous transactions and fully supports the new
transactions. Media flags are available at the vendor level so you can specify, by
transaction, the communication media to use. Individual transactions have control
files in EC where you can define defaults for each trading partner and transaction set.
Note: Throughout this book, the term EDI*** transaction means the ANSI X12 or
EDIFACT transaction.

Table 2-2. Supported EDI transactions

ANSI EDIFACT Send Receive Description
210/ INVOIC X Freight Invoice *
859
810 INVOIC X Invoice *
812 X Credit Adjustment *
820 X Remittance Advice *
830 DELFOR X Planning Schedule
840 REQOTE X Request for Quote (RFQ)
843 QUOTES X Response to RFQ
850 ORDERS X Purchase Order
855 ORDRSP X PO Acknowledgment
860 ORDCHG X Purchase Order Change
862 DELJIT X Shipping Schedule
865 ORDRSP X PO Change acknowledgment

* Interface with IFM is not available in Release 4, 5, or 6. XA makes no commitment

that the interface to IFM will become generally available.

Transaction sets can be received from a trading partner using any third party
translator program that can deliver to the System i a flat file in a format defined by EC.
From the flat file, EC processes the transactions into interface files where unique
requirements of transaction sets and individual trading partners are implemented.
Interface of the data into the XA data is through offline load. When you send
transactions, EC formats the data into EDI segments to meet the transaction and
trading partner requirements. A call to a program supplied by the translator or a user
program then moves the data into the translator’s EDI mailbox.

You will need to use the EC application to complete the setup tasks before you can
begin using this feature in Accounts Payable. The setup tasks include:
• Defining the translator software you will use
• Defining trading partner relationships
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• Defining the transaction sets to be used for each trading partner

• Setting up options in transaction set control files
• Setting up cross references to business entities (customers, vendors, bank
accounts)
• Setting up location cross references to addresses and contacts
• Designing a format for printing a transaction set (optional).

You will need to set the media flags for each vendor, using Vendor Master file
maintenance. AP supports a separate flag for printing and for EDI, so you can choose
one or both communication media types for each type of transaction for a vendor.

You also must use the EC application to maintain, delete, display, and print a
transaction set, work with user exits to alter the data in a transaction set, and to
access the error log that is updated during the send or receive process. See the
EC User’s Guide for more information.

Activate fax interface

With the fax interface installed, you can send remittance advices to vendors by fax.
You set the media flag and enter the fax numbers in Vendor Master Maintenance,
option 2 on menu AMAM70. Then users type FAX on an XA command line or select
Telex/Fax/400 on the Additional Application menu to access this function. See the
CAS User’s Guide for more information.

Special calculations and features

Special calculations and features include the following subjects:
• Batch correction features for payables data entry
• Recurring expenses
• Accounts Receivable interface
• Bank Reconciliation Master file protection
• Vendor Master file protection
• Voucher number and payment selection number
• Assignees
• Prepaid invoices
• Halt code
• Change and delete transactions
• Discount calculation
• Miscellaneous vendor
• Special use account numbers
• Procedure conflicts.

Batch correction features for payables data entry

The payables processing procedures provide several special features to aid you in
correcting and adding information to a data entry batch. You can page through the
batch, identify incorrect entries, and correct them. You can also insert line items that
were omitted when an invoice was originally entered.

Batch correction features are implemented by the function key F1=Batch summary
to show all invoice headers in the batch. After you select a header, you can scroll
through details attached to an invoice, add more detail, and/or add new purchase
orders if Purchasing is installed.
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Recurring expenses

Most businesses have certain expenses, such as rent and utilities, that are paid on a
periodic basis. Generally, these expenses are entered as invoices, posted to the
Accounts Payable files, selected for payment, and paid by checks written each period.
If you have a large volume of recurring expenses, you can save a considerable
amount of time by capturing the expenses once. Then, each period, the data can be
entered from diskette or disk. To implement this savings, follow these steps for each
company you have in the system:
• Determine which of your expenses can be entered with the same invoice date
and due date. Also determine which of these expenses can be posted to the
Purchase Invoice Journal, if applicable, with the same entry date or period. For
instance, some expenses will be due on the first of the month, others in the
middle of the month and some on other periodic bases.
• Form as many batches as you have company and date requirements.
• Prepare these batches for offline data entry, omitting an invoice date and due
date.
• If you are using a diskette, you may want to label it to show when it should be
entered into the system.

When you need to process a batch consisting of recurring expenses, use Main Menu,
option 1, and secondary menu (AMAM10), option 2, for offline entry.

If you do not have a way to update the file easily, the batch default date will have to be
changed from a work station after the transactions have been entered.

When the batch is entered, an edit listing is printed. If the entries require any
deletions, changes or additions, make the necessary corrections. After correction,
post the batch to the Open Payables file. The invoices selected for payment can be
paid by checks written at your convenience.

Accounts Receivable interface

If the interface between Accounts Receivable (AR) and Accounts Payable is active,
Accounts Receivable sends deposits to AP. When a cash receipt is entered in AR and
the interface is active, the deposits passed to AP automatically update the bank
balances maintained by AP in the Bank Account Master file.

Bank Reconciliation Master file protection

It is suggested that you protect the Bank Reconciliation files by assigning the
appropriate security level to a minimum number of operators. Once protected, only an
operator who has been cleared for that security level can add outstanding checks or
deposits to the file and renumber checks.
Note: If security is active, you must be cleared for security level 3 or you will be
prevented from running the add checks, add deposits, and renumber checks options.

Printing checks
You can use the default values for printing checks that you set up during application
tailoring, or you can supply the following:
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• Cash-in-bank account number (against which the checks are to be written)

• Discounts earned account number for all discounts taken
• Beginning check number (beginning check number is updated each time a Cash
Disbursements Journal prints).
Note: Account numbers are required only if you are using general ledger
distribution. The bank account currency and the payment currency of all
payments in the batch must be within the same primary currency group. The GL
cost account number is taken from the Bank account master file.

The files are updated in the following way:

• The Open Payables file is updated to reflect the payment. The update is done on
two levels:
- The partial payment amounts on the Open Payables Header record
(OPNPAYM) are updated to record the effect of the payment on the amount
owed. Two sets of amounts are updated:
– The trading currency amounts are updated with the value of the payment
in trading currency.
– The local currency amounts are updated with the value of the payment
using the exchange rate in effect when the invoice was posted in
Payables Processing.
- For example, at payables posting time, the exchange rate for an invoice was
.20. In a subsequent revaluation, the exchange rate was .25. If a payment for
300 (trading currency) was posted, its local currency value would be 60 (300
x .20) and its revaluation value would be 75 (300 x .25).

Table 2-3. Example of revaluation

Trading currency Local currency Revaluation
Invoice 1000 200 250
Payment 300 60 75
- The status of the Open Payables Payment file record that was created when
the invoice was chosen for payment is changed to Paid and transaction gain/
loss data is added to the record.
• The bank account balance is reduced by the amount of the payment.
• The Bank Reconciliation Payments file (CHECKB) is updated to record the
payment in bank account currency, trading currency, local currency, and payment
currency.
• The payment selection is deleted from the Bank Account Payment Selection file.
• Vendor Master file amounts are updated in both trading currency and local
currency.
• Review the printed checks, remittance advices and Cash Disbursements Journal.

Vendor Master file protection

In order to maintain the integrity of statistical information in the Vendor Master file, it is
suggested that you protect the file by assigning the appropriate security level to a
minimum number of operators. Once protected, only an operator who has been
cleared for that security level can:
• Change the last payment date
• Change the amount fields in a Vendor Master file record.
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If you have the proper security clearance and want to delete a record with a non-zero
year-to-date or previous year-to-date amount, do the following:
• Change the record to show a 0 (zero) amount
• Delete the record.

Updating the Vendor Master file is controlled by two levels of application security. The
first level is the security required for normal file maintenance. This security level
allows the you to change vendor descriptive data such as name, address and
telephone number. The second level of security allows you to also change the
monetary information stored in the Vendor Master file. Normally, there should be no
reason to change amount fields because the application automatically updates them
with purchases, discounts, reversals and credit memos.

Amount fields are reset as part of the year-end update procedure described in the
section on option 4 of menu AMAM60 in Chapter 8. Since changing amount fields
could cause the vendor reports to show inaccurate data, it is recommended that the
use of the second security level be restricted to management.

Voucher number and payment selection number

Because it is impractical to use the vendors’ invoice numbers as unique identifiers for
invoices, the Accounts Payable application uses voucher numbers and payment
selection numbers for this purpose. You can assign the voucher number or the
application can assign the number. The method you use depends on the choice made
during application tailoring.

While an invoice is in the payables work file, it can be identified by the voucher
number assigned. Once the invoice is in the Open Payables file, it is identified by a
payment selection number. If you use voucher numbers entered by an operator, the
same number is used for the payment selection number. If the application generates
voucher numbers, the voucher numbers are assigned automatically as you enter
invoices. Payment selection numbers are assigned when invoices are added to the
Open Payables file.

An advantage to letting the application generate voucher numbers is that it ensures

that no duplicate payment selection numbers occur during posting to the Open
Payables file. When you enter voucher numbers, the Accounts Payable application
can edit for duplicates only within the batch that is being entered or within the Open
Payables file. (When you assign voucher numbers, the voucher number becomes the
payment selection number that uniquely identifies an invoice in the Open Payables
file.) If the same voucher number is entered for the same vendor in more than one
batch, the duplication cannot be detected until an attempt is made to add another
invoice to the Open Payables file. When this occurs, a message is printed and the
invoice, with a duplicate voucher number, will not be added to the file. As a result, the
totals on your Purchase Invoice Journal will not correctly reflect the updates that were
made to the Open Payables file. It is your responsibility to adjust your control totals
and to enter the invoice again with a different voucher number.

Assignees
Occasionally, payment of an invoice is to be sent to someone other than the vendor
sending the invoice. The Accounts Payable application allows you to indicate this
using two different methods. You can enter the assignee number for the invoice either
when originally entering the invoice through Accounts Payable, or after the invoice
has been added to the Open Payables file. Perform Open Payables file maintenance
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and update the invoice with the appropriate assignee number. You can also use Open
Payables file maintenance to remove an assignee number entered in error. When an
assignee is to receive payment for an invoice, the check is written to the assignee, but
amounts are used to update the statistic fields of the originating vendor. To use this
feature, you must assign a vendor number to the assignee and then add a record to
the Vendor Master file for that assignee.

You can also type in the assignee number for a vendor in the Vendor Master file. This
causes that assignee number to appear automatically when an invoice is entered for
that vendor.

Updating during payment selection

During payment selection as payments are made or reversed, the files are updated in
the following way:

The Open Payables file is updated to reflect the payment selection. The update is
done on two levels. The partial payment amounts on the Open Payables Header
record (OPNPAYM) are updated to record the effect of the payment on the amount
owed. Two sets of amounts are updated:
• The trading currency amounts are updated with the value of the payment in
trading currency.
• The local currency amounts are updated with the value of the payment using the
exchange rate in effect when the invoice was posted in Payables Processing.

Prepaid invoices
Some invoices you want processed by the Accounts Payable application have already
been paid. You indicate this in AP by entering the check number used to pay the
invoice, the bank account number, and the payment method when you enter the
invoice during Payables Processing.

The posting of prepaid invoices creates a record for the invoice that records the
amount of payment in the Open Payables file. The amounts used assume the invoice
was paid in full.

If the invoice has been partially paid, it must be entered as two invoices, that is, one
invoice for the prepaid portion and one invoice for the unpaid portion. Each of these
invoices must have a different voucher number but they may be entered with the
same vendor invoice number using a different invoice sequence number. You can use
the vendor invoice number as it appears on all open payables reports as your
reference number for auditing purposes.

If you are processing with Immediate Cash Disbursements when an invoice is entered
with a check number, bank account number and payment method, the application
accesses the Bank Reconciliation Master file (CHECKB) to determine if a check with
that number has already been written. If one has already been written, a further edit is
made to determine if the check was written to the same vendor (or assignee) to which
the prepaid check was written. If no check has been written with the entered check
number, or one has been written with the same check number but it was to the same
vendor, the application will accept the check number entry. In the latter case, the
amount of the prepaid invoice will be added to the check amount in the check record
that already exists in the Bank Reconciliation file. This will occur when the prepaid
invoice is processed by the Cash Disbursements procedures.
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Discounts are always taken in full on prepaid invoices, whether entered as prepaid or
changed with Manual Payments Update.

For miscellaneous vendors, only one invoice can be paid per check. If a batch
containing two prepaid invoices for miscellaneous vendors with the same check
number is processed, the second amount will not be added to the check amount.

Prepaid invoices remain in the Open Payables file until a bank reconciliation purge is
run.

Halt code
You may have to enter invoices that you want to post but not pay now because of
disputed terms or for other reasons. For these invoices you want to indicate that the
invoice should not be selected for payment. You can do this by assigning a halt code
number from 0 through 9. Since you set these up yourself, you should assign a
different meaning to each of the 10 halt codes. In this way, when an invoice appears
on the display or is printed with a halt code on a report, you will know why the invoice
has been halted.

You can halt an invoice when you enter it during payables processing or after it has
been added to the Open Payables file, by performing payment selection operations.
During payables processing, use display AMV161. During payment selection
operations, use display AMA214 or when assigning invoices, to a manual payment
use display AMA423. In all cases, blank out the entry in the HALT field to release a
halted invoice, type in a code (0-9) to prevent selection of the invoice for payment, or
leave the field blank.

Once an invoice has been halted, the Accounts Payable application will not select it
for payment. When you are ready to pay the invoice, release the invoice from the halt
status, then select it for payment using the appropriate payment selection criteria.

If you want the invoice deleted from the system rather than paid, you can delete the
invoice through invoice entry/edit using option 1 on the Payables Processing menu
(AMAM10) and then F5 when the Invoice and Credit Entry panel (AMV160) appears.

Change and delete transactions

Change and delete transactions (delete transactions have previously been referred to
as automatic credit memos) allow you to make extensive updates to open payables
that you are unable to perform using the Open Payables File maintenance menu
option;
• Use F5 on the Invoice & Credit Memo Header display (AMV160) to cause the
Change/Delete display (AMV166) to appear.
• Identify the invoice to be changed or deleted. No change or delete is accepted if
the invoice has been:
- Selected for payment
- Partially paid
- Paid in full
- Changes are pending.
• The system extracts all the information for the invoice from the Open Payables file
and flags the invoice as having a change in process. The flag bars payment and
any other change activity.
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• If you requested a change, the system brings two copies of the invoice into the
batch—a change copy you can edit like any other invoice and a “protected” copy
which is used to back out the original invoice. Since a change transaction is
equivalent to an offsetting add and delete, control totals initially show zeros. Both
the records for the “protected” copy and the copy shown on the Invoice & Credit
Batch Summary display (AMV16I) are included in the valid record count. The
CONTROL total for a change is twice the value of the invoice or credit memo
since this is the sum of the absolute values of the debits and credits.
• You can change all invoice data except vendor number, invoice number, purchase
order number, and voucher number. (The invoice number can be changed using
File Maintenance to Open Payables.)
• If you requested a deletion, the system brings a “protected” copy into the batch.
When you delete an invoice, it appears with negative values and when you delete
a credit memo, it appears with positive values.
• You can cancel a change or delete before it is posted using the Batch Summary
display. When you do this, both the “protected” and change (if applicable) copies
of the invoice are deleted and the flag is removed in the Open Payables file.
• When the invoice is posted, the system processes the “protected” copy of the
invoice as if its signs were reversed. The change copy is processed as a regular
invoice. There are some exceptions which apply:
- When a change is processed against the Open Payables (OPNPAY) file, the
change copy replaces the original record in OPNPAY and the change in
process flag is removed (the “protected” copy is ignored). The same payment
selection and voucher numbers are used.
- When a delete is processed against OPNPAY, the invoice is removed from
the Open Payables file when the batch is posted.
- New tax transmittal numbers and tax sequence numbers are assigned to the
tax file records passed to CAS.

Discount calculation
You can enter a different discount percentage for each line item of an invoice rather
than entering a single discount percentage for the total invoice. When entering invoice
line items you can enter the following values:
Line item gross amount The cost for this line item. It can be any value, negative or
positive.
Amount subject to discount If a value is entered, the application assumes the
discount amount is calculated on this amount.
Otherwise, the discount amount is calculated on the line item
gross amount. It cannot be greater than the line item gross
amount.
Discount percent The value entered is multiplied by the line item gross amount
or the amount subject to discount. The resulting value is the
discount amount. When working with negative discount
amounts, the sign of the discount is based upon the sign of
the line item gross.
Discount amount If a value is entered for discount amount, an entry for
discount percent is ignored. If you are making a partial
payment, you may want to enter a partial discount. Positive
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line items require positive discounts. Likewise, negative line

items require negative discounts.

You also have the option of entering a discount amount on the invoice header. If all or
most of the line items will use the same discount percentage, using the header
discount is more efficient. If you enter a discount percentage in the header, it will not
be defaulted to the tax, freight, or special charges lines. You must enter the discount
percentage for these lines if they apply.

You have the option of overriding the discount percentage of any line items entered or
reviewed during data entry. Each line item calculates discount amounts separately
regardless of whether the header discount is used or not.

During printing of the Purchase Invoice Journal, each line item is added to the Open
Payables file with the discount amount for that line item equal to the calculated or
entered value. The total of line item discount amounts is the invoice discount amount.

When invoices in the Open Payables file appear on the display or are printed showing
a discount amount, the discount amount is the result of entries in the above fields
during payables processing. During most operations this amount is used only if the
invoice due date is equal to, or later than, the processing date. When invoices are
selected for payment on a date later than the invoice due date, you can force the
discount to be taken.

Discounts are always taken in full on prepaid invoices whether entered as prepaid or
changed with Manual Payments Update.

Miscellaneous vendor
If your company does business with a vendor on a one-time or occasional basis, it is
not necessary to add a record for that vendor to the Vendor Master file. You must add
a record only if you want to carry vendor statistics on an individual basis. If you
choose not to add the occasional vendor to the Vendor Master file, that supplier must
be treated as a miscellaneous vendor.

When the Vendor Master file is created, a record with vendor number 000000 as the
key is added to the file. The record can never be deleted from the file. It is used for
accumulation of vendor statistics for all miscellaneous vendors with whom your
company does business.

If you enter 000000 for vendor number during payables processing, the application
will not look for the vendor’s record in the Vendor Master file. It will instead prompt for
entry of the vendor’s name and address. You are required to enter at least a vendor
name and vendor abbreviation. When the payables transaction is added to the Open
Payables file, a record with this name and address information is added. The
transaction is also assigned a unique payment selection number to distinguish it from
other transactions in the Open Payables file that are for miscellaneous vendors. The
assigned payment selection number is shown on the Purchase Invoice Journal that
prints when the transaction is added to the Open Payables file.

Only one invoice with vendor number 000000 can be paid using the same check
number. Only local currency activity is permitted for miscellaneous vendors, and the
vendor’s Currency ID in the Vendor Master file must be blank. Credit memos cannot
be processed for miscellaneous vendors.
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When checks are written, one check is written for each invoice with vendor number
000000. If the invoice also contains an assignee number, the check is written to the
assignee using the name and address information from the Vendor Master file. If the
invoice does not contain an assignee number, the check is written using the name
and address information from the record in the Open Payables file. In either case, the
check totals are added to the vendor statistic fields in the Vendor Master file record for
vendor number 000000.

Special use account numbers

Certain applications reserve general ledger account numbers 9999995, 9999996,
9999997, and 9999998 for special use to prevent out-of-balance conditions. For a
description of how the computer uses these account numbers, see the General
Ledger User’s Guide. The computer also uses general ledger account number
9999999 as a reserved account to store retained earnings calculated by the Income
Statement program in the General Ledger application.

Accounts Payable uses 9999998 as a default. If an account number is not found

during posting or disbursements processing, the journal entry is charged to this
default account. You must be sure to add this account to the General Ledger Master
file. If it is ever used, it is your responsibility to make a manual journal entry through
General Ledger to transfer the amount to the proper account.

Procedure conflicts
File updates for Accounts Payable should not occur while certain tasks are being run
at other work stations. For instance, if the application were to allow a work station
operator to post payables transactions to the files at the same time that another work
station operator was entering payment selections, newly added invoices might be
incorrectly selected for payment. For this reason, the Accounts Payable application
will not let you run (perform) certain tasks concurrently.

If you try to initiate a procedure that is in conflict with one already running or
scheduled to run, a message appears and the procedure is not initiated. A summary
of the procedures that cannot be run concurrently by the Accounts Payable
application can be found in the CAS User’s Guide.

Production Control and Costing and Inventory Management interface

Accounts Payable allows data entry of invoice detail lines with miscellaneous charges
and outside operation charges for an order only when Production Control and Costing
is installed and interfacing. Edits are performed during the Accounts Payable data
entry to ensure the correctness of the data. The miscellaneous charge data is edited
to ensure that a record exists for the order and miscellaneous charge number in the
Manufacturing Order Miscellaneous Detail file. The option is allowed to add the record
during data entry if it is not already in the file. Outside operation data is edited to
ensure that a record exists in the Manufacturing Order Master file. Miscellaneous
charge and outside operation transactions are passed to PC&C when the AP to
PC&C interface is activated through Cross Application Support (CAS).

Accounts Payable allows data entry of invoice detail lines with cost adjustment
information only when Inventory Management is installed and interfacing. Cost
adjustment transactions are passed to IM when the AP to IM interface is activated
through Cross Application Support (CAS). An edit is performed during data entry to
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ensure that a record with the purchase order number, item number, and warehouse
exists in the Purchase Order Item file. Accounts Payable transfers cost adjustments to
Inventory Management for regular invoice line items. Credit memos and automatic
credit memos transfer data to both Inventory Management and Production Control
and Costing.

Data is passed from Accounts Payable to Production Control and Costing or Inventory
Management. Miscellaneous charge and outside operation transactions are passed
from Accounts Payable to Production Control and Costing by placing them in a data
entry batch in the Shop Activity file (SHPACT).

Cost adjustment transactions are passed from Accounts Payable to Inventory

Management as a file. That file is then processed as a batch by Inventory
Management’s offline data entry programs.
Note: Amounts passed may reflect special charge, tax, and freight prorations and
landed cost accruals. All costs are transferred to the temporary general ledger file in
local currency.

Accounts Payable transfers data to either Production Control and Costing or to

Inventory Management as follows:
• Calculates cost control totals.
• Miscellaneous Charge Costs:
1. Add together the miscellaneous charge amounts found on all regular invoice
and automatic debit memo detail lines.
2. Add together the miscellaneous charge amounts found on all regular credit
memo and automatic credit memo detail lines.
3. Subtract the total credit amount from the total debit amount. The result is the
net miscellaneous charge cost, and is passed to Production Control and
Costing only.
• Outside Operations:
1. Add together the outside operations amounts found on all regular invoice and
automatic debit memo detail lines.
2. Add together the outside operations amounts found on all regular credit
invoice and all automatic credit memo detail lines.
3. Subtract the total credit amount from the total debit amount. The result is the
net outside operations amount, and is passed to Production Control and
Costing only.
• Cost Adjustments:
Add the gross amounts from all regular invoice detail lines that contain cost
adjustment information. This information is passed to Inventory Management
only.
• Other Costs
1. Add together the other costs amounts found on all regular invoice and
automatic debit memo detail lines.
Note: Other costs consist of all charges except charges for miscellaneous
costs, outside operations, cost adjustments, and nonemployee
compensation.
2. Add together the other costs amounts found on all regular credit invoice and
automatic credit memo detail lines.
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3. Subtract the total credit amount from the total debit amount. The result is the
net other costs amount, and is passed to Production Control and Costing
only.
• Prints miscellaneous charge, outside operations, and cost adjustment information
on the payables processing reports:
- Invoice Entry Edit (Offline) (AMV0H)
- Invoice Entry Load (Offline) (AMV0I)
- Invoice Transaction Proof / Register (AMV12)
- Purchase Invoice Journal (AMV13)
- Purchase Invoices to Inventory Management (AMV0F1)
- Purchase Invoices to Production Control & Costing (AMV0F2)
- Purchase Journal Update (AMV14).
• Posts the invoice and credit memo transactions to an Open Payables file
• Passes the miscellaneous charge, outside operation, and cost adjustment
information to PC&C and IM.

Purchasing interface
Invoice entry and offline entry have been significantly enhanced to handle invoicing
with the Purchasing application. The interface option between AP and Purchasing has
been removed and is now automatic if both applications are installed. The “style” of
invoicing is determined each time an invoice header is entered on the Invoice Entry
Select display. If you enter a purchase order number, then this invoice is considered a
Purchasing style invoice, and Purchasing fields will appear on subsequent displays. If
you do not enter a purchase order number, the invoice is considered an Accounts
Payable style invoice and the purchasing fields will not appear. You will not be able to
attach purchase orders to this invoice after this stage.

Invoicing batches created by either application can also be accessed by either

application. All restrictions as to what entry function had to be entered through
Accounts Payable versus Purchasing have been removed. Batches created will be
designated as “PAY” BATCHES on AMVBA1 and can be accessed by either
application.

Nonemployee compensation
Companies must provide the government, on a calendar year basis, 1099-
Miscellaneous forms for each individual to whom they paid nonemployee
compensation. Accounts Payable data entry allows detail line items to be designated
as nonemployee compensation (NEC). The NEC for each vendor is accumulated and
1099 Miscellaneous forms can be printed each year and reported to the government.

Before you can enter an NEC line item through data entry, you must enter the
vendor’s social security or federal tax payer identification number into the Vendor
Master file. You activate the NEC function for a vendor by responding Yes to the NEC
Y/N question in the Vendor Master file. Assignees should not be used with NEC
invoices because the vendor statistics for the originating vendor, not the assignee
vendor, are updated when the check is written.
Note: If multiple companies are supported and more than one company is expected
to make NEC payments, follow these steps:
 Multi-currency support
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• Group NEC vendors for each company separately so that each company is
assigned a separate range of vendor numbers.
• Before you assign a unique number to your vendors, you may want to consider
that the Vendor Master file keeps only one set of statistics for each vendor,
regardless of the company with whom the vendor was doing business. If a vendor
does business with several companies, there are no separate statistics on how
much business was done with each company. However, an easy way to get
vendor statistics by company is to assign the vendor number so that the first two
digits represent the company involved and the last four digits represent the
unique vendor. Specifically, vendor 1234 does business with companies 01, 02,
and 03. If you want statistics by company, create three Vendor Master records
with vendor numbers 011234, 021234, and 031234. An advantage to using this
scheme is that you can print the information by company for any menu option that
allows you to enter a range of vendor numbers. For example, you can print the
1099-MISC forms for company number 02 by entering a range of vendors 020000
- 029999.
• When you print 1099-Miscellaneous forms, enter the beginning and ending
vendor for the company you want to print, along with the company name and
address.
• Run the program again repeating step 2 until 1099-Miscellaneous forms for all
companies have been printed.

NEC data is contained in the Vendor Master file for both the current year and last year.
You can print the 1099-MISC Report (option 3 on menu AMAM60) any time during the
year. It uses the current year amount field. At the end of a calendar year, the NEC
Reset (option 4 on menu AMAM60) should be run to copy the current year’s NEC to
last year and clear the current year field. Invoices for the new year can then be
processed even though the 1099-MISC forms have not been printed yet. Statistics are
reset in both trading currency and local currency. The 1099-MISC forms (option 5 on
menu AMAM60) can be printed later because that uses the last year amount field.

Multi-currency support
Multi-currency support affects Accounts Payable functions in the following areas:
• Foreign currency invoices
• Extended tax processing
• Invoice review
• Landed cost accrual
• Freight, special charge and tax proration
• Invoice line item splitting
• Multi-purchase order invoices
• Change/Delete of posted OPNPAY invoices
• Multiple bank accounts
• Advance payment selections
• Foreign currency payments
• Alternate payment method.

If the vendor is euro-participating, a toggle function on Inquiry panels allows you to

display an alternate currency. The Open Payable reports print a total for euro currency
if the vendor is euro-participating.
 Multi-currency support
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Foreign currency invoices

You can enter foreign currency invoices and have XA convert them to your currency
for GL, IM, and PC&C reporting purposes. You can pay these invoices in any currency
and the system automatically calculates and records the transaction gain or loss. A
revaluation feature lets you adjust open accounts payable balances to reflect the
latest exchange rates. Manual payments processing lets you record payments made
via bank drafts.

XA has extensive edits to make sure that you never accidentally combine amounts
from two or more national currencies. These edits can be defeated if you misuse the
primary currency feature in CAS.

You can have multiple sets of exchange rates for the same national currency, using
the primary currency ID. Suppose you had three sets of exchange rates for the US
dollar that were called US$, US1, and US2. You indicate that they are the same
national currency like this:
Table 2-4. Example of multiple sets of exchange rates
Currency ID Primary currency
US$
US1 US$
US2 US$

When you indicate that currencies belong to the same national currency as in the
previous example, the application knows that it is safe to combine amounts because it
will not be mixing different currencies.

Extended tax processing

Accounts Payable handles U.S., value added (VAT), and Canadian taxes. If you are
subject to VAT, you may record and report VAT on purchases at the required level of
detail through the Payables Processing menu. If you are subject to sales tax, you may
accrue use tax on taxable purchases not taxed by your vendor and verify that the
sales tax is correct through the Payables Processing menu.

You can enter tax options at the invoice level. The programs access the CAS Tax
Routine and show the taxes that apply. At this point, you can then:
• Recalculate the tax by changing the tax options you selected
• Cancel the tax calculation if your goal was to verify that taxes were invoiced
correctly
• Accept the taxes calculated by the system
• Accrue use tax for taxes owed but not invoiced.

The system responds by making the tax data part of the data for the invoice, recording
the tax in the general ledger, and placing the tax data in the CAS Tax Report files. The
data is placed in the files when an invoice is posted through the Payables Processing
menu or paid using the Cash Disbursements menu.
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Invoice review
You can review invoices by using selection displays that show summary information
about the invoices in a batch and the line items within an invoice. From these
displays, you may go directly to the invoice or invoice line item.

Landed cost accrual

You can have Accounts Payable accrue importation costs (for example, duty and
brokerage) not included on the invoice. You can also use this feature to accrue freight
on domestic invoices or to apply procurement burden to your purchases.

Freight, special charge, and tax proration

You can have the freight, special charge, and tax amounts on your invoices
automatically prorated to the other invoice line items for accounting purposes.

Invoice line item splitting

You can have the application allocate an invoice line item to two or more accounts.

Multi-purchase order invoices

Accounts Payable handles invoices that reference multiple purchase orders if
Purchasing is installed.

Change/delete of posted OPNPAY invoices

During Cash Disbursements processing or posting of an automatic credit memo,
reversing entries (if applicable) are created for all General Ledger distributions and for
the Production Control and Costing applications. A change/delete cannot be entered if
the Open Payables file does not contain an invoice for the vendor number and
payment selection number you entered.

Multiple bank accounts

You can have multiple bank accounts in Accounts Payable and track deposits,
payments, and balances for each account. Bank account balances may be in your
own currency or any foreign currency.

Advance payment selections

You may select invoices for payment before they are actually due. The application
tracks your payment selections by bank account and due date and shows you how
they will impact your bank balances.

Foreign currency payments

You may pay any invoice in any currency. You are not limited to the trading currency
you and your vendor agreed upon.
 Multi-currency support
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Alternate payment method

Accounts Payable can produce check and remittance advice files that you can submit
to locally developed programs. You can type in the vendor’s bank account number on
the Vendor Master file and it will appear on the new check and remittance advice files.

Cash receipts from Accounts Receivable

Accounts Receivable passes deposits to Accounts Payable if the interface is active.
When a receipt is entered in AR, it automatically updates the bank account balances
maintained by AP. For more information, refer to the Accounts Receivable User’s
Guide.

Manual payments
You can enter bank draft payments in any currency and match these payments to
invoices that are already in the Open Payables file.

Payment reversal
You can reverse payments using the Cash Disbursements menu (AMAM20). In
addition, payment reversal voids the outstanding check in the Bank Reconciliation file
and adds the check amount back to the bank balance.

Bank reconciliation
This menu option is always active. Bank reconciliation handles multiple bank
accounts and both checks and deposits. The system shows outstanding checks and
deposits, allowing you to change the check status to outstanding, void, or reconciled.
It also allows you to change the check amount.

If you have problems printing checks, you can update Accounts Payable files to reflect
the check numbers actually issued. If you have a non-XA bank reconciliation solution,
reconcile all the checks with the function key or set ranges of checks and deposits to
Reconciled status (R) for Open Payables purging purposes.

Reports and inquiries

Reports and inquiries show amounts in both trading currency and local currency.
Invoice Payment History inquiries show amounts in both trading and payment
currencies. If the vendor is euro-participating, a toggle function on Inquiry panels
allows you to display an alternate currency. The Open Payable reports print a total for
euro currency if the vendor is euro-participating.
 Page 3-1
Contents Index

Chapter 3. Payables Processing

When you choose option 1 from the Main Menu, the Payables Processing menu
(AMAM10) appears. This menu has six options that make it easy for you to enter and
review invoices.
Option 1. Enter/Edit Invoices and Credit Memos (AMAM10) ................................... 3-2
Option 2. Enter/Edit Invoices and Credit Memos from Offline Files (AMAM10) ..... 3-64
Option 3. Process Invoices and Credit Memos (AMAM10) .................................... 3-66
Option 4. Post Invoices and Credit memos (AMAM10) .......................................... 3-70
Option 5. EDI Invoices (AMAM10).......................................................................... 3-73
Option 6. Recurring Invoices (AMAM10) ................................................................ 3-87

The processing and posting portion of the Payables Processing menu handles foreign
currency invoices and gives you flexibility in the way you account for invoices and
credit memos. If you have both Purchasing and Accounts Payable installed, Payables
Processing works the same way in both applications. If you have only Purchasing
installed, you can pass invoice data to General Ledger, Inventory Management, and
Production Control and Costing files without the Accounts Payable application.

AMAM10 Accounting Management Accounts Payable **********

Payables Processing

Type option or command; press Enter.

1. Enter/Edit Invoices and Credit Memos

2. Enter/Edit Invoices and Credit Memos from Offline Files
3. Process Invoices and Credit Memos
4. Post Invoices and Credit Memos
5. EDI Invoices
6. Recurring Invoices

==> _________________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F10=Actions

F11=Job status F12=Return F22=Messages
+

Option 12.Enter/Edit Invoices and Credit Memos. Use this option to enter, edit, and
delete the following items at the work station:
• Invoices
• Credit memos
• Changes to and deletes of posted OPNPAY invoices and credit memos
• Prepaid invoices
• Prepaid credit memos.
Option 13.Enter/Edit Invoices and Credit Memos from Offline Files. Use this
option to enter a new batch of invoices and credit memos from offline files using the
Cross Application Support (CAS) display (AXVOL1) that appears when you choose
this option. Refer to the CAS User’s Guide for more information about display
AXVOL1. The following reports are generated:
• Invoice Entry Edit (Offline) (AMV0H)
• Invoice Entry Load (Offline) (AMV0I)
 AMAM10, option 1
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Note: AMV12 prints if one or more transactions were loaded to the PAYWRK
file.
Note: You can save time by grouping your transactions according to the type of
transaction. Group them in the following order:
1. All invoices
2. All regular credit memos
3. All corrections.
Option 14.Process Invoices and Credit Memos. Use this option to generate an
Invoice Transaction Proof/Register (AMV12) of an existing batch of invoices and
credit memos. Posting does not occur when you select this menu option.
Option 15.Post Invoices and Credit Memos. Use this option to post accounts
payable entries for an existing batch of invoices and credit memos to the Open
Payables and other files. Purchase order postings are done in both trading and local
currencies. The following reports are generated:
• Invoice Transaction Proof/Register (AMV12)
• Purchase Invoice Journal (AMV13)
• Purchase Journal Update (AMV14)
• Currency Conversion Audit Trail (AMV0E)
• Purchase Invoices to Inventory Management (AMV0F1)
• Purchases Invoices to Production Control and Costing (AMV0F2)
• Open Payables Duplicate Invoices (AMV0G).

If prepaid invoices are included in the batch, the following reports also print:
• Cash Disbursements Journal (AMA311)
• Cash Disbursements Register (AMA312)
• Cash Disbursements Update (AMA34)
Option 16.EDI Invoices. Use this option to choose invoices received using EDI
(electronic data interchange) and process them into payables data entry batches. The
following reports are generated:
• EDI Invoice Audit (AMV90)
• EDI Invoice Batch Report (AMV91)
• Invoice Entry Edit (Offline) (AMV0H)
• Invoice Entry Load (Offline) (AMV0I)
• Invoice Transaction Proof / Register (AMV12).
Option 17.Recurring Invoices. Use this option to choose invoices that exist in
recurring batches and process them into payables data entry batches.

Option 1. Enter/Edit Invoices and Credit Memos (AMAM10)

Use this option to type in a new batch or correct an existing batch of invoices and
credit memos.
What information you need:. Any source information you want to include.
What report is printed:. Invoice Entry/Edit (AMV17)
What forms you need:. AP-40 and AP-41

The basic steps to enter invoices and credit memos follow each display. In addition to
basic steps, use the function keys to move around within the displays.
 AMAM10, option 1
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Contents Index

When you page in Review mode, “Forward” or “Backward” appears beneath the
display mode indicating the direction in which you are paging.

When you make a selection on a summary display, the default direction is always
forward. If you selected a display using a function key, the default direction is always
backward.

AMVBA1—Data Entry Control

Use this display to:
• Start a new batch of transactions
• Select an active, closed, suspended, or recurring batch for further processing
• Review the status of all batches.

You can choose an active batch only from the work station that originated that batch.

This display appears if you select the following:

• option 1 on the AP or PUR Payables Processing menu
• option 1 OR 4 on the GL Journal Processing menu or option 3 on the GL Post
Journal Transactions menu
• option 1 on the AR Transaction Processing menu or option 6 on the AR Master
File Processing menu
• option 1 on the PR Time/Adjustment Entry menu or option1 on th PR Payoffs
menu.

DATE **/**/** AMVBA1 **

DATA ENTRY CONTROL
BATCHES CURRENTLY IN USE ***
ENTER BATCH NUMBER nnn LOCATE BATCH nnn
BATCH *--ORIGINAL--* *----LAST----* *--RECORDS--*
NO. TYPE WSID OPID WSID OPID STATUS DATE USED ERRORS
*** **** ********** *** ********** *** ****** **/** ***** *****
*** **** ********** *** ********** *** ****** **/** ***** *****
*** **** ********** *** ********** *** ****** **/** ***** *****
*** **** ********** *** ********** *** ****** **/** ***** *****
*** **** ********** *** ********** *** ****** **/** ***** *****
*** **** ********** *** ********** *** ****** **/** ***** *****
*** **** ********** *** ********** *** ****** **/** ***** *****
*** **** ********** *** ********** *** ****** **/** ***** *****
*** **** ********** *** ********** *** ****** **/** ***** *****
*** **** ********** *** ********** *** ****** **/** ***** *****
*** **** ********** *** ********** *** ****** **/** ***** *****
*** **** ********** *** ********** *** ****** **/** ***** *****

USE ROLL UP/DOWN

F04 NEW BATCH
F24 CANCEL THE JOB

What to do
• To start a new batch, use F04. The Batch Header (Enter) display appears. Press
Enter.
• To see the status of other existing batches, do one of the following:
- To see the next group of batches, use the roll keys to scroll forward and
backward through the list of existing batches.
 AMAM10, option 1
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- To locate a particular batch beyond the next group of batches, type the batch
number in the LOCATE BATCH field, press Field Exit, then press Enter. The
batch you selected appears at the top of the list of batches on the display.
• To use an existing batch, type the number of the batch in the ENTER BATCH
NUMBER field, press Field Exit, then press Enter. The Batch Header (Enter)
display appears.
Note: You can only select an active online batch from the same workstation that
initially created that batch. You can select an active offline batch from any
workstation if the system is not using the batch.

Function keys

F04 NEW BATCH starts a new batch. The Batch Header display appears.

F24 CANCEL THE JOB cancels the job; no processing occurs.

Fields

BATCHES CURRENTLY IN USE. The number of batches that currently exist.

ENTER BATCH NUMBER. To choose a closed or suspended batch, type in the

number of the specific batch with which you want to work. When you press Enter, you
attach to that batch, and the first record in the batch appears.

LOCATE BATCH. Use this field to search for a specific batch with which you want to
work. If you want to see the data entry control information for a batch, type in the
batch number. When you press Enter, this display appears again with the requested
batch appearing first in the list of batches.

BATCH NO. (Batch Number). The sequential number assigned by the application to
identify the batch.

TYPE. This field is used by the Accounts Payable, Accounts Receivable, and
Purchasing applications. A code used to indicate the application that created the
batch. The code for Purchasing and Accounts Payable batches is PAY. The codes
used for Accounts Receivable are CAS (cash receipts and adjustments) and INV
(invoices and credit memos). You can edit or post from a batch, regardless of the
application that created it.

ORIGINAL.
WSID (Work Station Identification): The identification of the workstation from
which you originally entered transactions for the batch. For offline batches,
asterisks appear.

OPID (Operator Identification): The operator ID of the operator who entered the
transactions. Appears only if security is in effect. For offline batches, asterisks
appear.

LAST.
WSID (Work Station Identification): The identification of the workstation which
last selected the batch. For offline batches, asterisks appear.
 AMAM10, option 1
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OPID (Operator Identification): The operator ID of the operator who last

selected the batch. The operator ID appears only if security is in effect. For offline
batches, asterisks appear.

STATUS. The current status of the batch. This field contains one of the following
codes:
ACTIVE. The batch is being used by another workstation or is incomplete because
of some abnormal condition, such as loss of power. You can only work on
an active but incomplete batch from the workstation that started the
batch.
SUSPND . (Suspend) One of the following conditions:
• Someone used F23 to end the workstation session, thereby
suspending the batch
• The batch was entered from an offline file and is not yet closed
• The application has automatically suspended the batch. Errors exist
in the batch and must be corrected.
You can select this batch for further entry and review from any
workstation.
RECURS. Batch has been created as a recurring batch. All transactions within this
batch are subject to the effective dates specified within. For purposes of
data entry, the system treats a RECURS batch the same as a suspended
batch; however, they cannot be processed like regular batches; they are
templates used to create regular batches. Recurring batches are used
only by Accounts Payable.
CLOSED. Someone used F24 to close the batch. You should not close a batch until
you have printed and verified a proof report. For purposes of data entry,
the system treats a closed batch the same as a suspended batch;
however, you can only choose a closed batch for certain further
application processing.
UPDATE. The application has selected the batch for updating the master files.
FINISH. The batch has been applied to the master files. The transactions will
remain in the batch until the files are saved.

DATE. The date of last activity in the batch.

RECORDS.
USED. The number of transaction records in the batch.

ERRORS. The number of transaction records with errors that the application has
detected. Warning messages also appear as errors.

AMV151—Payables Data Entry (Options)

Use this display to enter the company number and date for a new batch of Payables
Processing transactions. The Recurring Batch field is used only by Accounts
Payable.

This display appears when you use F04 NEW BATCH on the Data Entry Control
display (AMVBA1).
 AMAM10, option 1
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Date **/**/** Payables Data Entry Options AMV151 **

Batch ***

Company number nn
Batch default date nn/nn/nn

Recurring Batch n

F24=Cancel the job

What to do

Enter the company number and date for a new batch of Payables transactions, and
press Enter.

Function keys

F24 Cancel the job ends processing and causes the Payables Processing menu
(AMAM10) to appear again.

Fields

Batch. The identifying number the application assigned to this batch. This number
should be recorded with the control totals for the batch.

Company number. This field is required if it appears on the display. Type in the
number of the company for which this batch of transactions applies. The number is
entered only once for each batch. This field appears only if you indicated multiple
companies during application tailoring.

Batch default date. Type in the date that will be used as the default for the invoice
date and due date of invoices in this batch. If you do not enter a date, the system date
is used.
Note: You can subsequently change this date by using F4 on the Invoice & Credit
Batch Status display (AMV16S). The change will only affect later entries, invoices that
are in the batch when the batch default date is changed will not be affected.

Recurring Batch. Accept the default of N, or type Y to create a recurring batch. This
field is used only by Accounts Payable.
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AMV160—Invoice & Credit Header (Enter)

Use this display to enter information for an invoice or credit memo. You can process
invoices that reference multiple purchase orders, auto-generate line items for
purchase orders, enter credit memos, and change or delete existing invoices in the
Open Payables files.

This display appears when you:

• Press Enter on the Payables Data Entry Control display (AMVBA1)
• Press Enter on the Payables Data Entry (Options) display (AMV151)

Batch *** Company ** Invoice & Credit Header ****** AMV160 **

Batch date **/**/**

Vendor number aaaaA6 Purchase order number P aaaaA6

Invoice number aaaaaaaA10 Completion code <P/C> A
Invoice seq number nnn Auto gen <Y/N/S> A
Cr memo code <C> A Gen qty <1=Ord,2=Del,3=Stk> A
Voucher nnnnn

Totals: Control
Invoice gross amount nnnnnnnnnnn.nn
Special charges nnnnnnnnnnn.nn
Freight nnnnnnnnnnn.nn
Taxes nnnnnnnnnnn.nn
Discount amount nnnnnnnnnnn.nn
Discount percent nn.nn

F17=Accept with error

F1=Batch summary F5=Change/delete F24=Display status

What to do
• To create a purchasing style invoice, type in a purchase order number, all
requested information, and press Enter.
• To automatically generate an invoice from a purchase order, type in the requested
information, type Y in the Auto gen field and press Enter.
• To manually add a regular invoice, type in the information but leave the Auto gen
field N.
• To automatically generate some items from a purchase order, but not all items,
type S in the Auto gen field and press Enter.
• To add an invoice with no existing purchase order, type in the invoice (credit
memo) number, invoice sequence number, and voucher number and press Enter.
Note: The displays associated with this menu option contain message subfiles. To
view messages for this display, use the Roll keys.

Function keys

F1 Batch summary causes the Invoice & Credit Batch Summary (Review) display
(AMV16I) to appear if the invoice is in balance.
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F5 Change/delete causes the Invoice & Credit Change/Delete (Enter) display

(AMV166) to appear allowing you to create change or delete transactions from invoice
and credit memos already posted in the Open Payables file. The Open Payables file
is updated by these transactions when the batch is posted.
Note: If you use F5, you do not have to enter any information in the fields on this
display.

F17 Accept with error allows you to continue with the record even though the
application issues a warning message. The Invoice & Credit Header display
(AMV161) appears.

F24 Display status causes the Invoice & Credit Batch Status display (AMV16S) to
appear.

Fields

[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.

Batch. The identifying number the application assigned to this batch.

Company. The number of the company for which this batch of transactions applies.

Batch date. The batch default date from the Payables Data Entry (Options) display
(AMV151) or the Invoice & Credit Batch Date (Change) display (AMV167).

Vendor number [?]. This is a required field. Type in the vendor number that applies
to this invoice. If the invoice is for a one-time vendor, without a vendor number in the
Vendor Master file, type in 000000 to indicate a miscellaneous vendor.

Notes:
1. Assignee from the Vendor Master file can be entered.

2. The Purchase order number, Completion code, Auto gen and Gen qty fields
appear.

Purchase order number [?]. This field is required if this invoice is for a purchase
order. Type in the purchase order number that applies to the invoice or credit memo.
Entering a purchase order number determines whether Purchasing fields appear on
subsequent displays and whether you will be able to add purchase orders to this
invoice.

Invoice number. This is a required field. Type in the invoice number for this vendor.
The default is 1.

Completion code <P/C>. This is a required field if it appears. This field is used to
indicate if the invoice or credit memo you are entering completes invoicing activity for
the purchase order. Type in one of the following:
P. Partial invoice. More invoicing is to be performed for the purchase order at a
later time.
C. Invoice complete. This invoice completes invoicing for the purchase order. Its
status is updated in the Purchase Order Master file when the batch is posted.
This is the default.
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Invoice seq number (Invoice sequence number). Use this field to specify when the
same invoice number is used on multiple entries.
Note: If the same invoice number and invoice sequence number is used for two
different vendors, the sequence number will automatically be incremented.

Auto gen <Y/N/S>(Automatic generation code). This is a required field if you enter
a purchase order number. Type in Y or S or accept the default of N:
Y. Automatically create invoice records from information retrieved from the
purchase order files
N. Manually type in the invoice detail. Invoice information such as the item
description and the expense account is defaulted from the purchase order if
these fields are left blank on the Invoice & Credit Detail display (AMV162).
S. Select from a list of invoice records that would be automatically generated if
you answered Y. Only those records selected are automatically generated.
The Invoice & Credit Auto Gen display (AMV168) is used to enter your
selection criteria.

Cr memo code <C> (Credit memo code). Type in C for a credit memo or leave this
field blank for an invoice. Recurring batches cannot contain credit memos.

Gen qty (Generation quantity).

1. Auto gen selects records based on ordered quantity
2. Auto gen selects records based on delivered quantity
3. Auto gen selects records based on in stock quantity
The default is 1. Accept the default or type in another value to base the auto gen on
either a delivered or in stock quantity. If you choose option 2, the delivered quantity
will be the quantity received at dock or to stock, depending on how your system was
tailored. The delivered quantity does not consider any vendor returns.
If you choose option 3, the in stock quantity represents the actual stock quantity,
which is the net result of any vendor returns.
If you override the default, the new value remains until you end the data entry session
or change the value again.
Note: If an item does not require receipts, the item is generated based on the order
quantity, even if you chose the delivered or in stock quantity auto gen option.

Voucher. This is a required field if it appears on the display. Type in the voucher
number for this invoice. If the field is not shown, the application supplies the number.
The method of voucher assignment depends on the choice you made during
application tailoring. For more information, refer to the voucher question in the
“Accounts Payable Questionnaire” in Planning and Installing Infor ERP XA.

Control Totals. When you end an invoice, request a batch summary, or status, the
application performs invoice balancing edits against the control totals you enter and
the detail totals the application accumulates. If the invoice is out of balance, a
message is issued on the Invoice & Credit Header display (AMV161). The totals must
balance before the invoice can be ended.
Type in the totals in the following fields you want to use in invoice balancing. When
you press Enter, these totals appear again on the Invoice & Credit Header display
(AMV161) and can be changed on that display.
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Invoice gross amount: Type in the total amount of the invoice or credit memo.
The application checks the totals of the line items against the invoice total you
entered.

Notes:
1. Individual special charge, freight or tax line item records are automatically
created.
There is no default account number for special charges. If you are
interfacing with General Ledger, you must manually enter a GL account
number into any special charge record that is automatically generated from a
control total or a purchase order.
Control totals are established for invoice balancing purposes. For
example, if the sum of the special charge line items you enter does not equal
the amount you enter in the Special charges field, an out of balance condition
exists and an error message is issued when you try to end the invoice.

2. If you enter a purchase order number on this display and you answered Y or
S to Auto gen, we recommend that you do not enter amounts in these fields
unless you are entering an invoice containing multiple purchase orders and
want to establish a control total for invoice balancing purposes. Otherwise,
you will auto generate an out of balance invoice.

Special charges: Type in the total special charges amount for this invoice or
credit memo. If you leave this field blank, the application updates the sum of all
special charge amounts for this invoice to this field when you end the invoice.

Freight: Type in the total freight amount for this invoice or credit memo. If you
leave this field blank, the application updates the sum of all freight amounts for
this invoice to this field when you end the invoice.

Taxes: Type in the total tax amount for this invoice or credit memo. If you leave
this field blank, the application updates the sum of all tax amounts for this invoice
to this field when you end the invoice.

If you plan to use the extended tax features (Value Added Tax (VAT), VAT tax in
price, or Use tax), you should consider the following as they relate to control totals
and invoice balancing:

Notes:
1. The VAT tax in price and VAT amounts the application creates when you use
F11 on display AMV16T are used in balancing the invoice. The Use tax
amounts are not used by the application in invoice balancing.

2. When you use the VAT tax in price feature, individual detail line item gross
amounts on display AMV162 must be reduced by the amount of tax in price
calculated on the Extended Tax display (AMV16T). Otherwise the invoice will
be out of balance.

3. Tax detail created by the extended tax features can be reviewed only through
the Extended Tax display (AMV16T). Standard tax records are reviewed via
the Detail Summary display (AMV16D).

Discount amount: Type in the total discount amount for this invoice. This amount
is used as a control total in balancing.If you leave this field blank, the application
updates the sum of all discount amounts of detail line items for this invoice to this
field when you end the invoice.
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Discount percent: Type in the discount percent that applies to this invoice. When
detail items are entered, the discount amount is automatically calculated by the
discount percent entered. The discount percent can be overridden at the detail
level for line items to which the discount does not apply.
Note: If you use F5, you do not have to enter any information in the fields on
this display.

AMV161—Invoice & Credit Header (Enter/Review/Delete)

Use this display to type in the information that pertains to an entire invoice or credit
memo.

If this invoice refers to more than one purchase order, the Purchase Order Select pop-
up window appears if you use F7=Add detail on this display. The pop-up window
shows the purchase orders you entered on this invoice. You can identify the purchase
order to which you want to attach the detail line item. The window shows up to 10
purchase order numbers per panel. If you have more than 10 purchase orders, use
the Roll keys to page through the panels until you find the purchase order you want.

The pop-up window also appears on the following displays if you use F7=Add detail
from a tax, freight, or special charge record that is not attached to a purchase order.
AMV163 . Invoice & Credit Tax Detail
AMV164 . Invoice & Credit Special Charge
AMV165 . Invoice & Credit Freight Detail
AMV16D . Invoice & Credit Detail Summary

This display appears when you:

• Press Enter and have no errors on the Invoice & Credit Header (Enter) display
(AMV160)
• Use F17 on the Invoice & Credit Header (Enter) display (AMV160)
• Use F19 on the following displays:
- AMV162
- AMV163
- AMV164
- AMV165
- AMV16A (Review mode only)
- AMV16D
- AMV16P
- AMV16T.
• Select an invoice or credit memo from the Invoice & Credit Batch Summary
(Review) display (AMV16I).
• Use F20 on this display in Review mode.
• Use the Roll keys to move backward from the first detail record.
• Attempt to exit the invoice using F1, F3, or F24 when the invoice is incomplete or
out of balance.
 AMAM10, option 1
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Batch *** Company ** Invoice & Credit Header ****** AMV161 **

Batch date **/**/** ********
*MRO*
Inv ********** Seq *** Vendor ****** ************************* Type
Assignee aaaaA6 ************************* *******
P.O. number ******* Amt exp ***********.** Amt inv ***********.**
Voucher no. ***** Desc aaaaaaaaaaaaaaaaaA20
Invoice date nnnnnn Due date nnnnnn Halt code <n,0-9> A
Discount % nn.nn Landed cost code aA3 Tax suffix aaaA5
FOB code aA3 Ship Via code aA3 Terms code aA3
AP acct aaaaaaaaaaaaA15 Cash acct aaaaaaaaaaaaA15 Disc acct aaaaaaaaaaaaA15
Bank account aA3 Payment method A Paid check number nnnnnn
Curr aA3 aaaaaaaaaaaaA15 Exchange rate date nnnnnn Override rate nnnnn.nnnnnn

Totals: Control Detail

Gross nnnnnnnnnnn.nn ***********.**
Special chg nnnnnnnnnnn.nn ***********.**
Freight nnnnnnnnnnn.nn ***********.** Use Roll Up/Dn
Taxes nnnnnnnnnnn.nn ***********.** F12=Next Selection
Discount nnnnnnnnnnn.nn ***********.** F17=Accept with error

F1=Batch summary F2=Vendor address F3=New invoice F6=Detail summary

F7=Add detail F8=Extended tax F13=Add tax F14=Add special chg
F15=Add freight F16=Add P.O. F20=Delete invoice F24=Display status

Batch *** Company ** Invoice & Credit Header ****** AMV161 **

Batch date **/**/**

+eeeeeeeeeeeeeeeeeeeeeeeeee+
| Purchase Order Select |
| |
| ********** ********** |
Inv ********** Seq *** Vendor ** | ********** ********** |
Assignee aa | ********** ********** |
P.O. number ******* Amt exp ** | ********** ********** |
Voucher no. ***** Desc aaaaaaaa | ********** *********** |
Invoice date nnnnnn Due date | |
Discount % nn.nn Landed cost c | Selection: nn |
FOB code aA3 Ship Via code | |
AP acct nnnnnnnnnnnnnnn Cash acct nnn | F12=Return Roll Up/Dn |
Bank account aA3 Payment metho +eeeeeeeeeeeeeeeeeeeeeeeeee+

Curr aA3 aaaaaaaaaaaaA15 Exch rate date nnnnnn Override rate nnnnn.nnnnnn

What to do
• To enter an invoice or credit memo, type in the information requested and press
Enter.
• When you press Enter in Review mode, the record is edited and if no errors
occurred, the record is processed, the file is updated, and the next record in the
direction you were paging appears.
• When you press Enter in Delete mode, the record appears again in Review mode
and no deletion occurs.
• To add detail lines to an invoice with multiple purchase orders attached use F7
and type in the appropriate purchase order on the Purchase Order Select window
to which the detail should be attached.
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Function keys

F1 Batch summary causes the Invoice & Credit Batch Summary (Review) display
(AMV16I) to appear if the invoice is in balance. If errors occur, the Header display
(AMV161 appears again.

F2 Vendor address causes the Invoice & Credit Vendor Address display (AMV16A) to
appear for you to enter miscellaneous vendor address information. This function key
only appears when you are in Review mode and the Vendor field contains all zeros.

F3 New invoice causes the Invoice & Credit Header display (AMV160) to appear if the
invoice is in balance. If the invoice is not in balance, display AMV161 appears again.

F6 Detail summary causes the Invoice & Credit Detail Summary (Review) display
(AMV16D) to appear and allows you to review all details attached to this invoice. This
function key only appears when you are in Review mode.

F7 Add detail causes the Invoice & Credit Detail display (AMV162) to appear in Enter
mode and you can add detail lines. F7 appears only in Review mode. If an invoice has
more than one purchase order, the Purchase Order Select pop up window appears.
Select the appropriate purchase order number from the list on the window and press
Enter.

F8 Extended tax causes the Invoice & Credit Extended Tax display (AMV16T) to
appear. The CAS Tax Routine calculates the tax associated with this invoice. This
function key only appears when you are in Review mode.

F12 Resume Entry appears on the display only in Review mode and only if you rolled
out of Enter mode or use F19 from Enter mode. The display you were on when you
last were in Enter mode appears.

F12 Next Selection appears only in Review mode, and only if you made more than
one selection on the Summary display (AMV16D). For multiple selections, the first
selection is processed and F12 Next selection appears until no further selections
remain or you use any function key except F17, F19, F24, Roll or Enter. Selections
are processed in the order in which they appear on the Summary display.

F12 Return appears only on the Purchase Order Select pop up window. This function
key will return you to the display under this window.

F13 Add tax causes the Invoice & Credit Tax Detail (Enter) display (AMV163) to
appear and allows you to add tax detail. If the invoice refers to a purchase order, the
line item will be associated with the purchase order number shown in the P.O. field on
this display. Otherwise the line item is considered an invoice level charge.

F14 Add special chg causes the Invoice & Credit Special Charge (Enter) display
(AMV164) to appear and allows you to add special charges. If the invoice refers to a
purchase order, the line item will be associated with the purchase order number
shown in the P.O. field on this display. Otherwise the line item is considered an invoice
level charge.

F15 Add freight causes the Invoice & Credit Freight Detail (Enter) display (AMV165)
to appear and allows you to add freight charges. If the invoice refers to a purchase
order, the line item will be associated with the purchase order number shown in the
 AMAM10, option 1
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P.O. field on this display. Otherwise the line item is considered an invoice level
charge.

F16 Add P.O. causes the Invoice & Credit P.O. Header (Enter) display (AMV16P) to
appear. This function key only appears if Purchasing is installed, you are in Review
mode and the invoice refers to a purchase order.

F17 Accept with error allows you to continue with the next record even though the
application issues a warning message. The error should be corrected before the
batch is posted. This function key only appears if a warning message is issued on the
display.

F20 Delete invoice is used to confirm deletion of a selection from the Invoice & Credit
Summary display (AMV16I) or to request and confirm deletion of an invoice on the
Invoice & Credit Header display (AMV161). This function key only appears when you
are in Review or Delete mode.

If you are in Review mode and use F20, this display appears again in Delete mode. If
you are in Delete mode, use F20 again to confirm the deletion. The invoice and
associated detail is deleted from the batch. If there are no more invoices in the batch
the Invoice & Credit Header display (AMV160) appears. If you press Enter to cancel
the delete, the display you were on when you requested F20 appears again.

F24 Display status causes the Invoice & Credit Batch Status display to appear if the
invoice is complete and in balance.

Fields
[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.
Note: The following field appears on the Purchase Order Select window.

Selection. Type in a number from 1 to 10 that indicates the purchase order to which
you want to attach this detail line item.

Batch. The identifying number the application assigned to this batch.

Company. The number of the company for which this batch of transactions applies.

Batch date. The batch default date from the Payables Data Entry (Options) display
(AMV151) or the Invoice & Credit Batch Date (Change) display (AMV167).

Inv (Invoice). The vendor’s invoice number.

Seq (Invoice sequence number). The invoice sequence number entered on display
AMV160. It is used to specify when the same invoice number is used on multiple
entries. If the same invoice number and invoice sequence number is used for two
different vendors, the invoice sequence number will automatically be incremented.

Vendor. The vendor number and name.

*MRO*. This field appears only if the Maintenance Management System (MMS) is
interfacing, and indicates that this is an MRO vendor.
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Type. Invoice or Credit appears in this field depending on what you entered in the Cr
memo code <C> field on the Invoice & Credit Header (Enter) display (AMV160).

Assignee [?]. Type in the number of the assignee if someone other than the original
vendor is to be paid for this invoice. There must be a record for the assignee in the
Vendor Master file and the number cannot be all zeros. Leave the field blank if it does
not apply. If the assignee number is already in the Vendor Master file for this vendor,
the assignee number and name appears on the display. You can override the
assignee number that appears.

P.O. number (Purchase order number). The purchase order number that applies to
this invoice or credit memo. This field only appears if Purchasing is installed and you
entered a purchase order number on the Invoice & Credit Header display (AMV161).

Amt exp (Amount expected). This field only appears if a purchase order was
entered on the Header display (AMV160). The invoice amount expected from the
Purchase Order Master file. This is the order quantity times the unit price.

Amt inv (Amount invoiced). This field only appears if a purchase order was entered
on the Header display (AMV160). The amount invoiced to date for this purchase order
from the Purchase Order Master file.

Voucher no. (Voucher number). An identifier for the invoice. The number is
assigned by the application or you typed it in on the Invoice & Credit Select (Enter)
display (AMV160).

Desc (Description). Type in a description of the invoice. You can type in either the
purchase order number or a physical description; for example, Office Supplies.

Invoice date. Type in the date printed on the invoice or credit memo. If you do not
type in a date, the batch default date is used when you press Enter on the Invoice &
Credit Header (Enter) display (AMV161).

Due date. Type in the last date that the invoice can be paid with a discount. If you do
not type in a date, the batch default date is used when you press Enter on the Invoice
& Credit Header (Enter) display (AMV161).

Halt code <N,0-9>. Type in the code (N,0-9) you assigned to show that an invoice
should be held and not paid automatically, or type N to prevent the system from
assigning a halt code when posting invoices or credit memos for which warning
messages have been issued. If you type in a halt code, you must release the invoice
during payment selection. The halt codes are user-defined. Code 5, for example,
could mean “hold payment until after inspection for damaged goods.”
If you do not type in a code, the application assigns a value based on the invoice
status when the Invoice Transaction Proof / Register (AMV12) runs:
Blank. Invoices without error
7. Warning error exists
Note: Halt code 7 can be assigned when errors exist in a purchase order.

Discount % (Discount percent). This is the discount percent used as a default

when you enter detail items. You can override the line item discount percent if
necessary.
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Landed cost code. This code defaults from the Vendor Master file. To override the
default, type in a code to adjust for importation costs or additional costs (such as
freight) already incurred but not included on the invoice. The code you type in must
refer to a record in the Landed Cost file.

Tax suffix. The tax suffix defaults from the Vendor Master file. You can type in a new
tax suffix. Use the field to remind you of the type of tax you pay on purchases. For
example, if you are required to accrue Use tax on purchases from a vendor, use the
tax suffix to identify out-of-state vendors who provide taxable goods and services but
do not include sales tax on their invoices. Assign a tax suffix like “Usetx” to these
vendors in the Vendor Master file. Then each time the Invoice & Credit Header display
(AMV161) appears, the tax suffix will act as a reminder.

FOB code (Free on board) [?]. The purchase order FOB code. This field only
appears if a purchase order was entered on the Header display (AMV160). Type in a
code only if it is different on the invoice. If multiple purchase orders are entered, the
FOB code can be entered or defaulted only for the first purchase order.

Ship Via code [?]. The purchase order ship via code. This field appears only if a
purchase order was entered on the Header display (AMV160). Type in a code only if it
is different on the invoice. If multiple purchase orders are entered, the Ship Via code
can be entered or defaulted only for the first purchase order.

Terms code [?]. The purchase order terms code. This field appears only if a
purchase order was entered on the Header display (AMV160). Type in a code only if
the terms code on the invoice is different. If multiple purchase orders are entered, the
Terms code can be entered or defaulted only for the first purchase order.
Note: The invoice due date is not calculated from the terms code.

AP acct (Accounts payable account) [?]. Type in the Accounts Payable account
number if the number is different from the one that was specified during application
tailoring.

Cash acct (Cash account) [?]. Type in a cash account only if it is different from the
one specified for the bank account in the Bank Account Master file and only if the
invoice or credit memo is prepaid.

Disc acct (Discount account) [?]. Type in an account for discounts taken if it is
different from the one specified during application tailoring and only if the invoice is
prepaid.

Bank account. This field appears only if Accounts Payable is installed. The Bank
account, Payment method, and Paid check number together identify an invoice or
credit memo as prepaid. If you answered no for immediate cash disbursements during
application tailoring, the prepayment must already exist in the Manual Payments file
before entering the prepaid invoice. If this invoice is not prepaid, leave this field blank.

Payment method. This field appears only if Accounts Payable is installed. The
payment method must exist for the bank account in the Bank Account Master file. If
the invoice is not prepaid, leave this field blank.

Paid check number. Type in the number of the check used to pay this invoice. If
Purchasing is installed without Accounts Payable, this field is for reference only. If the
invoice is not prepaid, leave this field blank.
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Curr (Currency) [?]. The currency ID from the Vendor Master file appears. You can
change the currency ID to any ID within the same primary currency of the vendor. This
field only appears if multi-currency support is active.

Exchange rate date. Type in a specific date to reference the Exchange Rate file if
you want to use an effective date other than that of the invoice date. If you do not type
in a date, the application uses the invoice due date. If you type in Exchange rate date
and Override rate, the Override rate is used. This field only appears if multi-currency
support is active.

Override rate (Override exchange rate). Type in a specific exchange rate for the
invoice if you do not want to use an exchange rate from the Exchange Rate file. If you
type in Exchange rate date and Override rate, the Override rate is used. This field only
appears if multi-currency support is active.

Totals. Control totals for this invoice appear in the left column and can be changed.
Detail totals appearing in the right column are totals the application accumulates from
the line item gross amounts. VAT and VAT tax in price are also accumulated in these
totals. When you use F1=Batch summary, F3=New invoice, or F24=Display
status, the application performs invoice balancing edits against the control totals you
enter and the detail totals the application accumulates. If the invoice is out of balance,
a message is issued and the display appears again for you to correct the control
totals. The totals must balance before the invoice can be ended.
Gross: This is a required field. The amount cannot be negative. Type in the total
amount of the invoice or credit memo. The application checks the totals of the line
items against the invoice total you entered. An error message appears if the totals
do not agree.

Special chg (Special charges): This is an optional field. Type in the total special
charges amount for this invoice or credit memo. If you leave this field blank, the
application updates the sum of all special charge amounts for this invoice to this
field when you end the invoice.

Freight: This is an optional field. Type in the total freight amount for this invoice or
credit memo. If you leave this field blank, the application updates the sum of all
freight amounts for this invoice to this field when you end the invoice.

Taxes: This is an optional field. Type in the total tax for this invoice. If you leave
this field blank, the application updates the sum of all tax amounts for this invoice
to this field when you end the invoice.

Discount: This is an optional field. Type in the total discount that applies to this
invoice. Entering an amount establishes a control total for invoice balancing
purposes. The sum of the discounts you enter for all line items must equal this
amount or the application issues an out of balance error message when you use
F3. If you leave this field blank, the application updates the sum of all discount
amounts for this invoice to this field when you end the invoice.

AMV162—Invoice & Credit Detail (Enter/Review/Delete)

Use this display to type in the detail line items for an invoice or credit memo.

This display shows the header information you entered for this invoice. If you entered
a purchase order, totals for the line item appear near the top of the display. In Enter
mode, these totals will appear after you enter the item number.
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This display appears when you:

• Press Enter on one of the following displays:
AMV161 . Invoice & Credit Header (Enter)
AMV162 . Invoice & Credit Header (Enter)
AMV16D . Invoice & Credit Detail Summary (Review)
AMV16P . Invoice & Credit P.O. Header (Enter) and Auto gen=N.
• Use F07 on AMV161 or AMV16D if you have more than one purchase order on
an invoice, or on one of the following displays if the invoice refers to only one
purchase order:
AMV16D . Invoice & Credit Detail Summary (Review)
AMV161 . Invoice & Credit Header (Review)
AMV162 . Invoice & Credit Detail (Review)
AMV163 . Invoice & Credit Tax Detail (Review)
AMV164 . Invoice & Credit Special Charge
AMV165 . Invoice & Credit Freight Detail
• Use F11 and are in Enter mode on the Invoice & Credit Detail Split (Enter) display
(AMV16X).

Batch *** Company ** Invoice & Credit Detail ****** AMV162 **

Batch date **/**/** *********
*MRO*
Invoice no. Seq Vendor Voucher Type P.O.
********** *** ************************* ***** ******* *******

Qty ord *******.*** Qty retd *******.*** Amt expd *******.***

Qty rec *******.*** Qty inv *******.*** Amt inv *******.***

Item no. aaaaaaaaaaaaA15 Misc item seq nnn Blanket release no. nnnn
Description aaaaaaaaaaaaaaaaaaaaaaaaaaaA30 Line invoice code A
Landed cost code aA3 Detail split <Y/N> A Grs. amt nnnnnnnnnnn.nn
Subj disc nnnnnnnnnnn.nn Discount % nn.nn Disc amt nnnnnnnnnnn.nn
Exp acct aaaaaaaaaaaA15 Charge type A Warehouse number aA3
Quantity nnnnnnn.nnn Unit of measure A2 Item frt nnnnnnnnnnn.nn
Order number M/P aaaaA6 Misc chg aaaaaaaaaaaaA15 Debit memo aaaaaaaA10
Charge operation aaA4 Work order-Task aaaaA6 nn Cost code aaaaA6

F12=Next selection
F17=Accept with error

F1=Batch summary F3=New invoice F6=Detail summary F7=Add detail

F13=Add tax F14=Add special chg F15=Add freight F16=Add P.O.
F19=Return to header F20=Delete detail F24=Display status Use Roll Up/Dn

What to do
• To enter a line item for this invoice or credit memo, type in the information
requested and press Enter.
• To enter basic information for another purchase order and the invoice associated
with it, use F16.
• To split an invoice line item into more than one line, type in the information
requested, type Y in the Detail split field and press Enter.
Note: When you press Enter and the Detail split field contains Y, the Invoice &
Credit Detail Split (Enter) display (AMV16X) appears. If Detail split is N,
depending on what mode you are in, one of the following occurs:
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Enter. AMV162–The record is processed and Invoice & Credit Detail (Enter)
appears again for entry of new data.
Review. The record is edited. If no errors, the record is processed and the next
record in the direction you were paging appears.
Delete. The record is shown again in Review mode.

Function keys

F1 Batch summary causes the Invoice & Credit Batch Summary (Review) display
(AMV16I) to appear if the invoice is in balance.

F3 New invoice causes the Invoice & Credit Header display (AMV160) to appear if the
invoice is in balance.

F6 Detail summary causes the Invoice & Credit Detail Summary display (AMV16D) to
appear and allows you to review all line items attached to this invoice.

F7 Add detail causes the Invoice & Credit Detail display (AMV162) to appear in Enter
mode. F7 only appears in Review mode.

F12 Resume entry appears only in Review mode and only if you rolled out of Enter
mode or used F19 Return to header from Enter mode. The display you were on
when you were last in Enter mode appears.

F12 Next selection appears only in Review mode, and only if you made more than
one selection on the Summary display (AMV16D). For multiple selections, the first
selection is processed and F12 Next selection appears until no further selections
remain or you use any function key except F17, F19, F24, Roll or Enter. Selections
are processed in the order in which they appear on the Summary display.

F13 Add tax causes the Invoice & Credit Tax Detail (Enter) display (AMV163) to
appear and allows you to add tax detail. If the invoice refers to a purchase order, the
line item will be associated with the purchase order number shown in the P.O. field on
this display. Otherwise the line item is considered an invoice level charge.

F14 Add special chg causes the Invoice & Credit Special Charge (Enter) display
(AMV164) to appear and allows you to add special charges. If the invoice refers to a
purchase order, the line item will be associated with the purchase order number
shown in the P.O. field on this display. Otherwise the line item is considered an invoice
level charge.

F15 Add freight causes the Invoice & Credit Freight Detail (Enter) display (AMV165)
to appear and allows you to add freight charges. If the invoice refers to a purchase
order, the line item will be associated with the purchase order number shown in the
P.O field on this display. Otherwise the line item is considered an invoice level charge.

F16 Add P.O. causes the Invoice & Credit P.O. Header (Enter) display (AMV16P) to
appear. This function key only appears if Purchasing is installed and the invoice refers
to a purchase order.

F17 Accept with error allows you to continue with the record even when the
application issues a message for an error you cannot correct immediately. Depending
on what mode you are in, one of the following occurs.
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Enter. The record is processed and AMV162–Invoice & Credit Detail (Enter)
appears again for entry of new data.
Review. The record is processed and the next record in the direction you were paging
appears.

F19 Return to header causes the Invoice & Credit Header display (AMV161) to
appear.

F20 Delete detail causes the Invoice & Credit Detail (AMV162) to appear in Delete
mode. Use F20 again to confirm the deletion. The record is deleted and the next
record in the direction you were paging appears.

F24 Display Status causes the Invoice & Credit Batch (Status) display (AMV16S) to
appear if the invoice is complete and in balance.

Fields

[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.

Batch. The identifying number the application assigned to this batch.

Company. The number of the company for which this batch of transactions applies.

Batch date. The batch default date from the Payables Data Entry (Options) display
(AMV151) or the Invoice & Credit Batch Date (Change) display (AMV167).

*MRO*. In Add mode, this field appears only if the Maintenance Management System
(MMS) is interfacing, and indicates that this is an MRO vendor. In Change mode, this
indicates the item is an MRO item.

Invoice number. The vendor’s invoice number.

Seq (Sequence). Specifies when the same invoice number is used on multiple
entries.

Vendor. The name of the vendor.

Voucher. The identifying number assigned to this invoice or credit memo. Depending
on how you answered the questions during application tailoring, either the application
generated this number or you entered this number previously.

Type. Invoice or Credit appears in this field depending on what you entered in the Cr
memo code <C> field on the Invoice & Credit Header (Enter) display (AMV160).
Note: The following fields only appear on the display if Purchasing is installed and
you entered a purchase order number on the Invoice & Credit Header display
(AMV160).

P.O. (Purchase order). The purchase order number that applies to the invoice.

Qty ord (Quantity ordered). The quantity ordered for this item.
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Qty retd (Quantity returned). The quantity of this item that was returned to the
vendor from dock or stock.

Amt expd (Amount expected). The expected price as calculated by current price
(from the Purchase Order Item file) multiplied by the quantity ordered.

Qty rec (Quantity received). The gross quantity received, not netting any returns. It
is determined by all of the receiving transactions processed for the purchase order
through Inventory Management.

Qty inv (Quantity invoiced). The accumulated quantity invoiced if you have
previously entered an invoice for this item.

Amt inv (Amount invoiced). An accumulated cost if you have previously entered an
invoice for this item.

Item no. (Item number). Type in the item number associated with this line item. For
invoices with purchase orders, this field is required. For invoices without purchase
orders, this field is only required when using Charge type I to pass cost adjustments to
Inventory Management.

Misc item seq (Miscellaneous item sequence). Type in the miscellaneous item
sequence number assigned to this item on the purchase order. This is only used when
the same item number was used more than once on the purchase order. This field
only appears when Purchasing is installed.

Blanket release no. (Blanket release number). Type in the blanket release number
if the invoice detail line is for an item on a purchase order blanket release. This field
only appears when Purchasing is installed and you entered a purchase order number
on the Invoice & Credit Header display (AMV160).

Description. Type in the line item description by either typing in the purchase order
number or a description of the line item; for example, No. 2 Pencils. If you are entering
an invoice that refers to a purchase order, the description is defaulted from the
purchase order when you press Enter without typing a value in this field.

Line invoice code. Type in one of the following codes:

C. Completely invoicing this line item
P. Partially invoicing this line item
This field only appears when Purchasing is installed and you entered a purchase
order number on the Invoice & Credit Header display (AMV160).

Landed cost code. The code you entered on the Invoice & Credit Header (Enter)
display (AMV161) appears in this field. You can enter another valid code from the
Landed Cost file or leave this field blank.

Detail split <Y/N>. The default is N. If you want to charge an invoice line item to two
or more general ledger accounts for accounting or costing purposes, type in Y. When
you press Enter, if no errors occur or you use F17, the Invoice & Credit Detail Split
(Enter) display (AMV16X) appears.
Note: If you answer Y, the following fields, if entered, will be split along with the
Grs. amt: Subj Disc, Disc amt, Quantity, Item frt.
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Grs. amt (Gross amount). Type in the gross amount for the line item. The amount
you type in can be negative. On an invoice, if you are entering a credit, the amount
should be entered as a negative. On a credit memo, if you are entering a debit, the
amount should be entered as a negative. Normal credit memo entry should be
positive. You must enter an amount when the quantity is changed.

Subj disc (Subject to discount). Type in the amount subject to discount if a discount
is to be based on an amount other than gross amount. This amount cannot be greater
than the amount shown in the Grs. amt field.

Discount % (Discount percent). Type in the discount percent that applies to this
item. If you entered a discount percent on either of the Invoice & Credit Header
(Enter) displays (AMV160 or AMV161), that percent appears here. Change the
percent if it is different for this detail line. Type in two and a half percent, for example,
as 2.5.

Disc amt (Discount amount). Type in the discount amount you are taking. If you
type in a discount percent and a discount amount, the discount amount is used.
If you change the Grs. amt, Subj disc, or the Discount % fields, the discount amount
must be zeroed out before it is recalculated.

Exp acct (Expense account) [?]. This field is required if you are using general
ledger distribution unless you specified Y to Detail split. Type in the general ledger
account number to which this line should be debited. If you are typing an invoice that
refers to a purchase order, the expense account is defaulted from the P.O. Item Detail
file when you press Enter without typing a value in this field.

Charge type. The default is a blank. This field is required if invoicing passes this
detail to IM or PC&C, or if this detail is a nonemployee compensation transaction.
Type in one of the following codes:
Blank. No information is passed to IM or PC&C and this line item is not a
nonemployee compensation transaction. If the field is left blank, the Charge
operation, Order number M/P, and Misc chg fields must also be blank.
F. Miscellaneous charge (Forced add). Type in F to pass a miscellaneous
charge to PC&C when the charge number does not already exist in the
Manufacturing Order Miscellaneous Detail (MOMISC) file. The miscellaneous
charge is added to MOMISC when the batch is posted. If you type in F, the
Misc charge and Order number M/P fields must be entered. If the invoice
does not refer to a purchase order, entering a quantity is optional.
I. Cost adjustment. Type in I to adjust the cost of the item in the Item Balance
file. If you type in I, the Item no., Quantity, Warehouse number and the Unit
of measure fields are required. The Order number M/P field is optional. If
the order number is entered, it can be the purchase order being invoiced or
another purchase order on which this item appears. You can do a cost
adjustment for any item type (inventory, miscellaneous, or service) as long as
the item has an Item Balance record.
M. Miscellaneous Charge. Type in M to enter miscellaneous charge information
when the charge number already exists in the Manufacturing Order
Miscellaneous Detail file. If you type in M, then the Misc chg and Order
number M/P fields must be entered. If the invoice does not refer to a
purchase order, entering a quantity is optional.
N. Nonemployee Compensation. Type in N to specify nonemployee
compensation.
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O. Outside Operation. Type in O to enter outside operation information. If you

type in O, the Charge operation and Order number M/P fields must be
entered.

Warehouse number. This field is required if invoicing passes information to IM and

you typed I in the Charge type field. Leave this field blank if you typed in any other
code in the Charge type field. If Purchasing is installed or Accounts Payable is
interfacing with IM, the warehouse number is defaulted depending upon your
response to the default planning warehouse question during application tailoring. This
field is not shown if you defined only one warehouse in the Warehouse Master file in
Inventory Management. Type in the warehouse that received the material.

Quantity. This field is required for Charge Type I. This field is also required if the
invoice refers to a purchase order. This field is optional if the credit memo refers to a
purchase order. Type in the number of items to which this transaction applies. This
quantity has already been converted for unit of measure.

Unit of measure. This field is required if invoicing passes information to IM, and you
typed I in the Charge type field. Type in the stocking unit of measure. If the invoice
refers to a purchase order, either the purchasing or stocking unit of measure can be
used. If you type in the purchasing unit of measure, the Quantity is converted to
stocking quantities.

Item frt (Item freight). This field (information only) appears if Purchasing is installed
and the invoice refers to a purchase order. Type in the freight charge for this item. If
you type in an amount, the value is used in P.O. inquiry and Vendor Performance.

Order number M/P (Order Number, Manufacturing or Purchase). This field is

required for Charge type O, F, or M; it is optional for Charge type I. Type in the number
that identifies the order to which this line item is charged. Do not type in the order
number prefix of M or P. The number cannot be greater than 6 positions.

Misc chg (Miscellaneous charge). Type in the miscellaneous charge number from
the Manufacturing Order Miscellaneous Detail (MOMISC) file to which this line item
gross amount is charged. This field is required if the Charge type is M or F and
invoicing is passing information to PC&C and the interface is active.

Debit memo. This field appears only if Purchasing is installed and the invoice or
credit memo refers to a purchase order. However, entering a debit memo number in
this field is allowed only if you entered C in the Cr memo field on display AMV160
specifying the transaction is a credit memo. Type in the debit memo you want to
attach to the credit memo. The debit memo number must exist in the PODEBT file,
which is created when a VR transaction is processed.

Charge operation. This field is required if Charge type is O and invoicing is passing
information to PC&C and the interface is active. In the left most position of the field,
type in the operation sequence number to which this charge applies.

The next three fields appear only for MRO vendors and items if the Maintenance
Management System (MMS) is interfacing.

WORK ORDER. The number of the work order that originated in MMS. When you
enter a work order number, the invoice date (from the invoice header) is edited
against the Last Invoice Allowed date in the work order. If the invoice date is later, a
warning message appears.
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TASK. This field identifies a step on the work order. It represents the task to charge
field, not the task sequence number. If the work order and task are valid, the expense
account is derived from MMS.

COST CODE. The cost category that MMS uses to accumulate a particular cost
associated with this work order or item. It is used only for non-stores and service
items in MMS. For stores MRO items, this field is not displayed.

AMV163—Invoice & Credit Tax Detail (Enter/Review/Delete)

Use this display to enter detailed tax information about an invoice or credit memo and
to prorate the charges.
Note: A pop up window (Purchase Order Select) appears with this display if this
detail is not associated with a purchase order and there is more than one purchase
order attached to the invoice. Use F7=Add detail to see it. For more information, see
“AMV161—Invoice & Credit Header (Enter/Review/Delete)”.

This display appears when you:

• Use F13=Add tax on:
AMV161 . Invoice & Credit Header
AMV162 . Invoice & Credit Detail
AMV163 . Invoice & Credit Tax Detail
AMV164 . Invoice & Credit Special Charge
AMV165 . Invoice & Credit Detail Summary
AMV16D . Invoice & Credit Freight Detail
• Select a tax line item and press Enter on the Invoice & Credit Detail Summary
(Review) display (AMV16D).
• Press Enter on the Invoice & Credit Tax Detail (Enter) display (AMV163).
• Use F11=Process split and are in Enter mode on the Invoice & Credit Detail Split
display (AMV16X).

Batch *** Company ** Invoice & Credit Tax Detail ****** AMV163 **
Batch date **/**/** ********
*MRO*
Invoice no. Seq Vendor Voucher Type P.O.
********** *** ************************* ***** ******* *******

Item no. aaaaaaaaaaaaA15

Description aaaaaaaaaaaaaaaaaaaaaaaaaaaA30
Landed cost code aA3 Detail split <Y/N> A Grs. amt nnnnnnnnnnn.nn
Subj disc nnnnnnnnnnn.nn Discount % nn.nn Disc amt nnnnnnnnnnn.nn
Exp acct aaaaaaaaaaaaA15 Charge type A Warehouse number aA3
Quantity nnnnnnn.nnn Unit of measure A2 Prorate <Y/N> A
Order number M/P aaaaA6 Misc chg aaaaaaaaaaaaA15
Charge operation aaA4

F12=Next Selection
F17=Accept with error

F1=Batch summary F3=New invoice F6=Detail summary F7=Add detail

F13=Add tax F14=Add special chg F15=Add freight F16=Add P.O.
F19=Return to header F20=Delete tax F24=Display status Use Roll Up/Dn
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What to do
• To enter detailed tax information about an invoice or credit memo and prorate the
charges, type in the information requested, type Y in the Prorate field, and press
Enter.
• To split an invoice line item into more than one line, type in the information
requested and type Y in the Detail split field and go to display AMV16X.
• To add detail on this display, use F7 and the Purchase Order Select window.
• To add special charges, or freight, use the appropriate function key on the display.
• To add another purchase order to this invoice, use F16 and go to display
AMV16P.
• To perform other functions, refer to the function key descriptions for this display.

Function keys

F1 Batch summary causes the Invoice & Credit Batch Summary (Review) display
(AMV16I) to appear if the invoice is in balance.

F3 New invoice causes the Invoice & Credit Header display (AMV160) to appear if the
invoice is in balance.

F6 Detail summary causes the Invoice & Credit Detail Summary display (AMV16D) to
appear and allows you to review all line items attached to this invoice.

F7 Add detail causes the Invoice & Credit Detail display (AMV162) appear in Enter
mode.
Note: When you use an add function key (F7, F13, F14, or F15) on a purchasing
style invoice, the following occurs:
• If the request is initiated from a record tied to a purchase order, the new added
record is associated with that purchase order.
• If the request comes from a record which is tied to the invoice but not to a specific
purchase order and the added record is a freight, tax, or special charge, it is tied
to the invoice. If the added record is a detail and only one purchase order exists
for the invoice, the detail is tied to that purchase order. If the added record is a
detail and there are multiple purchase orders on the invoice, the pop up window
(Purchase Order Select) appears and allows you to identify the appropriate
purchase order to which the detail line item should be added.

F12 Resume entry appears only in Review mode and only if you rolled out of Enter
mode or used F19 Return to header from Enter mode. The display you were on
when you were last in Enter mode appears.

F12 Next selection appears only in Review mode, and only if there are multiple
selections. In this case, the first selection is processed and the next selection appears
until no further selections remain or you use any function key except F17, F19, F24,
Roll or Enter. Selections are processed in the order in which they appear on the
Summary display.

F13 Add tax causes the Invoice & Credit Tax Detail display (AMV163) to appear in
Enter mode and allows you to add tax detail. If the record that appears on this display
refers to a purchase order, the line item will be associated with the purchase order
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number shown in the P.O. field on the display. Otherwise the line item is considered
an invoice level charge.

F14 Add special chg causes the Invoice & Credit Special Charge (Enter) display
(AMV164) to appear and allows you to add special charges. If the record that appears
on this display refers to a purchase order, the line item will be associated with the
purchase order number shown in the P.O. field on the display. Otherwise the line item
is considered an invoice level charge.

F15 Add freight causes the Invoice & Credit Freight Detail (Enter) display (AMV165)
to appear and allows you to add freight charges. If the record that appears on this
display refers to a purchase order, the line item will be associated with the purchase
order number shown in the P.O. field on the display. Otherwise the line item is
considered an invoice level charge.

F16 Add P.O. causes the Invoice & Credit P.O. Header (Enter) display (AMV16P) to
appear. This function key only appears if Purchasing is installed and the invoice refers
to a purchase order.

F17 Accept with error allows you to continue with the record even when the
application issues a warning message identifying an error. Depending on what mode
you are in, one of the following occurs.
Enter. The record is processed and AMV163–Invoice & Credit Tax Detail (Enter)
appears again for entry of new data.
Review. The record is processed and the next record in the direction you were paging
appears.

F19 Return to header causes the Invoice & Credit Header display (AMV161) to
appear.

F20 Delete tax causes The Invoice & Credit Tax Detail (AMV163) to appear in Delete
mode. To confirm the delete, use F20 again. The record is deleted and the next record
in the direction you were paging appears.

F24 Display status causes the Invoice & Credit Batch (Status) display (AMV16S) to
appear if the invoice is complete and in balance.

Fields

[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.

Batch. The identifying number the application assigned to this batch.

Company. The number of the company for which this batch of transactions applies.

Batch date. The batch default date from the Payables Data Entry (Options) display
(AMV151) or the Invoice & Credit Batch Date (Change) display (AMV167).

*MRO*. This field appears only if the Maintenance Management System (MMS) is
interfacing, and indicates that this is a spare parts item or a maintenance service.

Invoice no. (Invoice number). The vendor’s invoice number.

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Seq (Item sequence number). Specifies when the same invoice number is used on
multiple entries.

Vendor. The name of the vendor.

Voucher. The identifying number assigned to this invoice or credit memo. Depending
on how you answered the questions during application tailoring, either the application
generated this number or you entered this number previously.

Type. Invoice or Credit appears in this field depending on what you entered in the Cr
memo code <C> field on the Invoice & Credit Header (Enter) display (AMV160).

P.O. (Purchase order). The purchase order number that applies to the invoice. This
field only appears for a Purchasing style invoice.

Item no. (Item number). Type in the item number you want to associate with this tax.
This field is required in conjunction with Charge Type I cost adjustments and does not
appear unless cost adjustments are being passed to IM.

Description. The default is tax. Type in the line item description using either the
purchase order number or a description of the line item. (For example, No. 2 pencils.)

Landed cost code. The code entered on the Invoice & Credit Header (Enter) display
(AMV161) appears in this field. You can enter another valid code from the Landed
Cost file or leave this field blank.

Detail split <Y/N>. The default is N. If you want to charge an invoice line item to two
or more general ledger accounts for accounting or costing purposes, type in Y. When
you press Enter, if no errors occur or you use F17, the Invoice & Credit Detail Split
(Enter) display (AMV16X) appears.
Note: If you answer Y, the following fields, if entered, will be split along with the
Grs. amt, Subj Disc, Disc amt, and Quantity.

Grs. amt (Gross amount). Type in the gross amount for the tax. On an invoice, if you
are entering a credit, the amount should be entered as a negative. On a credit memo,
if you are entering a debit, the amount should be entered as a negative. The Quantity,
if it applies to this transaction, must be the same sign as the amount.

Subj disc (Subject to discount). Type in the amount subject to discount if a discount
is to be based on an amount other than gross amount. This amount cannot be greater
than the amount shown in the Grs. amt field.

Discount % (Discount percent). Type in the discount percent that applies to this
item. If you entered discount percent on either of the Invoice & Credit Header (Enter)
displays (AMV160 or AMV161), that percent appears here. Change the percent if it is
different for this detail line. Type in two and a half percent, for example, as 2.5. Disc
amt takes precedence over this field.

Disc amt (Discount amount). Type in the discount amount you are taking. If you
type in a discount percent and a discount amount, the discount amount is used.
If you change the Grs. amt, Subj disc, and/or the Discount % fields, the discount
amount must be zeroed out before it is recalculated.
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Exp acct (Expense account) [?]. This field is required if you are using general
ledger distribution unless you specified Y to Detail split or Prorate. Type in the
account number to which this line should be debited. If you do not type in an account
number, the expense account defaults to the default tax account you established
during installation tailoring when you press Enter.

Charge type. This field is required if invoicing passes this detail to IM or PC&C, or if
this detail is a nonemployee compensation transaction. Type in one of the following
codes:
Blank. No information is passed to IM or PC&C and this line item is not a
nonemployee compensation transaction. If the field is left blank, the Charge
oper and Misc chg fields must also be blank.
F. Miscellaneous charge (Forced add). Type in F to pass a miscellaneous
charge to PC&C when the charge number does not already exist in the
Manufacturing Order Miscellaneous Detail (MOMISC) file. The miscellaneous
charge is added to MOMISC when the batch is posted. If you type in F, the
Misc chg and Order number M/P fields must be entered. You may optionally
enter a quantity if the invoice does not refer to a purchase order.
I. Cost adjustment. Type in I to adjust the cost of the item in the Item Balance
file. If you type in I, the Item no., Quantity, Warehouse number and the Unit
of measure fields are required. The Order number field is optional. If the
order number is entered, it can be the purchase order being invoiced or
another purchase order on which this item appears.You can do a cost
adjustment for any item type (inventory, miscellaneous, or service) as long as
the item has an Item Balance record.
M. Miscellaneous Charge. Type in M to enter miscellaneous charge information
when the charge number already exists in the Manufacturing Order
Miscellaneous Detail file. If you type in M, the Misc chg and Order number
M/P fields must be entered. You may optionally enter a quantity if the invoice
does not refer to a purchase order.
N. Nonemployee Compensation. Type in N to specify nonemployee
compensation.
O. Outside Operation. Type in O to enter outside operation information. If you
type in O, the Charge operation and Order number M/P fields must be
entered.

Warehouse number. This field is required if invoicing passes information to IM and

you typed I in the Charge type field. Leave this field blank if you typed in any other
code in the Charge type field.
If Purchasing is installed or Accounts Payable is interfacing with IM, the warehouse
number is defaulted depending upon your response to the default planning
warehouse question during application tailoring. The field is not shown if you defined
only one warehouse in the Warehouse Master file in Inventory Management. Type in
the warehouse that received the material.

Quantity. This field is required for Charge type I. Type in the number of items to which
this line item applies.

Unit of measure. This field is required if invoicing passes information to IM, and you
typed I in the Charge type field. Type in the stocking unit of measure.

Prorate <Y/N>. The default is N. Type in Y if the line item is to be prorated.

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Order number M/P (Order Number, Manufacturing or Purchase). This field is

required for Charge type O, F, or M and it is optional for charge type I. Type in the
number that identifies the order to which this line item is charged. Do not type in the
order number prefix of M or P.This order number passes to the temporary G/L record
when the expense is posted.

Misc chg (Miscellaneous charge). Type in the miscellaneous charge number from
the Manufacturing Order Miscellaneous Detail (MOMISC) file to which the line item
gross amount is charged. This field is required if the Charge type is M or F and
invoicing is passing information to PC&C and the interface is active.

Charge operation. This field is required if Charge Type is O and invoicing is passing
information to PC&C. In the left most position of the field, type in the operation
sequence number to which this charge applies.

AMV164—Invoice & Credit Special Charge (Enter/Review/Delete)

Use this display to enter Special Charge information for the invoice or credit memo
and to prorate these charges.
Note: A pop up window (Purchase Order Select) appears with this display if this
detail is not associated with a purchase order and there is more than one purchase
order attached to the invoice. Use F7=Add detail to see it. For more information, see
AMV161—Invoice & Credit Header (Enter/Review/Delete) on page 11.

This display appears when you:

• Use F14=Add special charge on one of the following displays:
AMV161 . Invoice & Credit Header
AMV162 . Invoice & Credit Detail
AMV163 . Invoice & Credit Tax Detail
AMV164 . Invoice & Credit Special Charge
AMV165 . Invoice & Credit Freight Detail
AMV16D . Invoice & Credit Detail Summary
• Press Enter on the Invoice & Credit Special Charge (Enter) display (AMV164).
• Select a special charge line item and press Enter on the Invoice & Credit Detail
Summary (Review) display (AMV16D). (AMV163).
• Use F11=Process split and are in Enter mode on the Invoice & Credit Detail Split
display (AMV16X).
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Batch *** Company ** Invoice & Credit Special Charge ****** AMV164 **
Batch date **/**/** ********
*MRO*
Invoice no. Seq Vendor Voucher Type P.O.
********** *** ************************* ***** ******* *******

Item no. aaaaaaaaaaaaA15

Description aaaaaaaaaaaaaaaaaaaaaaaaaaaA30
Landed cost code aA3 Detail split <Y/N> A Grs. amt nnnnnnnnnnn.nn
Subj disc nnnnnnnnnnn.nn Discount % nn.nn Disc amt nnnnnnnnnnn.nn
Exp acct aaaaaaaaaaaaA15 Charge type A Warehouse number aA3
Quantity nnnnnnn.nnn Unit of measure A2 Prorate <Y/N> A
Order number M/P aaaaA6 Misc chg aaaaaaaaaaaaA15
Charge operation aaA4

F12=Next selection
F17=Accept with error

F1=Batch summary F3=New invoice F6=Detail summary F7=Add detail

F13=Add tax F14=Add special chg F15=Add freight F16=Add P.O.
F19=Return to header F20=Delete spc chg F24=Display status Use Roll Up/Dn

What to do
• To enter detailed special charge information and prorate the charges, type in the
information requested, type Y in the Prorate field and press Enter. If you want to
prorate special charges, a detail line item must exist.
• To perform any other function, select one of the function keys on the display.

When you press Enter and the Detail split field contains a Y, the Invoice & Credit
Detail Split (Enter) display (AMV16X) appears. If Detail split is N, depending on what
mode you are in, one of the following occurs:
Enter . AMV164–Invoice & Credit Special Charge (Enter) appears again for entry of
new data.
Review . The record is edited. If no errors, the record is processed and the next
record in the direction you were paging appears.
Delete . The record is shown again in Review mode.

Function keys

F1 Batch summary causes the Invoice & Credit Batch Summary (Review) display
(AMV16I) to appear if the invoice is in balance.

F3 New invoice causes the Invoice & Credit Header display (AMV160) to appear if the
invoice is in balance.

F6 Detail summary causes the Invoice & Credit Detail Summary (Review) display
(AMV16D) to appear and allows you to review all line items attached to this invoice.

F7 Add detail causes the Invoice & Credit Detail display (AMV162) appear in Enter
mode.
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When you use an add function key (F7, F13, F14, or F15) on a Purchasing-style
invoice, the following occurs:
• If the request is initiated from a record tied to a purchase order, the new added
record is associated with that purchase order.
• If the request comes from a record which is tied to the invoice but not to a specific
purchase order and the added record is a freight, tax, or special charge, it is tied
to the invoice. If the added record is a detail and only one purchase order exists
for the invoice, the detail is tied to that purchase order. If the added record is a
detail and there are multiple purchase orders attached to the invoice, the pop-up
window (Purchase Order Select) appears and allows you to identify the
appropriate purchase order to which the detail line item should be attached.

F12 Resume entry appears only in Review mode and only if you rolled out of Enter
mode or used F19 Return to header from Enter mode. The display you were on
when you were last in Enter mode appears.

F12 Next selection appears only in Review mode, and only if there are multiple
selections. In this case, the first selection is processed and the next selection appears
until no further selections remain or you use any function key except F17, F19, F24,
Roll or Enter. Selections are processed in the order in which they appear on the
Summary display.

F13 Add tax causes the Invoice & Credit Tax Detail (Enter) display (AMV163) to
appear and allows you to add tax detail. If the record that appears on this display
refers to a purchase order, the line item will be associated with the purchase order
number shown in the P.O. field on the display. Otherwise the line item is considered
an invoice level charge.

F14 Add special chg causes the Invoice & Credit Special Charge (Enter) display
(AMV164) to appear and allows you to add special charges. If the record that appears
on this display refers to a purchase order, the line item will be associated with the
purchase order number shown in the P.O. field on the display. Otherwise the line item
is considered an invoice level charge. F14 appears only in Review mode.

F15 Add freight causes the Invoice & Credit Freight Detail (Enter) display (AMV165)
to appear and allows you to add freight charges. If the record that appears on this
display refers to a purchase order, the line item will be associated with the purchase
order number shown in the P.O. field on the display. Otherwise the line item is
considered an invoice level charge.

F16 Add P.O. causes the Invoice & Credit P.O. Header (Enter) display (AMV16P) to
appear. This function key only appears if Purchasing is installed and the invoice refers
to a purchase order.

F17 Accept with error allows you to continue with the record even when the
application issues a message for an error you cannot correct immediately. Depending
on what mode you are in, one of the following occurs:
Enter . AMV164–Invoice & Credit Special Charge (Enter) appears again so you can
enter new data.
Review . The record is processed and the next record in the direction you were
paging appears.

F19 Return to header causes the Invoice & Credit Header display (AMV161) to
appear.
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F20 Delete spc chg (special charge) causes the Invoice & Credit Special Charge
display (AMV164) to appear in Delete mode. Use F20 again to confirm the deletion.
The record is deleted and the next record in the direction you were paging appears.

F24 Display status causes the Invoice & Credit Batch (Status) display (AMV16S) to
appear if the invoice is complete and in balance.

Fields

[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.

Batch. The identifying number the application assigned to the batch.

Company. The number of the company for which this batch of transactions applies.

Batch date. The batch default date from the Payables Data Entry (Options) display
(AMV151) or the Invoice & Credit Batch Date (Change) display (AMV167).

*MRO*. This field appears only if the Maintenance Management System (MMS) is
interfacing, and indicates that this is a spare part item or a maintenance service.

Invoice no. (Invoice number). The vendor’s invoice number.

Seq (Item sequence number). Specifies when the same invoice number is used on
multiple entries.

Vendor. The name of the vendor.

Voucher. The identifying number assigned to this invoice or credit memo. Depending
on how you answered the questions during application tailoring, either the application
generated this number or you entered this number previously.

Type. Invoice or Credit appears in this field depending on what you entered in the Cr
memo code <C> field on the Invoice & Credit Header (Enter) display (AMV160).

P.O. (Purchase order). The purchase order number that applies to the invoice. This
field only appears for a Purchasing style invoice.

Item no. (Item number). Type in the item number you want to associate with this
detail. This field is required in conjunction with Charge Type I cost adjustments and
does not appear unless cost adjustments are passed to IM.

Description. The default is Special charge. Type in the line item description using
either the purchase order number or a description of the line item; for example, No. 2
Pencils.

Landed cost code. The code entered on the Invoice & Credit Header (Enter) display
(AMV161) appears in this field. You can enter another valid code from the Landed
Cost file or leave this field blank.

Detail split <Y/N>. The default is N. If you want to charge an invoice line item to two
or more general ledger accounts for accounting or costing purposes, type in Y. When
you press Enter, if no errors occur or you use F17, the Invoice & Credit Detail Split
(Enter) display (AMV16X) appears.
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Note: If you answer Y, the following fields, if entered, will be split along with the
Grs. amt: Subj Disc, Disc amt, and Quantity.

Grs. amt (Gross amount). Type in the gross amount for the special charge. On an
invoice, if you are entering a credit, the amount should be entered as a negative. On a
credit memo, if you are entering a debit, the amount should be entered as a negative.

Subj disc (Subject to discount). Type in the amount subject to discount if a discount
is to be based on an amount other than gross amount.

Discount % (Discount percent). Type in the discount percent that applies to this
item. The Disc amt field takes precedence over this field. If you entered discount
percent on either of the Header displays (AMV160 or AMV161), that percentage
appears here. Change the percentage if it is different for this detail line. Type in two
and a half percent, for example, as 2.5.

Disc amt (Discount amount). Type in the discount amount you are taking. If you
type in a discount percent and a discount amount, the discount amount is used.
If you change the Grs. amt, Subj disc, or the Discount % fields, the discount amount
must be zeroed out before it is recalculated

Exp acct (Expense account) [?]. This field is required if you are using general
ledger distribution unless you specified Y to Detail split or Prorate. Type in the
account number to which this line should be debited. There is no default account
number for special charges. If you are interfacing with General Ledger, you must
manually enter a GL account number into any special charge record created.

Charge type. This field is required if invoicing passes this detail to IM or PC&C, or if
this detail is a nonemployee compensation transaction. Type in one of the following
codes:
Blank . No information is passed to IM or PC&C and this line item is not a
nonemployee compensation transaction. If the field is left blank, the Charge
oper and Misc chg fields must also be blank.
F. Miscellaneous charge (Forced add). Type in F to pass a miscellaneous
charge to PC&C when the charge number does not already exist in the
Manufacturing Order Miscellaneous Detail (MOMISC) file. The miscellaneous
charge is added to MOMISC when the batch is posted. If you type in F, the
Misc charge and Order number M/P fields must be entered. You may
optionally enter a quantity if the invoice does not refer to a purchase order.
I. Cost adjustment. Type in I to adjust the cost of the item in the Item Balance
file. If you type in I, the Item no., Quantity, Warehouse number and the Unit
of measure fields are required. The Order number field is optional. If the
order number is entered, it can be the purchase order being invoiced or
another purchase order on which this item appears. You can do a cost
adjustment for any item type (inventory, miscellaneous, or service) as long as
the item has an Item Balance record.
M. Miscellaneous Charge. Type in M to enter miscellaneous charge information
when the charge number already exists in the Manufacturing Order
Miscellaneous Detail file. If you type in M, the Misc chg and Order number
M/P fields must be entered. You may optionally enter a quantity if the invoice
does not refer to a purchase order.
N. Nonemployee Compensation. Type in N to specify nonemployee
compensation.
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O. Outside Operation. Type in O to enter outside operation information. If you

type in O, the Charge operation and Order number M/P fields must be
entered.

Warehouse number. This field is required if invoicing passes information to IM and

you typed I in the Charge type field. Leave this field blank if you typed in any other
code in the Charge type field. If Purchasing is installed or Accounts Payable is
interfacing with IM, the warehouse number is defaulted depending upon your
response to the default planning warehouse question during application tailoring. The
field is not shown if you defined only one warehouse in the Warehouse Master file in
Inventory Management. Type in the warehouse that received the material.

Quantity. This field is required for Charge Type I. This field is also required if the
invoice refers to a purchase order. Type in the number of items to which this line item
applies.

Unit of measure. This field is required if invoicing passes information to IM, and you
typed I in the Charge type field. Type in the stocking unit of measure.

Prorate <Y/N>. The default is N. Type in Y if the line item is to be prorated. If you
want to prorate special charges, a detail line item must exist.

Order number M/P (Order number, Manufacturing or Purchase). This field is

required for Charge type O, F, or M and it is optional for charge type I. Type in the
number that identifies the order to which this line item is charged. Do not type in the
order number prefix of M or P.

Misc chg (Miscellaneous charge). Type in the miscellaneous charge number from
the Manufacturing Order Miscellaneous Detail (MOMISC) file to which this line item
gross amount is charged. This field is required if the Charge type is M or F and
invoicing is passing information to IM or PC&C and the interface is active.

Debit memo. This field appears only if Purchasing is installed and the invoice or
credit memo refers to a purchase order. However, entering an amount in this field is
allowed only if you entered C in the Cr memo field on display AMV160 specifying the
transaction is a credit memo. Type in the amount you want attached to the purchase
order. The debit memo number must exist in the PODEBT file.

Charge operation. This field is required if Charge type is O and invoicing is passing
information to PC&C and the interface is active. In the left-most position of the field,
type in the operation sequence number to which this charge applies.

AMV165—Invoice & Credit Freight Detail (Enter, Review, Delete)

Use this display to enter detailed freight information about the invoice or credit memo
and to prorate the charges.
Note: A pop up window (Purchase Order Select) appears with this display if this
detail is not associated with a purchase order and there is more than one purchase
order attached to the invoice. Use F7=Add detail to see it. For more information, see
“AMV161—Invoice & Credit Header (Enter/Review/Delete)”.

This display appears when you:

• Use F15=Add freight on any of the following displays:
AMV161 . Invoice & Credit Header (Enter/Review)
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AMV162 . Invoice & Credit Detail (Enter/Review)

AMV163 . Invoice & Credit Tax Detail (Enter)
AMV164 . Invoice & Credit Special Charge (Enter).
AMV165 . Invoice & Credit Freight Detail (Enter/Review)
• Select a freight line item and press Enter on the Invoice & Credit Detail Summary
display (AMV16D).
• Use F11=Process split and are in Enter mode on the Invoice & Credit Detail Split
display (AMV16X).
• Type 2 or 4 in the Opt field on the Invoice & Credit Detail Summary (Review)
display (AMV16D).
• Press Enter on the Invoice & Credit Freight Detail display (AMV165).

Batch *** Company ** Invoice & Credit Freight Detail ****** AMV165 **
Batch date **/**/** ********
*MRO*
Invoice no. Seq Vendor Voucher Type P.O.
********** *** ************************* ***** ******* *******

Item no. aaaaaaaaaaaaA15

Description aaaaaaaaaaaaaaaaaaaaaaaaaaaA30
Landed cost code aA3 Detail split <Y/N> A Grs. amt nnnnnnnnnnn.nn
Subj disc nnnnnnnnnnn.nn Discount % nn.nn Disc amt nnnnnnnnnnn.nn
Exp acct aaaaaaaaaaaaA15 Charge type A Warehouse number aA3
Quantity nnnnnnn.nnn Unit of measure A2 Prorate <Y/N> A
Order number M/P aaaaA6 Misc chg aaaaaaaaaaaaA15
Charge operation aaA4

F12=Next selection
F17=Accept with error

F1=Batch summary F3=New invoice F6=Detail summary F7=Add detail

F13=Add tax F14=Add special chg F15=Add freight F16=Add P.O.
F19=Return to header F20=Delete freight F24=Display status Use Roll Up/Dn

What to do
• To enter detailed freight information about an invoice or credit memo and prorate
the charges, type in the information requested, type Y in the Prorate field, and
press Enter.
• To perform other functions, select the appropriate function key on the display.

When you press Enter and the Detail split field contains Y, the Invoice & Credit Detail
Split display (AMV16X) appears. If Detail split is not Y, depending on what mode you
are in, one of the following occurs:
Enter . AMV165–Invoice & Credit Freight Detail (Enter) appears again so you can
enter new data.
Review . The record is edited. If no errors, the record is processed and the next
record in the direction you were paging appears.
Delete . The record is shown again in Review mode.
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Function keys

F1 Batch summary causes the Invoice & Credit Batch Summary (Review) display
(AMV16I) to appear if the invoice is in balance.

F3 New invoice causes the Invoice & Credit Header display (AMV160) to appear if the
invoice is in balance.

F6 Detail summary causes the Invoice & Credit Detail Summary display (AMV16D) to
appear and allows you to review all line items attached to this invoice.

F7 Add detail causes the Invoice & Credit Detail display (AMV162)
Note: When you use an add function key (F7, F13, F14, or F15) on a Purchasing-
style invoice, the following occurs:
• If the request is initiated from a record tied to a purchase order, the new added
record is associated with that purchase order.
• If the request comes from a record which is tied to the invoice but not to a specific
purchase order and the added record is a freight, tax, or special charge, it is tied
to the invoice. If the added record is a detail and only one purchase order exists
for the invoice, the detail is tied to that purchase order. If the added record is a
detail and there are multiple purchase orders attached to the invoice, the pop-up
window (Purchase Order Select) appears and allows you to identify the
appropriate purchase order to which the detail line item should be attached.

F12 Resume entry appears only in Review mode and only if you rolled out of Enter
mode or used F19 from Enter mode. The display you were on when you were last in
Enter mode appears.

F12 Next selection appears only in Review mode, and only if there are multiple
selections. In this case, the first selection is processed and F12 appears until no
further selections remain or you use any function key except F17, F19, F24, Roll or
Enter. Selections are processed in the order in which they appear on the Summary
display.

F13 Add tax causes the Invoice & Credit Tax Detail (Enter) display (AMV163) to
appear and allows you to add tax detail. If the record that appears on this display
refers to a purchase order, the line item will be associated with the purchase order
number shown in the P.O. field on the display. Otherwise the line item is considered
an invoice level charge.

F14 Add special chg (special charge) causes the Invoice & Credit Special Charge
(Enter) display (AMV164) to appear and allows you to add special charges. If the
record that appears on this display refers to a purchase order, the line item will be
associated with the purchase order number shown in the P.O. field on the display.
Otherwise the line item is considered an invoice level charge. If you were in Review
mode when you selected F14, display AMV164 appears.

F15 Add freight causes the Invoice & Credit Freight Detail (Enter) display (AMV165)
to appear and allows you to add freight charges. If the record that appears on this
display refers to a purchase order, the line item will be associated with the purchase
order number shown in the P.O. field on the display. Otherwise the line item is
considered an invoice level charge. F15 appears only in Review mode.
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F16 Add P.O. causes the Invoice & Credit P.O. Header (Enter) display (AMV16P) to
appear. This function key only appears if Purchasing is installed and the invoice refers
to a purchase order.

F17 Accept with error allows you to continue with the record even when the
application issues a message of an error you cannot correct immediately. Depending
on what mode you are in, one of the following occurs.
Enter. AMV165–Invoice & Credit Freight Detail (Enter) appears again so you can
enter new data.
Review. The next record in the direction you were paging appears. Choose a function
key to exit.

F19 Return to header causes the Invoice & Credit Header display (AMV161) to
appear.

F20 Delete freight causes the Invoice & Credit Freight Detail (AMV165) to appear in
Delete mode. Use F20 again to confirm the deletion. The record is deleted and the
next record in the direction you were paging appears.

F24 Display status causes the Invoice & Credit Batch (Status) display (AMV16S) to
appear if the invoice is complete and in balance.

Fields

[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.

Batch. The identifying number the application assigned to this batch.

Company. The number of the company for which this batch of transactions applies.

Batch date. The batch default date from the Payables Data Entry (Options) display
(AMV151) or the Invoice & Credit Batch Date (Change) display (AMV167).

*MRO*. This field appears only if the Maintenance Management System (MMS) is
interfacing, and indicates that this is a spare part item or a maintenance service.

Invoice no. (Invoice number). The vendor’s invoice number.

Seq (Item sequence number). Specifies when the same invoice number is used on
multiple entries.

Vendor. The name of the vendor.

Voucher. The identifying number assigned to this invoice or credit memo. Depending
on how you answered the questions during application tailoring, either the application
generated this number or you entered this number previously.

Type. Invoice or Credit appears in this field depending on what you entered in the Cr
memo code <C> field on the Invoice & Credit Header (Enter) display (AMV160).

P.O. (Purchase order). The purchase order number that applies to the invoice or
credit memo. This field only appears for a Purchasing style invoice.
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Item no. (Item number). Type in the item number you want to associate with this
detail. This field is required in conjunction with Charge Type I cost adjustments and
does not appear unless cost adjustments are passed to IM.

Description. The default is Freight. Type in the line item description by either using
the purchase order number or a description of the detail; for example, No. 2 Pencils. If
you are entering an invoice that refers to a purchase order, the description is
defaulted from the purchase order when you press Enter without typing a value in this
field.

Landed cost code. The code entered on the Invoice & Credit Header (Enter) display
(AMV161) appears in this field. You can enter another valid code from the Landed
Cost file or leave this field blank.

Detail split <Y/N>. The default is N. If you want to charge an invoice line item to two
or more general ledger accounts for accounting or costing purposes, type in Y. When
you press Enter, if no errors occur or you use F17, the Invoice & Credit Detail Split
(Enter) display (AMV16X) appears.
Note: If you answer Y, the following fields, if entered, will be split along with the
Grs. amt: Subj Disc, Disc amt, and Quantity.

Grs. amt (Gross amount). Type in the gross amount for the detail. On an invoice, if
you are entering a credit, the amount should be negative. On a credit memo, if you
are entering a debit, the amount should be negative.

Subj disc (Subject to discount). Type in the amount subject to discount if a discount
is to be based on an amount other than gross amount.

Discount % (Discount percent). Type in the discount percent that applies to this
item. If you entered Discount % on either of the Invoice & Credit Header (Enter)
displays (AMV160 or AMV161), that percent appears here. Change the percent if it is
different for this detail line. Type in two and a half percent, for example as 2.5.

Disc amt (Discount amount). Type in the discount amount you are taking. If you
type in a discount percent and a discount amount, the discount amount is used.
If you change the Grs. amt, Subj Disc, or the Discount % fields, the discount amount
must be zeroed out before it is recalculated

Exp acct (Expense account) [?]. This field is required if you are using general
ledger distribution unless you specified Y to Detail split or Prorate. Type in the
account number to which this line should be debited. If you do not type in an account
number, the expense account defaults to the default freight account you established
during installation tailoring when you press Enter.

Charge type. This field is required if invoicing passes this detail to IM or PC&C, or if
this detail is a nonemployee compensation transaction. Type in one of the following
codes:
Blank. No information is passed to IM or PC&C and this line item is not a
nonemployee compensation transaction. If the field is left blank, the Charge
operation, Order number and Misc chg fields must also be blank.
F. Miscellaneous charge (Forced add). Type in F to pass a miscellaneous
charge to PC&C when the charge number does not already exist in the
Manufacturing Order Miscellaneous Detail (MOMISC) file. The miscellaneous
charge is added to MOMISC when the batch is posted. If you type in F, the
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Misc charge and Order number M/P fields must be entered. You may
optionally enter a quantity if the invoice does not refer to a purchase order.
I. Cost adjustment. Type in I to adjust the cost of the item in the Item Balance
file. If you type in I, the Item no.,Quantity, Warehouse number and the Unit
of measure fields are required. The Order number field is optional. If the
order number is entered, it can be the purchase order being invoiced or
another purchase order on which this item appears. You can do a cost
adjustment for any item type (inventory, miscellaneous, or service) as long as
the item has an Item Balance record.
M. Miscellaneous Charge. Type in M to enter miscellaneous charge information
when the charge number already exists in the Manufacturing Order
Miscellaneous Detail file. If you type in M, the Misc chg and Order number
M/P fields must be entered. You may optionally enter a quantity if the invoice
does not refer to a purchase order.
N. Nonemployee Compensation. Type in N to specify nonemployee
compensation.
O. Outside Operation. Type in O to enter outside operation information. If you
type in O, the Charge operation and Order number M/P fields must be
entered.

Warehouse number. This field is required if invoicing passes information to IM and

you typed I in the Charge type field. Leave this field blank if you typed in any other
code in the Charge type field. If Purchasing is installed or AP is interfacing with IM,
the warehouse number is defaulted depending upon your response to the default
planning warehouse question during application tailoring. The field is not shown if you
defined only one warehouse in the Warehouse Master file in Inventory Management.
Type in the warehouse that received the material.

Quantity. This field is required for charge type I. This field is also required if the
invoice refers to a purchase order. Type in the number of items to which this line item
applies.

Unit of measure. This field is required if invoicing passes information to IM and you
typed I in the Charge type field. Type in the stocking unit of measure.

Prorate <Y/N>. The default is N for manually entered and auto generated invoices.
Type in Y if the line item is to be prorated. If you want to prorate freight charges, a
detail line item must exist.

Order number M/P (Order number, Manufacturing or Purchase). This field is

required for Charge type O, F, or M and it is optional for Charge type I. Type in the
number that identifies the order to which this line item is charged. Do not type in the
order number prefix of M or P.

Misc chg (Miscellaneous charge). Type in the miscellaneous charge number from
the Manufacturing Order Miscellaneous Detail (MOMISC) file to which this line item
gross amount is charged. This field is required if the Charge type is M or F and
invoicing is passing information to PC&C and the interface is active. Type in the
miscellaneous charges assigned to this invoice.

Charge Operation. This field is required if Charge type is O and invoicing is passing
information to PC&C. In the left-most position of the field, type in the operation
sequence number to which this charge applies.
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AMV166—Invoice & Credit Change/Delete (Enter)

Use this display to bring previously posted invoices or credit memos into the batch.
The delete and change transactions you create when you use this display update the
Open Payables (OPNPAY) and related files when you post the batch.

You cannot delete or change if one of the following conditions exist in the invoice or
credit memo in OPNPAY:
• You have already requested a delete or change transaction but have not yet
posted to OPNPAY.
• You selected the invoice for payment during cash disbursements processing.
• You have already paid the invoice. This is true if you entered and posted the
invoice or credit memo as prepaid during payables processing or if you paid the
invoice through cash disbursements processing.

This display appears when you use F5=Change/delete on the Invoice & Credit
Header (Enter) display (AMV160) or the Invoice & Credit Batch Summary display
(AMV16I).

Batch *** Company ** Invoice & Credit Change/Delete Enter AMV166 **

Batch date **/**/**

Vendor number aaaaA6

Payment select number nnnnn

Change/delete <C/D> A

F1=Batch summary F3=New invoice F24=Display status

What to do

To bring change or delete information for an invoice or credit memo already posted
back into the batch to permit additional changes or deletions, type in the information
requested and press Enter.

When you press Enter the following occurs:

• The Invoice & Credit Change/Delete (Enter) display (AMV166) appears again
allowing you to create another change or delete transaction.
• The application issues a message confirming that the change or delete
transaction has been brought into the batch from the Open Payables file. You can
then make your corrections to the change transaction.
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Function keys

F1 Batch summary causes the Invoice & Credit Batch Summary (Review) display
(AMV16I) to appear.

F3 New invoice causes the Invoice & Credit Header (Enter) display (AMV160) to
appear.

F24 Display status causes the Invoice & Credit Batch Status display (AMV16S) to
appear.

Fields

[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.

Batch. The identifying number the application assigned to this batch.

Company. The number of the company for which this batch of transactions applies.

Batch date. The batch default date from the Payables Data Entry (Options) display
(AMV151) or the Invoice & Credit Batch Date (Change) display (AMV167).

Vendor number [?]. This is a required field. Type in the vendor number for the
invoice or credit memo that you want to delete or change.

Payment select number. This is a required field. Type in the payment selection
number that the application assigned to the invoice when it was posted to the Open
Payables file. The number appears on the Open Payables by Due Date and Open
Payables by Vendor listings, the Purchase Invoice Journal, and on the Invoice and
Credit Memo Inquiry.

Change/delete <C/D>. This is a required field. Type in C when you want to bring a
previously posted invoice or credit memo into the data entry batch in order to change
it in OPNPAY and related files when you post the batch. Type in D when you want to
remove the invoice or credit memo from OPNPAY and related files.

AMV167—Invoice & Credit Batch Date (Change)

Use this display to change the batch default date and to establish default invoice and
invoice due dates for new invoices or credit memos you enter.

This display appears if you use F4=Change batch date on the Invoice & Credit Batch
Status display (AMV16S).
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Batch *** Company ** Invoice & Credit Batch Date Change AMV167 **

New batch default date nnnnnn

What to do

To change the batch default date, type in the date to be used for future invoices and
credit memos and press Enter. Invoices and credit memos that already exist in the
batch will not be affected by this change.

Function keys

None.

Fields

Batch. The identifying number the application assigned to this batch.

Company. The number of the company for which this batch of transactions applies.

New batch default date. Type in the date you want to use as the batch default date
for future entries into this batch.

AMV168—Invoice & Credit Auto Gen (Select)

Use this display to select the line items you want to auto gen for this purchase order.

This display appears if you answer S to Auto gen on the Invoice & Credit Header
display (AMV160) or on the Invoice & Credit P.O. Header display (AMV16P).
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Batch *** Company ** Invoice & Credit Auto Gen Select AMV168 **

Invoice no. Seq Vendor Voucher Type P.O.

********** *** ************************* ***** ******* *******

Type options; then press Enter.

1=Select
Quantity
Opt Item no. MRO Description WH Seq Rel remaining
A *************** * ****************************** *** *** **** *******.***
A *************** * ****************************** *** *** **** *******.***
A *************** * ****************************** *** *** **** *******.***
A *************** * ****************************** *** *** **** *******.***
A *************** * ****************************** *** *** **** *******.***
A *************** * ****************************** *** *** **** *******.***
A *************** * ****************************** *** *** **** *******.***
A *************** * ****************************** *** *** **** *******.***
A *************** * ****************************** *** *** **** *******.***
A *************** * ****************************** *** *** **** *******.***
A *************** * ****************************** *** *** **** *******.***
A *************** * ****************************** *** *** **** *******.***
A *************** * ****************************** *** *** **** *******.***
A *************** * ****************************** *** *** **** *******.***

F11=Process selections F19=Return to header Use Roll Up/Dn

What to do
• To select specific line items to automatically generate, type 1 beside the line you
want to select and press Enter.
• To process the selections, use F11. F11 processes the selections and AMV16P
appears again.

Function keys

F11 Process selections causes the auto generation of the line items you selected and
saved by pressing Enter. The function key does not appear until you press Enter. If
you were on AMV160 and answered S to Auto gen, F11 processes the selections and
AMV161 appears in Review mode.

If you were on display AMV16P and answered S to Auto gen, F11 processes the
selections and AMV16P appears again.

F19 Return to header returns the display you were on when you answered S to Auto
gen. Any selections made are ignored.

Fields

Batch. The identifying number the application assigned to this batch.

Company. The number of the company for which this batch of transactions applies.

Invoice no. (Invoice number). The vendor’s invoice number.

Seq (Invoice sequence number). Distinguishes when the same invoice number is
used on multiple entries.

Vendor. The name of the vendor

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Voucher. The identifying number assigned to this invoice or credit memo. Either the
application generated this number or you entered this number, depending on how
your business tailored the application.

Type. Invoice or Credit appears in this field depending on what you entered in the
Credit memo code <C> field on the Invoice & Credit Header display (AMV160).

P.O. (Purchase order). The purchase order number that applies to this invoice or
credit memo. The number you entered on the Invoice & Credit Header display
(AMV160) or the Invoice & P. O. Header display (AMV16P) to indicate this invoice
refers to a purchase order.

Opt (Option). Type in 1 beside each line item you want to auto gen.

MRO (Maintenance, Repair, Overhaul or Operating supplies). The description of

the line item.

Item no. (Item number). The item number associated with the purchase order
number or detail item.

Description. The description of the detail. The description can be the purchase order
number or a physical description; for example, No. 2 pencils. Freight, tax, and special
charges will appear with the full amount even if previously invoiced.

WH (Warehouse). The warehouse number that received the material.

Seq (Item sequence number). The item sequence number if the same item appears
more than once on the same purchase order.

Rel (Blanket release number). The blanket release number if this is a detail line on a
purchase order blanket release.

Quantity remaining. The quantity remaining to be invoiced. The quantity remaining

is the quantity ordered minus any quantity previously invoiced. If you specified the
quantity was to be based on the quantity received, the quantity remaining is then the
quantity received (to dock or to stock) minus the quantity previously invoiced.
The received quantity (to dock or to stock) is determined by your response to the
Purchasing questionnaire during application tailoring.

AMV169—Recurring Batch Header Effective Dates (Enter)

Use this display to enter effective dates for an invoice to be created as a recurring
payable. Recurring batches are used only by Accounts Payable.

This display appears when you press Enter on the Invoice & Credit Header (Review)
display (AMV161) display.
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Batch *** Company ** Recurring Batch Header Enter AMV169 **

Batch date **/**/**
*MRO*
Inv ********** Seq *** Vendor ***** ************************** Type
Invoice

Voucher no. ***

Effective dates nnnnnn to nnnnnn

F19=Return to header

What to do

Enter the range of dates in MMDDYY format that this invoice is eligible to be created
as a recurring payable and press Enter.

Function keys

F19 Return to header causes the Invoice & Credit Header (Enter) display (AMV161)
to appear again.

Fields

Batch. The identifying number the application assigned to this batch.

Company. The number of the company for which this batch of transactions applies.

Batch date. The batch default date from the Payables Data Entry (Options) display
(AMV151) or the Invoice & Credit Batch Date (Change) display (AMV167).

Inv (Invoice number) . The vendor’s invoice number.

Seq (Invoice sequence number). Specifies when the same invoice number is used
on multiple entries.

MRO (Maintenance, Repair, Overhaul or Operating supplies). The description of

the line item.

Vendor (Vendor number). The vendor number and name. For a miscellaneous
vendor, 000000 appears.
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Voucher number . The identifying number assigned to this invoice or credit memo.
Either the application generated this number or you entered this number, depending
on how your business tailored the application.

Effective dates. Type in the from and to dates that this invoice is valid for. Invoices
should not be created on dates before the first and after the second date entered
here.

AMV16D—Invoice & Credit Detail Summary (Review)

Use this display to change, or delete a line item or to change the completion code of
the PO header. The display shows detail lines that have been entered for this invoice.
Select an invoice line item for further processing by entering 2 or 4 in the Opt field
next to it.
Note: A pop up window (Purchase Order Select) appears with this display if this
detail is not associated with a purchase order and there is more than one purchase
order attached to the invoice. Use F7=Add detail to see it. For more information, see
“AMV161—Invoice & Credit Header (Enter/Review/Delete)”.

This display appears if you use F6=Detail summary on any of the following:
AMV161 . Invoice & Credit Header
AMV162 . Invoice & Credit Detail Header
AMV163 . Invoice & Credit Tax Detail
AMV164 . Invoice & Credit Special Charge
AMV165 . Invoice & Credit Freight Detail
AMV16A . Invoice & Credit Vendor Address
AMV16P . Invoice & Credit P.O. Header
AMV16X . Invoice & Credit Detail Split

Batch *** Company ** Invoice & Credit Detail Summary Review AMV16D **

Invoice no. Seq Vendor Voucher Type

********** *** ************************* ***** *******

Type options; then press Enter.

2=Review 4=Delete Page nnnn of ****

Opt P.O. Item MRO Description Rel Gross amount

A ******* *************** * ****************************** nnnn ***********.**
A ******* *************** * ****************************** nnnn ***********.**
A ******* *************** * ****************************** nnnn ***********.**
A ******* *************** * ****************************** nnnn ***********.**
A ******* *************** * ****************************** nnnn ***********.**
A ******* *************** * ****************************** nnnn ***********.**
A ******* *************** * ****************************** nnnn ***********.**
A ******* *************** * ****************************** nnnn ***********.**
A ******* *************** * ****************************** nnnn ***********.**
A ******* *************** * ****************************** nnnn ***********.**
A ******* *************** * ****************************** nnnn ***********.**
A ******* *************** * ****************************** nnnn ***********.**

F1=Batch summary F3=New invoice F7=Add detail F13=Add tax F14=Add spc chg
F15=Add freight F16=Add P.O. F19=Return to header F24=Dsp status

What to do
• To review a detail line or change the completion code of a purchase order header,
type 2 in the Opt field beside the record and press Enter.
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• To delete a detail line type 4 in the Opt field beside the record and press Enter.
• To add tax, special charges, or freight to the invoice and have the line item
reference a purchase order number on the invoice, position the cursor to one of
the purchase order’s line items and select it for review. When the line item
appears, use the appropriate function key (F13, F14, or F15) to add the new line
item.
• If option 4 is selected, one of the following appears depending on the kind of line
item you selected:
AMV162. Invoice & Credit Detail (Delete)
AMV163. Invoice & Credit Tax Detail (Delete)
AMV164. Invoice & Credit Special Charge (Delete)
AMV165. Invoice & Credit Freight Detail (Delete)
AMV16P. Invoice & Credit P.O. Header (Delete)
• If option 2 is selected, one of the following appears depending on the kind of
detail line you selected:
AMV162. Invoice & Credit Detail (Review)
AMV163. Invoice & Credit Tax Detail (Review)
AMV164. Invoice & Credit Special Charge (Review)
AMV165. Invoice & Credit Freight Detail (Review)
AMV16P. Invoice & Credit P.O. Header (Review)

Function keys

F1 Batch summary causes the Invoice & Credit Batch Summary display (AMV16I) to
appear if the invoice is in balance.

F3 New invoice causes the Invoice & Credit Header display (AMV160) to appear if the
invoice is in balance.

F7 Add detail causes the Invoice & Credit Detail display to appear in Enter mode.
Note: For the following function keys (F13, F14, and F15), if you want to add tax,
special charges, or freight to the invoice and have the line item reference a purchase
order number on the invoice, position the cursor to one of the purchase order’s line
items and select it for review. When the line item appears, use the appropriate
function key to add the new line item.

F13 Add tax causes the Invoice & Credit Tax Detail (Enter) display (AMV163) to
appear and allows you to add tax detail.

F14 Add spc chg causes the Invoice & Credit Special Charge (Enter) display
(AMV164) to appear and allows you to add special charges.

F15 Add freight causes the Invoice & Credit Freight Detail (Enter) display (AMV165)
to appear and allows you to add freight charges.

F16 Add P.O. causes the Invoice & Credit P.O. Header (Enter) display (AMV16P) to
appear. This function key only appears if Purchasing is installed and the invoice refers
to a purchase order.

F19 Return to header causes the Invoice & Credit Memo Header (Review) display
(AMV161) to appear again.
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F24 Dsp status causes the Invoice & Credit Batch Status display (AMV16S) to appear
if the invoice is in balance.

Fields

Batch. The identifying number the application assigned to this batch.

Company. The number of the company for which this batch of transactions applies.

Invoice no. (Invoice number). The vendor’s invoice number.

Seq (Invoice sequence number). Specifies when the same invoice number is used
on multiple entries.

Vendor. The name of the vendor.

Voucher. The identifying number assigned to this invoice or credit memo. Either the
application generated this number or you entered this number, depending on how
your business tailored the application.

Type. Invoice or Credit appears in this field depending on what you entered in the
Credit memo code <C> field on the Invoice & Credit Header (Enter) display
(AMV160).

Page nnnn of nnnn. Use this field when you want to limit the number of times you
need to use the Roll key to locate a specific line you want to review or delete.
For example, your invoice has 12 pages of line items. When the Invoice & Credit
Detail Summary display (AMV16D) first appears, 1 of 12 is shown in this field. Based
on the total of 12 pages in our example, you estimate the line item you want to see is
on page 10. Move the cursor to the Page field, type in 10 and press Enter. The 10th
“page” of line items is shown. You can then enter your option to review the detail of the
line item or delete it. If you under or over estimated the line item’s location, you can
roll up or down from page 10 or type a different number in the Page field.

Opt (Option). Type in 2 (to review) or 4 (to delete) beside each line item you want to
process. The option you select determines the detail display that appears.
Placing 2 beside a purchase order header allows only the completion code to be
changed. Placing 4 beside a purchase order header and confirming the delete (on
AMV16P) causes all invoice line items for that purchase order to be deleted.

P.O. (Purchase order number). The purchase order number that applies to this
invoice or credit memo. This field only appears if Purchasing is installed and the
invoice refers to a purchase order.

Item. The item number associated with the purchase order number or detail item.

MRO. This column appears only if the Maintenance Management System (MMS) is
interfacing, and this is an MRO vendor. Y (yes) indicates that the item is a spare part
or service item.

Description. The description of the detail. The description can be the purchase order
number or a physical description; for example, No. 2 Pencils.
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Rel (Blanket release number). The blanket release number you entered on the
Invoice & Credit Detail display (AMV162).

Gross amount. The gross amount for this record.

AMV16I—Invoice & Credit Batch Summary (Review)

Use this display to review the transactions for the entire batch. You can page through
the transactions on the display by using the Roll keys or the Page field. Transactions
appear in vendor/voucher sequence.

This display appears when you use F1=Batch summary on one of the following
displays:
AMV160 . Invoice & Credit Header
AMV161 . Invoice & Credit Header
AMV162 . Invoice & Credit Detail
AMV163 . Invoice & Credit Tax Detail
AMV164 . Invoice & Credit Special Charge
AMV165 . Invoice & Credit Freight Detail
AMV166 . Invoice & Credit Change/Delete
AMV16D . Invoice & Credit Detail Summary

Data entry uses four basic types of transactions:

• Invoices
• Credit memos
• Change transactions
• Delete transactions

Data entry change and delete transactions differ from file maintenance change and
delete actions. A change transaction is a previously posted invoice or credit memo
brought into the data entry batch in order to modify it. A delete transaction is a
previously posted invoice or credit memo brought into the data entry batch in order to
remove it entirely from Open Payables. Use change and delete transactions to make
extensive updates to open payables that you are unable to perform via the Open
Payables File Maintenance menu option. These transactions do not affect your
master files until the system posts the batch.

F5 on the Header display (AMV160) or the Batch Summary display (AMV16I) causes
the Change/Delete display (AMV166) to appear. You can bring change and delete
transactions into the batch.
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Batch *** Company ** Invoice & Credit Batch Summary Review AMV16I **

Position to . . . . Vendor aaaaA6 Voucher nnnnn

Type options: then press Enter.

2=Review 4=Delete 6=Detail summary Page nnnn of ****

Tran ----Invoice-----
Opt ID Vendor Voucher Number Seq Inv date Invoice amount
A * ****** ***** ********* *** **/**/** ***********.** C
A * ****** ***** ********* *** **/**/** ***********.**
A * ****** ***** ********* *** **/**/** ***********.**
A * ****** ***** ********* *** **/**/** ***********.**
A * ****** ***** ********* *** **/**/** ***********.** C
A * ****** ***** ********* *** **/**/** ***********.**
A * ****** ***** ********* *** **/**/** ***********.**
A * ****** ***** ********* *** **/**/** ***********.**
A * ****** ***** ********* *** **/**/** ***********.**
A * ****** ***** ********* *** **/**/** ***********.**
A * ****** ***** ********* *** **/**/** ***********.**
A * ****** ***** ********* *** **/**/** ***********.**

F3=New invoice F5=Change/delete F24=Display status Use Roll Up/Dn

What to do
• To start a new invoice, use F3 and go to display AMV161.
• To bring change and delete transactions into the batch, use F5.
• To review, delete, or look at detail summary information, place the appropriate
response in the ACT field and press Enter. (2=Review; 4=Delete; 6=Detail
summary).
• To review the status of this batch, use F24 and go to display AMV16S.

Function keys

F3 New invoice causes the Invoice & Credit Memo Header (Enter) display (AMV160)
to appear.

F5 Change/delete causes the Invoice & Credit Change/Delete display (AMV166) to

appear.

F24 Display status causes the Invoice & Credit Batch (Status) display (AMV16S) to
appear.

Fields

Batch. The identifying number the application assigned to this batch.

Company. The number of the company for which this batch of transactions applies.

Position to Vendor and Voucher. Use these fields to go to a particular vendor or

voucher in the batch. The fields are used for quick repositioning. If you type in only the
vendor, the application positions the cursor to the first vendor record that is equal to or
greater than the one you entered. If you type in a vendor number and a voucher, the
application positions the cursor to the first record for that vendor with a voucher equal
to or greater than the one you entered.
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Page nnnn of nnnn. Use this field when you want to limit the number of times you
need to use the Roll key to locate a specific transaction to review or delete.
For example, your batch has 12 pages of transactions. When the Invoice & Credit
Batch Summary display (AMV16I) first appears, 1 of 12 is shown in this field. Based
on the total of 12 pages, you estimate the transaction you want to see is on page 10.
Move the cursor to the Page field, type in 10 and press Enter. The 10th “page” of
transactions is shown. You can then enter your option to review the detail of the
transaction or delete it. If you under or over estimated the transaction’s location, you
can roll up or down from page 10 or type a different number in the Page field.

Opt (Option). Type 2 (to review), 4 (to delete), or 6 (detail summary) beside each
transaction you want to process. Selections are processed in the sequence in which
they appear on the display. The following list explains what to do:
2. Select the invoice, credit memo, or change transaction for review or
modification.
3. Select a delete transaction for review. You can only review the header
(AMV161) of a delete transaction.
4. Delete the invoice, credit memo, delete, or change transaction from the batch.
The transaction header (AMV161) appears with a delete confirmation
message.
6. Show the detail summary display (AMV16D) for this invoice or credit memo.
The header (AMV161) appears if you choose this option for a delete
transaction.

Tran ID (Transaction identification). This field is for information only. It identifies

how the transaction was created in this batch. One of the following IDs appears:
A. This invoice or credit memo transaction was created in this batch through
invoice entry. You are adding this invoice to the Open Payables file for the first
time when the batch is posted.
C. This invoice or credit memo was previously posted and brought into the batch
in order to modify it in the Open Payables master files when the batch is
posted. The transaction was brought into the batch using the Invoice & Credit
Change/Delete display (AMV166).
D. This invoice or credit memo was previously posted and brought into the batch
in order to remove it from the Open Payables file when the batch is posted.
The transaction was brought into the batch using Invoice & Credit Change/
Delete display (AMV166).

Vendor. The vendor number.

Voucher. The identifying number assigned to this invoice or credit memo. Either the
application generated this number or you entered this number, depending on how you
tailored the application.

Invoice Number. The vendor’s invoice number.

Invoice Seq (Invoice sequence number). Specifies when the same invoice number
is used on multiple entries.

Inv date (Invoice date). The date entered on the invoice or credit memo.
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Invoice amount. The total amount of the invoice. If this is a credit memo, C appears
in the column to the right of the invoice amount.

AMV16P—Invoice & Credit P.O. Header (Enter/Review/Delete)

Use this display to enter each purchase order you want to add to the invoice, or to
change the completion code. When you page in Review mode, “Forward” or
“Backward” appears beneath the display mode to indicate the direction in which you
are paging.

When you make a selection on a Summary display, the default direction is forward.
The system processes selections in the order in which they appear on the Summary
display. If you selected a display using a function key, the default direction is
backward.

This display appears if the invoice refers to a purchase order and you do one of the
following:
• Enter a 2 or 4 in the Opt field on the Invoice & Credit Detail Summary (Enter)
display (AMV16D) beside a Purchase Order Header record and press Enter.
• Use F16=Add P.O. on one of the following displays:
AMV161 . Invoice & Credit Header
AMV162 . Invoice & Credit Detail
AMV163 . Invoice & Credit Tax Detail
AMV164 . Invoice & Credit Special Charge
AMV165 . Invoice & Credit Freight Detail
AMV16D . Invoice & Credit Detail Summary

Batch *** Company ** Invoice & Credit P.O. Header ****** AMV16P **
Batch date **/**/** ********

Invoice no. Seq Vendor Voucher Type

********** *** ************************* ***** *******

Purchase order number P aaaaA6

Completion code <P/C> A
Auto gen <Y/N/S> A
Gen qty <1=Ord,2=Del,3=Stk> A

Special charges nnnnnnnnnnn.nn

Freight nnnnnnnnnnn.nn
Tax nnnnnnnnnnn.nn

F12=Next selection
F17 Accept with error

F6=Detail summary F19=Return to header F20=Delete P.O. Use Roll Up/Dn

What to do
• To add a purchase order to an invoice, type in the information and press Enter.
• To change the completion code, type in the information and press Enter.
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Function keys

F6 Detail Summary causes the Invoice & Credit Detail Summary display (AMV16D) to
appear.

F12 Resume entry appears on the display only in Review mode and only if you rolled
out of Enter mode or used F19 Return to header from Enter mode. The display you
were on when you were last in Enter mode appears.

F12 Next selection appears only in Review mode and only if there are additional
selections from which to choose. For multiple selections, the first selection is
processed and the next record in the paging direction appears until no further
selections remain or you use any function key except F17, F19, F24, Roll or Enter.
Selections are processed in the order in which they appear on the Summary display. If
you were paging backward, using F12 resets the direction to forward and shows the
next selection in the forward direction.

F17 Accept with error allows you to continue with the next record when the application
issues a warning message.

F19 Return to header causes the Invoice & Credit Memo Header (Review) display
(AMV161) to appear.

F20 Delete P.O. causes the Invoice & Credit P.O. header display (AMV16P) to appear
in Delete mode. Use F20 again to confirm the deletion. All records associated with
this purchase order are deleted and the next record in the direction you were paging
appears.

Fields

Batch. The identifying number the application assigned to this batch.

Company. The number of the company for which this batch of transactions applies.

Batch date. The batch default date from the Payables Data Entry (Options) display
(AMV151) or the Invoice & Credit Batch Date (Change) display (AMV167).

Invoice no. (Invoice number). The vendor’s invoice number.

Seq (Invoice sequence number). Specifies when the same invoice number is used
on multiple entries.

Vendor. The name of the vendor.

Voucher. The identifying number assigned to this invoice or credit memo. Either the
application generated this number or you entered this number, depending on how you
tailored the application.

Type. Invoice or Credit appears in this field depending on what you entered in the Cr
memo code <C> field on the Invoice & Credit Header (Enter) display (AMV160).

Purchase order number. This is a required field. Type in the purchase order number
that appears on the invoice or credit memo. The number must be in the Purchase
Order Master file. The vendor number associated with this purchase order number
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must match the vendor number in the invoice header. This field cannot be changed in
Review mode.

Completion Code <P/C>. This is a required field. The code determines the status the
order will have in the Purchase Order Master file when the invoice is posted. Type in
one of the following codes:
P. Partially completed invoice
C. Completed invoice

Auto gen <Y/N/S>(Automatic generation code). This is a required field if you enter
a purchase order number. The field does not appear on the display when you are in
Review mode. Type in Y or S or accept the default of N:
Y. Automatically create invoice records from information retrieved from the
purchase order files
N. Manually type in the invoice information (default)
S. Auto gen only specific line items you select.
To auto gen invoice detail from a purchase order, the line items on the purchase order
must meet the following criteria:
• For a line item previously invoiced:
The invoiced quantity must be less than the purchase order or receipt quantity for
the line item. You can choose which quantity type to use in the Gen qty when you
auto gen.
The invoiced amount for the line item must be less than the purchase order
amount or receipt transaction amount for the line item. This is true whether you
choose to auto gen invoice detail based on the ordered, delivered, or stock
quantity.
• The purchase amount for the line item must not be equal to zero.
Depending on the mode you are in and your entry in this field, different displays
appear when you press Enter.
• In Enter mode if the Auto gen field contains Y, display AMV16P appears.
• In Enter mode if you typed S in the Auto gen field, display AMV168 appears and
allows you to select the items to be generated.
• In Enter mode if you typed N in the Auto gen field, AMV162 display appears.
• In Review mode, the record is edited and updated and the next record in the
direction you were paging is shown. If there are no more records for the invoice in
that direction, the previous record is shown and a message is issued that there
are no additional records for you to review.
• In Delete mode, the record is shown again in Review mode.

Gen qty (Generation quantity).

1. Auto gen selects records based on ordered quantity
2. Auto gen selects records based on delivered quantity
3. Auto gen selects records based on in stock quantity
The default is 1. Accept the default or type in another value to base the auto gen on
either a delivered or in stock quantity. If you choose option 2, the delivered quantity
will be the quantity received at dock or to stock, depending on how your system was
tailored. The delivered quantity does not consider any vendor returns.
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If you choose option 3, the in stock quantity represents the actual stock quantity,
which is the net result of any vendor returns.
If you override the default, the new value remains until you end the data entry session
or change the value again.
If an item does not require receipts, the item is generated based on the order quantity,
even if you chose the delivered or in stock quantity auto gen option.
Note: For the following three fields, a special charge, freight, and/or tax record will
be created if you enter an amount here or if you previously entered an amount in the
purchase order.

Special charges. Type in the special charge amount, if any, that applies to this
purchase order if you want to override the amount entered through purchase order
entry. This field appears only in Enter mode.

Freight. Type in the freight amount, if any, that applies to this purchase order if you
want to override the amount entered through purchase order entry. The record
created will be for the difference between this value or purchase order value and what
has been previously invoiced. This field appears only in Enter mode.

Tax. Type in the tax amount, if any, that applies to this purchase order if you want to
override the amount entered through purchase order entry. This field appears only in
Enter mode.

AMV16S—Invoice & Credit Batch (Status)

Use this display to review amounts for the batch and to end data entry. You cannot
type in or change any information on this display. If you selected multi-currency
processing during application tailoring, the system issues a message to tell you that
the batch may contain mixed currency IDs. When you use F4=Change batch date,
the Invoice & Credit Batch Date display (AMV167) appears. You can change the
batch default date and establish a default invoice and invoice due date for any new
invoices you enter.

This display appears if you use F24=Display status on any of the following displays:
AMV160 . Invoice & Credit Header
AMV161 . Invoice & Credit Header
AMV162 . Invoice & Credit Detail
AMV163 . Invoice & Credit Tax Detail
AMV164 . Invoice & Credit Special Charge
AMV165 . Invoice & Credit Freight Detail
AMV166 . Invoice & Credit Change/Delete
AMV16A . Invoice & Credit Vendor Address
AMV16D . Invoice & Credit Detail Summary
AMV16I . Invoice & Credit Batch Summary
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Batch *** Company ** Invoice & Credit Batch Status Status AMV16S **
Batch date **/**/**

Batch status -- Valid records **,***

Error records **,***
Deleted records **,***

Number of invoices **,***

Gross amount *,***,***,***,***,***.**
Discount amount *,***,***,***,***,***.**
Net amount *,*** ***,***,***,***.**
Open payables *,***,***,***,***,***.**
Prepaid invoices *,***,***,***,***,***.**

NEC amount *,***,***,***,***,***.**

Misc charge costs *,***,***,***,***,***.**
Outside operations *,***,***,***,***,***.**
Cost adjustments *,***,***,***,***,***.**
Other costs *,***,***,***,***,***.**
Control *,***,***,***,***,***.**

F4=Change batch date F20=Delete batch F23=Suspend batch F24=Close batch

What to do
• To change the batch default date, use F4 and go to display AMV167.
• To perform any other function with this option, use one of the function keys on the
display.

Function keys

F4 Change batch date causes the Invoice Batch Date (Change) display (AMV167) to
appear and allows you to change the batch default date. When you press Enter, the
display you were on when you requested the status appears again.

F20 Delete batch causes the display to appear again with a message asking you to
confirm the deletion. Use F20 again to confirm the deletion. The batch is deleted and
the data entry session ended. If you do not want to delete the batch, press Enter or
use one of the valid function keys on the display.

F23 Suspend batch ends this data entry session, marks the batch as suspended
(held), and causes the Payables Processing menu (AMAM10) to appear again. You
can add more transactions later to a suspended batch.

F24 Close batch ends this data entry session and marks the batch as closed, which
makes it available for posting. The Payables Processing menu (AMAM10) appears
again. You can select the batch again if necessary to make changes.

When you end the data entry session using F20, F23, or F24 on this display, the
Invoice Entry/Edit report (AMV17) is scheduled for printing and the Payables
Processing menu (AMAM10) appears.

Fields

Batch. The identifying number the application assigned to this batch.

Company. The number of the company for which this batch of transactions applies.
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Batch date. The batch default date from the Payables Data Entry (Options) display
(AMV151) or the Invoice & Credit Batch Date (Change) display (AMV167).

Batch status.
Valid records: The number of error-free records in the batch. Both the
unprotected and protected copies of a change transaction as well as the
protected copy of a delete transaction are included in this count. If you split a line
item into two or more line items, the new line items created are included in the
valid record count.

Error records: The number of records you asked the application to accept with
errors. Protected copies of a change and delete transaction do not affect the total.

Deleted records: The number of records you have deleted during this session.
Both the unprotected and protected copies of a change transaction as well as a
protected delete transaction are included in this count. If you split a line item, the
line item you split is deleted and is included in the deleted record count.

Number of invoices. The number of invoices, credit memos, change and delete
transactions in this batch. The protected copy of the change transaction is also
included in this count.

Gross amount. The sum of all line item gross amounts that are debits, less the sum
of all line item gross amounts that are credits.

Discount amount. The sum of all line item discounts—entered or calculated by the
application—that are debits, less the sum of all the line item discounts that are credits.

Net amount. The Gross amount less the Discount amount.

Open payables. The total amount credited or debited to the Accounts Payable
account.

Prepaid invoices. The total amount entered for invoices or credit memos with a
prepaid check number.

NEC amount (Nonemployee Compensation Amount). The total amounts you

entered as nonemployee compensation amounts.

Misc charge costs (Miscellaneous charge costs). The total amounts if you entered
miscellaneous charge costs. This field appears only if PC&C is installed.

Outside operations. The total amounts, if entered, for outside operations. This field
appears only if PC&C is installed.

Cost adjustments. The total amounts if you entered cost adjustment amounts. This
field appears only if IM is installed.

Other costs. The difference between the Gross amount and the sum of
Miscellaneous charge costs, Outside operations, Cost adjustments, and NEC
amount. If AP is not interfacing with PC&C or IM, the field shows the Gross amount
less the NEC amount.

Control. The total of all line item amounts for all invoices, whether positive or
negative.
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AMV16T—Invoice & Credit Extended Tax (Enter/Review)

Use this display to have the CAS Tax Routine calculate the tax associated with this
invoice. You can also use the display to verify the accuracy of the tax amount charged
for the invoice. Entries you make do not affect the tax detail records on the invoice.
You can review them only from this display.

This display appears if you use F8=Extended tax on the Invoice & Credit Memo
Header (Review) display (AMV161).

Batch *** Company ** Invoice & Credit Extended Tax ****** AMV16T **

Invoice no. Seq Inv date Vendor Voucher Type

********** *** **/**/** ************************* ***** *******

Invoice tax Tax calculated Difference Use tax Tax in price

***********.** ***********.** ***********.** ***********.** ***********.**

Discount % nn.nn Disc amt nnnnnnnnnnn.nn Tax suffix aaaA5 Tax date nnnnnn

Type options; then press Enter.

1=Value Added Tax 2=VAT tax in price 3=Use tax 4=Delete tax

---- Tax ---- Invoice amount/ ---- Discount ---- Tax

Opt Ind Sufx Code Tax base amount % Amount Percent Tax amount
A aA3 aaaA5 aaaA5 nnnnnnnnnnn.nn nn.nn nnnnnnnnnnn.nn **.*** nnnnnnnnnnn.nn
A aA3 aaaA5 aaaA5 nnnnnnnnnnn.nn nn.nn nnnnnnnnnnn.nn **.*** nnnnnnnnnnn.nn
A aA3 aaaA5 aaaA5 nnnnnnnnnnn.nn nn.nn nnnnnnnnnnn.nn **.*** nnnnnnnnnnn.nn
A aA3 aaaA5 aaaA5 nnnnnnnnnnn.nn nn.nn nnnnnnnnnnn.nn **.*** nnnnnnnnnnn.nn
A aA3 aaaA5 aaaA5 nnnnnnnnnnn.nn nn.nn nnnnnnnnnnn.nn **.*** nnnnnnnnnnn.nn
A aA3 aaaA5 aaaA5 nnnnnnnnnnn.nn nn.nn nnnnnnnnnnn.nn **.*** nnnnnnnnnnn.nn
A aA3 aaaA5 aaaA5 nnnnnnnnnnn.nn nn.nn nnnnnnnnnnn.nn **.*** nnnnnnnnnnn.nn

F11=Process tax F19=Return to header Use Roll Up/Dn

What to do

Use F11 to have the CAS Tax routine calculate the extended tax and add the
extended tax records to the batch. When the display appears again, use a function
key to exit.

Function keys

F11 Process tax adds the extended tax records to the batch and causes the Invoice &
Credit Header (Review) display (AMV161) to appear.

F19 Return to header causes the Invoice & Credit Header (Review) display (AMV161)
to appear. Use F19 to exit without causing any changes.

Fields

Batch. The identifying number the application assigned to this batch.

Company. The number of the company for which this batch of transactions applies.

Invoice no. (Invoice number). The vendor’s invoice number.

 AMAM10, option 1
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Seq (Invoice sequence number). Specifies when the same invoice number is used
on multiple entries.

Inv date (Invoice date). The date printed on the invoice or credit memo.

Vendor. The name of the vendor.

Voucher. The identifying number assigned to this invoice or credit memo. Either the
application generated this number or you entered this number, depending on how you
tailored the application.

Type. Invoice or Credit appears in this field depending on what you entered in the Cr
memo code <C> field on the Invoice & Credit Header (Enter) display (AMV160).

Invoice tax. If you entered an amount in the Taxes field on either of the Invoice &
Credit Memo Header (Enter) displays (AMV160 or AMV161), it appears here.

Tax calculated. The total tax for the invoice. This includes taxes shown separately
and taxes that are hidden in the item amounts.

Difference. The invoice tax amount less the tax calculated amounts. This field
applies only to the VAT feature.

Use tax. The sum of the Tax amount column for all use tax records you entered for
the invoice.

Tax in price. The amount of tax that is hidden in the invoice price and not shown
separately on the invoice. Use of this taxing method varies from country to countries.

Discount % (Discount percent). If you entered a discount percent on the Invoice &
Credit Header (Enter) displays (AMV160 or AMV161), it appears here. If you did not
enter a discount percent on the header displays, you can enter it here. Use this field if
you want to apply the same discount percent to all extended tax records for this
invoice. Otherwise, use the line discount percent (Discount %) on this display. In
either case, the percent is applied to the Tax base amount before the tax is calculated
by extended tax processing. This field applies only to the tax in price and use tax
features. If the tax is defined in the CAS tax table as based on gross, any discount
percent you enter on this display is ignored.

Disc amt (Discount amount). If you entered a discount amount on the Invoice &
Credit Header displays (AMV160 or AMV161) it appears here. If you did not enter a
discount amount on either of the header displays, you can enter it here. Use this field
if you want to apply the same discount amount to all extended tax records for this
invoice. Otherwise, use the line discount amount (Discount amount) on this display.
In either case, the discount is subtracted from the Tax base amount before the tax is
calculated by extended tax processing. This field applies only to the tax in price and
use tax features.
Note: If you enter both a discount percent and a discount amount, the discount
amount is used.

Tax suffix. The tax suffix defaults from the Vendor Master file. You can type in a new
tax suffix. Use the field to remind you of the type of tax you pay on purchases. For
example, if you are required to accrue use tax on purchases from a vendor, use the
tax suffix to identify out-of-state vendors who provide taxable goods and services but
who do not include sales tax on their invoices. Assign a tax suffix like “Usetx” to these
 AMAM10, option 1
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vendors in the Vendor Master file. Then, each time the Invoice & Credit Header
display (AMV161) appears, the tax suffix will act as a reminder.

Tax date. The invoice date you entered on the Invoice & Credit Header (Enter)
display (AMV161). It is used to access a specific record in the CAS Tax Table, and is
the date extracted for reporting. You can override the date.

Opt (Option). This field is required. Type in one of the following options to indicate the
action you want to perform.
Blank . 1 is assumed
1. Record the VAT (Value Added Tax) invoiced by the vendor, verify and accept
it. Type the amount to be recorded in the Tax amount field. Extended tax
processing returns the Tax base amount and the Tax percent when you press
Enter.
. The value in the Tax calculated field appears in the Taxes control total on the
Invoice & Credit (Review) Header display (AMV161) when you use F11 on
this display.
2. Record VAT tax in price when it is included in price but not shown separately
on this invoice. On separate lines on the display type in the gross amount for
each invoiced item in the Tax base amount field. When you press Enter,
Extended tax processing returns the Tax amount and the Tax percent for each
line you entered. The Tax amount is subtracted from the invoice.
. The value in the Tax calculated field appears in the Taxes control total on the
Invoice & Credit (Review) Header display (AMV161) when you use F11 on
this display.
Using display AMV162, adjust the detail item gross amounts to equal the
calculated Tax base amount for each of the detail items. This prevents an out
of balance condition when you end the invoice.
3. Accrue the use tax for this invoice. Type in the invoice gross amount in the
Tax base amount field. Extended tax processing returns the use Tax amount
and the Tax percent when you press Enter. Use tax is not used in balancing.
Therefore, the total use tax calculated does not appear in the Taxes control
total on display AMV161 when you use F11.
4. Delete the tax records already in the batch.

Tax. The following fields (Ind, Sufx, Code) are used by extended tax processing to
identify the specific tax record in the CAS tax table that is used for tax calculations.
The indicator, suffix, code and tax date combination must exist in the tax table. If not,
an error message is issued. If any of the fields are left blank, all data on the line is
ignored when you press Enter or use F11.
Ind (Indicator): Type in the tax indicator used to classify the purchased item for
tax purposes. For example, food is not taxed or is taxed at a lower rate in many
jurisdictions.

Sufx (Suffix): Type in the tax suffix used to classify the vendor for tax purposes.
For example, if you are not required to collect tax from a customer, you assign a
tax suffix such as Notax to the customer.

Code: Type in the tax code used to identify the specific tax. For example, Georgia
state sales tax could be identified by tax code GA. You assign a tax code such as
GAFUL to Georgia Fulton county tax.
 AMAM10, option 1
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Invoice Amount/Tax base amount. If you have not been invoiced for tax by your
vendor and you want extended tax processing to calculate the tax in price or use tax,
enter the amount the tax is to be calculated against in this field. The calculated
amount appears in the Tax amount field when you press Enter.
If you want extended tax processing to verify the accuracy of the tax invoiced by your
vendor, do not enter an amount in this field. The verify tax feature calculates the tax
base amount for you using the value you enter in the Tax amount field.
Note: Negative values entered for this field are displayed as positive amounts.

Discount % Amount. If a value does not appear in the invoice level discount percent
(Disc %) field on this display, or if one appears and you want to override it for a
specific line item, type in the percent here. This field applies only to the VAT tax in
price and use tax features: If the tax is defined in the CAS tax table as based on
gross, any discount percent you type in is ignored.
If a value does not appear in the invoice level discount amount (Disc amt) field on this
display, or if one appears and you want to override it for a specific line item, type in the
amount here. This field applies only to the tax in price and use tax features.
If the tax is defined in the CAS tax table as based on gross, any discount amount you
type in is ignored.

Tax percent. The tax percent calculated by the tax routine.

Tax amount. If you want extended tax processing to verify the accuracy of the tax
invoiced by your vendor, enter the amount to be verified here. If you are using the VAT
tax in price or use tax features, extended tax processing calculates this amount when
you press Enter. Negative values entered for this field are displayed as positive
amounts.

AMV16X—Invoice & Credit Detail Split (Enter)

Use this display to charge an invoice line item to more than one General Ledger
account.

This display appears when you type in Y in the Detail split field on one of the following:
AMV162 . Invoice & Credit Detail
AMV163 . Invoice & Credit Tax Detail
AMV164 . Invoice & Credit Special Charge
AMV165 . Invoice & Credit Freight Detail
 AMAM10, option 1
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Batch *** Company ** Invoice & Credit Detail Split Enter AMV16X **

Invoice no. Seq Vendor Voucher Type P.O.

********** *** ************************* ***** ******* *******

Gross amount Discount amt Disc % Item number Quantity

***********.** ***********.** **.** *************** *******.***
Description: ****************************** *MRO*

Expense acct Fixed amount % Gross % Qty dist Amount dist

aaaaaaaaaaaaA15 nnnnnnnnnnn.nn nn.nn ***.*** ******.*** ***********.**
aaaaaaaaaaaaA15 nnnnnnnnnnn.nn nn.nn ***.*** ******.*** ***********.**
aaaaaaaaaaaaA15 nnnnnnnnnnn.nn nn.nn ***.*** ******.*** ***********.**
aaaaaaaaaaaaA15 nnnnnnnnnnn.nn nn.nn ***.*** ******.*** ***********.**
aaaaaaaaaaaaA15 nnnnnnnnnnn.nn nn.nn ***.*** ******.*** ***********.**
aaaaaaaaaaaaA15 nnnnnnnnnnn.nn nn.nn ***.*** ******.*** ***********.**
aaaaaaaaaaaaA15 nnnnnnnnnnn.nn nn.nn ***.*** ******.*** ***********.**
aaaaaaaaaaaaA15 nnnnnnnnnnn.nn nn.nn ***.*** ******.*** ***********.**
aaaaaaaaaaaaA15 nnnnnnnnnnn.nn nn.nn ***.*** ******.*** ***********.**
aaaaaaaaaaaaA15 nnnnnnnnnnn.nn nn.nn ***.*** ******.*** ***********.**
aaaaaaaaaaaaA15 nnnnnnnnnnn.nn nn.nn ***.*** ******.*** ***********.**
Remaining total ***********.** **.** ***.*** ******.*** ***********.** +

F6=Detail summary F11=Process split Use Roll Up/Dn

What to do

To charge an invoice line item to more than one General Ledger Account, type in the
account numbers, the amount to be distributed, and use F11 to process the split. You
must split all percentages in the Fixed Amount Remaining Total before you use F11.
Refer to the field descriptions and function key descriptions for this display for more
information.

Function keys

F6 Detail summary causes the Invoice & Credit Detail Summary (Review) display
(AMV16D) to appear. All information you entered is ignored.

F11 Process split accepts the item split, writes new detail records, and deletes the
original item being split.
• The display and mode from which you began the split determines the display and
mode to which you return. If you were in Enter mode, you return to enter the same
record type you split. If you were in Review mode, you return to review the next
record in the direction you were paging.
Note: The new records are added to the end of the invoice.
• If the Gross amount has not been completely distributed, the Invoice & Credit
Detail Split (Enter) display appears again and indicates the error.

Fields

[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.

Batch. The identifying number the application assigned to this batch.

Company. The number of the company for which this batch of transactions applies.
 AMAM10, option 1
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Invoice no. (Invoice number). The vendor’s invoice number.

Seq (Invoice Sequence number). Specifies when the same invoice number is used
on multiple entries.

Vendor. The name of the vendor.

Voucher. The identifying number assigned to this invoice or credit memo. Either the
application generated this number or you entered this number, depending on how you
tailored the application.

Type. Invoice or Credit appears in this field depending on what you entered in the Cr
memo code <C> field on the Invoice & Credit Header (Enter) display (AMV160).

P.O. (Purchase order). The purchase order number for the invoice or credit memo.
This field only appears if Purchasing is installed.

Gross amount. The total amount for the line item.

Discount amt (Discount amount). The total discount amount that you are taking.
Note: If you applied a discount amount on display AMV162, the discount is
distributed across all detail splits.

Disc % (Discount percent). The discount percent that applies to this item.

Item number. The item number associated with the line item.

Quantity. The quantity invoiced.

Description. The description of the detail being split.

*MRO*. This field appears only if the Maintenance Management System (MMS) is
interfacing, and indicates that this is a spare part item or a maintenance service.

Expense acct (Expense account) [?]. This field is required if you chose General
Ledger distribution during installation tailoring. Type in the General Ledger expense
account number that applies to this line item.

Fixed amount. Type in the portion of the Gross amount to be distributed to the
expense account you entered. Type in either the Fixed amount or the % field, but do
not type in both fields for the same line item. The sum of the Fixed amount cannot be
greater than the Gross amount.

% (Percent). Type in the percentage of the Gross amount to be distributed to the

expense account you entered. Type in either the Fixed amount or the % field, but do
not type in both fields for the same line item.
Note: If on different lines you enter fixed amounts and percents to split the Gross
amount, the fixed amounts are subtracted from the Gross amount before the
percentages are applied. The percentages are then applied to the Fixed amount
remaining total. All of the Fixed amount remaining total must be split before using F11.

Gross %. The total percent of the gross amount being distributed to the expense
account.
 AMAM10, option 2
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Qty dist (Quantity distributed). The quantity of the item on the new detail record
split from the original detail record.

Amount dist (Amount distributed). The amount of the item on the new detail record
split from the original detail record.

Remaining total. The gross values for the Fixed amount, Gross %, Qty dist, and
Amount dist fields. As you type in amounts or percents to split and press Enter, new
Remaining totals are calculated.
Note: The entire gross amount must be distributed across the new detail lines
before you use F11. The entire gross amount is distributed when gemaining total and
gmount distributed remaining total fields are zero. If you mixed fixed amounts and
percents to split the gross amount only the percent remaining total must be zero.

Option 2. Enter/Edit Invoices and Credit Memos from Offline Files

(AMAM10)
Use this option to enter a new batch of invoices and credit memos from offline files
using the Cross Application Support (CAS) display (AXVOL1). Refer to the CAS
User’s Guide for more information about display AXVOL1. You can enter and edit the
following from offline files:
• Invoices
• Credit memos
• Prepaid invoices.

Data entry from offline files differs from the preceding work station procedures in the
following ways:
• Enter data onto diskette or disk using offline media support.
• Use the Batch Control form to post control totals. Refer to Chapter 15 later in this
manual for a sample of the form.
• Initialize the diskette to VOLID APTRAN and type in file name APTRAN in
positions 6 through 11 in the first label. Load the programs required for Accounts
Payable data entry. Refer to File Formats later in this manual for the offline file
formats.
• The data is edited in a batch program once you have loaded the offline files. After
the edit, a list of errors is printed.

When using offline entry, keep the following points in mind:

• You can enter as many transactions per batch as you need, but only one
company per batch.
• You must have the company number and batch default date in the first record.
Otherwise, the entire batch will be rejected.
• You can keep recurring expenses on diskettes or in a disk file. Remember that the
batch default date should be changed each period that a recurring expense is
submitted–either in the offline file before it is submitted, or by the operator using
interactive data entry after the data has been loaded.
Note: Remember that the invoice number/invoice sequence number key may
also need to be changed to prevent duplicate invoice errors.
 AMAM10, option 2
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• You must have the correct diskette ready to insert in the diskette reader at the
system console if you are using diskettes. The diskette batch can then be
processed at the work station.
• Once an offline file is loaded and edited, it is placed in the data entry file. From
there, it can be updated using interactive data entry at the work station.

Payables transactions entered from offline files are processed as follows:

• Transcribe information to diskette or disk.
• Select option 2, Enter/Edit Invoices and Credit Memos from Offline files from the
Payables Processing menu (AMAM10). When prompted, supply the requested
responses so the system knows if the file is coming from diskette or disk.
• Insert the APTRAN diskette at the system console when prompted.
• To print the report, type in the information requested and press Enter. Otherwise,
use one of the function keys shown on the display.
• Review the listing to see if you need to change or correct any transactions. You
can change transactions interactively by selecting option 1 from the Payables
Processing menu (AMAM10). When prompted, enter the batch number that
corresponds with the batch number assigned and shown in the edit listing. You
can print an Invoice Transaction Proof/Register listing at any time but you must
print it before you can post the batch.
Note: Appropriate messages print in the edit listing to indicate each possible
problem. The following list tells how to resolve these special situations.
• The first record did not contain the batch options, company number and batch
default date.
• Correct the file and repeat the offline data entry procedures.
• No valid transactions processed.
• Use the edit listing to determine the problem, then correct the errors and enter the
transactions again.
• Batch accepted but has errors.
• If the errors are not extensive, note the corrections, and enter the corrections for
the batch using interactive data entry. If the errors are extensive, prepare a
corrected offline file. When the corrected file is ready, delete the first batch and
select the offline entry procedures again.
• Invoices have extensive errors.
• Invoices with extensive errors are written to error files labeled APTRANxx, where
xx denotes the company number. Once these invoices have been corrected in the
error file, the error file can be processed as an offline file. Invoices that pass edit
will be loaded to the Payables work file. Invoices still in error will remain in the
error file.
What information you need:. The original invoices and credit memos. In addition,
you need the batch default date you want to use for this
batch, if different from the system date.
 AMAM10, option 3
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What reports are printed:.

• The Invoice Entry Load (Offline) listing (AMV0I)
• The Invoice Entry Edit (Offline) listing (AMV0H)
• The Invoice Transaction Proof/Register (AMV12) is
printed if one or more PAYWRK records were loaded.
What forms you need:. Control forms AP-40 and AP-41.

Option 3. Process Invoices and Credit Memos (AMAM10)

Use this option to generate an Invoice Transaction Proof/Register (AMV12) of an
existing batch of invoices and credit memos.

Choosing option 3, Process Invoices and Credit Memos, on the Payables Processing
menu (AMAM10) allows you to process invoices in a selected batch and to print the
Invoice Transaction Proof/Register (AMV12). Posting to the Accounts Payable files
does not occur when you select the processing option. Before posting of invoices and
credit memos can occur, the batch must be closed and error free. Use the Invoice
Transaction Proof/Register to detect errors in the batch you want to post. You can
print the report for any suspended or closed batch. The batch becomes available for
Purchase Invoice Journal processing if the Invoice Transaction Proof/Register report
shows that no errors exist in the selected batch.

When you choose the Process Invoices and Credit Memos option, the invoices in the
selected batch are processed to the point where the system generates reports to
document its edit and audit activity.
What information you need:. The batch number for the invoices and credit memos
you want to print.
What report is printed:. Invoice Transaction Proof/Register (AMV12)
What forms you need:. None.

AMV100—Purchase Journal Proof (Select)

Use this display to print the Invoice Transaction Proof/Register for the batch you
select, or to select a batch to be posted to the Open Payables file.

This display appears if you choose option 3 (Process Invoices and Credit Memos) or
option 4 (Post Invoices and Credit Memos) on the Payables Processing menu.
Note: If you chose option 3, the title of this display is Purchase Journal Proof
(Select). If you choose option 4, the title is Purchase Journal (Select).
 AMAM10, option 3
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DATE **/**/** PURCHASE JOURNAL PROOF SELECT AMV100 **

ENTER BATCH NO. nnn

BATCH *----LAST----*
NO. WSID OPID STATUS DATE

*** ********** *** ****** **/**/**

*** ********** *** ****** **/**/**
*** ********** *** ****** **/**/**
*** ********** *** ****** **/**/**
*** ********** *** ****** **/**/**
*** ********** *** ****** **/**/**
*** ********** *** ****** **/**/**
*** ********** *** ****** **/**/**
*** ********** *** ****** **/**/**
*** ********** *** ****** **/**/**
*** ********** *** ****** **/**/**
*** ********** *** ****** **/**/**
F02 PAGE FORWARD
** END ** F03 PAGE BACKWARD
F24 CANCEL THE JOB

What to do

To print the report, type in the information requested and press Enter. Go to display
AMV103.

Function keys

F02 PAGE FORWARD causes the next page of batches available for processing to
appear.

F03 PAGE BACKWARD causes the previous page of batches available for
processing to appear.

F24 CANCEL THE JOB cancels the invoice proof/post session, and the Payables
Processing menu appears again.

Fields

ENTER BATCH NO. (Enter batch number). This is a required field. You must type in
an existing batch number from the list that appears on the display.

BATCH NO. (Batch number). The identifying number the application assigned to this
batch.

LAST WSID (Last work station identification). The identification of the work station
where the batch was last chosen. For offline batches, asterisks appear in place of the
work station ID.

LAST OPID (Last operator identification). The identification of the work station’s
operator where the batch was last chosen. The operator ID appears only if password
security is in effect. For offline batches, asterisks appear in place of the operator ID.
 AMAM10, option 3
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STATUS. Only SUSPND or CLOSED batches will appear for option 3. Only CLOSED
batches will appear for option 4.

DATE. The creation date or date of last activity for the batch.

AMV103—Purchase Journal Proof (Status)

Use this display to print the Invoice Transaction Proof/Register (AMV12) for the batch
number and to post the batch of transactions to the Open Payables file and print the
reports you requested on the Post Invoices & Credit Memos (Options) display
(AMV101). You cannot type in or change any information on this display.

This display appears when you press Enter on one of the following displays:
AMV100 . Purchase Journal Proof (Select)
AMV101 . Post Invoices & Credit Memos (Options).

This display also appears when you use F17 ACCEPT WITH ERRORS on the Post
Invoices & Credit Memos (Options) display (AMV101).
Note: If you choose option 3 on the Payables Processing menu (AM6M20), the title
of this display is Purchase Journal Proof (Status). If you choose option 4, the title is
Purchase Journal (Status).

DATE **/**/** PURCHASE JOURNAL PROOF STATUS AMV103 **

BATCH ***
COMPANY NO. ** BATCH DATE **/**/**

BATCH STATUS VALID RECORDS **,***

ERROR RECORDS **,***
NUMBER OF INVOICES **,***

AMOUNT
GROSS AMOUNT **,***,***,***.**
DISCOUNT AMOUNT **,***,***,***.**
NET AMOUNT **,***,***,***.**
OPEN PAYABLES **,***,***,***.**
PREPAID INVOICES **,***,***,***.**
NEC AMOUNT **,***,***,***.**
MISC CHARGE COSTS **,***,***,***.**
OUTSIDE OPERATIONS **,***,***,***.**
COST ADJUSTMENTS **,***,***,***.**
OTHER COSTS **,***,***,***.**
CONTROL **,***,***,***.**
PRINT PROOF REGISTER DETAIL <Y/N> A

**** PRESS ENTER TO CONTINUE **** F19 RETURN TO SELECT

F24 CANCEL THE JOB

What to do

You cannot enter or change any data. Press Enter to print the report.

Function keys

F19 RETURN TO SELECT returns you to AMV100.

F24 CANCEL THE JOB cancels the invoice proof/post session, and the Payables
Processing menu appears again.
 AMAM10, option 3
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Fields

BATCH. The identifying number the application assigned to this batch.

COMPANY NO. (Company number). The number of the company for which this
batch of transactions applies.

BATCH DATE. The date used as the invoice date and the due date if you did not type
in these dates.

BATCH STATUS.
VALID RECORDS: The number of valid records, minus error records, in the
batch.

ERROR RECORDS: The number of records that were accepted with errors. You
must correct the errors before the batch is processed.

NUMBER OF INVOICES: The number of invoices and credit memos in the batch.

GROSS AMOUNT. The sum of all line item gross amounts that are debits, less the
line item gross amounts that are credits.

DISCOUNT AMOUNT. The sum of all line item discounts—entered or calculated by

the application—that are debits, less all the line item discounts that are credits.

NET AMOUNT. The gross amount less the discount amount.

OPEN PAYABLES. The total amount credited or debited to the accounts payable
account for this batch.

PREPAID INVOICES. The total entered for invoices with a prepaid check number.

NEC AMOUNT (Non-employee compensation amount). The total entered for

nonemployee compensation (charge type N).

MISC CHARGE COSTS (Miscellaneous charge costs). The total entered for line
items that are miscellaneous charge costs (charge type M). You must be tailored to
pass miscellaneous costs to PC&C.

OUTSIDE OPERATIONS. The totals entered for outside operations (charge type O).
You must be tailored to pass operation costs to PC&C.

COST ADJUSTMENTS. The totals entered for cost adjustments (charge type I). You
must be tailored to pass cost adjustments to IM.

OTHER COSTS. The difference between the gross amount and the sum of
miscellaneous charge costs, outside operations, cost adjustments and NEC amount.
If you are not tailored to pass charges and adjustments to PC&C and IM, the field
shows the gross amount minus the NEC amount.

CONTROL. The total of the line items for all invoices whether plus or minus.
 AMAM10, option 4
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PRINT PROOF REGISTER DETAIL <Y/N>. The default is N. Accept the default to
print the report in summary form. Type Y to override the default and print all detail for
the Invoice Transaction / Proof Register.

Option 4. Post Invoices and Credit memos (AMAM10)

Use this option to post entries for existing batches of invoices and credit memos and
to update any changes/deletions in the Open Payables files.

After the Invoice Transaction Proof/Register has run with no hard errors and the batch
is closed, you are ready to post. Processing starts with display AMV101. Enter the
batch number and posting dates. Here you determine which reports you want to print.

If multi-currency support is active, the currency conversion program calculates

prorations and the local currency based upon the prevailing exchange rates.

Transaction information is sent to inventory management (cost adjustments) and

Production Control and Costing (miscellaneous charges and outside operation costs)
if interfaced and activated via Cross Application Support. The Purchase Invoice
Journal prints if you choose the accrual accounting method during install/tailor. If you
selected the Cash Accounting method, the Purchase Invoice Journal prints only when
landed cost accruals are included in the batch. Printing of the Purchase Journal
Update report signifies that all the file updates have been completed.

If prepaid invoices are included in the posted batch, and immediate cash
disbursement update was requested, the Cash Disbursements Journal, the Cash
Disbursements Register, and the Transaction Gain/Loss reports will print followed by
updates to the files and the printing of the Cash Disbursements Update report.

If requested during install/tailor, the Open Payables Duplicate Invoice Numbers report
prints information from all invoices in the Open Payables files that were assigned the
same invoice number for that vendor.
What information you need:.
• The batch number for the batch to be posted
• The check date for any prepaids in the batch
• The Purchase Journal and Cash Disbursement Journal
dates/periods to be used for updating the General
Ledger.
What reports are printed:.
• Cash Disbursements Journal (AMA311)
• Cash Disbursements Register (AMA312)
• Cash Disbursements Update (AMA34)
• Currency Conversion Audit Trail (AMV0E)
• Invoices to Inventory Management (AMV0F1)
• Invoice Transaction Proof/Register (AMV12)
• Open Payables Duplicate Invoice Number (AMV0G)
• Purchase Invoice Journal Listing (AMV13)
• Purchase Journal Update (AMV14)
• Transaction Gains/Losses (AMA313)
What forms you need:. None.
 AMAM10, option 4
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Contents Index

AMV101—Post Invoices & Credit Memos (Options)

Use this display to type in the purchase journal entry date, the check date, and the
cash disbursements entry date of the batch being posted to the Open Payables file.
The files are updated regardless of whether or not you print the reports.

This display appears when you press Enter on the Purchase Journal (Select) display
(AMV100).

The files are updated whether you select 1 (PRINT) or 2 (DO NOT PRINT).

DATE **/**/** POST INVOICES & CREDIT MEMOS OPTIONS AMV101

BATCH NUMBER *** PURCHASE JOURNAL ENTRY DATE nnnnnn

CHECK DATE nnnnnn CASH DISBURSEMENT ENTRY DATE nnnnnn

INVOICE TRAN PROOF REGISTER <1-2> n PURCHASE INVOICE JOURNAL <1-2> n

1 PRINT 1 PRINT
2 DO NOT PRINT 2 DO NOT PRINT

PURCHASE JOURNAL UPDATE <1-2> n CURRENCY CONVERSION AUDIT <1-2> n

1 PRINT 1 PRINT
2 DO NOT PRINT 2 DO NOT PRINT

INVOICES TO IM <1-2> n INVOICES TO PC&C <1-2> n

1 PRINT 1 PRINT
2 DO NOT PRINT 2 DO NOT PRINT

F17 ACCEPT WITH ERROR

F19 RETURN TO SELECT
F24 CANCEL JOB

What to do

When you press Enter, the reports you selected are scheduled for printing. If you
chose the duplicate invoice number edit option during application tailoring, the Open
Payables Duplicate Invoice Numbers report (AMV0G) is also scheduled for printing.

Function keys

F17 ACCEPT WITH ERROR allows you to continue with the next record even though
the application issues a warning message for an error that you cannot correct now.
The Purchase Journal (Status) display (AMV103) appears.

F19 RETURN TO SELECT causes the Purchase Journal (Select) display (AMV100)
to appear.

F24 CANCEL THE JOB cancels processing and causes the Payables Processing
menu to appear.

Fields

BATCH NUMBER. The number of the batch that you chose for processing on the
Purchase Journal (Select) display (AMV100).
 AMAM10, option 4
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PURCHASE JOURNAL ENTRY DATE. If you use a 12-month accounting system,

this field appears on the display and is required. Type in the date to be used for
posting the transactions to the Temporary General Ledger file.

PJ ENTRY PERIOD <1-13>(Purchase Journal Entry Period). If you use a 13-

period accounting system, this field appears on the display and is required. Type in
the appropriate period number to be used for posting transactions Temporary General
Ledger file.

CHECK DATE. This field is required if it appears on the display. Type in the check
date to be used for prepaid invoices in the batch.

CASH DISBURSEMENTS ENTRY DATE

CD ENTRY PERIOD <1-13> (Cash Disbursements Entry Period). This is a
required field. If you use a 12-month or 13-period accounting system, one of these
fields appear on the display. Type in the date or appropriate period you want to use to
post prepaid invoices using the immediate cash disbursements option.

INVOICE TRAN PROOF REGISTER <1-2> (Invoice Transaction Proof

Register). The default is 1, which causes the Invoice Transaction Proof / Register
(AMV12) to print. Type in one of the following:
1. Print
2. Do not print

PURCHASE INVOICE JOURNAL <1-2>. This field appears if the interface to GL is

active. The default is 1, which causes the Purchase Invoice Journal (AMV13) to print.
Type in one of the following:
1. Print
2. Do not print

PURCHASE JOURNAL UPDATE <1-2>. The default is 1, which causes the

Purchase Journal Update (AMV14) to print. Type in one of the following:
1. Print
2. Do not print

CURRENCY CONVERSION AUDIT <1-2>. This field appears if multi-currency

support processing is active. The default is 1, which causes the Currency Conversion
Audit Trail (AMV0E) to print. Type in one of the following:
1. Print
2. Do not print

INVOICES TO IM <1-2> (Invoices to Inventory Management). This field appears if

the interface to IM is active. The default is 1, which causes the Purchase Invoices to
Inventory Management report (AMV0F1) to print. Type in one of the following:
1. Print
2. Do not print

INVOICES TO PC&C <1-2> (Invoices to Production Control and Costing). This

field appears if the interface to PC&C is active. The default is 1, which causes the
Purchase Invoices to Production Control and Costing report (AMV0F2) to print. Type
in one of the following:
1. Print
2. Do not print
 AMAM10, option 5
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Option 5. EDI Invoices (AMAM10)

EDI/400 is designed to support a single XA environment. Therefore all received
transactions are placed into user files from which they must be selected. A list of all
invoices in the user files is shown on the display. You can review the selections you
have made. If you have selected an invoice in error you can reverse the selection and
“put the invoice back” into the user files.

In addition to selecting and reversing, you can delete an invoice. If a trading partner
sends you a bad invoice, you can remove it completely from your system by deleting it
here.

The invoices are identified by an internal trading partner ID which you set up in
EDI/400. You can set up an internal trading partner ID for each vendor you work with.
The trading partner record in EDI/400 relates the internal trading partner ID you
assign to the vendor’s external trading partner ID. The vendor’s external trading
partner ID consists of the vendor’s ID and address on the network. You can set up
only one such relationship. The internal trading partner ID includes an environment
indicator, the company number and vendor number you want to associate with the
vendor.

Once you have selected the invoices into XA, you are asked if you want to process
the selected invoices. When you answer YES, the EDI invoices are placed into
suspended payables data entry batches and deleted from both the temporary files in
the environment and from the user files in EDI/400.

For more information on EDI, refer to the CAS User’s Guide.

What information you need:. The incoming invoices that belong in your XA
environment.
What reports are printed:. EDI Invoice Audit Report (AMV90)
Note: If you choose to process the selected invoices, the
following reports are printed:
• EDI Invoice Batch Report (AMV91)
• Invoice Entry Edit (Offline) (AMV0H)
• Invoice Entry Load (Offline) (AMV0I)
• Invoice Transaction Proof / Register (AMV12)
What forms you need:. None.

AMV900—EDI Invoices (Select)

Use this display to review the input file again.

This display appears when you choose option 5 (EDI Invoices) from the Payables
Processing menu (AM6M20) and there are no invoices to be chosen or when you use
F23 SELECT on display AMV901 and there are no invoices to be reviewed.

When you press Enter, the input file is reviewed again by the program. If invoices
have been added (by being moved from the incoming Mailbox in IBM EDI/400 or
being put back after having been chosen into another XA environment), the EDI
Invoices (Select) display (AMV901) appears with the newly available invoices.
 AMAM10, option 5
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Contents Index

**/**/** EDI INVOICES ****** AMV900 **

OPTIONS (NO OPTIONS AVAILABLE)

CO VENDOR INVOICE PO INVOICE DR INVOICE

OPT NUM NUMBER FROM NUMBER NUMBER CR DATE ENV

F23 REVIEW MODE

F24 END OF JOB

What to do

Use one of the function keys on the display.

Function keys

F23 REVIEW MODE causes this display to appear in REVIEW mode.

F24 END OF JOB ends the EDI Invoice session and takes you to the EDI Input
display (AMVP91), which lets you process selected EDI invoices.

Fields

OPT. The number for the processing option.

CO NUM (Company number). The company number for the invoice.

VENDOR NUMBER. The vendor number for the invoice.

INVOICE FROM. The vendor name, from the Vendor Master file, for this vendor.

PO NUMBER (Purchase order number). The purchase order number assigned to

the purchase order when you sent it to the vendor.

INVOICE NUMBER. The number assigned to the invoice by the vendor.

DR CR (Debit Credit). Shows a DR if the invoice is a debit memo; shows a CR if the

invoice is a credit memo.

INVOICE DATE. The date the invoice was created by the vendor.
 AMAM10, option 5
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ENV (Environment indicator). The designator of the file library for the XA
environment to which the EDI invoices belong.

AMV901—EDI Invoices (Select/Review)

Use this display to select, review, or delete any incoming invoice transactions that
have not yet been selected or deleted. You can scroll up and down the list of invoices.
Use the option numbers to select, reverse select, delete, or view details for an invoice.
You can also use this display to change the company number for an invoice.

This display appears when you press Enter on the EDI Invoices (Select) display
(AMV900) or when you choose option 5 (EDI Invoices) from the Payables Processing
menu (AM6M20) and there are invoices from which to choose.

**/**/** EDI INVOICES ****** AMV901 **

OPTIONS 1=REVERSE SELECTION, 4=DELETE, 5=DISPLAY DETAILS

CO VENDOR INVOICE PO INVOICE DR INVOICE

OPT NUM NUMBER FROM NUMBER NUMBER CR DATE ENV

n nn ****** ************************* ******* ********** ** **/**/** *

n nn ****** ************************* ******* ********** ** **/**/** *
n nn ****** ************************* ******* ********** ** **/**/** *
n nn ****** ************************* ******* ********** ** **/**/** *
n nn ****** ************************* ******* ********** ** **/**/** *
n nn ****** ************************* ******* ********** ** **/**/** *
n nn ****** ************************* ******* ********** ** **/**/** *
n nn ****** ************************* ******* ********** ** **/**/** *
n nn ****** ************************* ******* ********** ** **/**/** *
n nn ****** ************************* ******* ********** ** **/**/** *
n nn ****** ************************* ******* ********** ** **/**/** *
n nn ****** ************************* ******* ********** ** **/**/** *

F14 SELECT ALL

F23 REVIEW MODE
F24 END OF JOB

What to do
• To select, reverse, delete, or review invoices, refer to the description in the OPT
field, choose the appropriate action and press Enter.
• To select all incoming invoices, use F14.

Function keys

F14 SELECT ALL chooses all invoices in your XA environment for selection or review.
The invoices disappear from the display and move into the EDI files in your
environment. The EDI Invoices (Select) display (AMV901) appears again. You must
use F24 to exit the display. This function key appears in SELECT mode only.

F23 REVIEW MODE causes this display to appear in REVIEW mode. If there are no
invoices to be reviewed, the EDI Invoices (Select) display (AMV900) appears.

F24 END OF JOB ends the EDI Invoice session and takes you to the EDI Input
display (AMVP91), which lets you process selected EDI invoices.
 AMAM10, option 5
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Fields

OPT (Processing option). Type one of the following option numbers next to the
invoice you want to see:
1. SELECT. This option appears only in SELECT mode. Type 1 next to the
invoice you want to choose. After you choose an invoice, the invoice
disappears from the display and has been moved into the EDI files in your
environment.
1. REVERSE SELECTION. This option appears only in REVIEW mode. Type 1
next to the invoice you want to put back into the EDI/400 files so it will be
available to be selected again.
4. DELETE. This option appears only in SELECT mode. Type 4 next to the
invoice you want to delete. The EDI Invoices–Header display (AMV902) for
that invoice appears with a message asking you to confirm the delete.
5. DISPLAY DETAILS. In SELECT or REVIEW mode, type 5 next to the invoice
whose details you want to see. The EDI Invoices–Header display (AMV902)
appears for that invoice, and shows you the detail associated with the
transaction.

CO NUM (Company number). The company number for the invoice. This field is
taken from the internal trading partner ID you set up in EDI/400 to receive this invoice.
In SELECT mode, you can change this number by typing another number in the field.
Changing company number causes the invoice to move up or down on the list, since
the list is sorted by company number within each environment.

VENDOR NUMBER. The vendor number shown is the same as it appears on the
Internal Trading Partner ID field in the EDI/400 Trading Partner Transaction Type
file.

INVOICE FROM. The vendor name from the Vendor Master file. If that vendor
number is not found in the Vendor Master file, the following text appears in the field:
* * U N K N O W N * *.

PO NUMBER (Purchase order number). The purchase order number assigned to

the purchase order when you sent it to the vendor. The vendor is returning it with the
invoice so you can relate the invoice to the purchase order.

INVOICE NUMBER. The number assigned to the invoice by the vendor.

DR CR (Debit Credit). Shows DR if the invoice is a debit memo; shows CR if the

invoice is a credit memo.

INVOICE DATE. The date the invoice was created by the vendor.

ENV (Environment indicator). The designator of the file library for the XA
environment to which the EDI invoice belongs.

AMV902—EDI Invoices–Header (Select/Review/Delete)

Use this display to review detail information about the invoice you indicated using
option 5 (Display Details) for an invoice on the EDI Invoices (Select/Review) display
(AMV901).
 AMAM10, option 5
Page 3-77
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This display appears when you chose option 1, 4, or 5 for an invoice on the EDI
Invoices (Select) display (AMV901).
Note: You cannot type in any information on this display.

**/**/** EDI INVOICES ****** AMV902 **

HEADER

CO VENDOR INVOICE PO INVOICE DR INVOICE

NUM NUMBER FROM NUMBER NUMBER CR DATE ENV

** ****** ************************* ******* ********** ** **/**/** *

FROM CUSTOMER SHIP TO

************************ ************************ *************************
************************ ************************ *************************
************************ ************************ *************************
************************ ************************ *************************
** *** ********** ** *** ********** ** *** **********

CUSTOMER NO. ******** CREDIT MEMO INV. REF. - ******

PARTNER ID - *************** LAST INVOICE NUMBER - ******
TERMS DESC. ******************* SHIP INSTR. ******************************
F07 ITEM DETAIL
F08 INVOICE COMMENTS
F11 SPECIAL CHARGES
F13 INVOICE TOTALS
F19 RETURN TO SELECT

What to do
• To review one line item for a selected invoice, use F7. Go to display AMV903.
• To review invoice comments, use F08 and go to display AMV906.
• To review the Special Charges display, use F11 and go to display AMV907.
• To review the Invoice Totals display, use F13 and go to display AMV905.

Function keys

F07 ITEM DETAIL causes the EDI Invoices–Item Detail (Review) display (AMV903) to
appear.

F08 INVOICE COMMENTS causes the EDI Invoices–Invoice Comments (Review)

display (AMV906) to appear.

F11 SPECIAL CHARGES causes the EDI Invoices–Special Charges (Select) display
(AMV907) to appear.

F13 INVOICE TOTALS causes the EDI Invoices–Invoice Totals display (AMV905) to
appear.

F19 RETURN TO SELECT returns you to the EDI Invoices display (AMV901), and
allows you to select, delete, or display details from a different invoice for processing.

Fields

CO NUM (Company number). The company number for the invoice.

VENDOR NUMBER. The vendor number for the invoice.

 AMAM10, option 5
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Contents Index

INVOICE FROM. The vendor name, from the Vendor Master file, for this vendor.

PO NUMBER. The purchase order number assigned to the purchase order when you
sent it to the vendor.

INVOICE NUMBER. The number assigned to the invoice by the vendor.

DR CR (Debit Credit). Shows DR if the invoice is a debit memo; shows CR if the

invoice is a credit memo.

INVOICE DATE. The date the invoice was created by the vendor.

ENV (Environment indicator). The designator of the file library for the XA
environment to which the EDI invoice belongs.

FROM. The vendor name and address for this vendor number.

CUSTOMER. The sold to name and address.

SHIP TO. The address of the receiving location for this invoice.

CUSTOMER NO. (Customer number). The customer number.

CREDIT MEMO INV. REF. (Credit memo invoice reference). If this is a credit
memo, the referenced invoice number.

PARTNER ID. The identifier of the internal trading partner from the trading partner
record in EDI/400 that was used to receive this transaction. The partner ID is in the
following format:

ENNVVVVVV_ _ _ P
Where:
E. = Environment Indicator
NN. = Company Number
VVVVVV. = Vendor Number
_ _ _. = Blanks
P. = Print Indicator (P can be 0 or 1 and has significance only for SEND
Transactions.)

LAST INVOICE NUMBER. The number of the last invoice that was processed.

TERMS DESC. (Terms description). The description of terms for this invoice.

SHIP INSTR. (Shipping instruction). The shipping instructions for this invoice.
 AMAM10, option 5
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AMV903—EDI Invoices–Item Detail (Select/Review)

Use this display to show one line item at a time for the requested invoice.

This display appears when you use F07 ITEM DETAIL on one of the following
displays:
• EDI Invoices–Header (Select) display (AMV902)
• EDI Invoices–Item Comments (Review) display (AMV904).

**/**/** EDI INVOICES ****** AMV903 **

ITEM DETAIL

CO VENDOR INVOICE PO INVOICE DR INVOICE

NUM NUMBER FROM NUMBER NUMBER CR DATE ENV

** ****** ************************* ******* ********** ** **/**/** *

ITEM NUMBER W/H DESCRIPTION U/M

*************** * ******************************* **

QUANTITY SHIPPED *******.***

QTY. BACKORDERED *******.***
UNIT PRICE *******.*******
TOTAL PRICE ********.**
DISCOUNT AMOUNT ***********.**
DISCOUNT RATE .****

DETAIL RECORD NUMBER * F02 PAGE FORWARD

F05 RETURN TO HEADER
F09 ITEM COMMENTS
F19 RETURN TO SELECT

What to do

Use one of the function keys on the display.

Function keys

F02 PAGE FORWARD shows you the next page of items on this invoice.

F05 RETURN TO HEADER returns you to the EDI Invoices–Header display

(AMV902).

F09 ITEM COMMENTS causes the EDI Invoices–Item Comments (Review) display
(AMV904) to appear.

F19 RETURN TO SELECT returns you to the EDI Invoices (Select) display
(AMV901), and allows you to select, delete, or show details of a different invoice for
processing.

Fields

CO NUM (Company number). The company number for the invoice.

VENDOR NUMBER. The vendor number for the invoice.

 AMAM10, option 5
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INVOICE FROM. The vendor name, from the Vendor Master file, for this vendor.

PO NUMBER. The purchase order number assigned to the purchase order when you
sent it to the vendor.

INVOICE NUMBER. The number assigned to the invoice by the vendor.

DR CR (Debit Credit). Shows DR if the invoice is a debit memo; shows CR if the

invoice is a credit memo.

INVOICE DATE. The date the invoice was created by the vendor.

ENV (Environment indicator). The designator of the file library for the XA
environment to which the EDI invoice belongs.

ITEM NUMBER. The number of the item on the invoice.

W/H (Warehouse). The warehouse from which this item was shipped.

DESCRIPTION. The description of the item being invoiced.

U/M (Unit of measure). The unit of measure for the item.

QUANTITY SHIPPED. The number of items shipped.

QTY. BACKORDERED (Quantity backordered). The number of items on backorder.

UNIT PRICE. The price per unit of the item.

TOTAL PRICE. The total price of the item.

DISCOUNT AMOUNT. The amount of discount applied to this item.

DISCOUNT RATE. The rate of discount applied to this item.

DETAIL RECORD NUMBER. The detail record currently appearing on the display.

AMV904—EDI Invoices–Item Comments (Review)

Use this display to see all comments related to the detail line items shown on the EDI
Invoices–Item Detail (Review) display (AMV903).

This display appears when you use F09 ITEM COMMENTS on the EDI Invoices–Item
Detail (Review) display (AMV903).
 AMAM10, option 5
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**/**/** EDI INVOICES REVIEW AMV904 **

ITEM COMMENTS

CO VENDOR INVOICE PO INVOICE DR INVOICE

NUM NUMBER FROM NUMBER NUMBER CR DATE ENV

** ****** ************************* ******* ********** ** **/**/** *

ITEM NUMBER DESCRIPTION U/M

*************** ****************************** **

*****************************************************
*****************************************************
*****************************************************
*****************************************************
*****************************************************
*****************************************************
*****************************************************
***************************************************** +

F05 RETURN TO HEADER

F07 ITEM DETAIL
F19 RETURN TO SELECT

What to do

Use one of the function keys on the display.

Function keys

F05 RETURN TO HEADER returns you to the EDI Invoices–Header display

(AMV902).

F07 ITEM DETAIL causes the EDI Invoices–Item Detail display (AMV903) to appear.

F19 RETURN TO SELECT returns you to the EDI Invoices (Select) display
(AMV901), and allows you to choose, delete, or show details of a different invoice for
processing.

Fields

CO NUM (Company number). The company number for the invoice.

VENDOR NUMBER. The vendor number for the invoice.

INVOICE FROM. The vendor name, from the Vendor Master file, for this vendor.

PO NUMBER. The purchase order number assigned to the purchase order when you
sent it to the vendor.

INVOICE NUMBER. The number assigned to the invoice by the vendor.

DR CR (Debit Credit). Shows DR if the invoice is a debit memo; shows CR if the

invoice is a credit memo.

INVOICE DATE. The date the invoice was created by the vendor.
 AMAM10, option 5
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ENV (Environment indicator). The designator of the file library for the XA
environment to which the EDI invoice belongs.

ITEM NUMBER. The number of the item on the invoice.

DESCRIPTION. The description of the item being invoiced.

U/M (Unit of measure). The unit of measure in which the item was shipped.

AMV905—EDI Invoices–Invoice Totals (Select/Review)

Use this display to show the fields related to the totals section of the selected invoice.

This display appears when you use F13 INVOICE TOTALS on the EDI Invoices–
Header display (AMV902).

**/**/** EDI INVOICES ****** AMV905 **

INVOICE TOTALS

CO VENDOR INVOICE PO INVOICE DR INVOICE

NUM NUMBER FROM NUMBER NUMBER CR DATE ENV

** ****** ************************* ******* ********** ** **/**/** *

TOTAL AMOUNT DUE **,***,***,***.** TOTAL WEIGHT **,***,***.*

TOTAL NET SALES **,***,***,***.** TERMS DISCOUNT **,***.**
TOTAL FREIGHT CHG **,***,***,***.** TRADE DISCOUNT *,***,***.**
TOTAL MISC CHG 1 **,***,***,***.** TAX AMOUNT **,***,***,***.**
TOTAL MISC CHG 2 **,***,***,***.**

F05 RETURN TO HEADER

F19 RETURN TO SELECT

What to do

Use one of the function keys on the display.

Function keys

F05 RETURN TO HEADER returns you to the EDI Invoices–Header display

(AMV902).

F19 RETURN TO SELECT returns you to the EDI Invoices (Select) display
(AMV901), and allows you to choose, delete, or show details of a different invoice for
processing.

Fields

CO NUM (Company number). The company number for the invoice.

 AMAM10, option 5
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VENDOR NUMBER. The vendor number for the invoice.

INVOICE FROM. The vendor name, from the Vendor Master file, for this vendor.

PO NUMBER. The purchase order number assigned to the purchase order when you
sent it to the vendor.

INVOICE NUMBER. The number assigned to the invoice by the vendor.

DR CR (Debit Credit). Shows DR if the invoice is a debit memo; shows CR if the

invoice is a credit memo.

INVOICE DATE. The date the invoice was created by the vendor.

ENV (Environment indicator). The designator of the file library for the XA
environment to which the EDI invoice belongs.

TOTAL AMOUNT DUE. The total amount due for the invoice (net sales amount -
trade discount + freight + miscellaneous charges + taxes).

TOTAL WEIGHT. The total weight in pounds of the goods shipped for the invoice.

TOTAL NET SALES. The total net sales amounts for all items.

TERMS DISCOUNT. The terms discount for this invoice (cash discount allowed).

TOTAL FREIGHT CHG. The total freight charge for this invoice.

TRADE DISCOUNT. The trade discount for this invoice.

TOTAL MISC CHG 1-2. The miscellaneous charges associated with the order.

TAX AMOUNT. The amount of tax for the taxing jurisdiction.

Note: In Customer Order Management, these values are special miscellaneous
charge 1.

AMV906—EDI Invoices–Invoice Comments (Select/Review)

Use this display to review all comments for an invoice.

This display appears when you use F08 INVOICE COMMENTS on the EDI Invoices–
Header display (AMV902).
 AMAM10, option 5
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**/**/** EDI INVOICES ****** AMV906 **

INVOICE COMMENTS

CO VENDOR INVOICE PO INVOICE DR INVOICE

NUM NUMBER FROM NUMBER NUMBER CR DATE ENV

** ****** ************************* ******* ********** ** **/**/** *

*************************
*************************
*************************
*************************
*************************
*************************
*************************
*************************
*************************
*************************
*************************
************************* +

F05 RETURN TO HEADER

F19 RETURN TO SELECT

What to do

Use one of the function keys on the display.

Function keys

F05 RETURN TO HEADER returns you to the EDI Invoices–Header display

(AMV902).

F19 RETURN TO SELECT returns you to the EDI Invoices (Select) display
(AMV901), and allows you to choose, delete, or show details of a different invoice for
processing.

Fields

CO NUM (Company number). The company number for the invoice.

VENDOR NUMBER. The vendor number for the invoice.

INVOICE FROM. The vendor name, from the Vendor Master file, for this vendor.

PO NUMBER. The purchase order number assigned to the purchase order when you
sent it to the vendor.

INVOICE NUMBER. The number assigned to the invoice by the vendor.

DR CR (Debit Credit). Shows DR if the invoice is a debit memo; shows CR if the

invoice is a credit memo.

INVOICE DATE. The date the invoice was created by the vendor.
 AMAM10, option 5
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ENV (Environment indicator). The designator of the file library for the XA
environment to which the EDI invoice belongs.

AMV907—EDI Invoices–Special Charges (Select/Review)

Use this display to see the descriptions of special charges and amounts.

This display appears when you use F11 SPECIAL CHARGES on the EDI Invoices–
Header display (AMV902).

**/**/** EDI INVOICES ****** AMV907 **

SPECIAL CHARGES

CO VENDOR INVOICE PO INVOICE DR INVOICE

NUM NUMBER FROM NUMBER NUMBER CR DATE ENV

** ****** ************************* ******* ********** ** **/**/** *

SPECIAL CHARGE DESCRIPTION AMOUNT

****************************** **,***,***,***.**
****************************** **,***,***,***.**
****************************** **,***,***,***.**
****************************** **,***,***,***.**
****************************** **,***,***,***.**
****************************** **,***,***,***.**
****************************** **,***,***,***.**
****************************** **,***,***,***.**
****************************** **,***,***,***.**
****************************** **,***,***,***.**

F05 RETURN TO HEADER

F19 RETURN TO SELECT

What to do

Use one of the function keys on the display.

Function keys

F05 RETURN TO HEADER returns you to the EDI Invoices–Header display

(AMV902).

F19 RETURN TO SELECT returns you to the EDI Invoices (Select) display
(AMV901), and allows you to choose, delete, or show details of a different invoice for
processing.

Fields

CO NUM (Company number). The company number for the invoice.

VENDOR NUMBER. The vendor number for the invoice.

INVOICE FROM. The vendor name, from the Vendor Master file, for this vendor.

PO NUMBER. The purchase order number assigned to the purchase order when you
sent it to the vendor.
 AMAM10, option 5
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INVOICE NUMBER. The number assigned to the invoice by the vendor.

DR CR (Debit Credit). Shows a DR if the invoice is a debit memo; shows a CR if the

invoice is a credit memo.

INVOICE DATE. The date the invoice was created by the vendor.

ENV (Environment indicator). The designator of the file library for the XA
environment to which the EDI invoice belongs.

SPECIAL CHARGE DESCRIPTION. The description of the special charge.

AMOUNT. The amount of the special charge.

AMVP91—EDI Input (Options)

Use this display to process transactions or to cancel the job.

This display appears when you use F24 END on one of the following displays:
• EDI Invoices (Select) display (AMV900)
• EDI Invoices (Select/Review) display (AMV901).

**/**/** EDI INPUT OPTIONS AMVP91 **

PROCESS SELECTED EDI INVOICES NOW <Y/N> A

F24 CANCEL THE JOB

What to do

Type in the information requested and press Enter.

Function keys

F24 CANCEL THE JOB ignores anything you typed in on the display and returns you
to the menu.
 AMAM10, option 6
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Contents Index

Fields

PROCESS SELECTED EDI INVOICES NOW <Y/N>. A Y response initiates

processing for the invoices you selected. The documents are removed from the EDI/
400 user files and invoices are placed in the Accounts Payable batch. An N response
leaves the documents in the EDI/400 user file and the Payables Processing menu
appears again.
Note: Due to processing through offline files, the update process is limited to one
company at a time. If invoices have been selected for more than one company, the
update process determines the company number to process when the first invoice is
read for processing. Any invoice encountered after that must match that company
number. If invoices are encountered that do not match the company number, the
invoice is placed back into the EDI/400 files to be reselected.

Option 6. Recurring Invoices (AMAM10)

Use this option to choose invoices that exist in recurring batches and process them
into payables data entry batches.
What information you need:. None.
What reports are printed:. None.
What forms you need:. None.

The basic steps to create a payables data entry batch from a recurring batch are
displayed on every screen. In addition to basic steps, use the function keys to move
around within the displays.

Normal Payables Processing (Process Batches), Post Batches) follows after a

payable entry batch is created from a recurring batch.

AMV1801—Payables Recurring Invoices (Control)

Use this display to enter the company number for a new batch of Payables
Processing transactions.

This display appears when you select option 6 from the Payables Processing menu
(AMAM10).
 AMAM10, option 6
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Contents Index

DATE **/**/** PAYABLES AMV1801 **

Recurring Batches

Enter Data and press Enter.

Company Number..: nn

F3=Exit

What to do

Enter the company number for a new batch of transactions, and press Enter.

Function keys

F3=Exit ends processing and causes the Payables Processing menu (AMAM10) to
appear again.

Fields

Company Number. Type in the number of the company for which this batch of
transactions applies.

AMV1802—Payables Recurring Invoices (Select)

Use this display to select invoices that exist in recurring batches. You can process
invoices found here into Payables Processing transaction batches, which can then be
made into invoices in the Open Payables files.

This display appears when you press Enter on the Payables Recurring Invoices
Control display (AMV1801).
 AMAM10, option 6
Page 3-89
Contents Index

DATE DD/DD/DD PAYABLES AMV1802 OO

Recurring Invoices

Company Number..: ** ****************

Type option, press Enter: 1=Create New Batch

Opt Bch Effective Dates Vendor Invoice Description Invoice No Seq Vchr

n *** **/**/** - **/**/** ****** ******************** ********** *** *****

n *** **/**/** - **/**/** ****** ******************** ********** *** *****
n *** **/**/** - **/**/** ****** ******************** ********** *** *****
n *** **/**/** - **/**/** ****** ******************** ********** *** *****
n *** **/**/** - **/**/** ****** ******************** ********** *** *****
n *** **/**/** - **/**/** ****** ******************** ********** *** *****
n *** **/**/** - **/**/** ****** ******************** ********** *** *****
n *** **/**/** - **/**/** ****** ******************** ********** *** *****
n *** **/**/** - **/**/** ****** ******************** ********** *** *****

F3=Exit F12=Previous

What to do

To create a Payables Processing transaction batch from the invoices listed here, type
1 beside any desired invoices and press Enter. The Payables Recurring Invoices
(Recap) display (AMV1803) appears.

Function keys

F3=Exit ends processing and causes the Payables Processing menu (AMAM10) to
appear again.

F12=Previous causes the Payables Recurring Invoices Control display (AMV1801) to

appear again.

Fields

Opt (Option). Type in 1 beside each invoice you want to select .

Bch. The identifying number the application assigned to this batch.

Effective dates. The range of dates in which this recurring batch applies.

Vendor. The name of the vendor.

Invoice Description. The description line from the invoice’s header record..

Invoice no. (Invoice number). The vendor’s invoice number.

Seq (Invoice sequence number). Distinguishes when the same invoice number is
used on multiple entries.
 AMAM10, option 6
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Vchr (Voucher). The identifying number assigned to this invoice or credit memo.
Either the application generated this number or you entered this number, depending
on how your business tailored the application.

AMV1803—Payables Recurring Invoices (Recap)

Use this display to review and create a new Payables Processing batch of
transactions from those invoices you selected on the previous display.

This display appears when you press Enter on the Payables Recurring Invoices
Select display (AMV1802).

DATE **/**/** PAYABLES AMV1803 **

Recurring Invoices Recap

Company Number..: ** ***************

New Batch Number: ***

Vendor Invoice Description Invoice No Voucher Inv Date Due Date

****** aaaaaaaaaaaaaaaaaA20 aaaaaaaA10 ***** nn/nn/nn nn/nn/nn

****** aaaaaaaaaaaaaaaaaA20 aaaaaaaA10 ***** nn/nn/nn nn/nn/nn
****** aaaaaaaaaaaaaaaaaA20 aaaaaaaA10 ***** nn/nn/nn nn/nn/nn
****** aaaaaaaaaaaaaaaaaA20 aaaaaaaA10 ***** nn/nn/nn nn/nn/nn
****** aaaaaaaaaaaaaaaaaA20 aaaaaaaA10 ***** nn/nn/nn nn/nn/nn
****** aaaaaaaaaaaaaaaaaA20 aaaaaaaA10 ***** nn/nn/nn nn/nn/nn
****** aaaaaaaaaaaaaaaaaA20 aaaaaaaA10 ***** nn/nn/nn nn/nn/nn
****** aaaaaaaaaaaaaaaaaA20 aaaaaaaA10 ***** nn/nn/nn nn/nn/nn
****** aaaaaaaaaaaaaaaaaA20 aaaaaaaA10 ***** nn/nn/nn nn/nn/nn

F3=Exit F12=Previous F24=Process Batch

What to do

To change the value in any of the enterable fields, type in the new value and press
Enter.

To create a Payables Processing transaction batch from the invoices listed here,
press F24.

Function keys

F3=Exit ends processing and causes the Payables Processing menu (AMAM10) to
appear again.

F12=Previous causes the Payables Recurring Invoices Select display (AMV1802) to

appear again.

F24=Process Batch creates the Payables Processing transaction batch.

 AMAM10, option 6
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Fields

Company number. The number and name of the company selected on the Control
display.

New Batch Number. The identifying number the application assigned to this batch.

Vendor. The name of the vendor.

Invoice Description. The description line from the invoice’s header record. You can
change it and then press Field Exit.

Invoice no. (Invoice number). The vendor’s invoice number. You can change it and
then press Field Exit.

Voucher. The identifying number assigned to this invoice or credit memo. Either the
application generated this number or you entered this number, depending on how
your business tailored the application. You can change it and then press Field Exit.

Inv Date (Invoice Date). Accept the default of the invoice date or type in a new date
and press Field Exit.

Due Date. Accept the default of the due date or type in a new date and press Field
Exit.
 Page 4-1
Contents Index

Chapter 4. Cash Disbursements Processing

If you choose option 2 from the Main Menu (AMAM00), the Cash Disbursements
Processing menu (AMAM20) appears. This menu has five options.
Option 1. Enter Payment Selections (AMAM20) ...................................................... 4-2
Option 2. Print Cash Requirements Report (AMAM20).......................................... 4-16
Option 3. Print Checks/Payment Files (AMAM20).................................................. 4-18
Option 4. Enter Manual Payments (AMAM20) ....................................................... 4-23
Option 5. Enter Payment Reversals (AMAM20) ..................................................... 4-37

AMAM20 Accounting Management Accounts Payable **********

Cash Disbursements Processing

Type option or command; press Enter.

1. Enter Payment Selections

2. Print Cash Requirements Report
3. Print Checks / Payment Files
4. Enter Manual Payments
5. Enter Payment Reversals

==> _________________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F10=Actions

F11=Job status F12=Return F22=Messages

Option 18.Enter Payment Selections. Use this option to identify the invoices you
want to select for payment by typing in selection criteria such as date range, vendor,
or invoice number.
Option 19.Print Cash Requirements Report. Use this option to print the Cash
Requirements Report (AMA28) for a payment selection group. You can print the
report in a detail or a summary version.
Option 20.Print Checks / Payment Files. Use this option to print checks, to send
records to the interface files, and to print the Cash Disbursements Journal (AMA311),
Cash Disbursements Register (AMA312), Transaction Gains/Losses (AMA313), and
the Cash Disbursements Update Report (AMA34). The Transaction Gains/Losses
Report is only generated if multi-currency support is active and there are transaction
gains/losses.
Option 21.Enter Manual Reversals. Use this option to record manually written
checks, letters of credit, and wire transfers that are not processed through the Print
Check/Payment Files menu option. Three reports are generated: Manual Payments
Cash Disbursement Journal (AMA42A), Manual Payments Cash Disbursements
Register (AMA42B), and Manual Payments Cash Transactions Gains/Losses Report
(AMA42C). Transaction gains/losses are only reported if multi-currency support is
active and there are transaction gains/losses.
 AMAM20, option 1
Page 4-2
Contents Index

Option 22.Enter Payment Reversals. Use this option to reverse payments

previously processed by manual payments or system generated payments and to
update the Bank Account, General Ledger, Bank Reconciliation, Manual Payments
and Vendor Master files. The Payment Reversal Cash Disbursements Journal
(AMA22A), Payment Reversal Cash Disbursement Register (AMA22B), and Payment
Reversal Transaction Gains/Losses Report (AMA22C) are generated to document the
activity. Transaction gains/losses are only reported if multi-currency support is active
and there are transaction gains/losses.

Option 1. Enter Payment Selections (AMAM20)

The payment selection group is defined as all payment selections entered on display
AMA211 with the same selection criteria for the following fields: Company number,
Bank Account Number, Payment method, plus the Expected Payment Date. If
multi-company processing is active, Payment Currency is also included and is the
only field within the Payment selection group that can be changed prior to check
writing without creating another payment selection group.

Notes:
1. If you make any changes to the information in the fields except Payment
Currency, multiple payment selection groups will be created. If multi-currency
support is active, the payment selection group also contains the payment
currency.

2. There are four payment currencies:

Trading currency. The currency you use with the vendor.
Local currency. The currency that you use internally.
Bank account currency. The currency you use with the bank.
Payment currency. The currency you use to pay the vendor.

3. To see all active payment selection groups, choose option 9 on the Main Menu,
option 5 on menu AMAM90 and then use the Bank Account Payment Selections
(Inquiry) display (AMA8L1). Type P beside the bank account to view payment
selections for that account. For a description of these displays, see Chapter 11.

4. You can have multiple payment selections active at any time. You can have these
payment selections assigned to different bank accounts and payment methods or
continue to use the same bank accounts and payment methods but with different
expected payment dates.

Payment selections are normally performed on invoices where the trading currency
and bank account currency are the same. However, you can choose invoices where
the currencies differ and enter supplemental information on the override display.

When you choose an invoice for payment, you create a record with a status of S
(selected) in the Open Payables Payment file. If the selection is for the full amount,
you cannot select the invoice for any other payment selection group. If you are
making a partial payment, you can select the remaining balance to be paid in other
payment selection groups.
What information you need:. The company number (if you have more than one
company), bank account, and payment method (these
establish the bank account) plus the expected payment date
for this payment selection session. These four fields
constitute the payment selection group. The information in
these fields must remain the same until checks are written. If
 AMAM20, option 1
Page 4-3
Contents Index

you are using payment currency, you can change that field
prior to check writing, but that is the only field that you should
change. Changing the information in the other fields will
result in creating multiple payment selection groups.
What reports are printed:. None.
What forms you need:. None.

AMA211—Payment Selection Group (Options)

Use this display to:
• Choose the bank account used to make payments
• Establish a payment selection group

This display appears when you choose option 1 (Enter Payment Selections) from the
Cash Disbursements Processing menu (AMAM20).
Note: The displays associated with this menu option contain message subfiles. To
view messages for a display, position the cursor on the message line and use ROLL
UP/DOWN.

DATE **/**/** PAYMENT SELECTION GROUP OPTIONS AMA211 **

COMPANY NUMBER nn
BANK ACCOUNT NUMBER nnn
PAYMENT METHOD n
EXPECTED PAYMENT DATE nnnnnn
PAYMENT CURRENCY aA3

INVOICE SEQUENCE (1,2) A

1 VENDOR/INVOICE A
2 VENDOR/DUE DATE A

F24 END OF JOB

What to do
• If you want to have only one active payment selection group, all fields on this
display except PAYMENT CURRENCY must contain the same information until
checks are written.
• Set the bank account and the payment method to the values you wish to use for
this payment selection group, and type the expected payment date. It is important
to remember that you must keep using the same information (except the payment
currency) until checks are written for this payment selection group.
• Once checks are issued for this selection group, you can change the information
to start a new payment selection group.
 AMAM20, option 1
Page 4-4
Contents Index

• If you wish to create additional payment selection groups, reselect payment

selections and use different criteria for the next group.

Function keys

F24 END OF JOB ends the session and causes the Cash Disbursements Processing
menu (AMAM20) to appear.

Fields

COMPANY NUMBER. This field appears on the display only if you specified multiple
companies during application tailoring. Type in the number of the company making
payments in this payment selection session.

BANK ACCOUNT NUMBER. This is a required field. The default is 001. Accept the
default or type in the account number from which the checks are to be written.

PAYMENT METHOD. This is a required field. The default is 1. Accept the default or
type in the number to identify the payment method you want to use.
Note: The combination of the company number, bank account, and payment
method creates a key that is used to search the Bank Account Master file. A record
with the entries from each of these fields must exist in the Bank Account Master file.

EXPECTED PAYMENT DATE. This is a required field. Accept the default or type in
the date you expect to write checks. Defaults to today’s date. If retrieving a previous
selection group, type in the original group date.

PAYMENT CURRENCY. Type in the currency ID used to pay the vendors. This field
appears only if multi-currency support is active. This entry must match the currency ID
in the Bank Account Master file.

INVOICE SEQUENCE <1/2>. This is a required field. Accept the default for vendor
by invoice number sequence for invoice details, or type in a 2 for vendor by due date
sequence.

AMA212—Payment Selection Criteria (Enter)

Use this display to identify your criteria for selecting invoices for payment. If multi-
currency support is active, the system shows the bank account currency as the
default. You can override this default by typing in a valid currency or by typing in ALL
to exclude the currency from your selection criteria.
• Enter a range of due dates and let the application select the invoices that fall
within this range
• Restrict your selection criteria further by:
- Limit selection to a specific vendor
- Limit selection to a specific invoice number
- Limit selection to invoices that have a specific currency ID.

This display appears when you have no errors and press Enter on the Payment
Selection Group (Options) display (AMA211).
 AMAM20, option 1
Page 4-5
Contents Index

DATE **/**/** PAYMENT SELECTION CRITERIA ENTER AMA212 **

CO PAY DATE BANK METH DESCRIPTION PAYMENT CURRENCY

** **/**/** *** * ******************** *** ***************

BEGINNING DUE DATE nnnnnn

ENDING DUE DATE nnnnnn
VENDOR aaaaA6
INVOICE NUMBER aaaaaaaA10
CURRENCY aA3 ***************

FORCED DISCOUNT <Y/N> n

INDIVIDUAL MISC VENDORS <Y/N> n
PREVIOUS SELECTIONS ONLY <Y/N> n

F24 DISPLAY STATUS

What to do

To select invoices for payment based on the due date, vendor, or vendor/invoice
number, type in the information requested and press Enter and go to display AMA213
or use a function key shown on the display.

Function keys

F24 DISPLAY STATUS causes the Payment Selection Review Status display
(AMA216) to appear.

Fields

[?] appears next to a field name in the following field definitions to identify a field
from which you can begin a master file search.

CO (Company). The company number typed in on the Payment Selection Group

(Options) display.

PAY DATE (Payment date). The expected payment date you typed in on the
Payment Selection Group (Options) display.

BANK (Bank account number). The account number from which checks are written
that you typed in on the Payment Selection Group (Options) display.

METH (Payment method). The payment method you typed in on the Payment
Selection Group (Options) display.

DESCRIPTION. The bank account description for the bank account you typed in on
the Payment Selection Group (Options) display.

PAYMENT CURRENCY. The currency used to pay the vendors. This field appears
only when multi-currency support is active.
 AMAM20, option 1
Page 4-6
Contents Index

BEGINNING DUE DATE. To enter a range of dates, type in the earliest due date you
want to use in selecting invoices to be paid. To select invoices for a specific date, type
in a beginning due date and leave the ENDING DUE DATE field blank.

ENDING DUE DATE. To enter a range of dates, type in the latest date you want to
use for selecting invoices to be paid. To select invoices for a specific date, type the
date in the BEGINNING DUE DATE field and leave this field blank.

VENDOR [?]. Type in the number of the vendor to see only invoices for a specific
vendor. The number you type in must refer to a vendor in the Vendor Master file.

INVOICE NUMBER. Type in the invoice number to see only invoices for the invoice/
vendor number you type in. Otherwise, leave this field blank.

CURRENCY [?]. This field appears only if multi-currency support is active. Accept the
default or type in the currency ID that applies to this invoice, such as FFR for French
Francs. For example, if you type in FFR (French Francs), only invoices with a
currency ID of FFR appear. If you type in ALL, currency is not included in the
selection criteria. If you leave this field blank, only vendors without currency IDs will
be selected.

FORCED DISCOUNT <Y/N>. The default is N. Type Y to set forced discounts on for
all vendors. Accept the default to set forced discounts off for all vendors.

INDIVIDUAL MISC VENDORS <Y/N>. The default is N. Type Y to see individual

amounts for each miscellaneous vendor or accept the default to see a accumulated
amount for all miscellaneous vendors.

PREVIOUS SELECTIONS ONLY <Y/N>. This is a required field. The default is N.

Type Y to view only invoices previously selected for the payment selection group you
are processing. When using this option, you will not be able to select additional
invoices for payment, but you can clear existing selections.

AMA213—Payment Selection Vendor (Enter)

Use this display to view the amounts selected for payment and the amounts available
for selection. If you enter a vendor number, the system presents the panel containing
the requested vendor.

This display appears when you:

• Press Enter with no errors on the Payment Selection Criteria (Enter) display
(AMA212).
• Use F04 PROCESS VENDORS on the Payment Selection by Vendor (Enter)
display (AMA214) or the Payment Selection Review Status (Enter) display
(AMA216).
 AMAM20, option 1
Page 4-7
Contents Index

DATE **/**/** PAYMENT SELECTION VENDOR REVIEW ENTER AMA213 **

CO PAY DATE BANK METH DESCRIPTION PAYMENT CURRENCY

** **/**/** *** * ******************** *** ***************
VENDOR SELECTION n <1=SELECT ALL, 2=SELECT EACH, 3=CLEAR CURRENT SELECTIONS>
GO TO VENDOR NUMBER nnnnnn GROSS GROSS DISCOUNT
SEL ----- VENDOR ----- AVALIABLE SELECTED SELECTED
n ****** *********** *************.** *************.** *************.**
n ****** *********** *************.** *************.** *************.**
n ****** *********** *************.** *************.** *************.**
n ****** *********** *************.** *************.** *************.**
n ****** *********** *************.** *************.** *************.**
n ****** *********** *************.** *************.** *************.**
n ****** *********** *************.** *************.** *************.**

USE ROLL UP/DOWN

F19 RETURN TO SELECT
F24 DISPLAY STATUS

What to do

To view the total amount previously selected for payment and the total amount
available for selection, do one of the following:
• To see the next group of vendors, use the ROLL/UP DOWN keys to scroll forward
and backward through the list of vendors.
• To locate a specific vendor, type the vendor number in the GO TO VENDOR
NUMBER field and press Enter.
• To view the invoices for a specific vendor, type 2 in the SEL field next to the
correct vendor and press Enter and go to the next display.
• To clear all current payment selections for all vendors, type 3 in the VENDOR
SELECTION field. Refer to the field descriptions that follow for more information
about the choices available for this field.

Function keys

F19 RETURN TO SELECT causes the Payment Selection Criteria display (AMA212)
to appear.

F24 DISPLAY STATUS causes the Payment Selection Review Status display
(AMA216) to appear.

Fields

[?] appears next to a field name in the following field definitions to identify a field
from which you can begin a master file search.

CO (Company). The company number entered on the Payment Selection Group

(Options) display (AMA211).

PAY DATE. The expected payment date you typed in on the Payment Selection
Group (Options) display (AMA211).
 AMAM20, option 1
Page 4-8
Contents Index

BANK (Bank account number). The account number from which checks are to be
written.

METH (Payment method). The number for the payment method used.

DESCRIPTION. The bank account description.

PAYMENT CURRENCY. The currency ID and description associated with the ID used
to pay the vendor. This field appears only if multi-currency support is active.

VENDOR SELECTION. The default is 2. Type 1 to select all invoices meeting the
selection criteria entered on display AMA212. The invoices are then edited and those
invoices meeting the edit criteria are selected for payment. If errors exist, vendors
must be processed individually. Type 3 to clear all current payment selections for all
vendors. Invoice amounts are then available for selection again.

Accept the default 2 and use the SEL field to process each vendor individually.

GO TO VENDOR NUMBER [?]. Type in the specific vendor number whose invoices
you want to see.

SEL (Select). Use this field to select individual invoices for a vendor for payment.
Type 1 to select all invoices for this vendor, type 2 to select each invoice on an
individual basis (on display AMA214), or type 3 to clear current selections for this
vendor.
Note: If you entered 1 (select all) or 3 (clear current selections) in VENDOR
SELECTION and only 1 or 3 in the SEL field, pressing Enter causes display AMA213
to appear again.

If you accepted the default of 2 in the VENDOR SELECTION field (select each) and
then selected individual invoices by entering 2 in the SEL field, pressing Enter causes
the Payment Selection by Vendor (Enter) display (AMA214) to appear.

If you enter a combination of 1s, 2s, and 3s in the SEL field, pressing Enter
processes the 1 and 3 entries and causes display AMA214 to appear to allow
processing of the entries containing 2.

VENDOR. The vendor number and abbreviated name.

GROSS AVAILABLE. The total gross amount available for selection for a vendor.

GROSS SELECTED. The total gross amount selected for payment for a vendor.

DISCOUNT SELECTED. The total discount amount selected for payment for a
vendor.

AMA214—Payment Selection Invoice Review (Enter)

Use this display to select, modify, or exclude invoices from payment. The amounts
shown are in trading currency and represent the unpaid portion of the invoice and any
discount not previously taken.
 AMAM20, option 1
Page 4-9
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To make a partial payment, change the Payment Amount and Discount Amount.
Halt Code and Force Discount (F/D) fields are also available. If you force a discount,
the system uses whatever you type in that field as the discount amount.

This display appears when you:

• Press Enter on the Payment Selection Vendor (Review) display (AMA213).
• Use F05 VENDOR INVOICES on the Payment Selection Override (Enter) display
(AMA215).

DATE **/**/** PAYMENT SELECTION INVOICE REVIEW ENTER AMA214 **

CO PAY DATE BANK METH DESCRIPTION PAYMENT CURRENCY

** **/**/** *** * ******************** *** ***************

VENDOR ****** ************************* ALL <Y/N> N CURR *** ***************

ACT INVOICE NO INV DATE DUE DATE HALT PAYMENT AMOUNT DISCOUNT F/D OVR
A ********** **/**/** **/**/** A nnnnnnnnnnnnn.nn nnnnnnnnnnn.nn A A
A ********** **/**/** **/**/** A nnnnnnnnnnnnn.nn nnnnnnnnnnn.nn A A
A ********** **/**/** **/**/** A nnnnnnnnnnnnn.nn nnnnnnnnnnn.nn A A
A ********** **/**/** **/**/** A nnnnnnnnnnnnn.nn nnnnnnnnnnn.nn A A
A ********** **/**/** **/**/** A nnnnnnnnnnnnn.nn nnnnnnnnnnn.nn A A
A ********** **/**/** **/**/** A nnnnnnnnnnnnn.nn nnnnnnnnnnn.nn A A
A ********** **/**/** **/**/** A nnnnnnnnnnnnn.nn nnnnnnnnnnn.nn A A
A ********** **/**/** **/**/** A nnnnnnnnnnnnn.nn nnnnnnnnnnn.nn A A
A ********** **/**/** **/**/** A nnnnnnnnnnnnn.nn nnnnnnnnnnn.nn A A
A ********** **/**/** **/**/** A nnnnnnnnnnnnn.nn nnnnnnnnnnn.nn A A
A ********** **/**/** **/**/** A nnnnnnnnnnnnn.nn nnnnnnnnnnn.nn A A
A ********** **/**/** **/**/** A nnnnnnnnnnnnn.nn nnnnnnnnnnn.nn A A
A ********** **/**/** **/**/** A nnnnnnnnnnnnn.nn nnnnnnnnnnn.nn A A
A ********** **/**/** **/**/** A nnnnnnnnnnnnn.nn nnnnnnnnnnn.nn A A
1-SELECT INVOICE, 3-CLEAR PAYMENT USE ROLL UP/DOWN
*-PREVIOUSLY SELECTED F04 PROCESS VENDORS
F24 DISPLAY STATUS

What to do
• To select an invoice for payment, type 1 in the ACT field next to the invoice
number, and press Enter.
• To delete a payment selection, type 3 in the ACT field and press Enter.
• To select all of one vendor’s invoices for payment, type Y in the ALL <Y/N> field
and press Enter.
• To prevent selection of the invoice for payment, type the halt code and press
Enter.
• To release a halted invoice, remove the code in the HALT <N,0-9> field before
you have selected and press Enter.
• To force a discount even if the invoices you selected are past due, type Y in the F/
D field before you have selected and press Enter.
• To arrange payments in currencies other than bank account currency, type Y in
the OVR field and press Enter and go to display AMA215.
• To review and process vendors available for selection, use F04 and go to display
AMA213.

If you entered a 2 in the SEL field (select each) on display AMA213 and pressed
Enter, display AMA214 shows all invoices for the vendors you indicated were to be
selected individually. If you entered a 2 for more than one vendor, use F04 after
 AMAM20, option 1
Page 4-10
Contents Index

making your selections for that vendor. The next vendor and associated invoices for
that vendor appear. Continue using F04 until all vendors with an entry of 2 have been
processed.

Make sure all changes are made and you have pressed Enter to select the invoice for
payment. Once an invoice is selected, an asterisk (*) appears in the ACT field.

Function keys

F04 PROCESS VENDORS causes the Payment Selection (Enter) display (AMA213)
to appear. Multiple entries of 2 (select each) causes display AMA214 to appear.

F24 DISPLAY STATUS causes the Payment Selection Review Status display
(AMA216) to appear.

Fields

CO (Company). The company number typed in on the Payment Selection Group

(Options) display.

PAY DATE. The expected payment date you typed in on the Payment Selection
Group (Options) display.

BANK (Bank account number). The account number you typed in on the Payment
Selection Group (Options) display.

METH (Payment method). The payment method you typed in on the Payment
Selection Group (Options) display.

DESCRIPTION. The bank account description.

PAYMENT CURRENCY. The currency ID and description associated with the ID. This
field appears only if multi-currency support is active and shows the payment currency
you entered on the Payment Selection Group (Options) display.

VENDOR. The vendor number and name.

ALL <Y/N>. The default is N. Type in Y to select all invoices for this vendor for
payment. After you press Enter, a 1 appears in the ACT field for each invoice. Press
Enter again to complete the selections.

CURR (Currency). The vendor’s currency ID and description associated with the ID.
This field appears only if multi-currency support is active.

ACT (Action). Type in 1 to select an invoice for payment. Type in 3 to clear the
payment selection. An asterisk in this field indicates the invoice was selected
previously for payment, a blank in this field indicates the invoice is available for
selection.

INVOICE NO (Invoice number). The number for invoices that meet the selection
criteria you typed in on the Payment Selection Criteria (Enter) display (AMA212).

INVOICE (Invoice date). The date that appears on the vendor’s invoice.
 AMAM20, option 1
Page 4-11
Contents Index

DUE DATE. The date the invoice is due.

HALT <N,0-9>(Halt code). Remove the halt code to release a halted invoice, type in
a code (N,0-9) to prevent selection of the invoice for payment, or leave the field blank.
You must press Enter after any changes are made and before selecting the invoice.

PAYMENT AMOUNT. Leave the amount shown on the display if you are paying the
invoice in full. Type in a partial payment if the invoice is not to be paid in full. Press
Enter after any change and before selecting the invoice.

DISCOUNT. The discount amount that applies to this invoice. If the invoice is past
due and if the Force Discount field remains as N, this amount must be removed.
Press Enter to make change before selecting.

F/D (Force discount) <Y/N>. The default is N. Type Y to force a discount even if
invoices selected are past due and you are paying the full invoice amount.
Note: If you force a discount the system uses the amount from the original invoice.

OVR (Override) <Y/N>. The value normally defaults to N. Y appears when the
invoice’s trading currency is not equal to the payment currency. This field appears
only if multi-currency support is active.

AMA215—Payment Selection Override (Enter)

Use this display to perform one or both of the following functions:
• Enter explicit local currency amounts.
• Set up payments in currencies other than the Bank Account currency.

This display appears only if multi-currency support is active. If multi-currency support

is active, the display appears when you press Enter with no errors on the Payment
Selection by Vendor (Enter) display (AMA214) and the OVR (Override) code is Y. The
invoice data and amount to pay in trading currency appears as typed on the Payment
Selection By Vendor display (AMA214). You cannot change the trading currency
amounts.
 AMAM20, option 1
Page 4-12
Contents Index

DATE **/**/** PAYMENT SELECTION OVERRIDE ENTER AMA215 **

CO PAY DATE BANK METH DESCRIPTION PAYMENT CURRENCY

** **/**/** *** * ******************** *** ***************

VENDOR ****** ************************* CURR *** ***************

INVOICE NUMBER ********** INV DATE **/**/** DUE DATE **/**/**

----------- CURRENCY ------------ PAYMENT AMOUNT DISCOUNT

TRADING *** *************** *************.** ***********.**
BANK ACCOUNT aA3 *************** nnnnnnnnnnnnn.nn nnnnnnnnnnn.nn
PAYMENT aA3 *************** nnnnnnnnnnnnn.nn nnnnnnnnnnn.nn
LOCAL aA3 *************** nnnnnnnnnnnnn.nn nnnnnnnnnnn.nn

F05 VENDOR INVOICES

F24 DISPLAY STATUS

What to do
• To override the local currency amounts, type in an explicit local currency amount
(only if the local currency and the trading currency are not the same). Press Enter
and go to display AMA214.
• To review vendors available for selection, use F05 and go back to display
AMA214.

Function keys

F05 VENDOR INVOICES causes the Payment Selection by Vendor (Enter) display
(AMA214) to appear.

F24 DISPLAY STATUS causes the Payment Selection Review Status display
(AMA216) to appear.

Fields

CO (Company). The company number typed in on the Payment Selection Group

(Options) display.

PAY DATE. The expected payment date you typed in on the Payment Selection
Group Options display (AMA211).

BANK (Bank account number). The account number from which checks are to be
written.

METH (Payment method). The number for the payment method used.

DESCRIPTION. The bank account description.

PAYMENT CURRENCY. The currency ID and the description associated with the ID
used to pay the vendor.
 AMAM20, option 1
Page 4-13
Contents Index

VENDOR. The vendor number and name.

CURR (Currency). The vendor’s currency ID and the description associated with the
ID. This field appears only if multi-currency support is active.

INVOICE NUMBER. The number for the invoice you selected on the Payment
Selection by Vendor (Enter) display (AMA214).

INVOICE (Invoice date). The date that appears on the vendor’s invoice.

DUE DATE. The date the invoice is due to be paid.

TRADING. The following amounts appear in trading currency and cannot be

changed.
CURRENCY: The currency ID and description.

PAYMENT AMOUNT: The amount of the invoice to be paid.

DISCOUNT: The discount that applies to this invoice.

BANK ACCOUNT. The following amounts appear in the currency associated with the
customer’s bank account. If trading currency and bank account currency are the
same, you cannot change these amounts. If they are different, you can change the
payment amount and discount shown.
CURRENCY: The currency ID and description.

PAYMENT AMOUNT: The amount of the invoice to be paid.

DISCOUNT: The discount that applies to this invoice.

PAYMENT. The following amounts appear in payment currency. If trading currency

and payment currency are the same, you cannot change these amounts. If they are
different, you can change the payment amount and discount shown.
CURRENCY: The currency ID and description.

PAYMENT AMOUNT: The amount of the invoice to be paid.

DISCOUNT: The discount that applies to this invoice.

LOCAL. The following amounts appear in local currency. If trading currency and local
currency are the same, you cannot change these amounts. If they are different, you
can change the payment and discount shown.
PAYMENT AMOUNT: The amount of the invoice to be paid.

DISCOUNT: The discount that applies to this invoice.

AMA216—Payment Selection Review Status (Enter)

Use this display to show amounts of planned payments and their effect on the bank
account balance. Amounts are shown in bank account currency. If multi-currency
support is active, the amount also appears in local currency.
 AMAM20, option 1
Page 4-14
Contents Index

This display appears when you use F24 DISPLAY STATUS on any of the following
displays:
AMA211. Payment Selection Group
AMA212. Payment Selection Criteria
AMA213. Payment Selection Vendor
AMA214. Payment Selection by Vendor
AMA215. Payment Selection Override

DATE **/**/** PAYMENT SELECTION REVIEW STATUS ENTER AMA216 **

CO PAY DATE BANK METH DESCRIPTION PAYMENT CURRENCY

** **/**/** *** * ******************** *** ***************

AMOUNT LOCAL CURRENCY

CURRENT BANK ACCOUNT BALANCE *************.** *************.**

PAYMENT SELECTIONS FOR THIS ACCOUNT:

BEFORE EXPECTED PAY DATE *************.** *************.**

EXPECTED PAY DATE TOTAL *************.** *************.**

PROJECTED BALANCE *************.** *************.**

AFTER EXPECTED PAY DATE *************.** *************.**

CLEAR PAYMENT SELECTION <Y/N> A
PRINT CASH REQUIREMENTS REPORT <0/1/2> n
0 - NO REPORT
1 - VENDOR SUMMARY
2 - VENDOR / INVOICES F04 PROCESS VENDORS
F19 RETURN TO SELECT
F24 END OF JOB

What to do
• To return to the Payment Selection Criteria display, use F19 and go to display
AMA212.
• To review and process vendor selections, use F04 and go to display AMA213.
• To delete all selections made during this session, type Y in the CLEAR PAYMENT
SELECTION (Y/N) field and press Enter.
• To print the Cash Requirement Report, type 1 for a summary list of vendor to be
paid or type 2 for a list of invoices for each vendor to be paid.

Function keys

F04 PROCESS VENDORS returns you to the originating display from which you
initiated the status request.

F19 RETURN TO SELECT causes the Payment Selection Criteria display (AMA212)
to appear.

F24 END OF JOB ends the session and causes the Cash Disbursements Processing
menu (AMAM20) to appear again.
 AMAM20, option 1
Page 4-15
Contents Index

Fields

CO (Company). The company number typed in on the Payment Selection Group

(Options) display.

PAY DATE. The date you expect payments to be made.

BANK (Bank account number). The account number from which checks are to be
written.

METH (Payment method). The number for the payment method used.

DESCRIPTION. The bank account description.

PAYMENT CURRENCY. The currency ID and the description associated with the
currency ID used to pay the vendor. This field appears only if multi-currency support is
active.

CURRENT BANK ACCOUNT BALANCE. The current bank balance amount.

Note: The bank account balance appears only as a result of your selections during
application tailoring. The local currency Current Bank Account Balance displays only if
multi-currency support is being used.

PAYMENT SELECTIONS FOR THIS ACCOUNT. The local currency EXPECTED

PAY DATE TOTAL, PROJECTED BALANCE, and AFTER EXPECTED PAY DATE
fields display in local currency only if multi-currency support is being used. The
amount column is in trading currency. These amounts display in this group if your
company does not use foreign vendors.
BEFORE EXPECTED PAY DATE: The sum of all invoices that will be paid from
the bank account before the date of the payment that is being processed. This is
the sum of previous payment selection groups.

EXPECTED PAY DATE TOTAL: The sum of all invoices for the payment that is
being processed, including discounts.

PROJECTED BALANCE: The bank account balance less payment selections.

Note: The projected balance appears only as a result of your selections during
application tailoring.

AFTER EXPECTED PAY DATE: The sum of all invoices that will be paid from the
bank account after the date of the payment that is being processed.

CLEAR PAYMENT SELECTION (Y/N). Type in Y and press Enter to delete all
selections made for invoices meeting the selection criteria you entered on the
Payment Selection Group (Options) display (AMA211).

PRINT CASH REQUIREMENTS REPORT. One of the following:

0. No report
1. Summary report by vendor number
2. Detail report by invoice within vendor number
 AMAM20, option 2
Page 4-16
Contents Index

Option 2. Print Cash Requirements Report (AMAM20)

Use this option to identify the cash requirements for a payment selection group and to
see the amounts to be disbursed when a payment is issued. You can request the
report in detail or summary form. The detailed version shows amounts by invoice
within vendor. The summary version shows amounts by vendor. The report shows the
assignee vendor invoices and credit memos separate from the primary vendor.

Payment amounts are reported in bank account currency. When a partial payment is
made, the original amount and balance due amounts are shown in trading currency. If
multi-currency support is active, the trading currency ID also appears. If trading
currency or payment currency are different, it is noted after the invoice on the detail
version of the report, or after the vendor on the summary version of the report.

The totals at the end of the report show amounts by bank account currency, trading
currency (separate by primary currency), and payment currency (separate by primary
currency).
What information you need:.
• Company number
• Bank account
• Payment method
• Expected payment date
• Know the format in which you want the report to print.
What report is printed:. Cash Requirements Report (AMA28).
What forms you need:. None.

AMA271—Cash Requirements Report (Options)

Use this display to type in information you want to appear on the Cash Requirements
Report (AMA28). When you enter the report options you want and press Enter, the
Cash Requirements Report (AMA28) is scheduled for printing. Use the report to see
the cash requirements for a payment selection group and to see the amount to be
disbursed when a payment is issued.

This display appears when you choose option 2 (Print Cash Requirements Reports)
on the Cash Disbursements Processing menu (AMAM20).
 AMAM20, option 2
Page 4-17
Contents Index

DATE **/**/** CASH REQUIREMENTS REPORT OPTIONS AMA271 **

COMPANY nn
BANK ACCOUNT NUMBER nnn
PAYMENT METHOD n
EXPECTED PAYMENT DATE nnnnnn

REPORT FORMAT <1-2> n

1 VENDOR SUMMARY
2 VENDOR / INVOICES

F24 END OF JOB

What to do

Type in the information requested and press Enter. Be sure to specify whether you
want the detail or summary version of the report.
Note: The detail version shows amounts by invoice within vendor with a final total
by vendor. The summary version shows amounts by vendor.

Function keys

F24 END OF JOB ends the session and causes the Cash Disbursements menu
(AMAM20) to appear.

Fields

COMPANY. This field appears only if you selected multiple company support during
application tailoring. Type in the number of the company you want to appear on the
report.

BANK ACCOUNT NUMBER. This is a required field. The default is 001. Type in the
account number from which the checks will be paid.

PAYMENT METHOD. This is a required field. The default is 1. Accept the default or
type in the number for the payment method you want to use.

EXPECTED PAYMENT DATE. The default is the system date. Type in the date of the
payments you want selected for the report. This should be the date typed in during
payment selections.
Note: The company number, bank account, payment method, and expected
payment date will be used to locate a specific payment selection group that was
created during payment selection.
 AMAM20, option 3
Page 4-18
Contents Index

REPORT FORMAT <1-2>. This is a required field. Type one of the following codes to
indicate in which format you want the report to print.
1. Print the report in summary by vendor sequence. No invoice details are
printed.
2. Print the report in invoice within vendor sequence. Invoice details are
included.

Option 3. Print Checks/Payment Files (AMAM20)

Use this option to see active payment selection groups, select the ones to be paid,
and issue checks and remittance advices using either forms or files.

You can print checks from multiple bank accounts. The beginning check number is
incremented by one from the last number the system generated in check writing, and
manual payments entry. In lieu of printing checks and remittance advices, you can
create files to handle payments such as bank drafts. If multi-currency support is active
and the vendor is a foreign currency vendor, transaction gains/losses are calculated
and entries passed to General Ledger when the foreign currency invoices are paid.
Journal entries are created and passed to General Ledger to record all cash
disbursements transactions.
Note: If a payment selection batch contains invoices in which the payment currency
is in a different currency family than the bank account currency, the following rules
apply:
1. Payments must be issued via files.
2. A separate check number must be assigned to each payment currency within a
vendor.
3. If the payment will result in a negative balance, confirm or cancel the payment in
response to the message that you receive.

If you are using the general ledger distribution feature, but you were not using the
option when a payables transaction was originally posted to the Open Payables file,
the transaction may not have general ledger account numbers associated with it. The
general ledger distribution feature requires that each transaction affecting the
Temporary General Ledger be posted to the Temporary General Ledger file against a
valid General Ledger account number.

Therefore, when necessary, Accounts Payable will assign to a transaction the number
9999998 (the general ledger accounts payable default account number) for all
companies.

The Cash Disbursements Journal will indicate when this occurs. Additionally, when
the Temporary General Ledger Listing is printed for a fiscal accounting period, it will
show all transactions that have been posted against the Accounts Payable default
account number.

When this happens, if Accounts Payable is interfacing with the General Ledger
application, you must manually transfer the entries to the proper accounts prior to
closing the period in General Ledger. To do this, you may first have to add the general
ledger account number to the General Ledger Master file. Then, using General
Ledger data entry, make the needed entries to zero the 9999998 account and put the
entries into the proper accounts. You can use the Temporary General Ledger listing
 AMAM20, option 3
Page 4-19
Contents Index

for the accounting period as a source document to manually make your adjustment
entries into your ledger.

The Cash Disbursements Journal prints prior to check printing. This report serves as
your check register of the checks that are to be printed. It is the book of original entry
for the General Ledger transactions that are created by the printing of Accounts
Payable checks.

Occasionally, the Cash Disbursements Journal will show that if check writing is
allowed to continue, negative checks will be written. In this instance, check writing is
discontinued for those companies that would write negative checks. Before selecting
check printing for those companies again, repeat the payment selection procedure,
making your selections so that no negative checks will be written.

After all checks and remittance advices are printed, reload the printer with standard
computer paper (it has a forms identification number of 0001) to print the Cash
Disbursements Update AMA34. Keep this report as part of your audit trail. The forms
and reports are discussed later on in this user’s guide.
What information you need:.
• Company number
• Check issue date
• General ledger entry date (for 12-month accounting) or
entry period (for 13-period accounting)
• Preprinted check forms
• Remittance advices.
What reports are printed:.
• Cash Disbursements Journal (AMA311)
• Cash Disbursements Register (AMA312)
• Transaction Gains/Losses Report (AMA313)
• Cash Disbursements Update Report (AMA34).
What forms you need:. Checks and or remittance advices if you are not sending
checks in file format.
Note: The System i issues messages to change and align the check form. A
response of I allows the first check to print on the same check form and a response of
G prints the first check on the next check form.

AMA301—Print Checks (Select)

Use this display to choose a payment selection group for processing. All amounts are
shown in bank account currency.

This display appears when you choose option 3 (Print Checks/Payment Files) on the
Cash Disbursements Processing menu (AMAM20).
 AMAM20, option 3
Page 4-20
Contents Index

DATE **/**/** PRINT CHECKS SELECT AMA301 **

SEL -------------- PAYMENT SELECTION ---------- CURR NET PAYMENT AMOUNT

A ** *** * ************************* **/**/** *** *************.**
A ** *** * ************************* **/**/** *** *************.**
A ** *** * ************************* **/**/** *** *************.**
A ** *** * ************************* **/**/** *** *************.**
A ** *** * ************************* **/**/** *** *************.**
A ** *** * ************************* **/**/** *** *************.**
A ** *** * ************************* **/**/** *** *************.**
A ** *** * ************************* **/**/** *** *************.**
A ** *** * ************************* **/**/** *** *************.**
A ** *** * ************************* **/**/** *** *************.**
A ** *** * ************************* **/**/** *** *************.**
A ** *** * ************************* **/**/** *** *************.**
A ** *** * ************************* **/**/** *** *************.**
A ** *** * ************************* **/**/** *** *************.**
A ** *** * ************************* **/**/** *** *************.**
A ** *** * ************************* **/**/** *** *************.**

USE ROLL UP/DOWN

F24 END OF JOB
1-SELECT INVOICE

What to do

To select a payment for processing, type 1 in the SEL field next to the payment group
you wish to choose and press Enter.

Function keys

F24 END OF JOB ends the session and causes the Cash Disbursements Processing
menu (AMAM20) to appear.

Fields

SEL (Select). This is a required field. Type 1 next to the payment group you wish to
choose for processing. You can only select one payment group at a time for check
writing.

PAYMENT SELECTION.
Company: The company typed in on the Payment Selection Group (Options)
display (AMA211).

Bank Account: The bank account number from which checks are written.

Payment Method: The payment method used.

Description: The bank account description.

Payment Date: The expected payment date.

CURR (Currency). The ID for the currency associated with the payment you typed in
on the Options display, such as FFR for French francs. This field appears only if multi-
currency support is active.
 AMAM20, option 3
Page 4-21
Contents Index

NET PAYMENT AMOUNT. The total amount of payment for which the selected
checks will be written.

AMA302—Print Checks (Enter)

Use this display to enter options to control how the payment is processed, print the
checks, remittance advices, and the following three reports: The Cash Disbursements
Journal (AMA311), the Cash Disbursements Register (AMA312), the Transaction
Gains/Losses (AMA313), and the Cash Disbursements Update (AMA34). The
Transaction Gains/Losses Report prints only if multi-currency support is active and
only if there are transaction gain/loss amounts to report. The display shows default
values from the Bank Account Master file which you can override.

This display appears when you press Enter with no errors on the Print Checks
(Select) display (AMA301).

DATE **/**/** PRINT CHECKS ENTER AMA302 **

CO PAY DATE BANK METH DESCRIPTION CURRENCY

** **/**/** *** * ******************** *** ***************

PAYMENT DATE nnnnnn

GL ENTRY DATE nnnnnn
CASH IN BANK ACCOUNT nnnnnnnnnnnnnnn
DISCOUNTS EARNED ACCOUNT nnnnnnnnnnnnnnn
CHECK SEQUENCE N CHECK CONSOLIDATION <Y/N> A
1 = PAYEE NUMBER LIST VENDORS <Y/N> A
2 = PAYEE NAME

AP CHECKS <Y/N> A REMITTANCE ADVICE <Y/N> A

AP CHECK FILE <Y/N> A REMITTANCE ADVICE FILE <Y/N> A
AP CHECK FORM NAME aaaaaaaA10 REMITTANCE ADVICE FORM NAME aaaaaaaA10
BEGINNING CHECK NUMBER nnnnnn
EXCHANGE RATE nnnnn.nnnnnn
BALANCE AFTER PAYMENT nnnnnnnnnnnnn.nn

F17 ACCEPT WARNING

F19 RETURN TO SELECT
F24 END OF JOB

What to do

To print the checks, remittance advices, and the following four reports, type in the
information requested and press Enter:
• Cash Disbursements Journal (AMA311)
• Cash Disbursements Register (AMA312)
• Cash Disbursements Update (AMA34)
• Transaction Gains/Losses (AMA313),

Function keys

F17 ACCEPT WARNING allows you to continue with the record even though the
application issues a warning message.

F19 RETURN TO SELECT causes the Print Checks (Select) display (AMA301) to
appear.
 AMAM20, option 3
Page 4-22
Contents Index

F24 END OF JOB ends the session and causes the Cash Disbursements Processing
menu (AMAM20) to appear again.

Fields

[?] appears next to a field name in the following field definitions to identify a field
from which you can begin a master file search.

CO (Company). The company number typed in on the Payment Selection (Options)

display (AMA211).

PAY DATE. The expected pay date for the batch selected on the Print Checks
(Select) display (AMA301).

BANK (Bank account number). The account number from which checks are written.

METH (Payment method). The payment method used.

DESCRIPTION. The bank account description.

CURR (Currency). The ID for the currency associated with the payment and its
description such as French Francs. This field appears only if multi-currency support is
active.

PAYMENT DATE. This is a required field. Enter the date that you wish to print on the
check and the stub.
Note: Only one of the two following fields appear on the display. The field that
appears is determined by whether you use monthly accounting or period accounting
and is a required field.

GL ENTRY DATE
GL PERIOD <1-13>. Type in the transaction date or the general ledger period
number used in posting the general ledger accounts.

CASH IN BANK ACCOUNT [?]. This is a required field. Type in the number of the
account you want credited with the check amounts if you do not want to use the
account number typed in the Bank Account Master file.

DISCOUNTS EARNED ACCOUNT [?]. This is a required field. If you do not want to
use the account number chosen during application tailoring, type in the account
number you want credited with discounts earned.

CHECK SEQUENCE. This is a required field. Type in 1 to print checks in payee

number sequence. Type in 2 to print checks in payee name sequence. This field
defaults to the value in the Bank Account Master File.

CHECK CONSOLIDATION <Y/N>. This is a required field. Type in Y to print

consolidated checks by assignee. Type in N to print separate checks for each change
of vendor within an assignee. This field defaults to the value in the Bank Account
Master File.

LIST VENDORS <Y/N>. This is a required field. Type in Y to print all vendor names
on the check stub. Type in N to print only the assignee name on the check stub. This
 AMAM20, option 4
Page 4-23
Contents Index

field can only be Y when CHECK CONSOLIDATION is Y. This field defaults to the
value in the Bank Account Master File.

AP CHECKS <Y/N>. The default is from the Bank Account Master file. Type in Y if
you want to print on preprinted check forms.

REMITTANCE ADVICE <Y/N>. The default is from the Bank Account Master file.
Type in Y if you want to print on preprinted remittance advices.

If you respond Y in the AP CHECKS field, you must also respond Y in the
REMITTANCE ADVICE field.

AP CHECK FILE <Y/N>. The default is from the Bank Account Master file. Type in Y
if you want a record for each payment created in the Check Interface (CHECKF) file.

REMITTANCE ADVICE FILE <Y/N>. The default is from the Bank Account Master
file. Type in Y if you want records created in the Remittance Advice Interface
(REMITF) file.

AP CHECK FORM NAME. The default is from the Bank Account Master file. Accept
the default or type in the name of the form used to print the check. This is a required
field if you responded Y to AP CHECKS. This form name is used by the system to
identify the preprinted check form.

REMITTANCE ADVICE FORM. The default is from the Bank Account Master file.
Accept the default or type in the name of the form used to print the remittance advice.
This is a required field if you responded Y to REMITTANCE ADVICE. This form name
is used by the system to identify the preprinted remittance advice form.

BEGINNING CHECK NUMBER. This is a required field. The default is from the Bank
Account Master file. A warning message is issued if you enter a number lower than
the default. Use F17 to accept the warning message.

EXCHANGE RATE. The default is from the Bank Account Master file. This field
appears only if you selected multi-currency support during application tailoring, and if
the bank account currency is a foreign currency.

This rate is used to calculate the local currency amount for each payment made. The
default rate is obtained from the currency conversion routine. If the local currency
amount has already been locked in during payment selection, the rate is not used for
that payment.

BALANCE AFTER PAYMENT. This field appears if selected during application

tailoring and represents the current bank balance less the current payment. You can
maintain this field via the Bank Account Master file.

Option 4. Enter Manual Payments (AMAM20)

You enter manual payments to make payments not processed through the Cash
Disbursements menu option. Once entered, these payments are equivalent to
system-generated payments and open invoices can be assigned to the payments.
With this option you can make payments such as letters of credit, which are often
used to pay for imports. If multi-currency support is active, transaction gains/losses
are calculated on foreign currency invoices. Manual Payments Cash Disbursements
 AMAM20, option 4
Page 4-24
Contents Index

Journal, Register, and Transaction Gains/Losses reports are printed to document the
activity.

Manual checks are identified with a company number, bank account, payment
method, and check number. For a single company installation, the default company
number is 01. The default bank account is 001. The default payment method is 1.

Notes:
1. A payment method “1” record must exist in the Bank Account Master file before
any other payment methods for the bank account can be entered.

2. To pay multiple primary vendors with one check, add a common assignee vendor
number to each invoice.

Manual payment processing works with local, trading, bank account, and payment
currencies in the same way as other Cash Disbursements menu options.

The Manual Payments Cash Disbursements Journal and Register document the
manual payments activity. If multi-currency support is active and the invoice is a
foreign currency invoice, transaction gains/losses are calculated (if applicable) and
journal entries are created and recorded in General Ledger.
What information you need:.
• Company number
• Bank account
• Payment method
• Indicate if new payment or if you are assigning invoices
to a previous payment.
What reports are printed:.
• Manual Payments Cash Disbursements Journal
(AMA42A)
• Manual Payments Cash Disbursements Register
(AMA42B)
• Manual Payments Transaction Gains/Losses (AMA42C)
if there were transaction gains or losses to report.
What forms you need:. None.

AMA421—Enter Manual Payments (Select)

Use this display to enter manually written checks or letters of credit and invoice
assignments for a previously entered manual payment. Whether you select Action 1
or Action 2, all fields are required.

This display appears when you choose option 4 (Enter Manual Payments) on the
Cash Disbursements Processing menu (AMAM20).
Note: The displays associated with this menu option contain message subfiles. To
view messages for a display, position the cursor on the message line and use ROLL
UP/DOWN.
 AMAM20, option 4
Page 4-25
Contents Index

DATE **/**/** ENTER MANUAL PAYMENTS SELECT AMA421 **

COMPANY nn
BANK ACCOUNT aA3
PAYMENT METHOD A
VENDOR aaaaA6
CHECK NUMBER nnnnnn
PAYMENT DATE nnnnnn
PAYMENT CURRENCY aA3
GL ENTRY DATE nnnnnn
ACTION <1/2/3/4> n
1 NEW PAYMENT
2 ASSIGN INVOICE
3 INQUIRY
4 PRINT

F24 DISPLAY STATUS

What to do
• To enter a new manual payment, type in the information requested, type 1 in the
ACTION field, press Enter and go to display AMA422.
• To assign invoices to a previously entered payment, type in the information
requested and type 2 in the ACTION field. Press Enter and go to display
AMA422.

Function keys

F24 DISPLAY STATUS causes the Manual Payment Status display (AMA424) to
appear and shows you the number of payments added during this manual payment
session.

Fields

[?] appears next to a field name in the following field definitions to identify a field
from which you can begin a master file search.

COMPANY. This field appears on the display only if you specified multiple companies
during application tailoring. Type in the number of the company making payments in
this payment selection session.

BANK ACCOUNT NUMBER. This is a required field. The default is 001. Accept the
default or type in the account number from which the checks have been written.

PAYMENT METHOD. This is a required field. The default is 1. Accept the default or
type in the number for the payment method you want to use.
Note: The combination of the Company Bank Account and Payment Method must
be used to access the Bank Account Master file. A payment method 1 record for each
account must exist in the Bank Account Master file before any other payment
methods can be added for that account.
 AMAM20, option 4
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Contents Index

VENDOR [?]. This is a required field. Type in the vendor number. The number you
type in must refer to a record in the Vendor Master file.

CHECK NUMBER. This is a required field. Type in the check number of the payment.

PAYMENT DATE. This is a required field. Type in the date the payment was made.

PAYMENT CURRENCY [?]. If multi-currency support is active, type in the currency

used to pay the vendor. If you wish to see payments for local currencies only, leave
the field blank. If you wish to see a specific currency, type in that currency ID. If you
wish to see invoices for all currencies, type in ALL.

Only one of the two following fields appears on the display. The field that appears is
determined by whether you specified period or monthly accounting during application
tailoring. When either field appears, it is a required field.

GL PERIOD <1-13>
GL ENTRY DATE. This is a required field. Type in the period or month depending on
your selection during application tailoring for the update to the TEMGEN file.

ACTION <1/2>. This is a required field. Type in one of the following:

1. Enter a new payment
2. Assign invoices to a previously entered payment. Valid only if there is a
manual payment record for the selection you typed in.
3. Inquire on specific or all manual payments records
4. Print Manual Payments Inquiry/Report
Note: Action code 2 is valid only if there is a manual payment record for the
selection being typed in and an invoice exists for the vendor in open payable.
Note: If you wish to combine multiple vendors into one check, set up one assignee
number for all the vendor invoices. This will update each invoice to the primary
vendor.

AMA422—Manual Payment (Enter)

Use this display to enter the amount of the manual payment and record bank charges.
You may also force exchange rates by entering specific bank, local, or payment
amounts.

This display appears when you press Enter with no errors on the Enter Manual
Payments (Select) display (AMA421).
 AMAM20, option 4
Page 4-27
Contents Index

DATE **/**/** MANUAL PAYMENT ENTER AMA422 **

CO PAY DATE BANK METH DESCRIPTION CHECK

** **/**/** *** * ******************** ******
ADDRESS
VENDOR ****** NAME aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35 FORMAT n

ADDRESS 1 aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35
ADDRESS 2 aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35
ADDRESS 3 aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35
CITY aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35
STATE A2 POSTAL aaaaaaaA10 COUNTRY aA3

CASH ACCT aaaaaaaaaaaaA15 DISC ACCT aaaaaaaaaaaaA15 INV CLEAR nnnnnnnnnnnnnnn

BANK CHGS ACCOUNT aaaaaaaaaaaaA15

TRADING *** BANK ACCT *** LOCAL *** PAYMENT ***

DESCRIPTION **************** *************** *************** ***************

GROSS nnnnnnnnnn.nn nnnnnnnnnnn.nn nnnnnnnnnnn.nn nnnnnnnnnnn.nn

DISCOUNT nnnnnnnnnn.nn nnnnnnnnnnn.nn nnnnnnnnnnn.nn nnnnnnnnnnn.nn
NET **********.** ***********.** ***********.** ***********.**
BANK CHGS nnnnnnnnnn.nn nnnnnnnnnnn.nn nnnnnnnnnnn.nn

ASSIGN INVOICES <Y/N> A F11 PROCESS PAYMENT F18 REFRESH SCREEN

F19 RETURN TO SELECT F24 DISPLAY STATUS

What to do
• To assign invoices to this payment, type in the information requested, accept the
Y default in the ASSIGN INVOICES field, and press Enter.
• To enter a payment without assigning invoices to it, type in the information
requested, type N in the ASSIGN INVOICES field, and press Enter.
• To process a payment with a Y in the ASSIGN INVOICES field, use F11 and go to
AMA423.
• To process a payment with an N in the ASSIGN INVOICES field, use F11 and go
to display AMA421.
• You must press F11 to process the payment after you have typed in the check
amount and pressed Enter.
• To enter another manual payment without creating this manual payment, use F19
and go to display AMA421.

Function keys

F11 PROCESS PAYMENT causes the Assign Invoices to Manual Payments display
(AMA423) to appear if you typed Y in the ASSIGN INVOICES field. The Enter Manual
Payments Select display (AMA421) appears if you typed N in the ASSIGN INVOICES
field.

F18 REFRESH SCREEN ignores any information you typed in and shows you the
display as it originally appeared.

F19 RETURN TO SELECT causes the Enter Manual Payments (Select) display
(AMA421) to appear again.

F24 DISPLAY STATUS causes the Manual Payment Status display (AMA424) to
appear.
 AMAM20, option 4
Page 4-28
Contents Index

Fields

[?] appears next to a field name in the following field definitions to identify a field
from which you can begin a master file search.

CO (Company). The company number that appeared or was typed in on the Enter
Manual Payments (Select) display (AMA421).

PAY DATE. The date the payment is expected to be made. This date was typed in on
the Enter Manual Payments (Select) display (AMA421).

BANK. The bank account number. This number was typed in on the Enter Manual
Payments (Select) display (AMA421).

METH (Payment method). The payment method typed in on the Enter Manual
Payments (Select) display (AMA421).

DESCRIPTION. The bank account description.

CHECK. The check number of the payment typed in on the Enter Manual Payments
(Select) display (AMA421).
Note: The following vendor/address information fields are taken from the Vendor
Master file based on the vendor number you entered on display AMA421. This
information can be overridden only for miscellaneous vendors.

VENDOR. The vendor number.

NAME. The vendor’s company name.

ADDRESS FORMAT. Type in a code that determines how name and address are
presented on panels and documents. With the three format types (0, 1, 2), you get a
maximum of six lines of name and address information. The default code is 0 (US
style).

On panels, Address formats 0 (US style) and 1 (International style) appear as Name;
Address lines 1-3; City, which becomes Address line 4; and State, Country, and Postal
Code, which become Address line 5. For Address format 2 (free or free-form), you
see Name and Address lines 1-5.

When using Address format 2 (Free), you still see the State, Country, and Postal Code
fields on the panel; however, they are for information only. These fields are not
included in the formatting routine for addressing documents. You need to add that
information as part of Address lines 1-5. You can enter the State, Country, and Postal
Code fields separately if you have user defined queries or reports that need to
recognize the fields.

The formatted results for Address formats 0 and 1 are shown in the following table.
When an address is used on a document, it gets formatted in a particular way,
depending on the Address format. The formatted results that would appear on a
document (for example, a purchase order) are shown in the following table. Format 2
(Free) is not shown; it prints the formatted results exactly the way you entered it.
 AMAM20, option 4
Page 4-29
Contents Index

Table 4-1. Format of US and International addresses

Format 0 = US Format 1 =International
Name Name
Address 1 Address 1
Address 2 Address 2
Address 3 Address 3
City State Postal Country Postal City
Country State

The format description of US for 0, International for 1, and Free for 2 appears beside
the format type.

These values for Address format flag are used only by the AP and Purchasing
applications. You can change from format 0 to 1, to 2, and back again. The panel
adjusts the address fields based on format type.
Note: COM and IFM use the values of 1, 2, and 3, instead of 0, 1, and 2, in the
Address format field.

ADDRESS 1
ADDRESS 2
ADDRESS 3. The first, second, and third line of the vendor’s company address.

CITY. The name of the city in which the vendor’s company is located.

STATE. The abbreviated version of the state in which the vendor’s company is
located.

POSTAL. The 10-digit postal code of the vendor’s company address. You can type in
a new postal code.

COUNTRY. The abbreviated version of the country in which the vendor’s company is
located.

CASH ACCT (Cash account) [?]. This is a required field. Type in a valid cash
account number or accept the default from the Bank Account Master file.

DISC ACCT (Discount account) [?]. This is a required field. Type in an account
number for discounts or accept the account specified during application tailoring.

INV CLEAR (Invoice clearing account) [?]. This is a required field. Type in the
account number where you want the checks to be recorded in your General Ledger
until it is assigned to an invoice. This field defaults to the account number you
specified for Accounts Payable during application tailoring.

BANK CHGS ACCOUNT (Bank charges account) [?]. This is a required field. Type
in the bank account that charges such as costs for wire transfers are charged against
or accept the default from the Bank Account Master file.

TRADING. The trading currency ID. This field appears only if multi-currency support
is active. The following fields appear in trading currency:
DESCRIPTION: The bank account description.
 AMAM20, option 4
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Contents Index

GROSS: This is a required field. Type in the total amount of the payment.

DISCOUNT: Type in the discount taken on the amount if applicable.

NET: The gross amount less the discount amount. This is calculated by the
system.

BANK CHGS (Bank charges): This is not applicable for trading currency.
Note: If multi-currency support is active, type in the GROSS and DISCOUNT fields
in trading currency amounts and the system calculates the bank account, local, and
payment currency amounts. You can override the amounts calculated by the system.

BANK ACCT (Bank account) . The ID for the currency associated with the
customer’s bank account. This field appears only if multi-currency support is active.
The following fields appear in the bank account currency:
DESCRIPTION: The bank account description.

GROSS: Type in the total amount of the payment if you want to override amounts
calculated by the system.

DISCOUNT: Type in the discount taken on the amount if applicable if you want to
override amounts calculated by the system.

NET: The gross amount less the discount amount. This is calculated by the
system.

BANK CHGS (Bank charges): Type in the fee amount charged against the bank
account.

LOCAL. The local currency ID. This field appears only if multi-currency support is
active. The following fields appear in local currency:
DESCRIPTION: The bank account description.

GROSS: Type in the total amount of the payment if you want to override amounts
calculated by the system.

DISCOUNT: Type in the discount taken on the amount if applicable if you want to
override amounts calculated by the system.

NET: The gross amount less the discount amount. This is calculated by the
system.

BANK CHGS (Bank charges): Type in the fee amount charged against the bank
account. This is calculated by the system or you may override it.

PAYMENT. The payment currency ID. This field appears only if multi-currency
support is active. The following fields appear in payment currency:
DESCRIPTION: The bank account description.

GROSS: Type in the total amount of the payment if you want to override amounts
calculated by the system.
 AMAM20, option 4
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Contents Index

DISCOUNT: Type in the discount taken on the amount if applicable if you want to
override amounts calculated by the system.

NET: The gross amount less the discount amount. This is calculated by the
system.

ASSIGN INVOICES <Y/N>. This is a required field. Type in N if you do not want to
assign invoices to the payment you typed in. The default is Y. (You should accept the
default if the invoice being paid has been entered and posted to Open Payables file.)

AMA423—Assign Invoices to Manual Payments (Select)

Use this display to identify which invoices were paid by the manual payment typed in
on display AMA422. The display allows partial payments to be typed in the AMOUNT
DUE field.

This display appears when you press Enter on the Manual Payments (Enter) display
(AMA422) with no errors.

DATE **/**/** ASSIGN INVOICES TO MANUAL PAYMENTS SELECT AMA423 **

CO PAY DATE BANK METH DESCRIPTION CHECK

** **/**/** *** * ******************** ******

VENDOR ****** ************************* TRADING CURR *** ****************

UNAPPLIED BALANCE *********.**

ACT INVOICE NO INV DATE DUE DATE HALT AMOUNT DUE

A ********** **/**/** **/**/** A nnnnnnnnnnn.nn

A ********** **/**/** **/**/** A nnnnnnnnnnn.nn
A ********** **/**/** **/**/** A nnnnnnnnnnn.nn
A ********** **/**/** **/**/** A nnnnnnnnnnn.nn
A ********** **/**/** **/**/** A nnnnnnnnnnn.nn
A ********** **/**/** **/**/** A nnnnnnnnnnn.nn
A ********** **/**/** **/**/** A nnnnnnnnnnn.nn

USE ROLL UP/DOWN

F11 PROCESS SELECTIONS
F24 DISPLAY STATUS

1-SELECT INVOICE, 3-CLEAR PAYMENT

*-PREVIOUSLY SELECTED

What to do
• Type 1 beside each invoice you want to select and press Enter. The UNAPPLIED
OPTION field should now show 0.
• To process the payment, you must press F11. You then go to display AMA421.

Function keys

F11 PROCESS SELECTIONS processes the payment and causes the Enter Manual
Payment display (AMA421) to appear.

F24 DISPLAY STATUS causes the Manual Payment (Status) display (AMA424) to
appear.
 AMAM20, option 4
Page 4-32
Contents Index

Fields

CO (Company). The company number that appeared or was typed in on the Enter
Manual Payments (Select) display (AMA421).

PAY DATE. The date the payment was made. This date was typed in on the Enter
Manual Payments (Select) display (AMA421).

BANK. The bank account number. This number was typed in on the Enter Manual
Payments (Select) display (AMA421).

METH (Payment method). The payment method typed in on the Enter Manual
Payments (Select) display (AMA421).

DESCRIPTION. The bank account description.

CHECK. The check number of the payment typed in on the Enter Manual Payments
(Select) display (AMA421).

VENDOR. The vendor number and name.

TRADING CURRENCY. The trading currency that applies, such as FFR for French
francs. This field appears only if multi-currency support is active.

UNAPPLIED BALANCE. The check amount in trading currency. Each time you select
an invoice and press Enter, this field is reduced to reflect the selections you made
and those you removed from selection by typing in 3. The files are not updated until
F11 is pressed.
Note: When all invoices have been assigned to this manual payment, the unapplied
balance should be zero. Press Enter, then F11 to process this manual payment. If
your Manual Payment Cash Disbursement Register shows "Check Unapplied", you
did not press F11. Run Option 2, Assign Invoice, to correct this problem.

ACT (Action). Type in 1 next to the invoices you want to select. Multiple selections
are allowed. To remove a selection, type in 3.

INVOICE NO (Invoice number). The number assigned to the invoice.

INV DATE (Invoice date). The date for the invoice.

DUE DATE. The date the payment is due.

HALT (Halt code). The code (N,0-9) you assigned to the invoice to indicate it should
be held and not paid immediately. To assign the invoice, blank out the halt code, and
press Enter. You can then type 1 in the ACT field.

AMOUNT DUE. The total or partial invoice amount due. If you type in an amount,
press Enter. Then type 1 in the ACT field.
 AMAM20, option 4
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Contents Index

AMA424—Enter Manual Payment (Status)

Use this display to review the status of this manual payment session.

This display appears when you use F24 DISPLAY STATUS on the following displays:
AMA421. Enter Manual Payments (Select)
AMA422. Manual Payment (Enter)
AMA423. Assign Invoices to Manual Payments (Select)

DATE **/**/** ENTER MANUAL PAYMENT STATUS AMA424 **

SESSION STATUS

PAYMENTS ADDED *,***,***

F24 END OF JOB

What to do

To return to the previous display, press Enter or use a function key on the display.

Function keys

F24 END OF JOB ends processing and the following reports are scheduled for
printing:
• Manual Payments Cash Disbursements Journal (AMA42A)
• Manual Payments Cash Disbursements Register (AMA42B)
• Manual Payment Transaction Gains/Losses report (AMA42C)
• The Transaction Gains/Losses Report prints only if multi-currency support is
active and if there were transaction gains/losses to report.

The Cash Disbursements Processing menu (AMAM20) appears again.

Fields

PAYMENTS ADDED. The number of manual payments you added during this
session.
 AMAM20, option 4
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Contents Index

AMA431—Manual Payments Inquiry (Select)

Use this display to select specific or all manual payments records for inquiry.

This display appears when you choose action 3, Inquiry, from the Enter Manual
Payments (Select) display (AMA421).

DATE **/**/** MANUAL PAYMENTS INQUIRY SELECT AMA431 **

COMPANY nn
BANK ACCOUNT nnn
PAYMENT METHOD n

CHECK NUMBER nnnnnn

CHECK DATE nnnnnn
VENDOR NUMBER nnnnnn
INVOICE NUMBER nnnnnnnnnn

F24 END OF JOB

What to do
• Type in the company number, bank account, and payment method that contains
the checks you want to view, and press Enter.
• Type in check number, check date, vendor number, or invoice number to select
specific payment information from the Manual Payments file, and press Enter.
One or more of these fields may be used although they are not required.

Function keys

F24 END OF JOB ends the manual payments inquiry and causes the Cash
Disbursements Processing menu (AMAM20) to appear again.

Fields

COMPANY (Company number). This field is required if it appears on the display.

Type in the number of the company whose payments you want to see. This field
appears only if multiple companies were indicated during application tailoring.

BANK ACCOUNT. This field is required. Type in the bank account number from the
Bank Account Master file.

PAYMENT METHOD. This field is required. Type in the payment method associated
with this record.

CHECK NUMBER. Type in the number of the check that was issued for payment.
 AMAM20, option 4
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Contents Index

CHECK DATE. Type in the date of the issued check.

VENDOR NUMBER. To see all manual payments issued to a vendor, type the
appropriate vendor number.

INVOICE NUMBER. To see a specific invoice number, type the appropriate invoice
number.

AMA432—Manual Payments Inquiry (Inquiry)

Use this display to view details of the manual payments information that you typed on
the Manual Payments Inquiry (Select) display AMA431.

DATE **/**/** MANUAL PAYMENTS INQUIRY INQUIRY AMA432 **

COMPANY NUMBER ** BANK ACCOUNT *** PAYMENT METHOD *

CHECK CHECK VENDOR CHECK AMOUNT APPLIED ASSIGNED

SEL NUMBER DATE NUMBER AMOUNT TO INVOICES INVOICES
n ****** **/**/** ****** ***********.** ***********.** **********
n ****** **/**/** ****** ***********.** ***********.** **********
n ****** **/**/** ****** ***********.** ***********.** **********
n ****** **/**/** ****** ***********.** ***********.** **********
n ****** **/**/** ****** ***********.** ***********.** **********
n ****** **/**/** ****** ***********.** ***********.** **********
n ****** **/**/** ****** ***********.** ***********.** **********
n ****** **/**/** ****** ***********.** ***********.** **********
n ****** **/**/** ****** ***********.** ***********.** **********
n ****** **/**/** ****** ***********.** ***********.** **********
n ****** **/**/** ****** ***********.** ***********.** **********
n ****** **/**/** ****** ***********.** ***********.** **********

ENTER 1 TO DISPLAY PAYMENT DETAILS

USE ROLL UP/DOWN
F19 RETURN TO SELECT
F24 END OF JOB

What to do

To see additional information about a check, enter 1 in the SEL field and press Enter.

Function keys

F19 RETURN TO SELECT returns you to the Manual Payments Inquiry (Select)
display (AMA431).

F24 END OF JOB ends the manual payments inquiry and causes the Cash
Disbursements Processing menu (AMAM20) to appear again.

Fields

COMPANY NUMBER. The number for the company whose manual payments you
wish to view.

BANK ACCOUNT. The bank account number from the Bank Account Master file.

PAYMENT METHOD. The payment method associated with this record.

 AMAM20, option 4
Page 4-36
Contents Index

SEL (Select). Type 1 next to the manual payment that you wish to view in detail. You
may choose more than one payment.

CHECK NUMBER. The number of the check that was issued for payment.

CHECK DATE. The date of the issued check.

VENDOR NUMBER. The vendor number associated with the check number.

CHECK AMOUNT. The amount of the check associated with the check number.

AMOUNT APPLIED TO INVOICES. The portion of the total payment amount that
was applied to a particular credit memo or invoice.

ASSIGNED INVOICES. Invoices that have been matched to a payment. This

information comes from the Open Payables file.

AMA433—Manual Payments Inquiry Invoice Detail (Inquiry)

Use this display to view the checks you selected on the Manual Payments Inquiry
(Inquiry) display AMA432.

This display appears when you choose one or more checks from the Manual
Payments Inquiry (Inquiry) display (AMA432).

DATE **/**/** MANUAL PAYMENTS INQUIRY INQUIRY AMA433 **

INVOICE DETAIL

COMPANY NUMBER ** BANK ACCOUNT *** PAYMENT METHOD *

VENDOR ****** ******************* INVOICE NO-SEQ **** ***

ASSIGNEE INVOICE DATE **/**/**

CHECK CHECK INVOICE AMOUNT APPLIED DISCOUNT

NUMBER DATE AMOUNT TO INVOICE TAKEN
****** **/**/** ***********.** ***********.** ***********.**

F12 CANCEL
F19 RETURN TO SELECT
F24 END OF JOB

What to do

If you made multiple selections, press Enter to view each selection.

Function keys

F12 CANCEL the manual payments inquiry invoice detail and return you to the
Manual Payments Inquiry (Inquiry) display (AMA432).
 AMAM20, option 5
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Contents Index

F19 RETURN TO SELECT returns you to the Manual Payments Inquiry (Select)
display (AMA431).

F24 END OF JOB ends the manual payments inquiry and causes the Cash
Disbursements Processing menu (AMAM20) to appear again.

Fields

COMPANY NUMBER. The number for the company whose manual payments you
wish to view.

BANK ACCOUNT. The bank account number from the Bank Account Master file.

PAYMENT METHOD. The payment method associated with this record.

VENDOR ASSIGNEE. The number and name of the vendor that received this
payment.

INVOICE NO-SEQ (Invoice number sequence). The invoice number and invoice
sequence number associated with the invoice if the invoice number has been used
more than once.

INVOICE DATE. The date the invoice was written.

CHECK NUMBER. The number of the check that was issued for payment.

CHECK DATE. The date of the issued check.

INVOICE AMOUNT. The total amount for which the payment was issued.

AMOUNT APPLIED TO INVOICE. The portion of the total payment amount that was
applied to a particular credit memo or invoice.

DISCOUNT TAKEN. The total amount of discount taken for the invoice.

Option 5. Enter Payment Reversals (AMAM20)

Use this option to reverse previous payments that have not cleared the bank. The
payment to be reversed is identified by the bank account, payment method, and
check number. The system verifies that the payment has been issued without clearing
the bank. All invoices paid by the payment in the Open Payables file are located by
the system and restored to unpaid status.

The payment check is flagged as void in the Bank Reconciliation file. Vendor Master
file related field amounts are reduced by the amount of the reversal, and the bank
account balance in the Bank Account Master file is increased by the amount of the
voided payment. The journal entries to reverse the payment (and applicable gains/
losses if multi-currency support is active) are written to the Temporary General Ledger
(TEMGEN) file. The Open Payables file payments records are flagged as Void. The
invoice is reopened for processing in the Open Payables file.
What information you need:. The company number, bank account, payment
method, and check number. The system verifies that the
 AMAM20, option 5
Page 4-38
Contents Index

payment is in the Bank Reconciliation file and has not

cleared the bank.
What reports are printed:.
• Payment Reversal Cash Disbursements Journal
(AMA22A)
• Payment Reversal Cash Disbursements Register
(AMA22B)
• Payment Reversal Transaction Gains/Losses (AMA22C).
• Report AMA22C is generated only if there were any
transaction gains/losses that were reversed.
What forms you need:. None.

AMA221—Payment Reversal (Select)

Use this display to identify the payment that is to be reversed. This is the first of three
displays to appear.

This display appears when choose option 5 (Enter Payment Reversals) on the Cash
Disbursements Processing menu (AMAM20).
Note: Displays for this menu option contain message subfiles. To view messages
on any of these displays, position the cursor on the message line and use ROLL UP/
DOWN.

DATE **/**/** PAYMENT REVERSAL SELECT AMA221 **

COMPANY nn
BANK ACCOUNT aA3
PAYMENT METHOD n
GL ENTRY DATE nnnnnn
CHECK NUMBER nnnnnn

F24 DISPLAY STATUS

What to do

Type in the information identifying the payment to be reversed and press Enter. The
system verifies the payment is in the Bank Reconciliation file and has not cleared the
bank.
 AMAM20, option 5
Page 4-39
Contents Index

Function keys

F24 DISPLAY STATUS causes the Payment Reversal (Status) display (AMA223) to
appear.

Fields

COMPANY. This field appears only if you specified multiple companies during
application tailoring. Type in the number of the company for which you want to reverse
a payment. The number must have a corresponding record in the Bank Account
Master file.

BANK ACCOUNT. This is a required field. The default is 001. Accept the default or
type in the number of the bank account you want to use. The number you type in must
refer to a record in the Bank Account Master file.

PAYMENT METHOD. This is a required field. The default is 1. Accept the default or
type in the number for the payment method you want to use. The number you type in
must refer to a record in the Bank Account Master file.
Note: A payment method 1 record must exist for each account in the Bank Account
Master file before any other payment methods for an account can be added to the file.

GL ENTRY DATE. This is a required field. This is the date used to post transactions
to the temporary General Ledger file.

CHECK NUMBER. This is a required field. Type in the check number associated with
the payment to be reversed.

AMA222—Payment Reversal (Enter)

Use this display to review information about the payment that has been selected for
reversal. The system prompts you to either confirm or cancel the payment reversal.

If you confirm the reversal, the system verifies that the check has been issued without
clearing the bank, locates the invoices paid by the check in the Open Payables file,
reverses the payment in the General Ledger, CHECKB, Vendor Master, Open
Payables, and Bank Account Master files, MANPAY for manual payments, and
generates reports to document the reversal.

This display appears when you press Enter with no errors on the Payment Reversal
(Select) display (AMA221).
 AMAM20, option 5
Page 4-40
Contents Index

DATE **/**/** PAYMENT REVERSAL ENTER AMA222 **

CO ** BANK ACCT *** METHOD * ************************* CHECK ******

VENDOR ****** NAME *************************

ADDR 1 ************************* ADDR 2 *************************
CITY ************************* STATE ** ZIP ********** CTY ***

CURR GROSS DISCOUNT NET

AMOUNT *** *************.** ***********.** *************.**

LOCAL CURR *************.** ***********.** *************.**
BANK CURR *************.** ***********.** *************.**

CONFIRM REVERSAL <Y/N> A

F19 RETURN TO SELECT

F24 DISPLAY STATUS

What to do

Confirm or cancel the reversal, press Enter and go to display AMA221.

Function keys

F19 RETURN TO SELECT causes the Payment Reversal (Select) display (AMA221)
to appear again.

F24 DISPLAY STATUS causes the Payment Reversal (Status) display (AMA223) to
appear.

Fields

CO (Company). The company number typed in on the Payment Reversal (Select)

display (AMA221).

BANK ACCT (Bank account). The bank account number typed in on the Payment
Reversal (Select) display (AMA221).

METHOD. The payment method typed in on the Payment Reversal (Select) display
(AMA221).

CHECK. The check number typed in on the Payment Reversal (Select) display
(AMA221).

VENDOR. The vendor number.

NAME. The vendor’s company name.

ADDR 1 (Address 1)
ADDR 2 (Address 2). The first and second line of the vendor’s company address.
 AMAM20, option 5
Page 4-41
Contents Index

CITY. The name of the city in which the vendor’s company is located.

STATE. The abbreviated version of the state in which the vendor’s company is
located.

ZIP. The 10-digit postal code of the vendor’s company address.

CTY (Country). The abbreviated version of the country in which the vendor’s
company is located.

AMOUNT. The following amounts are in trading currency and appear only if multi-
currency support is active.
CURR (Currency): The ID that indicates the currency used to make the payment
you want reversed.

GROSS: The total amount of the payment.

DISCOUNT: The discount taken on the payment.

NET: The gross amount less the discount amount.

LOCAL CURR (Local Currency). The following amounts are in local currency.
GROSS: The total amount of the payment.

DISCOUNT: The discount taken on the payment.

NET: The gross amount less the discount amount.

BANK CURR (Bank Account Currency). The following amounts are in Bank
Account currency and appear only if multi-currency support is active.
GROSS: The total amount of the payment.

DISCOUNT: The discount taken on the payment.

NET: The gross amount less the discount amount.

CONFIRM REVERSAL <Y/N>. This is a required field. Type in Y if you want to

reverse payment. The default is N.

AMA223—Payment Reversal (Status)

Use this display to review the status of this payment reversal session.

This display appears when use F24 DISPLAY status on either the Payment Reversal
(Select) display (AMA221) or the Payment Reversal (Enter) display (AMA222).
 AMAM20, option 5
Page 4-42
Contents Index

DATE **/**/** PAYMENT REVERSAL STATUS AMA223 **

SESSION STATUS

PAYMENTS REVERSED *,***,***

F24 END OF JOB

What to do

To return to the previous display, press Enter and go back to the display where you
selected F24.

Function keys

F24 END OF JOB ends processing and schedules the following reports for printing:
• Payment Reversal Cash Disbursements Journal (AMA22A)
• Payment Reversal Cash Disbursements Register (AMA22B)
• Payment Reversal Transaction Gains/Losses Report (AMA42C)

The Transaction Gains/Losses report prints only if multi-currency support is active and
only if there were transaction gains/losses to report.

The Cash Disbursements Processing menu (AMAM20) appears again.

Fields

PAYMENTS REVERSED. The number of payments reversed during this session.

When the payments are reversed, if the invoices cannot be balanced to the check,
processing of that reversal is stopped and reported. If invoices can be balanced to the
check, General Ledger entries are created to reverse the payment and any
transaction gain/loss. The invoices are reset to open status. Amounts in the Vendor
Master file are reduced by the amount of the reversed payment, the bank account
balance is increased by the amount of the voided payment, and the CHECKB record
is voided.
Note: If you intend to reuse the reversed check number, you must use Bank
Reconciliation to first purge the voided check after processing the reversal.
 Page 5-1
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Chapter 5. Bank Reconciliation

Adding checks .......................................................................................................... 5-1
Adding deposits ........................................................................................................ 5-1
Entering checks from bank ....................................................................................... 5-2
Reconciling and voiding checks ............................................................................... 5-2
Reconciling deposits................................................................................................. 5-3
Printing reports ......................................................................................................... 5-4
Bank File purge ........................................................................................................ 5-4
Renumbering checks................................................................................................ 5-5

When you choose option 3 from the Main Menu, Bank Reconciliation allows you to
add, reconcile, and void checks and deposits in the Bank Reconciliation files. You can
change check amounts, renumber checks, enter bank charges, purge the reconciled
or voided checks/deposits, and print reports that document the reconciliation session.
Note: If security is active, operators must be cleared for security level 3 or they will
be prevented from running the add checks, add deposits, and renumber checks
functions.

More information about the fields and their descriptions on the Bank Reconciliation
displays can be found later in this chapter. For more information and a description of
the reports printed using this menu option, refer to Chapter 14 “Report descriptions” in
this user’s guide.

Adding checks
When checks are added using this option, the application assumes it is being done to
initialize the system or as a response to a simple void and replace need. The
application adds the check to the Bank Reconciliation (CHECKB) file and reduces the
balance on the Bank Account Master file. This allows you to enter a check for
reconciliation purposes without going through the manual payments menu option.

No General Ledger entries are made because the application assumes they were
made elsewhere. If multi-currency support is active and a bank account is in a foreign
currency, the system must have a local currency amount for the check. You may
either enter the amount or have the system calculate it at the exchange rate in effect
as of the check date. Amounts are tracked in both bank account currency and local
currency.

Adding deposits
You can enter deposits in two ways:
• You can enter them directly, using display AMA703
• You can enter them via Accounts Receivable (AR) if that application is installed
and interfacing to Accounts Payable.

When a deposit is entered, it is written to the Bank Reconciliation Deposits (CHECKA)

file. The bank account balance on the Bank Account Master file is updated to reflect
the deposit.
 Page 5-2
Contents Index

AR passes deposits to AP. When a cash receipt is entered in AR and the interface is
active, the deposits passed to AP automatically update the bank balances maintained
by AP in the Bank Account Master file and write a record to the Bank Reconciliation
Deposit file (CHECKA). For more information, refer to the Accounts Receivable User’s
Guide.

No General Ledger entries are made because the system assumes they were made
elsewhere.

If multi-currency support is active and the bank account is in a foreign currency, the
system will accept a local currency amount for the deposit. You can either enter the
amount or have the system calculate the amount at the exchange rate in effect on the
date of deposit.

Entering checks from bank

This is one of two options in which checks can be voided, reopened, or reconciled
against a bank statement. A display appears prompting you to enter the check
number and amount. Up to 13 checks can be entered on one display. After you enter
the check numbers, the application displays the check amount and vendor name for
the check to be reconciled. Any discrepancies are flagged as errors.

Reconciling and voiding checks

Using this option, you can choose the checks that are candidates for reconciliation.
The Reconcile Checks display (AMA704) allows you to specify a range of check
numbers for reconciliation and to choose if you want to view only checks that are open
or all checks. The next display (AMA705) allows you to change the check’s status,
select the check for applying bank charges, and enter an adjustment. You can change
the check’s status to open, reconciled, or void as often as necessary. Adjustments
appear on the display in reverse image and are protected. If an adjustment is entered
with an error, you must enter a corresponding adjustment to back it out.

If the check was selected for change, you can also change the check amount and
record any applicable bank charges. This is important because you may not know the
exact amount required to settle a foreign currency invoice when you issued the
payment. Generally banks debit customers’ accounts for service charges in
connection with these payments. A sequence number of 00 identifies the original
entry. A sequence number of 01 through 89 identifies adjustments to the original entry
and a sequence number of 90 to 99 identifies bank charges.

When you enter check amount changes and bank charges on display AMA706, the
system:
• Adds an adjustment record to the Bank Reconciliation (CHECKB) file for the
amount of the change. The record also contains the check number and a
sequence number which is incremented by 1 each time an additional adjustment
record is created.
• Adjusts the bank balance on the Bank Account Master file.
• Updates the payments data on the Vendor Master file.
• Creates GL journal entries to record the change.
 Page 5-3
Contents Index

If multi-currency support is active and the bank account is in a foreign currency, the
system provides critical data from AMA705 in local currency. You can enter the local
currency amount for the change or bank charges or have the system calculate it at the
exchange rate in effect on the check date.

If the bank account currency and the trading currency are different, the system
converts the local currency amount to trading currency in order to update the Vendor
Master file.

General Ledger journal entries are created in the following way:

• For changes in check amounts, the bank account’s Cash Account is credited if the
check is increased and debited if the check is decreased. An offsetting entry is
made to the account you entered.
• For bank charges, the bank account’s Cash Account is credited and the bank
account’s Bank Charges Account is debited.

What to use
The checks or the bank statement which lists the checks to be added, reconciled, or
voided.

What to do
• Transcribe the needed information to a bank reconciliation form when you receive
your canceled checks from the bank. You may use the checks or the bank
statement if they contain all the information you need.
• Select option 3 on the Main Menu (AMAM00).
• Enter the information using the Bank Reconciliation displays.

Reconciling deposits
You can choose the deposits that are candidates for reconciliation using the deposit
reconciliation displays. If multi-currency support is active and the bank account is in a
foreign currency, the local currency amount of the check is shown. An action code
allows you to change the status of a deposit or to select a deposit for applying bank
charges or an adjustment. You can change the status of the deposit to open, void, or
reconciled as often as necessary. Adjustments appear on the display in reverse
image, and are protected. If an adjustment is entered with an error, a corresponding
adjustment must be entered to correct the error. A sequence number of 00 identifies
the original entry. A sequence number of 01 through 89 identifies adjustments to the
original entry and a sequence number of 90-99 identifies bank charges.

When you change amounts and/or bank charges, the system:

• Adds an adjustment record to the Bank Reconciliation Deposits (CHECKA) file for
the amount of the change. The key within the adjustments record includes the
deposit number and a sequence number. Each time an adjustment record is
created within the same deposit number, the sequence number is incremented by
1.
• Adjusts the bank balance on the Bank Account file.
• Creates GL journal entries to record the change.
 Page 5-4
Contents Index

If the bank account is in a foreign currency, the system must have a local currency
amount for the deposit. You may either enter the amount or have the system calculate
it at the exchange rate in effect on the deposit date.

The following rules for creating GL journal entries apply:

• For changes in deposit amounts, the bank account’s Cash Account is debited if
the deposit is increased and credited if the deposit is decreased. An offsetting
entry is made to the account you entered.
• For bank charges, the bank account’s Cash Account is credited and the bank
account’s Bank Charges Account is debited.
Note: The Vendor Master file is not updated for deposits.

The Bank Account file is immediately updated as the deposits are reconciled. If
another operator requires this file while the update to the file is occurring, the system
issues a message stating that the file is unavailable.

Printing reports
At the end of the bank reconciliation session, up to four reports are printed as part of
your audit trail:
• The Bank Account Report (AMA70F) shows check and deposit activity. You can
use this as a register or a reconciliation document. The report prints all checks
first and then prints all deposits. Use display AMA70A to enter your selection
criteria for the report.
• The Reconciliation Activity Report (AMA70G) shows all status amounts and bank
charges recorded during the session. If a check has been renumbered, the
previous check number is printed on the next print line along with a message
*** RENUMBERED ***.
• The Reconciliation Journal report (AMA70H) documents any General Ledger
entries during the session. The report is only printed if the activity results in
journal entries being created.
• The Invoices Transferred to History report (AMA71) shows all of the invoices that
have been deleted from the Open Payables file after the reconciliation session.
The deleted invoices are added to the APHSTS file.

Bank File purge

When checks and deposits have cleared and been reconciled, you can enter
selection criteria to purge them from the file. This can be done in one of two modes,
test or purge, on display AMA70B. In test mode, you can get a list of the records that
would be purged based on your selection criteria. The system tests invoices to see if
the checks written against them have been reconciled and/or purged.

In purge mode, the range of checks and deposits you selected are physically purged
from the bank reconciliation files. If you choose to purge CHECKB in purge mode,
Report AMA71 will be scheduled for printing and all completed invoices will be purged
from the Open Payables file and the Payment History file will be updated. If the history
function is not implemented, all purged Open Payables records will be deleted. When
you want to review the status of a reconciliation session, request the status display
(AMA70E) from any reconciliation display.
 Page 5-5
Contents Index

Completed invoices are those invoices that are fully paid, all payments/checks for the
invoice are reconciled, and all purchase orders associated with the invoice have been
closed and purged.

The purge will not transfer paid invoices to history if the associated check record still
exists in the check file. Run the Purge Files option for only one company/bank
account/payment method combination at a time.
What information you need:. Any source information such as checks you want to
include
What reports are printed:.
• Bank Account Report (AMA70F)
• Reconciliation Activity Report (AMA70G)
• Reconciliation Journal (AMA70H)
• Invoices Transferred to History (AMA71).

Use the Bank Account report as a check/deposit register or a bank reconciliation list.
You may want to keep this report as part of your audit trail.

Renumbering checks
Occasionally it is necessary to renumber checks. When this happens, perform the
following steps:
• Select option 3, Bank Reconciliation, on the Main Menu (AMAM00).
• Select option 8 on the Bank Reconciliation display (AMA701). The Renumber
Checks (Select) display (AMA70C) appears.
• Type the numbers of the first and last checks in the group that you want to
renumber, and the number that you want the first renumbered check to have. The
new number must be higher than the first check number that you need to
renumber.
• The next available check number in the Bank Account Master file is shown. Type
Y in the RESET NEXT AVAILABLE CHECK NUMBER <Y/N> field to reset this
number if it does not match the number you want the first renumbered check to
have.
• Make sure the check numbers on the Renumber Checks display (AMA70D) are
correct. Use F11 to start the renumbering process.

The system performs several edits to ensure against duplicate check numbers and
other errors. Renumbering will not occur if the application encounters duplicates in the
group you have chosen. All checks to be renumbered must be consecutive and have
a status of open (O). If no errors occur, all checks that fall in the range you selected
are processed in descending order by the old check number. The records are
physically deleted, one at a time, from the Bank Reconciliation (CHECKB) file. A new
XA CHECKB record is written with the check number based on the preprinted check
number. If a matching OPNPAYP record exists, the check number field (CHKNO) is
updated in the Open Payables (OPNPAYP) file to match the new number assigned.
Any checks that may have been damaged in the printer must be manually reentered
into the system as void if necessary.

The Bank Account (Status) display (AMA70E) shows the actual number of checks
renumbered, reconciled, voided, added, changed, purged as well as the number of
deposits reconciled, voided, added, changed, or purged.
 Page 5-6
Contents Index

Both the old and new check numbers appear on your Reconciliation Activity Report.

Consider running check reversals, reselecting, and re-running your checks instead of
renumbering. If you have not printed the checks, you can use the same check
numbers by running the Purge Files option. This will insure that all reports and
updates to your files contain the correct check number. Renumbering checks does
not change the check numbers on your CD Journal or Register nor does it reflect the
new check number in the temporary general ledger entry.

AMA701—Bank Reconciliation (Select)

Use this display to identify the bank account you want to reconcile and the action you
want to perform. The action you select determines the displays that appear and the
reports that are printed. You can add void, or reconcile checks and deposits, enter or
change check or deposit amounts from the bank, add bank charges, print the Bank
Account Report, purge files, or renumber checks. If you want to purge reconciled and
voided records, you can do so in test mode or in purge mode. In either mode, the
records to be purged or actual purged records are listed on the Bank Account Report
(AMA70F).

This is the first display that appears when you choose option 3 (Bank Reconciliation)
on the Main Menu (AMAM00).
Note: The displays associated with this menu option contain message subfiles. To
view messages for any of these displays, position the cursor on the message line and
use ROLL UP/DOWN.

DATE **/**/** BANK RECONCILIATION SELECT AMA701 **

COMPANY nn
BANK ACCOUNT aA3
PAYMENT METHOD n
ENTRY DATE nnnnnn
ENTRY PERIOD nn
ACTION <1-8> n
1 ADD CHECKS
2 ADD DEPOSITS
3 ENTER CHECKS FROM BANK
4 RECONCILE CHECKS
5 RECONCILE DEPOSITS
6 BANK ACCOUNT REPORT
7 PURGE FILES
8 RENUMBER CHECKS

F24 DISPLAY STATUS

What to do

To perform any of the actions listed on the Select display (AMA701), type all required
information and press Enter. The display that appears depends on the action you
selected.
 Page 5-7
Contents Index

Function keys

F24 DISPLAY STATUS shows you the Status display (AMA70E).

Fields

COMPANY. This field appears only if you indicated multiple companies during
application tailoring. If it appears, this is a required field. Type in the company
associated with the bank account you want to work with.

BANK ACCOUNT. This is a required field. Type in the bank account you want to work
with.The combination of company number, bank account, and payment method is
used to access the Bank Reconciliation file.

PAYMENT METHOD. This is a required field. Type in the payment method that you
want to work with.

ENTRY PERIOD
ENTRY DATE. This is a required field. The field that appears depends on whether
you selected monthly accounting or period accounting. Type in the date or period of
the entry you want to change.

ACTION <1-8>. This is a required field. Type in one of the following action codes. The
code you enter determines the next display to appear.
1. Add checks
2. Add deposits
3. Enter checks from bank
4. Reconcile checks
5. Reconcile deposits
6. Bank Account Report
7. Purge files
8. Renumber checks
Note: If security is active, you must be cleared for security level 3 in order to run
options 1, 2, and 8.

AMA702—Add Checks to Reconciliation (Enter)

Use this display to add a new check to the Bank Reconciliation file for reconciliation
purposes. The bank account, payment method, and bank account currency are
identified on the display. If multi-currency support is active and the bank account is in
a foreign currency, you can type in a local currency equivalent.
Note: No General Ledger entries are created with this option, but the bank account
balance is affected.

This display appears when you choose action code 1 (Add Checks) on the Bank
Reconciliation (Select) display (AMA701).
 Page 5-8
Contents Index

DATE **/**/** ADD CHECKS TO RECONCILIATION ENTER AMA702 **

CO ** BANK ACCT *** METH * ************************* CURR *** ***************

PAYMENT METHOD A
CHECK NUMBER nnnnnn
CHECK DATE nnnnnn
VENDOR NUMBER aaaaA6

CHECK AMOUNT nnnnnnnnnnn.nn

F19 RETURN TO SELECT

F24 DISPLAY STATUS

What to do

Type the information requested to add checks to reconciliation, press Enter.

Function keys

F19 RETURN TO SELECT shows you the Bank Reconciliation Select display
(AMA701).

F24 DISPLAY STATUS shows you the Status display (AMA70E).

Fields

[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.

CO (Company number). The company number typed in on the Bank Reconciliation

(Select) display (AMA701).

BANK ACCT (Bank account). The bank account you entered on the Bank
Reconciliation (Select) display (AMA701) and its associated description.

METH (Payment method). The payment method you entered on the Bank
Reconciliation (Select) display (AMA701).

CURR (Currency). The ID for the currency associated with the bank account you
entered on the Bank Reconciliation (Select) display (AMA701), and its description,
such as French francs. This field appears only if multi-currency support is active.

PAYMENT METHOD. This is a required field. Type in the payment method associated
with the check you want to add. The payment method you enter must have a
corresponding record in the Bank Account Master file.
 Page 5-9
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CHECK NUMBER. This is a required field. Type in the number of the check you are
adding.

CHECK DATE. This is a required field. Type in the date of the check.

VENDOR NUMBER[?]. This is a required field. Type in the number of the vendor
associated with the invoice. The vendor must exist in the Vendor Master file.

CHECK AMOUNT. Type in the amount of the check you are adding to the file.

LOCAL CURRENCY. If multi-currency support is active and the bank account is in a

foreign currency, you can type in a local currency equivalent. If this field is left blank,
the Currency Conversion Routine is used to make the conversion as of the check
date.

AMA703—Add Deposits to Reconciliation (Enter)

Use this display to add a deposit to the Bank Reconciliation Deposits file. The bank
account, payment method and bank account currency are identified on the display. If
multi-currency is support active and the bank account is in a foreign currency, you can
type in a local currency equivalent.
Note: No General Ledger entries are created with this option.

This display appears when you choose action code 2 (Add Deposits) on the Bank
Reconciliation (Select) display (AMA701).

DATE **/**/** ADD DEPOSITS TO RECONCILIATION ENTER AMA703 **

CO ** BANK ACCT *** METH * ************************* CURR *** ***************

PAYMENT METHOD A
DEPOSIT NUMBER nnnnnnnnn
DEPOSIT DATE nnnnnn
CHECK NUMBER nnnnnn
CUSTOMER NUMBER aaaaaaA8

AMOUNT nnnnnnnnnnnnn.nn
LOCAL CURRENCY nnnnnnnnnnnnn.nn

F19 RETURN TO SELECT

F24 DISPLAY STATUS

What to do

Type the information requested to add the deposits to reconciliation, press Enter.
 Page 5-10
Contents Index

Function keys

F19 RETURN TO SELECT shows you the Bank Reconciliation Select display
(AMA701).

F24 DISPLAY STATUS shows you the Status display (AMA70E).

Fields

[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.

CO (Company number). The company number typed in on the Bank Reconciliation

(Select) display (AMA701).

BANK ACCT (Bank account). The bank account you typed in on the Bank
Reconciliation (Select) display (AMA701) and its associated description.

METH (Payment method). The payment method you entered on the Bank
Reconciliation (Select) display (AMA701).

CURR (Currency). The ID for the currency associated with the bank account you
typed in on the Bank Reconciliation (Select) display (AMA701), and its description
such as French francs. This field appears only if multi-currency support is active.

PAYMENT METHOD. This is a required field. Type in the payment method associated
with the deposit you are adding. The payment method must have a corresponding
record in the Bank Account Master file.

DEPOSIT NUMBER. This is a required field. Type in the number you assigned to this
deposit. The number cannot be zero.

DEPOSIT DATE. This is a required field. Type in the date of the deposit. The day
must be within the 1-31 range and the month must be within the 1-12 range.

CHECK NUMBER. Type in the number of the check to be deposited.

CUSTOMER NUMBER. Type in the customer number associated with this deposit.

AMOUNT. This is a required field. Type in the amount of the deposit you are adding.

LOCAL CURRENCY. If multi-currency support is active and the bank account is in a

foreign currency, you can type in a local currency equivalent. Leave the field blank to
have the Currency Conversion Routine make the conversion as of the deposit date
you typed in.

AMA70F—Enter Checks from Bank

Use this display to enter check numbers and amounts for the bank account you want
to reconcile. You can enter action codes, check numbers and bank amounts for up to
14 checks on one display. Press Enter and the application shows you the amount on
file in the Bank Reconciliation file (CHECKB) and the vendor. Press Enter again and
the Reconciliation Activity Report (AMA70G) is scheduled for printing. To view
messages for this display, position the cursor on the message line and use
 Page 5-11
Contents Index

ROLL UP/DOWN. You can continue to enter more checks, return to a different Bank
Reconciliation option, or end the job.

This display appears when you choose option 3 on the Bank Reconciliation Select
display (AMA701).

DATE **/**/** ENTER CHECKS FROM BANK ENTER AMA70F *

CO ** BANK ACCT *** METH * ************************* CURR *** ***************

ACT CHECK BANK AMOUNT CHECK AMOUNT VENDOR NAME

A nnnnnn nnnnnnnnnnnnn.nn *************.** ************************
A nnnnnn nnnnnnnnnnnnn.nn *************.** ************************
A nnnnnn nnnnnnnnnnnnn.nn *************.** ************************
A nnnnnn nnnnnnnnnnnnn.nn *************.** ************************
A nnnnnn nnnnnnnnnnnnn.nn *************.** ************************
A nnnnnn nnnnnnnnnnnnn.nn *************.** ************************
A nnnnnn nnnnnnnnnnnnn.nn *************.** ************************
A nnnnnn nnnnnnnnnnnnn.nn *************.** ************************
A nnnnnn nnnnnnnnnnnnn.nn *************.** ************************
A nnnnnn nnnnnnnnnnnnn.nn *************.** ************************
A nnnnnn nnnnnnnnnnnnn.nn *************.** ************************
A nnnnnn nnnnnnnnnnnnn.nn *************.** ************************
A nnnnnn nnnnnnnnnnnnn.nn *************.** ************************
A nnnnnn nnnnnnnnnnnnn.nn *************.** ************************

USE ROLL UP/DOWN

F17 ACCEPT WITH WARNING
F19 RETURN TO SELECT
F24 DISPLAY STATUS

What to do
• To enter check numbers and amounts for the bank account you want to reconcile,
type in the information requested and press Enter.
• To accept the record and bypass the message, use F17.
Note: The first time that Enter is pressed, this display will be edited. Enter must be
pressed a second time to continue.

Function keys

F17 ACCEPT WITH WARNING allows you to continue processing even though the
application issues a warning message. The amount currently in the file is used, not
the amount you entered.
Note: If you need to correct a check amount in the CHECKB file after you used F17,
use Reconcile Checks Change Amount display (AMA706), enter the new check
amount and select option 3 on the Bank Reconciliation Select display (AMA701).

F19 RETURN TO SELECT shows you the Bank Reconciliation Select display
(AMA701).

F24 DISPLAY STATUS shows you the Status display (AMA70E).

Fields

CO (Company number). The company number you entered on the Bank

Reconciliation (Select) display (AMA701).
 Page 5-12
Contents Index

BANK ACCT (Bank account). The bank account you entered on the Bank
Reconciliation (Select) display (AMA701) and its associated description.

METH (Payment method). The payment method you entered on the Bank
Reconciliation (Select) display (AMA701) and its associated description.

CURR (Currency). The ID for the currency associated with the bank account you
typed in on the Bank Reconciliation (Select) display (AMA701), and its description,
such as French francs. This field appears only if multi-currency support is active.

ACT (Action). This is a required field. Type in one of the following codes to indicate
the action you want to take. If you leave the field blank, the default value set by the
application is R.
O. Change status to open
R. Change status to reconciled
V. Change status to void

CHECK. This is a required field. Type in the number of the check whose check
amount you want to reconcile. You can enter up to 14 check numbers on the display.
The check number you enter must exist in the CHECKB file.

BANK AMOUNT. Type in the amount on the bank statement. This field can be left
blank.

CHECK AMOUNT. The amount of the check in the CHECKB file that is associated
with the check number you entered. It includes the original amount and any changes.
It does not include any bank charges.

AMA704—Reconcile Checks (Select)

Use this display to type in a range of check numbers to be reconciled. The bank
account, payment method, and bank account currency are identified on the display.
You can select open checks or you can select all checks.

This display appears when you choose action code 4 (Reconcile Checks) on the Bank
Reconciliation (Select) display (AMA701).
 Page 5-13
Contents Index

DATE **/**/** RECONCILE CHECKS SELECT AMA704 **

CO ** BANK ACCT *** METH * ************************* CURR *** ***************

BEGINNING CHECK NUMBER nnnnnn

ENDING CHECK NUMBER nnnnnn

SELECT FORMAT <1/2> n

1 UNRECONCILED CHECKS
2 ALL CHECKS

F19 RETURN TO SELECT

F24 DISPLAY STATUS

What to do

Select the format along with the beginning and ending check numbers if you want a
range and press Enter.

Function keys

F19 RETURN TO SELECT shows you the Bank Reconciliation Select display
(AMA701).

F24 DISPLAY STATUS shows you the Status display (AMA70E).

Fields

CO (Company number). The company number typed in on the Bank Reconciliation

(Select) display (AMA701).

BANK ACCT (Bank account). The bank account you typed in on the Bank
Reconciliation (Select) display (AMA701) and its associated description.

METH (Payment method). The payment method you entered on the Bank
Reconciliation (Select) display (AMA701)

CURR (Currency). The ID for the currency associated with the bank account you
typed in on the Bank Reconciliation (Select) display (AMA701), and its description
such as French francs. This field appears only if multi-currency support is active.

BEGINNING CHECK NUMBER. Type in the beginning number of the range of

checks you want to see. The beginning number must be equal to or less than the
ending number. If you leave this field blank, all checks will be selected.

ENDING CHECK NUMBER. Type in the ending number of the range of checks you
want to see. The ending number must be equal to or greater than the beginning
 Page 5-14
Contents Index

number. If you leave this field blank, all checks will be selected. If you leave this blank,
but enter a beginning check number, all checks will print starting with the beginning
check number.

SELECT FORMAT <1/2>. This is a required field. Type in the number that
corresponds to the type of checks you want to review. The display that appears next is
determined by the number you type in.
1. Unreconciled checks
2. All checks

AMA705—Reconcile Checks (Enter)

Use this display to change the status of a check to open, reconciled, or void, to select
a check for an amount change, or to record bank charges. If multi-currency support is
active and the bank account is in a foreign currency, the local currency amount of the
check appears.

This display appears when you press Enter with no errors on the Reconcile Checks
(Select) display (AMA704).

DATE **/**/** RECONCILE CHECKS ENTER AMA705 **

CO ** BANK ACCT *** METH * ************************* CURR *** ***************

ACT CHECK SEQ DATE METH VENDOR AMOUNT LOCAL CURRENCY

A nnnnnn ** **/**/** * ********** ***********.** ***********.**
A nnnnnn ** **/**/** * ********** ***********.** ***********.**
A nnnnnn ** **/**/** * ********** ***********.** ***********.**
A nnnnnn ** **/**/** * ********** ***********.** ***********.**
A nnnnnn ** **/**/** * ********** ***********.** ***********.**
A nnnnnn ** **/**/** * ********** ***********.** ***********.**
A nnnnnn ** **/**/** * ********** ***********.** ***********.**
A nnnnnn ** **/**/** * ********** ***********.** ***********.**
A nnnnnn ** **/**/** * ********** ***********.** ***********.**
A nnnnnn ** **/**/** * ********** ***********.** ***********.**
A nnnnnn ** **/**/** * ********** ***********.** ***********.**
A nnnnnn ** **/**/** * ********** ***********.** ***********.**
A nnnnnn ** **/**/** * ********** ***********.** ***********.**
A nnnnnn ** **/**/** * ********** ***********.** ***********.**

USE ROLL UP/DOWN

F13 RECONCILE ALL
F19 RETURN TO SELECT
F24 DISPLAY STATUS

What to do
• Type the information requested to change the status of a check or record bank
charges and press Enter.
• To update all checks (except voids), within that select group, a status of R, use
F13 and return to display AMA704.

Function keys

F13 RECONCILE ALL updates all selected checks (except voids) with a status of R
and shows you the Reconcile Checks Select display (AMA704).
 Page 5-15
Contents Index

F19 RETURN TO SELECT shows you the Bank Reconciliation Select display
(AMA701).

F24 DISPLAY STATUS shows you the Status display (AMA70E).

Fields

CO (Company number). The company number typed in on the Bank Reconciliation

(Select) display (AMA701).

BANK ACCT (Bank account). The bank account you typed in on the Bank
Reconciliation (Select) display (AMA701) and its associated description.

METH (Payment method). The payment method you entered on the Bank
Reconciliation (Select) display (AMA701)

CURR (Currency). The ID for the currency associated with the bank account you
typed in on the (Select) display (AMA701), and its description such as French francs.
This field appears only if multi-currency support is active.

ACT (Action). This is a required field. The action code applies only to the original
check, not to any adjustments or bank charges. Type in one of the following codes to
change the status of the check or to change the amount:
C. Change amount or record bank charges
O. Change status to open
R. Change status to reconciled
V. Change status to void

When you type C in the ACT field and press Enter, the Reconcile Checks Change
Amount (Enter) display (AMA706) appears. If you press Enter and type a letter other
than C in this field, the Reconcile Checks (Select) display (AMA704) appears again.

CHECK. The check number. A highlighted check number cannot be changed.

SEQ (Item sequence number). The identifying number the application assigns to
this record. Adjustments to the check amount show as 01 through 89. Bank charges
show as 90 through 99.

DATE. The check date.

METH (Payment method). The payment method.

VENDOR. The abbreviated vendor name.

AMOUNT. The amount of the check.

LOCAL CURRENCY. This field appears only if multi-currency support processing is

active and the bank account is in a foreign currency. The local currency amounts
appear.
 Page 5-16
Contents Index

AMA706—Reconcile Checks Change Amount (Enter)

Use this display to change the check amount or to type in bank charges. If multi-
currency support is active and the bank account is in a foreign currency, you can type
in local currency amounts for the change and bank charge amounts.

This display appears when you choose action code C (Change Amount) on the
Reconcile Checks (Enter) display (AMA705).

DATE **/**/** RECONCILE CHECKS CHANGE AMOUNT ENTER AMA706 **

CO ** BANK ACCT *** METH * ************************* CURR *** ***************

CHECK DATE VENDOR STATUS AMOUNT LOCAL CURRENCY

****** **/**/** ****** **** *************.** *************.**

CHANGED AMOUNT nnnnnnnnnnnnn.nn nnnnnnnnnnnnn.nn

CHANGE ACCOUNT aaaaaaaaaaaaA15

BANK CHARGES nnnnnnnnnnnnn.nn nnnnnnnnnnnnn.nn

F19 RETURN TO SELECT

What to do

Type the information requested to change the check amount or bank charges, and
press Enter.

Function keys

F19 RETURN TO SELECT shows you the Bank Reconciliation Select display
(AMA701).

Fields

[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.

CO (Company number). The company number typed in on the Bank Reconciliation

(Select) display (AMA701).

BANK ACCT (Bank account). The bank account you typed in on the Bank
Reconciliation (Select) display (AMA701) and its associated description.

METH (Payment method). The payment method you entered on the Bank
Reconciliation (Select) display (AMA701)
 Page 5-17
Contents Index

CURR (Currency). The ID for the currency associated with the bank account you
typed in on the Bank Reconciliation (Select) display (AMA701), and its description
such as French francs. This field appears only if multi-currency support is active.

CHECK. The check number.

DATE. The check date.

VENDOR. The vendor number.

STATUS. The status of the check: open, reconciled, or void.

AMOUNT. The amount of the check.

LOCAL CURRENCY. This field appears only if multi-currency support is active and
the bank account is in a foreign currency.

CHANGED AMOUNT.
AMOUNT: Type in the new check amount. An adjustment record is created for the
difference between the old and new check amount.

LOCAL CURRENCY: This field appears only if multi-currency support is active

and the bank account is in a foreign currency. You can type in a new amount or
allow the system to convert the amount to local currency at the rate in effect on
the check date.

CHANGE ACCOUNT[?]. Type in the General Ledger account that reflects where the
difference is charged. The account number must exist in the General Ledger Master
file.

BANK CHARGES.
AMOUNT: Type in the bank charge associated with this payment.

LOCAL CURRENCY: This field appears only if multi-currency support is active

and the bank account is in a foreign currency. You can type in a new amount or
allow the system to convert the amount to local currency at the rate in effect on
the check date.

AMA707—Reconcile Deposits (Select)

Use this display to type in a range of deposit dates to be reconciled. You can specify
whether you want only open deposits to display or if you want to work with regardless
of the current status.

This display appears when you choose action code 5 (Reconcile Deposits).
 Page 5-18
Contents Index

DATE **/**/** RECONCILE DEPOSITS SELECT AMA707 **

CO ** BANK ACCT *** METH * ************************* CURR *** ***************

BEGINNING DATE nnnnnn

ENDING DATE nnnnnn

SELECT FORMAT <1-2> n

1 UNRECONCILED DEPOSITS
2 ALL DEPOSITS

F19 RETURN TO SELECT

F24 DISPLAY STATUS

What to do

Type in the information requested and press Enter. Be sure to specify whether you
want unreconciled or all deposits.

Function keys

F19 RETURN TO SELECT shows you the Bank Reconciliation Select display
(AMA701).

F24 DISPLAY STATUS shows you the Status display (AMA70E).

Fields

CO (Company number). The company number typed in on the Bank Reconciliation

(Select) display (AMA701).

BANK ACCT (Bank account). The bank account you typed in on the Bank
Reconciliation (Select) display (AMA701) and its associated description.

METH (Payment method). The payment method you entered on the Bank
Reconciliation (Select) display (AMA701).

CURR (Currency). The ID for the currency associated with the bank account you
typed in on the Bank Reconciliation (Select) display (AMA701), and its description
such as French francs. This field appears only if multi-currency support is active.

BEGINNING DATE. Type in the beginning date (From) to indicate the range of
deposit dates you want to include for reconciliation.

ENDING DATE. Type in the ending date (To) to indicate the range of deposit dates
you want to include for reconciliation.
 Page 5-19
Contents Index

SELECT FORMAT <1/2>. This is a required field. Type in the number that
corresponds to the type of deposits you want to reconcile. The display that appears
next is determined by the number you type in.
1. Unreconciled deposits
2. All deposits

AMA708—Reconcile Deposits (Enter)

Use this display to change the status of a deposit to open, reconciled, or void, to
select a deposit for an amount change, or to record bank charges. If multi-currency
support is active and the bank account is in a foreign currency, the local currency
amount of the deposit appears.

This display appears when you press Enter with no errors on the Reconcile Deposits
(Select) display (AMA707).
Note: When you use F13 RECONCILE ALL, the status of selected records
(except voids) are updated with a status of R and the Reconcile Deposits (Select)
display (AMA707) appears again.

DATE **/**/** RECONCILE DEPOSITS ENTER AMA708 **

CO ** BANK ACCT *** METH * ************************** CURR *** ***************

ACT DEPOSIT CHECK SEQ DATE METH CUSTOMER AMOUNT LOCAL CURRENCY
A ********* ****** ** **/**/** * ******** *************.** *************.**
A ********* ****** ** **/**/** * ******** *************.** *************.**
A ********* ****** ** **/**/** * ******** *************.** *************.**
A ********* ****** ** **/**/** * ******** *************.** *************.**
A ********* ****** ** **/**/** * ******** *************.** *************.**
A ********* ****** ** **/**/** * ******** *************.** *************.**
A ********* ****** ** **/**/** * ******** *************.** *************.**
A ********* ****** ** **/**/** * ******** *************.** *************.**
A ********* ****** ** **/**/** * ******** *************.** *************.**
A ********* ****** ** **/**/** * ******** *************.** *************.**
A ********* ****** ** **/**/** * ******** *************.** *************.**
A ********* ****** ** **/**/** * ******** *************.** *************.**
A ********* ****** ** **/**/** * ******** *************.** *************.**
A ********* ****** ** **/**/** * ******** *************.** *************.**

USE ROLL UP/DOWN

F13 RECONCILE ALL
F19 RETURN TO SELECT
F24 DISPLAY STATUS

What to do
• Type in the information requested to change the status of a deposit or to record
bank charges, and press Enter.
• To update the status of records (except voids) with a status of R, use F13 and go
to display AMA707.

Function keys

F13 RECONCILE ALL updates all selected deposits (except voids) with a status of R
and shows you the Reconcile Deposits Select display (AMA707).

F19 RETURN TO SELECT shows you the Bank Reconciliation Select display
(AMA701).
 Page 5-20
Contents Index

F24 DISPLAY STATUS shows you the Status display (AMA70E).

Fields

CO (Company number). The company number typed in on the Bank Reconciliation

(Select) display (AMA701).

BANK ACCT (Bank account). The bank account you typed in on the Bank
Reconciliation (Select) display (AMA701) and its associated description.

METH (Payment method). The payment method you entered on the Bank
Reconciliation (Select) display (AMA701).

CURR (Currency). The ID for the currency associated with the bank account you
typed in on the Bank Reconciliation (Select) display (AMA701), and its description
such as French francs. This field appears only if multi-currency support is active.

ACT (Action). This is a required field. The action code applies only to the original
deposit, not to any adjustments or bank charges. Type in one of the following codes to
change the status of the deposit or to change the amount:
C. Change amount or record bank charges
O. Change status to open
R. Change status to reconciled
V. Change status to void

DEPOSIT. The deposit number. A highlighted deposit number cannot be changed.

CHECK. The check number.

SEQ (Item sequence number). The identifying number the application assigns to
this record. Adjustments to the check amount show as 01 through 89. Bank charges
show as 90 through 99.

DATE. The deposit date.

METH (Payment method). The payment method.

CUSTOMER. The customer number.

AMOUNT. The amount of the deposit.

LOCAL CURRENCY. This field appears only if multi-currency support is active and
the bank account is in a foreign currency.

AMA709—Reconcile Deposits Change Amount (Enter)

Use this display to change a deposited check amount or to type in bank charges.

This display appears when you type in an action code of C (Change Amount) on the
Reconcile Deposits (Enter) display (AMA708).
 Page 5-21
Contents Index

DATE **/**/** RECONCILE DEPOSITS CHANGE AMOUNT ENTER AMA709 **

CO ** BANK ACCT *** METH * ******************** CURR *** ***************

DEPOSIT DATE METH CUSTOMER STATUS AMOUNT LOCAL CURRENCY

********* **/**/** * ******** **** *************.** *************.**

CHANGED AMOUNT nnnnnnnnnnnnn.nn nnnnnnnnnnnnn.nn

CHANGE ACCOUNT aaaaaaaaaaaaA15

BANK CHARGES nnnnnnnnnnnnn.nn nnnnnnnnnnnnn.nn

F19 RETURN TO SELECT

What to do

Type the information requested to change a deposited amount or type in bank

charges, and press Enter.

Function keys

F19 RETURN TO SELECT shows you the Bank Reconciliation Select display
(AMA701).

Fields

[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.

CO (Company number). The company number typed in on the Bank Reconciliation

(Select) display (AMA701).

BANK ACCT (Bank account). The bank account you typed in on the Bank
Reconciliation (Select) display (AMA701) and its associated description.

METH (Payment method). The payment method you entered on the Bank
Reconciliation (Select) display (AMA701).

CURR (Currency). The ID for the currency associated with the bank account you
typed in on the Bank Reconciliation (Select) display (AMA701), and its description
such as French francs. This field appears only if multi-currency support is active.

DEPOSIT. The deposit number.

DATE. The deposit date.

 Page 5-22
Contents Index

CUSTOMER. The customer number.

STATUS. The status of the deposit: open, reconciled (rec), or void.

AMOUNT. The amount of the deposit check.

LOCAL CURRENCY. This field appears only if multi-currency support is active and
the bank account is in a foreign currency.

CHANGED AMOUNT.
AMOUNT: Type in the new deposit amount. An adjustment record is created for
the difference between the old and new deposit amount.

LOCAL CURRENCY: This field appears only if multi-currency support is active

and the bank account is in a foreign currency. You can type in a new amount or
allow the system to convert the amount to local currency at the rate in effect on
the deposit date.

CHANGE ACCOUNT[?]. Type in the account to identify where the difference in the
amount should be charged. Defaults to the AP liability account general ledger
number.

BANK CHARGES.
AMOUNT: Type in the bank charge applicable to this deposit.

LOCAL CURRENCY: This field appears only if multi-currency support is active

and the bank account is in a foreign currency. You can type in a new amount or
allow the system to convert the amount to local currency at the rate in effect on
the deposit date.

AMA70A—Bank Account Report (Options)

Use this display to specify your selection criteria and the information you want to print
on the Bank Account Report (AMA70F). The report prints in either number/date
sequence or in date/number sequence and can be used as a check/deposit register or
a bank reconciliation list.

If multi-currency support is active, specify whether amounts are reported in bank

account or local currency. Separate sets of options exist for checks and deposits. A
record must meet all of the selection criteria you enter in order to be selected.

This display appears when you choose action code 6 (Bank Account Report) on the
Bank Reconciliation (Select) display (AMA701).
Note: The displays associated with this menu option contain message subfiles. To
view messages for any of these displays, position the cursor on the message line and
use ROLL UP/DOWN. Use a function key to exit this display.
 Page 5-23
Contents Index

DATE **/**/** BANK ACCOUNT REPORT OPTIONS AMA70A **

CO ** BANK ACCT *** METH * ************************* CURR *** ***************

REPORT CHECKS <Y/N> A

PAYMENT METH RANGE: FROM A TO A
DATE RANGE: FROM nnnnnn TO nnnnnn
CHECK RANGE: FROM nnnnnn TO nnnnnn
STATUS: OPEN <Y/N> A RECONCILED <Y/N> A VOID <Y/N> A

REPORT DEPOSITS <Y/N> A

PAYMENT METH RANGE: FROM A TO A
DATE RANGE: FROM nnnnnn TO nnnnnn
DEP. RANGE: FROM nnnnnnnnn TO nnnnnnnnn
STATUS: OPEN <Y/N> A RECONCILED <Y/N> A VOID <Y/N> A

SEQUENCE <1-2> n CURRENCY <1-2> n

1 NUMBER, DATE 1 BANK ACCOUNT
2 DATE, NUMBER 2 LOCAL

F19 RETURN TO SELECT

F24 DISPLAY STATUS

What to do

Type in the information requested to specify your selection criteria and the information
you want to print on the Bank Account Report (AMA70F), press Enter.

Function keys

F19 RETURN TO SELECT shows you the Bank Reconciliation Select display
(AMA701).

F24 DISPLAY STATUS shows you the Status display (AMA70E).

Fields

CO (Company number). The company number typed in on the Bank Reconciliation

(Select) display (AMA701).

BANK ACCT (Bank account). The bank account you typed in on the Bank
Reconciliation (Select) display (AMA701) and its associated description.

METH (Payment method). The payment method you entered on the Bank
Reconciliation (Select) display (AMA701).

CURR (Currency). The ID for the currency associated with the bank account you
typed in on the Bank Reconciliation (Select) display (AMA701), and its description
such as French francs. This field appears only if multi-currency support is active.

REPORT CHECKS <Y/N>. This is a required field. The default is Y. Accept the
default or type in N if you only want to print deposit records.

PAYMENT METH RANGE. Type in the beginning payment method (FROM) and the
ending payment method (TO) to indicate the range of payment methods you want
 Page 5-24
Contents Index

included on the report. If you leave these fields blank, the application uses your entry
from the Select display (AMA701).

DATE RANGE. Type in the beginning date (FROM) and the ending date (TO) to
indicate the check dates you want included on the report. To include all check dates
on the report, leave these fields blank.

CHECK RANGE. Type in the beginning (FROM) check number and the ending (TO)
check number to indicate the range of check numbers to be included on the report. To
include all check numbers on the report, leave these fields blank.

STATUS. Type in the status of the checks in the next three fields. The default for
OPEN is Y. The default for RECONCILED and VOID is N. You can accept the default
for any of the above fields or override the default to further specify the print options for
the report.

REPORT DEPOSITS <Y/N>. This is a required field. The default is Y. Accept the
default or type in N if you want to override the default and do not want deposit records
to print.

PAYMENT METH RANGE. Type in the beginning payment method (FROM) and the
ending payment method (TO) to indicate the range of payment methods you want
included on the report. If you leave these fields blank, the application uses your entry
from the Select display (AMA701).

DATE RANGE. Type in the beginning date (FROM) and the ending date (TO) to
indicate the range of deposit dates you want included on the report. To include all
deposit dates on the report, leave these fields blank.

DEP. RANGE (Deposit range). Type in the beginning (FROM) deposit number and
the ending (TO) deposit number to indicate the range of deposits to be included on
the report. To include all deposit numbers on the report, leave these fields blank.

STATUS. Type in the status of the checks in the next three fields. The default for
OPEN is Y. The default for RECONCILED and VOID is N. You can accept the default
for any of the three status fields or override the default to further specify the print
options for the report.

SEQUENCE <1/2>. Type in one of the following codes to identify the sequence in
which you want the report to print.
1. Prints the report in number/date sequence
2. Prints the report in date/number sequence

CURRENCY <1/2>. This field appears only if multi-currency support is active. Type in
one of the following codes to indicate in which currency the amounts are to be
reported:
1. Bank account currency
2. Local currency

AMA70B—Bank File Purge (Select)

Use this display to specify the reconciled and voided checks and deposits which can
be purged from the bank reconciliation files. You can run the purge in test mode and
receive a list of the checks or deposits that would be purged based on the criteria you
 Page 5-25
Contents Index

choose. If you are in purge mode, the records are removed from the files, and the
Invoices Transferred to History Report is printed. The Bank Account Report
(AMA70F) is printed regardless of the mode you selected. You must use a function
key to exit this display.
Note: If payments/checks exist in the Check Reconciliation file that have been
reconciled or voided and are within the range of the selection made and a request for
purge mode was made, the system also schedules the job to purge all completed
invoices from the the Open Payables files and updates the Invoice Payment History
file for each company and bank account requested. Completed invoices are those
invoices that are fully paid, all payments/checks for that invoice are reconciled, and all
purchase orders associated with that invoice have been closed and purged.

The Invoices Transferred to History Report (AMA71) prints to show the invoices that
have been deleted out of the Open Payables files and written to the Accounts Payable
History file. The report is printed automatically when any reconciliation activity has
occurred and when bank file purge was selected for checks. The invoice set is deleted
and basic information about the invoice is printed on the report. The Payment History
file is updated for each invoice/check combination that is deleted. If invoice payment
history is not implemented, all eligible purged records will be deleted from the system.

This display appears when you choose action code 7 (Purge Files) on the Bank
Reconciliation (Select) display (AMA701).

DATE **/**/** BANK FILE PURGE SELECT AMA70B **

CO ** BANK ACCT *** METH * ************************* CURR *** ***************

PURGE CHECKS <Y/N> A

PAYMENT METH RANGE: FROM A TO A
DATE RANGE: FROM nnnnnn TO nnnnnn
CHECK RANGE: FROM nnnnnn TO nnnnnn
STATUS: RECONCILED <Y/N> A VOID <Y/N> A

PURGE DEPOSITS <Y/N> A

PAYMENT METH RANGE: FROM A TO A
DATE RANGE: FROM nnnnnn TO nnnnnn
DEPOSIT RANGE: FROM nnnnnnnn TO nnnnnnnn
STATUS: RECONCILED <Y/N> A VOID <Y/N> A

MODE <1-2> A
1 TEST
2 PURGE

F19 RETURN TO SELECT

F24 DISPLAY STATUS

What to do

Type in the information requested that you want to purge from the bank reconciliation
files, and press Enter.

Function keys

F19 RETURN TO SELECT shows you the Bank Reconciliation Select display
(AMA701).

F24 DISPLAY STATUS shows you the Status display (AMA70E).

 Page 5-26
Contents Index

Fields

CO (Company number). The company number typed in on the Bank Reconciliation

(Select) display (AMA701).

BANK ACCT (Bank account). The bank account you typed in on the Bank
Reconciliation (Select) display (AMA701) and its associated description.

METH (Payment method). The payment method you typed in on the Bank
Reconciliation (Select) display (AMA701).

CURR (Currency). The ID for the currency associated with the bank account you
typed in on the Bank Reconciliation (Select) display (AMA701), and its description
such as French francs. This field appears only if multi-currency support is active.

PURGE CHECKS <Y/N>. This is a required field. The default is N. Accept the default
or type in Y if you want to actually purge reconciled or voided checks from the bank
reconciliation files.
Note: If you have had reconciliation activity during this session and request a purge
for checks, the system also purges all completed invoices from the Open Payables file
and updates the Invoice Payment History file.

PAYMENT METH RANGE. Type in the beginning payment method (FROM) and the
ending payment method (TO) to indicate the range of payment methods you want
included on the report. If you leave these fields blank, the application uses your entry
from the Select display (AMA701).

DATE RANGE. Type in the beginning date (FROM) and the ending date (TO) to
indicate the range of check dates you want to purge from the files. If you want to
purge all dates, press Enter without entering these fields.

CHECK RANGE. Type in the beginning (FROM) check number and the ending (TO)
check number to indicate the range of check numbers you want to purge from the
files. If you want to purge all checks, press Enter without entering these fields.

STATUS. Type in the status of the checks in the next two fields. The default for
RECONCILED and VOID is N. You can run the purge in test mode to get a list of the
records that would be purged based on your selection criteria.

PURGE DEPOSITS <Y/N>. This is a required field. The default is N. Accept the
default or type in Y if you want to actually purge reconciled or voided deposits from
the bank reconciliation files.

PAYMENT METH RANGE. Type in the beginning payment method (FROM) and the
ending payment method (TO) to indicate the range of payment methods you want
included on the report. If you leave these fields blank, the application uses your entry
from the Select display (AMA701).

DATE RANGE. Type in the beginning date (FROM) and the ending date (TO) to
indicate the range of deposit dates you want to purge from the files. If you want to
purge all dates, press Enter without entering these fields.

DEPOSIT RANGE. Type in the beginning (FROM) deposit number and the ending
(TO) deposit number to indicate the range of deposits you want to purge from the
files. If you want to purge all deposits, press Enter without entering these fields.
 Page 5-27
Contents Index

STATUS. Type in the status of the deposits in the next 2 fields: The default for
RECONCILED and VOID is N. You can run the purge in test mode to get a list of the
records that would be purged based on your selection criteria. When you press Enter,
the report is run interactively.

MODE <1/2>. Type in one of the following codes to indicate the mode you want.
1. Test
2. Purge

Select 1 to test what the results would be without actually removing the reconciled
and voided checks or deposits from the files.

Select 2 to actually remove the selected reconciled and voided checks and deposits
from the bank reconciliation files and to purge completed invoices if a purge of checks
was requested.

AMA70C—Renumber Checks (Select)

Use this display to specify the range of checks to be renumbered and the check
number where the process is to start. The renumbering process allows you to match
the preprinted number on a check with the check number when a discrepancy occurs
between the numbers.

In order to renumber checks, the new check range must:

• Not be reconciled
• Not have bank charges or adjustments
• Not have been used previously
• Have every check number available in the sequence
• Have the same bank account and payment method
• Be higher than the original starting check number.

This display appears when you choose option 8 on the Bank Reconciliation (Select)
display (AMA701).
Warning: Do not attempt to renumber checks if any print checks batches are in the
job queue or are active. During either of those conditions, any attempt to renumber
checks will cause unpredictable results.
 Page 5-28
Contents Index

DATE **/**/** RENUMBER CHECKS SELECT AMA70C 97

CO ** BANK ACCT *** METH * *********************** CURR *** **************

PAYMENT METHOD n
BEGINNING CHECK NUMBER nnnnnn
ENDING CHECK NUMBER nnnnnn
NEW BEGINNING CHECK NUMBER nnnnnn

NEXT AVAILABLE CHECK NUMBER nnnn

RESET NEXT AVAILABLE CHECK NUMBER <Y/N> a

F19 RETURN TO SELECT

F24 DISPLAY STATUS

What to do

Type in the information requested to renumber checks, and press Enter.

Function keys

F19 RETURN TO SELECT shows you the Bank Reconciliation Select display
(AMA701).

F24 DISPLAY STATUS shows you the Status display (AMA70E).

Fields

CO (Company number). The company number typed in on the Bank Reconciliation

(Select) display (AMA701).

BANK ACCT (Bank account). The bank account you typed in on the Bank
Reconciliation (Select) display (AMA701) and its associated description.

METH (Payment method). The payment method you entered on the Bank
Reconciliation (Select) display (AMA701) and its associated description.

CURR (Currency). The ID for the currency associated with the bank account you
typed in on the Bank Reconciliation (Select) display (AMA701), and its description
such as French francs. This field appears only if multi-currency support is active.

PAYMENT METHOD. This is a required field. Type in the payment method code
associated with the check you want to renumber.

BEGINNING CHECK NUMBER. Type in the lowest check number in the range of
checks you want renumbered. If you leave this field blank, all checks will be selected.
 Page 5-29
Contents Index

ENDING CHECK NUMBER. Type in the highest check number in the range of checks
you want renumbered. If you leave this field blank, all checks will be selected.

NEW BEGINNING CHECK NUMBER. Type in the next check number where you
want the renumbering process to start. The number you type in must be greater than
the previous beginning check number.

NEXT AVAILABLE CHECK NUMBER. The number listed is the next available check
in the Bank Account Master file.

RESET NEXT AVAILABLE CHECK NUMBER (Y/N). The default is N. Accept the
default or type in Y to reset the number in the Bank Account Master file.

AMA70D—Renumber Checks (Enter)

Use this display to view the list of checks you specified for renumbering on the
Renumber Checks (Select) display (AMA70C). The new number that the application
assigned to the check appears beside the old number. The renumbering process
does not begin until you use F11 PROCESS RENUMBERING on this display.

This display appears when you press Enter with no errors on the Renumber Checks
(Select) display (AMA70C).
Note: You cannot type any information on this display.

DATE **/**/** RENUMBER CHECKS ENTER AMA70D **

CO ** BANK ACCT *** METH * ************************* CURR *** ***************

NEW NO. OLD NO. SEQ DATE METH VENDOR AMOUNT LOCAL CURRENCY
****** ****** ** **/**/** * ***** *************.** *************.**
****** ****** ** **/**/** * ***** *************.** *************.**
****** ****** ** **/**/** * ***** *************.** *************.**
****** ****** ** **/**/** * ***** *************.** *************.**
****** ****** ** **/**/** * ***** *************.** *************.**
****** ****** ** **/**/** * ***** *************.** *************.**
****** ****** ** **/**/** * ***** *************.** *************.**
****** ****** ** **/**/** * ***** *************.** *************.**
****** ****** ** **/**/** * ***** *************.** *************.**
****** ****** ** **/**/** * ***** *************.** *************.**
****** ****** ** **/**/** * ***** *************.** *************.**
****** ****** ** **/**/** * ***** *************.** *************.**
****** ****** ** **/**/** * ***** *************.** *************.**
****** ****** ** **/**/** * ***** *************.** *************.**
USE ROLL UP/DOWN
F11 PROCESS RENUMBERING
F19 RETURN TO SELECT
F24 DISPLAY STATUS

What to do
• View the list of checks you specified for renumbering on display AMA70C.
• To update the checks and go to the Bank Reconciliation Select display (AMA701),
use F11.
 Page 5-30
Contents Index

Function keys

F11 PROCESS RENUMBERING updates the check numbers and shows you the
Bank Reconciliation Select display (AMA701). If the system determines a duplicate
number would occur in the range you specified, no updating occurs and an error
message is issued. If no duplicates encountered, the check number field in the Open
Payables Payment and Bank Reconciliation files is changed to match the new check
number.

F19 RETURN TO SELECT shows you the Bank Reconciliation Select display
(AMA701).

F24 DISPLAY STATUS shows you the Status display (AMA70E).

Fields

CO (Company number). The company number typed in on the Bank Reconciliation

(Select) display (AMA701).

BANK ACCT (Bank account). The bank account you typed in on the Bank
Reconciliation (Select) display (AMA701) and its associated description. (Select)
display (AMA70C).

METH (Payment method). The payment method you entered on the Bank
Reconciliation (Select) display (AMA701).

CURR (Currency). The ID for the currency associated with the bank account you
typed in on the Bank Reconciliation (Select) display (AMA701), and its description,
such as French francs. This field appears only if multi-currency support is active.

NEW NO. (New number). The new check number that the system will assign as the
starting check number for the check range.

OLD NO. (Old number). The old check number for the check before renumbering.

SEQ (Item sequence number). The identifying number the application assigns to
this record.

DATE. The check date.

METH (Payment method). The payment method.

VENDOR. The vendor number.

AMOUNT. The amount of the check.

LOCAL CURRENCY. This field appears only if multi-currency support is active and
the bank account is in a foreign currency.

AMA70E—Bank Account (Status)

Use this display to review the record counts and transaction amounts for this
reconciliation session.
 Page 5-31
Contents Index

This display appears when you use F24 DISPLAY STATUS on one of the following
displays:
AMA701. Bank Reconciliation
AMA702. Add Checks to Reconciliation
AMA703. Add Deposits to Reconciliation
AMA704. Reconcile Checks
AMA705. Reconcile Checks
AMA707. Reconcile Deposits
AMA708. Reconcile Deposits
AMA70A. Bank Account Report
AMA70B. Bank File Purge
AMA70C. Renumber Checks
AMA70D. Renumber Checks
AMA70F. Enter Checks from Bank

DATE **/**/** BANK ACCOUNT STATUS AMA70E **

C H E C K A C T I V I T Y

COUNT TRANS AMT BANK CHG AMT

RECONCILED *,***,*** *************.** ***********.**
VOIDED *,***,***
OPEN *,***,***
CHANGED *,***,***
PURGED *,***,***
RENUMBERED *,***,***

D E P O S I T A C T I V I T Y

COUNT TRANS AMT BANK CHG AMT

RECONCILED *,***,*** *************.** ***********.**
VOIDED *,***,***
OPEN *,***,***
CHANGED *,***,***
PURGED *,***,***

F24 END OF JOB

What to do

To return to the previous display, press Enter and go back to the display where you
selected F24.

Function keys

F24 END OF JOB ends processing, updates the files and causes the Main Menu
(AMAM00) to appear again.

Fields

COUNT. The number of checks and deposits reconciled, voided, open, changed,
purged, and the number of checks renumbered during this session.

TRANS AMT (Transaction amount). The cumulative total amounts for all checks
and deposits that have been reconciled, voided, are open, changed, and purged, as
well as the cumulative total for any checks that have been renumbered.
 Page 5-32
Contents Index

BANK CHG AMT. The cumulative total bank charges for all checks and deposits that
have been reconciled, voided, are open, changed, and purged, as well as the
cumulative total for any checks that have been renumbered.

When you use F24, the Reconciliation Activity Report (AMA70G), the Reconciliation
Journal report (AMA70H), and the Invoices Transferred to History report (AMA71) are
scheduled for printing.

The Reconciliation Activity Report shows the status, amount and bank charges
recorded during the session. If a check has been renumbered, the previous check
number is printed on the next print line along with the message
*** RENUMBERED ***.

The Reconciliation Journal report documents general ledger journal entries created
during the reconciliation session. This report is only printed if journal entries were
created during reconciliation.
 Page 6-1
Contents Index

Chapter 6. Demand Reports

If you choose option 4 on the Main Menu (AMAM00), the Demand Reports menu
(AMAM40) appears. These reports can be printed at any time. There is no specific
sequence you must follow when printing them.
Option 1. Open Payables Reports (AMAM40).......................................................... 6-2
Option 1. Open Payables by Vendor—All (AMAM42) ........................................ 6-3
Option 2. Open Payables by Vendor–Halted (AMAM42) ................................... 6-5
Option 3. Open Payables Listing by Vendor–All/Specific Vendor (AMAM42) .... 6-6
Option 4. Open Payables Listing by Vendor–Halted/Specific Vendor (AMAM42) 6-
8
Option 5. Open Payables by Due Date (AMAM42)............................................ 6-9
Option 6. Detail Aged Open Payables (AMAM42) ........................................... 6-11
Option 7. Summary Aged Open Payables (AMAM42) ..................................... 6-11
Option 2. Vendor Analysis Report (AMAM40) ........................................................ 6-13
Option 3. Vendor Business Analysis Report (AMAM40)......................................... 6-13

Within Option 1 there are seven secondary options. Depending on the report option
you choose, you can print the information according to your selection criteria such as
all invoices for all vendors, only halted invoices, invoices for a specific vendor, etc.
Options 1, 2, 3 and 4 are used for printing different versions of an open payables by
vendor report. Option 5 is used for printing the Open Payables by Due Date report.
Options 6 and 7 are used for printing different versions of the Aged Open Payables
report.

AMAM40 Accounting Management Accounts Payable **********

Demand Reports

Type option or command; press Enter.

1. Open Payables Reports >>

2. Vendor Analysis Report
3. Vendor Business Analysis Report

==> _________________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F10=Actions

F11=Job status F12=Return F22=Messages

Option 23.Open Payables Reports. Use this option to print Open Payables Reports.
The Open Payables Reports menu (AMAM42) appears, listing the various open
payables report options available to you for printing.
Note: If an invoice has been selected for payment, the expected payment date
overrides the due date for reporting purposes. If you set up multiple expected due
dates for the invoice, use the date closest to, but not past the present date.

If multi-currency support is active, specify whether you want the report in trading or
local currency. If you choose trading currency, the report is sorted in primary currency
 AMAM40, option 1
Page 6-2
Contents Index

ID sequence, no amount totals are reported above this level, and the Primary
Currency ID appears at the top of each page.

All Open Payables reports have one currency per vendor. Totals are printed in both
the local and trading currencies. An additional total line is printed for euro currency if
the vendor is euro-participating.
Option 24.Vendor Analysis Report. Use this option to print the Vendor Analysis
Report (AMV741).
Option 25.Vendor Business Analysis Report. Use this option to print the Vendor
Business Analysis Report (AMV742).

Option 1. Open Payables Reports (AMAM40)

If you choose option 1 on the Demand Reports menu (AMAM40), the Open Payables
Report menu (AMAM42) appears. There are seven options associated with Open
Payables Reports.

AMAM42 Accounting Management Accounts Payable **********

Open Payables Reports

Type option or command; press Enter.

1. Open Payables by Vendor - All

2. Open Payables by Vendor - Halted
3. Open Payables by Vendor - All/Specific Vendor
4. Open Payables by Vendor - Halted/Specific Vendor
5. Open Payables by Due Date
6. Detail Aged Open Payables
7. Summary Aged Open Payables

==> _________________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F10=Actions

F11=Job status F12=Return F22=Messages

Option1. Open Payables by Vendor – All. Use this option to print, in vendor
sequence, all invoices in the Open Payables file (AMA51) using display AMA501. If
multi-currency support is active, the local currency version of the report is sequenced
by company, vendor and due date. The trading currency version of the report is
sequenced by primary currency, company, vendor and due date and the Primary
Currency ID and its description appear at the top of each page.

If the invoice is paid to an assignee, the assignee name and number print below the
vendor name and number.

Option 2. Open Payables by Vendor – Halted. Use this option to print, in vendor
sequence, all halted invoices in the Open Payables file (AMA51) using display
AMA501.
 AMAM42, option 1
Page 6-3
Contents Index

Option 3. Open Payables by Vendor – All/Specific vendor. Use this option to print
all invoices in the Open Payables file for a specific vendor (AMA51) using display
AMA501.

Option 4. Open Payables by Vendor – Halted/Specific vendor. Use this option to

print all halted invoices in the Open Payables file for a specific vendor (AMA51) using
display AMA501.

Option 5. Open Payables by Due Date. Use this option to print, in due date
sequence, all invoices in the Open Payables file (AMA52) using display AMA502.

The system uses the due date you enter to determine whether the discount applies for
each unpaid invoice. If the due date on the invoice falls on or after the due date you
entered, the discount applies.

If multi-currency support is active, the local currency version of the report is

sequenced by company, vendor and assignee. The trading currency version of the
report is sequenced by company, primary currency, vendor and assignee. The
Primary Currency ID and its description appear at the top of each page. An additional
total line is printed for euro currency if the vendor is euro-participating.

If the invoice is paid to an assignee, the assignee name and number print below the
vendor name and number.
Note: If multiple payment dates have been set up for the invoice, use the date
closest to, but not past, the present date.

Option 6. Detail Aged Open Payables. Use this option to print the Detail Aged Open
Payables report (AMA531) using display AMA503.

Option 7. Summary Aged Open Payables. Use this option to print the Summary
Aged Open Payables report (AMA532) using display AMA503.

Option 1. Open Payables by Vendor—All (AMAM42)

What information you need:.
• Company number if you have multiple companies
• Type of currency (trading or local) if multi-currency is
active
• Vendor number.
What report is printed:. Open Payables Listing by Vendor All (AMA51).
Note: An additional total line appears on the report
showing euro currency totals, if the vendor is euro-
participating.
What forms you need:. None.

AMA501— Open Payables Listing by Vendor-All Vendors-All Invoices

Use this display to print the Open Payables by Vendor report (AMA51) for all vendors
and all invoices.
 AMAM42, option 1
Page 6-4
Contents Index

This display appears when you choose option 1 (Open Payables by Vendor – All) on
the Open Payables Reports menu (AMAM42) and you indicated multiple companies
or multi-currency support during application tailoring.

DATE **/**/** OPEN PAYABLES LISTING BY VENDOR (OPTIONS) AMA501 **

ALL VENDORS - ALL INVOICES

INCLUDE ALL COMPANIES <Y/N> A

OR ENTER COMPANY NUMBER nn

CURRENCY <1-2> 1
1 TRADING CURRENCY
2 LOCAL CURRENCY

F24 CANCEL THE JOB

What to do

Type in the information requested and press Enter. The report is scheduled for
printing.

Function keys

F24 CANCEL THE JOB causes the Open Payables Reports menu (AMAM42) to
appear. Any information you typed in is ignored. No report is printed.

Fields

INCLUDE ALL COMPANIES <Y/N>. This is a required field. It appears on your

display if multicompany support is active. Type in Y or N.

OR ENTER COMPANY NUMBER. This is a required field if the response to the

previous field was N. Type in a valid company number 01 through 89.

CURRENCY <1-2>. This is a required field. It appears if multi-currency support is

active. Type in the number that corresponds to the currency in which you want the net
amount calculated. The default is 1.
1. Trading currency
2. Local currency
 AMAM42, option 2
Page 6-5
Contents Index

Option 2. Open Payables by Vendor–Halted (AMAM42)

What information you need:.
• Company number if you have multiple companies
• Type of currency (trading or local) if multi-currency is
active
• Vendor number if printing for a specific vendor
• The way you want to print the report:
- With all open invoices for all vendors
- With all halted invoices for all vendors
- With all open invoices for a specific vendor
- With all halted invoices for a specific vendor
- With all open invoices in due date sequence
- With all open invoices by vendor within aging periods
- With total aged amounts by vendor within aging
periods.
• The aging dates, if you are printing reports for selected
aging periods.
What reports are printed:. Depending on the options you select, one or more of the
following reports print:
• Open Payables by Vendor report (AMA51)
• Open Payables by Due Date report (AMA52)
• Detail Aged Open Payables report (AMA531)
• Summary Aged Open Payables report (AMA532)
Note: An additional total line appears on the report
showing euro currency totals, if the vendor is euro-
participating.
What forms you need:. None.

AMA501—Open Payables Listing by Vendor–All Vendors–Halted

Invoices
Use this display to print the Open Payables by Vendor Report (AMA51) which shows
halted invoices for all vendors.

This display appears when you choose option 2 (Open Payables by Vendor - Halted)
on the Open Payables Reports menu (AMAM42) and you indicated multiple
companies or multi-currency support during application tailoring.
 AMAM42, option 3
Page 6-6
Contents Index

DATE **/**/** OPEN PAYABLES LISTING BY VENDOR OPTIONS AMA501 **

ALL VENDORS - HALTED INVOICES

INCLUDE ALL COMPANIES <Y/N> A

OR ENTER COMPANY NUMBER nn

CURRENCY <1/2> n
1 TRADING CURRENCY
2 LOCAL CURRENCY

F24 CANCEL THE JOB

What to do

Type in the information requested and press Enter. The report is scheduled for
printing.

Function keys

F24 CANCEL THE JOB causes the Open Payables Reports menu (AMAM42) to
appear. Any information you typed in is ignored. No report is printed.

Fields

For a description of these fields, see “AMA501— Open Payables Listing by Vendor-All
Vendors-All Invoices” on page 6-3.

Option 3. Open Payables Listing by Vendor–All/Specific Vendor

(AMAM42)
What information you need:.
• Company number if you have multiple companies
• Type of currency (trading or local) if multi-currency is
active
• Vendor number if printing for a specific vendor.
What report is printed:. Open Payables Report (AMA51).
Note: An additional total line appears on the report
showing euro currency totals, if the vendor is euro-
participating.
What forms you need:. None.
 AMAM42, option 3
Page 6-7
Contents Index

AMA501—Open Payables Listing by Vendor–Specific Vendor–All

Invoices
Use this display to print the Open Payables Report (AMA51) for all invoices for a
specific vendor.

This display appears when you choose option 3 (Open Payables by Vendor – All/
Specific Vendor) on the Open Payables Reports menu (AMAM42).

DATE **/**/** OPEN PAYABLES LISTING BY VENDOR OPTIONS AMA501 **

SPECIFIC VENDOR - ALL INVOICES

INCLUDE ALL COMPANIES <Y/N> A

OR ENTER COMPANY NUMBER nn

VENDOR NUMBER aaaaA6

CURRENCY <1/2> n
1 TRADING CURRENCY
2 LOCAL CURRENCY

F24 CANCEL THE JOB

What to do

Type in the information requested and press Enter. The report is scheduled for
printing.

Function keys

F24 CANCEL THE JOB causes the Open Payables Reports menu (AMAM42) to
appear. Any information you typed in is ignored. No report is printed.

Fields

[?] appears next to a field name in the following field definitions to identify a field
from which you can begin a master file search.

INCLUDE ALL COMPANIES <Y/N>. This is a required field. It appears on your

display if multicompany support is active. Type in Y or N.

OR ENTER COMPANY NUMBER. This is a required field if the response to the

previous field was N. Type in a valid company number 01 through 89. This field
appears only if multicompany support is active.

VENDOR NUMBER [?]. This is a required field. Type in the number of the vendor for
which the report is to be printed.
 AMAM42, option 4
Page 6-8
Contents Index

CURRENCY <1-2>. This is a required field. It appears if multi-currency support is

active. Type in the number that corresponds to the currency in which you want the net
amount calculated. The default is 1.
1. Trading currency
2. Local currency

Option 4. Open Payables Listing by Vendor–Halted/Specific Vendor

(AMAM42)
What information you need.
• Company number if you have multiple companies
• Type of currency (trading or local) if multi-currency is
active
• Vendor number if printing for a specific vendor.
What report is printed:. Open Payables Listing by Vendor–Halted/Specific Vendor
(AMAM42).
Note: An additional total line appears on the report
showing euro currency totals, if the vendor is euro-
participating.
What forms you need:. None.

AMA501—Open Payables Listing by Vendor–Specific Vendor–Halted

Invoices
Use this display to print the Open Payables report (AMA51) which shows halted
invoices for a specific vendor.

This display appears when you choose option 4 (Open Payables by Vendor – Halted/
Specific Vendor) on the Open Payables Reports menu (AMAM42).

DATE **/**/** OPEN PAYABLES LISTING BY VENDOR (OPTIONS) AMA501 **

SPECIFIC VENDOR - HALTED INVOICES

INCLUDE ALL COMPANIES <Y/N> A

OR ENTER COMPANY NUMBER nn

VENDOR NUMBER aaaaA6

CURRENCY <1-2> n
1 TRADING CURRENCY
2 LOCAL CURRENCY

F24 CANCEL THE JOB

 AMAM42, option 5
Page 6-9
Contents Index

What to do

Type in the information requested and press Enter. The report is scheduled for
printing.

Function keys

F24 CANCEL THE JOB causes the Open Payables Reports menu (AMAM42) to
appear. Any information you typed in is ignored. No report is printed.

Fields

[?] appears next to a field name in the following field definitions to identify a field
from which you can begin a master file search.

For a description of these fields, see “AMA501—Open Payables Listing by Vendor–

Specific Vendor–All Invoices” on page 6-7.

Option 5. Open Payables by Due Date (AMAM42)

What information you need:.
• Company number if you have multiple companies
• Type of currency (trading or local) if multi-currency is
active
• Vendor number
What report is printed:. Open Payables by Due Date (AMA52).
Note: An additional total line appears on the report
showing euro currency totals, if the vendor is euro-
participating.
What forms you need:. None.

AMA502—Open Payables by Due Date (Options)

Use this display to print the Open Payables by Due Date report (AMA52). This report
shows all open invoices in the order in which they are scheduled to be due.

This display appears when you choose option 5 (Open Payables by Due Date) on the
Open Payables Reports menu (AMAM42).
 AMAM42, option 5
Page 6-10
Contents Index

DATE **/**/** OPEN PAYABLES BY DUE DATE OPTIONS AMA502 **

INCLUDE ALL COMPANIES <Y/N> A

OR ENTER COMPANY NUMBER nn

DUE DATE FOR REPORT nnnnnn

CURRENCY <1-2> n
1 TRADING CURRENCY
2 LOCAL CURRENCY

F24 CANCEL THE JOB

What to do

Type in the information requested and press Enter. The report is scheduled for
printing.

Function keys

F24 CANCEL THE JOB causes the Open Payables Reports menu (AMAM42) to
appear. Any information you typed in is ignored. No report is printed.

Fields

INCLUDE ALL COMPANIES <Y/N>. This is a required field. It appears on your

display if multicompany support is active. Type in Y or N.

OR ENTER COMPANY NUMBER. This is a required field if the response to the

previous field was N. Type in a valid company number 01 through 89.

DUE DATE FOR REPORT. This is a required field. The date that is compared with
the invoice due date to determine whether the discount amount is to be subtracted
from the gross amount when calculating the net due amount for the invoice. If the due
date is earlier than this date, a discount is not shown. If you do not type in a date, the
system date is used.

CURRENCY <1-2>. This is a required field. It appears if multi-currency support is

active. Type in the number that corresponds to the currency in which you want the net
amount calculated. The default is 1.
1. Trading currency
2. Local currency
 AMAM42, option 6
Page 6-11
Contents Index

Option 6. Detail Aged Open Payables (AMAM42)

What information you need:.
• Company number if you have multiple companies
• Type of currency (trading or local) if multi-currency is
active
• Vendor number
What reports are printed:. Detail Aged Open Payables Report (AMA531)
Note: An additional total line appears on the report
showing euro currency totals, if the vendor is euro-
participating.
What forms you need:. None.

Option 7. Summary Aged Open Payables (AMAM42)

What information you need:.
• Company number if you have multiple companies
• Type of currency (trading or local) if multi-currency is
active
• Vendor number
What reports are printed:. Summary Aged Open Payables Report (AMA532)
Note: An additional total line appears on the report
showing euro currency totals, if the vendor is euro-
participating.

What forms you need:. None.

AMA503—Detail/Summary Aged Open Payables Report (Options)

Use this display to print the Detail Aged Open Payables report (AMA531) or the
Summary Aged Open Payables report (AMA532). You can define up to five aging
periods. A summary shows the total aging amounts.

This display appears when you choose option 6 (Detail Aged Open Payables) or
option 7 (Summary Aged Open Payables) on the Open Payables Reports menu
(AMAM42).
Note: If you chose option 6, the title of this display is Detail Aged Open Payables. If
you chose option 7, the title is Summary Aged Open Payables.
 AMAM42, option 7
Page 6-12
Contents Index

DATE **/**/** DETAIL/SUMMARY AGED OPEN PAYABLES REPORT OPTIONS AMA503 **

INCLUDE ALL COMPANIES <Y/N> A

OR ENTER COMPANY NUMBER nn

REPORT AS OF DATE nnnnnn

AGING DATES
DATE 1 nnnnnn
DATE 2 nnnnnn
DATE 3 nnnnnn
DATE 4 nnnnnn
DATE 5 nnnnnn

1=TRADING OR 2=LOCAL CURRENCY <1-2> n

F24 CANCEL THE JOB

What to do

Type in the information requested and press Enter. The report is scheduled for
printing.

Function keys

F24 CANCEL THE JOB causes the Open Payables Reports menu (AMAM42) to
appear. Any information you typed in is ignored. No report is printed.

Fields

INCLUDE ALL COMPANIES <Y/N>. This is a required field. It appears on your

display if multicompany support is active. Type in Y or N.

OR ENTER COMPANY NUMBER. This is a required field if the response to the

previous field was N. Type in a valid company number 01 through 89. This field
appears only if you indicated multiple companies during application tailoring.

REPORT AS OF DATE. The date that is compared with the invoice due date to
determine whether the discount amount is to be subtracted from the gross amount
when calculating the net due amount for the invoice. If the due date is earlier than this
date, a discount is not shown. Amounts due between two aging dates are reported on
the latter aging date. If you do not type in a date, the system date is used.

AGING DATES. You must type in at least one aging date. Type in dates in
chronological order that define aging periods. An invoice amount falls into an aging
period if its due date is earlier than the aging date for the period, but later than the
aging date for the preceding period. For example, if the due date is 12/11/**, and you
type in aging dates of 12/01/**, 12/10/**, and 12/15/**, the amount falls under the last
aging period. An amount due later than 12/15/** would not appear on the report. To list
all open invoices, use 99/99/** as last aging date.
DATE 1: The first date in chronological order to define the aging period.
 AMAM40, option 2
Page 6-13
Contents Index

DATE 2: The second date in chronological order to define the aging period.

DATE 3: The third date in chronological order to define the aging period.

DATE 4: The fourth date in chronological order to define the aging period.

DATE 5: The fifth date in chronological order to define the aging period.
Note: The euro currency total for aging is based on the current system date.

1=TRADING OR 2=LOCAL CURRENCY <1-2>. This field is required if multi-

currency support is active. Type in the number that corresponds to the currency in
which you want the net amount calculated. The default is 1.

The Detail Aged Open Payables report (AMA531) report shows all invoices in
sequence depending on your entry in the TRADING OR LOCAL CURRENCY field. If
you type in 1 for trading currency, the report is sequenced by company, vendor, and
due date. If you type in 2 for local currency, the report is sequenced by primary
currency, company, vendor, and due date.

Option 2. Vendor Analysis Report (AMAM40)

What information you need:. Sequence in which you want to print the report.
What report is printed:. Vendor Analysis Report (AMV741).
What forms you need:. None.

Option 3. Vendor Business Analysis Report (AMAM40)

What information you need:. Sequence in which you want to print the report.
What report is printed:. Vendor Business Analysis Report (AMV742).
What forms you need:. None.

This report prints statistical information for all vendors in descending sequence by
Y-T-D amounts.

When IFM is interfacing, these reports show statistics that represent the amount you
have been invoiced by the vendor. You will see statistics for amount this year, amount
last year, and amount to date.

AMV0C1—Vendor Analysis Report (Options)

Use this panel to select the print options and the sequence in which you want to print
the information on the Vendor Analysis Report (AMV741) or the Vendor Business
Analysis Report (AMV742). You can select a report sequence and the kind of vendors
to include.

This panel appears when multi-currency support is active or if MMS is interfacing and
you choose option 10 or 11 on the Purchasing Reports menu (AM6M40) or option 2 or
3 on the Accounts Payable Demand Reports menu (AMAM40).
 AMAM40, option 2
Page 6-14
Contents Index

The same panel appears for both reports; only the title changes, depending on the
option you select.

DATE **/**/** VENDOR ANALYSIS REPORT OPTIONS AMV0C1 **

REPORT SEQUENCE <1-2> n

1 PRIMARY CURRENCY/VENDOR NUMBER
2 VENDOR NUMBER/LOCAL CURRENCY

INCLUDE VENDORS <1-2-3> n

1 PRODUCTION ONLY
2 MRO ONLY
3 BOTH

F24 END OF JOB

What to do

Type in the information requested and press Enter. The report is scheduled for
printing.

Function keys

F24 END OF JOB ends processing, prints the Vendor Analysis Report (AMV741) or
the Vendor Business Analysis Report (AMV742) and returns you to the menu.

Fields

REPORT SEQUENCE <1/2>. This field appears only if multiple currency support was
selected during application tailoring. This is a required field. Type 1 to print the report
amounts in primary currency. Type 2 to print the report in vendor number sequence
and amounts in local currency. The default is 1.

INCLUDE VENDORS <1-2-3>. This field appears only if the Maintenance

Management System (MMS) is interfacing. It allows you to limit the amount of
information that prints on the report. This field does not appear if IFM is installed.

You can select to print information for only XA (production) vendors, only Maintenance
Repair and Overhaul (MRO) vendors, or both.
 AMAM50, option 1
Page 7-1
Contents Index

Chapter 7. Monthly General Ledger Entries

If you choose option 5 on the Main Menu (AMAM00), the secondary menu, Monthly
General Ledger Entries (AMAM50), appears. There are two options and one display
(AMV601) associated with Monthly General Ledger Entries processing.
Option 1. Print Temporary General Ledger Listing (AMAM50) ................................. 7-1
Option 2. Print Temporary General Ledger Listing and Clear Transactions ............. 7-3

AMAM50 Accounting Management Accounts Payable **********

Monthly General Ledger Entries

Type option or command; press Enter.

1. Print Temporary General Ledger Listing

2. Print Temporary General Ledger Listing and Clear Transactions

==> _________________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F10=Actions

F11=Job status F12=Return F22=Messages

Option 26.Print Temporary General Ledger Listing. Use this option to print the
Temporary General Ledger Listing (AMV61). This option is available if you indicated
General Ledger distribution during application tailoring.
Option 27.Print Temporary General Ledger Listing and Clear Transactions. Use
this option to print the Temporary General Ledger Listing (AMV61) and clear the listed
transactions from the file.

Option 1. Print Temporary General Ledger Listing (AMAM50)

This option is available only if you chose General Ledger distribution during
application tailoring. The Temporary General Ledger listing shows only Accounts
Payable transactions including entries generated by transaction gains/losses, bank
charges, revaluations, and partial payments. The transactions appear in the local
currency for the specified accounting period or month and year. If you are using a 13-
period accounting system, there is no distinction made between transactions posted
to the same period number but for different years. All transactions for the entered
period number are processed.
What information you need:. The processing period or month and year for which
the list is to be printed and the company numbers you want to
include on the report.
What report is printed:. Temporary General Ledger Listing (AMV61).
What forms you need:. None.
 AMAM50, option 1
Page 7-2
Contents Index

AMV601–Temporary General Ledger Print

Use this display to select the transaction records to list from the Temporary General
Ledger file.

This display appears if you select the appropriate option on General Ledger menus in
Accounts Payable, Accounts Receivable, Inventory Management, and Purchasing.

If IFM is installed, this display does not appear.

DATE **/**/** ******************* OPTIONS AMV601 **

TEMPORARY GENERAL LEDGER
PRINT

INCLUDE ALL COMPANIES <Y/N> A

OR ENTER COMPANY NUMBER nn

MONTH TO BE PROCESSED <01-12> nn

YEAR TO BE PROCESSED <00-99> nn

F24 CANCEL THE JOB

What to do

To print the report, type in the information requested and press Enter.

Function keys

F24 CANCEL THE JOB cancels processing and causes the menu to appear. No
listing prints.

Fields

INCLUDE ALL COMPANIES (Y/N). This is a required field. It appears only if you
indicated multiple companies during application tailoring. Type in Y to print and clear
for all companies. Type in N to print and clear for a single company.

OR ENTER COMPANY NUMBER. This field is required if you typed N in the

INCLUDE ALL COMPANIES field. Type in a company number from 01 through 89.

PERIOD TO BE PROCESSED <01-13> or

MONTH TO BE PROCESSED <01-12>. This is a required field. Only one of these
fields appears on the display. The field that appears depends on whether you
indicated period accounting or monthly accounting during application tailoring. Type in
 AMAM50, option 2
Page 7-3
Contents Index

the number of the month or period you want to use to print the Temporary General
Ledger file.

YEAR TO BE PROCESSED <00-99>. This field is required if it appears on the

display. This field appears if you indicated 12-month accounting during application
tailoring. Type in the last two digits of the year you want to use to print the Temporary
General Ledger file. The year that you enter will not be edited.

Option 2. Print Temporary General Ledger Listing and Clear

Transactions
This option is available only if you chose General Ledger distribution during
application tailoring. This option is not available if the General Ledger application is
installed and interfacing. If the General Ledger application is installed, only that
application can remove the transactions from the file. This occurs when General
Ledger closes a period. If the interface to General Ledger has been activated, you
must coordinate your activities with the activities of that application. In this way you
can ensure that General Ledger does not close a processing period and remove the
Accounts Payable transactions before you want them removed.

If you are not interfacing with General Ledger, the use of the security password
feature for this procedure will prevent the removal of Accounts Payable transactions
by an unauthorized system user. The Temporary General Ledger Listing may be used
as a source document for manual postings to your general ledger.

Printing and clearing the Temporary General Ledger performs critical updates to your
files. To lessen the chance that it is chosen accidentally, the application issues a
message warning that all AP and Purchasing transactions will be removed and asks
you to type in a response of 0 or 3.

If the job should not be run, type in 3. Otherwise, continue by typing in 0.

Note: This procedure should be initiated only after all payables transactions
(Purchase Invoice Journal and Cash Disbursements Journal) for a fiscal period have
been posted. It is important that you consider carefully the sequence in which you
process transactions and especially how you perform functions which may affect
other applications you are using. Monthly (period) close is one of these functions. The
following list of questions may help you to coordinate the Accounts Payable monthly
(period) close function with that of other applications.
• Are all transactions processed for the affected month and year or period?
• If the General Ledger application is installed but you are not interfacing with it, are
there manual transactions that must be made to General Ledger as a result of
Accounts Payable’s monthly close?
• If you interface with General Ledger, have you coordinated your monthly close
activities so that Accounts Payable is closed before General Ledger?
• Are there any other applications installed that affect the monthly close of Accounts
Payable or that are affected by Accounts Payable?
What information you need:. The accounting month and year or the accounting
period of the transactions you want to print.
What report is printed:. Temporary General Ledger Listing (AMV61).
What forms you need:. None.
 AMAM50, option 2
Page 7-4
Contents Index

AMV601–Temporary General Ledger Print and Clear

Use this display to select the transaction records to list and clear all transactions
associated with a general ledger account number for the period or month selected
from the file. You must run this option from the General Ledger main menu if the
General Ledger application is installed and interfacing.

This display appears if you select the appropriate option on the General Ledger menu
in Accounts Payable, Accounts Receivable, Inventory Management, and Purchasing.
The journal and line number for each transaction prints with debit or credit amounts
for each general ledger account. The control totals printed at the end of the report
highlight any out-of-balance conditions.

The journal and line number for each transaction prints with debit or credit amounts
for each general ledger account. The control totals printed at the end of the report
highlight any out-of-balance conditions.

Before you continue this task, make sure you have processed all entries for the period
or month. This option eliminates all transactions from the file for the period or month
selected. You can no longer print these transactions.

DATE **/**/** ******************* OPTIONS AMV601 **

TEMPORARY GENERAL LEDGER
PRINT AND CLEAR

INCLUDE ALL COMPANIES <Y/N> A

OR ENTER COMPANY NUMBER nn

MONTH TO BE PROCESSED <01-12> nn

YEAR TO BE PROCESSED <00-99> nn

F24 CANCEL THE JOB

What to do

To clear the general ledger entries and print the report, type in the information
requested and press Enter. The file is cleared.

Function keys

F24 CANCEL THE JOB cancels processing and causes the menu to appear. No
listing prints.
 AMAM50, option 2
Page 7-5
Contents Index

Fields

INCLUDE ALL COMPANIES (Y/N). This is a required field. It appears only if you
indicated multiple companies during application tailoring. Type Y to print and clear for
all companies. Type N to print and clear for a single company.

OR ENTER COMPANY NUMBER. This field is required if you typed N in the

INCLUDE ALL COMPANIES field. Type in a company number from 01 through 89.

PERIOD TO BE PROCESSED <01-13>

MONTH TO BE PROCESSED <01-12>. This is a required field. Only one of these
fields appears on the display. The field that appears depends on whether you
indicated period accounting or monthly accounting during application tailoring. Type in
the number of the month or period you want to use to print and clear the Temporary
General Ledger file.

YEAR TO BE PROCESSED <00-99>. This field is required if it appears on the

display. This field appears if you indicated 12-month accounting during application
tailoring. Type in the last two digits of the year you want to use to print and clear the
Temporary General Ledger file.
 Page 8-1
Contents Index

Chapter 8. Year-End Close

If you choose option 6 on the Main Menu (AMAM00), the Year-End Close menu
(AMAM60) appears. There is one display associated with the Year-End Close menu
and it appears when you choose option 5.
Option 1. Print Vendor Master Year-End Listing (AMAM60)..................................... 8-2
Option 2. Print Vendor Master Year-End Listing and Update (AMAM60) ................. 8-2
Option 3. Print 1099-MISC Report (AMAM60) ......................................................... 8-3
Option 4. Reset and Save NEC Calendar YTD Statistics (AMAM60)....................... 8-3
Option 5. Print 1099-MISC Forms (AMAM60) .......................................................... 8-3
Note: You should back up the master files when you are ready to close the year.
Choose option 4, Back Up/Recover/Reorganize, on the Cross Application Support
Master Menu (AMZM00).

If multi-currency support is active, all amounts that appear on the following reports
and forms are in both trading currency and local currency.

AMAM60 Accounting Management Accounts Payable **********

Year-End Close

Type option or command; press Enter.

1. Print Vendor Master Year-End Listing

2. Print Vendor Master Year-End Listing and Update Vendor Statistics
3. Print 1099-MISC Report
4. Reset and Save NEC Calendar YTD Statistics
5. Print 1099-MISC Forms

==> _________________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F10=Actions

F11=Job status F12=Return F22=Messages

Option 28.Print Vendor Master Year-End Listing. Use this option to print the
Vendor Master File Year-End Listing (AMA601). The balances printed on the listing
reflect the beginning totals for the new year when the vendor statistics are updated.
Option 29.Print Vendor Master Year-End Listing and Update Vendor Statistics.
Use this option to replace previous year-to-date balances, reset year-to-date
balances to zero (to provide proper vendor analysis for the next year), and print the
Vendor Master File Year-End Update listing (AMA602).
Note: You should run this option only once per calendar or fiscal year. When you
choose option 2, the previous year-to-date balances are replaced with data from the
current year-to-date. If the current year-to-date contains a zero balance, then a zero
amount will be moved into the previous year-to-date balance.

This option performs critical updates to your files. To lessen the chance that it is
chosen accidentally, the application issues a prompt to verify that you want to
continue the job now.

If the job should not be run, type in 3. Otherwise, continue by typing in 0.

 AMAM60, option 1
Page 8-2
Contents Index

Option 30.Print 1099-MISC Report. Use this option to print the 1099-MISC Report
(AMA61). This report can be run at any time and as often as necessary.
Option 31.Reset and Save NEC Calendar YTD Statistics. Use this option to reset
the current nonemployee compensation year-to-date amount to zero and save the
year-to-date amount into the previous year’s nonemployee compensation amount
field. The amounts printed are from the previous year NEC amount field in the Vendor
Master file. You should run this option only once per calendar or fiscal year.

Notes:
1. This procedure updates only those vendors with the NEC code equal to Yes in the
Vendor Master file.

2. When the prompt appears, if the job should not be run, type in 3. Otherwise,
continue by typing in 0.

3. Be sure to run option 4 before you run option 5 since the previous year’s NEC
amounts are printed on the 1099-MISC forms.

Option 32.Print 1099-MISC Forms. Use this option to print the Federal 1099-MISC
forms. The amounts printed are from the previous year’s NEC amount field in the
Vendor Master file.

Option 1. Print Vendor Master Year-End Listing (AMAM60)

Use this option at the end of the year in preparation for closing the year.

The listing prints all information in the Vendor Master file in vendor number sequence.
The report shows zero amounts for all year-to-date statistical amount fields and
shows this year values in the last year fields . The report prints with USA style
addresses only.

If multi-currency support is active and the vendor’s currency ID indicates a foreign

currency, amounts are printed in both trading currency and local currency.

Select option 1 to verify that the correct updates will be made. After verification, select
option 2 to perform the updates if you wish to perform the update.
What information you need:. None.
What report is printed:. Vendor Master File Year End Listing (AMA601)
What forms you need:. None.

Option 2. Print Vendor Master Year-End Listing and Update (AMAM60)

Select option 2 to set the Vendor Master file statistical amount fields to the values they
should be at the beginning of a new processing year. If multi-currency support is
active and the vendor’s currency ID indicates a foreign currency, amounts are
updated in both trading currency and local currency. Because option 2 causes
updates to the Vendor Master file, it is suggested that only an operator with security
clearance be allowed to initiate this procedure. Run this option only once per calendar
or fiscal year.

Vendor Master file amounts are maintained and reported in both trading and local
currency. No displays are associated with this menu option.
 AMAM60, option 3
Page 8-3
Contents Index

What information you need:. Authorization to close year end.

What report is printed:. Vendor Master File Year End Update Listing (AMA602)
What forms you need:. None.

Option 3. Print 1099-MISC Report (AMAM60)

Select option 3 to print the 1099-MISC Report by vendor number. This report prints
only local currency amounts, even when multi-currency support is active.
What information you need:. None.
What report is printed:. 1099-MISC Report (AMA61)
What forms you need:. None.

Option 4. Reset and Save NEC Calendar YTD Statistics (AMAM60)

Note: Run this option only once per calendar or fiscal year.

Select option 4 to save the current nonemployee compensation year-to-date amount

in the previous year’s nonemployee compensation amount field and reset the current
nonemployee compensation year-to-date amount to zero. If multi-currency support is
active, the amounts are reset in both trading currency and local currency. Be sure to
run option 4 before you run option 5 since the previous year’s NEC amounts are
printed on the 1099-MISC forms.
What information you need:. Authorization to update NEC data.
What report is printed:. None.
What forms you need:. None.

Option 5. Print 1099-MISC Forms (AMAM60)

Select option 5 to print the Federal 1099-Miscellaneous Forms by vendor number.
The forms use only local currency amounts, even when multi-currency support is
active.
What information you need:. All Payer’s information that you want to print on the
1099-MISC form.
What reports are printed:. None.
What forms are needed:. 1099-MISC forms

AMA651—Print 1099-MISC Forms (Options)

Use this display to type in the payer information that prints on the Federal 1099-
Miscellaneous Forms.

This display appears when you choose option 5 (Print 1099–MISC Forms) on the
Year-End Close menu (AMAM60).
Note: For information about forms alignment on the printer, refer to “Forms
alignment” discussion in the CAS User’s Guide.
 AMAM60, option 5
Page 8-4
Contents Index

DATE **/**/** PRINT 1099-MISC FORMS OPTIONS AMA651 **

TYPE PAYER'S INFORMATION WHICH WILL PRINT ON THE FORMS

COMPANY NAME aaaaaaaaaaaaaaaaaaaaaaaaaaaA30

ADDRESS LINE 1 aaaaaaaaaaaaaaaaaaaaaaaaaaaA30
ADDRESS LINE 2 aaaaaaaaaaaaaaaaaaaaaaaaaaaA30
CITY, STATE, ZIP aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA34
TELEPHONE NUMBER nnnnnnnnnn
FEDERAL ID NUMBER aaaaaaaaA11
MINIMUM NEC AMOUNT nnnnn.nn

INCLUDE ALL VENDORS WITH NEC AMOUNTS <Y/N> A

IF NO, TYPE NEC VENDOR SELECTION
FROM VENDOR aaaaA6
TO VENDOR aaaaA6

F24 CANCEL THE JOB

What to do

Type in the information requested and press Enter.

Function keys

F24 CANCEL THE JOB cancels processing and causes the Year-End Close menu
(AMAM60) to appear. The 1099-MISC forms do not print.

Fields

[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.

COMPANY NAME. This field is required. Type in your company name as you would
like it to appear on the 1099-Miscellaneous Forms.

ADDRESS LINE 1,2. These fields are required. Type in your company’s mailing
address.

CITY, STATE, ZIP. This field is required. Type in your company’s city, state, and
postal code.

TELEPHONE NUMBER. This field is required. Type in your company’s telephone

number.

FEDERAL ID NUMBER. This field is required. Type in your company’s federal

identification number.

MINIMUM NEC AMOUNT. Type in the NEC minimum amount for which you want
Federal 1099-Misc forms to print. Vendors with NEC amounts greater than or equal to
 AMAM60, option 5
Page 8-5
Contents Index

this amount will print. The default is zero, which will print all vendors with NEC
amounts.

INCLUDE ALL VENDORS WITH NEC AMOUNTS <Y/N>. This field is required. Type
in Y to include all the vendors with nonemployee compensation amounts. Type in N to
choose vendors you want to print. If you answer N, you must type in a range of
vendors in the From Vendor and To Vendor fields.

FROM VENDOR
TO VENDOR [?]. This field is required if you typed N in the INCLUDE ALL
VENDORS WITH NEC AMOUNTS field. Type in the beginning and ending vendor
numbers for which you want to print Federal 1099-Misc forms.
 Page 9-1
Contents Index

Chapter 9. File Maintenance

If you choose option 7 from the Main Menu (AMAM00), the File Maintenance menu
(AMAM70) appears. This menu has five options to allow you to maintain your files.
Option 1. Update General Ledger Master (AMAM70) .............................................. 9-2
Option 2. Update Vendor Master (AMAM70)............................................................ 9-6
Option 3. Update Open Payables (AMAM70)......................................................... 9-27
Option 4. Update Landed Cost Master (AMAM70)................................................. 9-31
Option 5. Update Bank Account Master (AMAM70) ............................................... 9-37

AMAM70 Accounting Management Accounts Payable **********

File Maintenance

Type option or command; press Enter.

1. Update General Ledger Master

2. Update Vendor Master
3. Update Open Payables
4. Update Landed Cost Master
5. Update Bank Account Master

==> _________________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F10=Actions

F11=Job status F12=Return F22=Messages

Option 33.Update General Ledger Master. Use this option to add, change, or delete
information in the General Ledger Master file. The General Ledger Master Entry/
Change Listing (AMV04) is printed.
Option 34.Update Vendor Master. Use this option to add, change, or delete
information in the Vendor Master file. The Vendor Master File Maintenance report
(AMV77) is printed.
Option 35.Update Open Payables. Use this option to change information in the
Open Payables file. The Open Payables File Maintenance report (AMA8A) is printed.
Option 36.Update Landed Cost Master. Use this option to add, change, or delete
information in the Landed Cost Master file. The Landed Cost Master File Maintenance
report (AMV08) is printed.
Option 37.Update Bank Account Master. Use this option to add, change, or delete
information in the Bank Account Master file. The Bank Account Master File
Maintenance report (AMA7D) is printed.
Note: Bank Account Master file maintenance allows the system to handle situations
if a company has multiple bank accounts.

Each bank account must have a Payment Method 1 record. The system rejects any
attempts to add any other payment method before Payment Method 1 has been
created. (The bank account balance for all payment methods within each account is
carried in this record.) You cannot delete a Payment Method 1 record for a bank
account if there are other payment methods on file. If there are no other payment
 AMAM70, option 1
Page 9-2
Contents Index

methods on file, you can delete a Payment Method 1 record regardless of the
balance.

Other types of changes to the Bank Account Master file are accomplished by using
the Cash Disbursements Processing (secondary menu AMAM20) and Bank
Reconciliation procedures.

Option 1. Update General Ledger Master (AMAM70)

This procedure does not apply if the General Ledger application is installed. For
installations with both Accounts Payable and General Ledger applications, all
maintenance to the General Ledger Master file is performed through the General
Ledger application. Consult with the General Ledger application users if you need to
add general ledger account numbers used by the Accounts Payable application to the
General Ledger Master file.

If the Payroll, Financial Analysis, or Accounts Receivable applications are installed,

they may also be using the General Ledger Master file. Therefore, before requesting
any changes to the file, consult with the other user departments to ensure that your
changes will not adversely affect them.

The following information applies only if you do not have the General Ledger
application installed.

There are two ways to perform General Ledger Master file maintenance when you
make additions, changes or deletions to the files:
• Enter transactions as necessary or as they occur.
• Accumulate transactions into manageable batches using the General Ledger
Master File Maintenance form (AP-20).
What information you need:. The company number if you have more than one
company, the general ledger account number, and the action
you want to take.
What report is printed:. General Ledger Master Entry/Change Listing (AMV04)
What forms you need:. AP-20

AMV041—General Ledger Maintenance (Select)

Use this display to choose the company and account you want to maintain and to
indicate the type of action you want to perform. This is the first display to appear when
you are maintaining the General Ledger Master file.

This display appears when you select option 5 on the Inventory Management General
Ledger Management menu (AMIMB3), option 11 on the Purchasing File Maintenance
menu, option 1 on the Accounts Payable File Maintenance menu (AMAM70), and
option 8 on the Accounts Receivable Master File Processing menu (AMRM20).
 AMAM70, option 1
Page 9-3
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DATE **/**/** SELECT AMV041 **

GENERAL LEDGER MAINTENANCE

COMPANY NUMBER nn

ACCOUNT NUMBER aaaaaaaaaaaaA15

ACTION CODE <A/C/D> A

F24 DISPLAY STATUS

What to do
• To add or update or delete a record in the General Ledger Master file (GELMAS),
type in the information requested and press Enter. The General Ledger
Maintenance display (AMV042) appears.
• To review the status of the changes you have made during this session, use F24.
The General Ledger Maintenance display (AMV043) appears.

Function keys

F24 DISPLAY STATUS causes the General Ledger Maintenance (Status) display
(AMV043) to appear.

Fields

[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.

COMPANY NUMBER. Required if the field appears on the display. Type in the
company number (1-89) for the general ledger record. This field appears only if
multiple companies are supported.

ACCOUNT NUMBER [?]. Required. Number used to classify business activity for
financial purposes.Enter the number for the account you want to maintain.

ACTION CODE <A/C/D>. Type in one of the following:

A. Add a record
C. Change an existing record
D. Delete an existing record.
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AMV042—General Ledger Maintenance (Add, Change, or Delete)

Use this display to add, change, or delete a general ledger record.

This display appears when you press Enter with no errors on the General Ledger
Maintenance (Select) display (AMV041).

DATE **/**/** ********** AMV042 **

GENERAL LEDGER MAINTENANCE
COMPANY ** ***************
ACCOUNT *************** DESCRIPTION aaaaaaaaaaaaaaaaaaaaaaA25
TYPE CODE * ********** ACCOUNT TYPE a2

F18 REFRESH SCREEN

F19 RETURN TO SELECT

What to do

Type in the information requested and press Enter. The General Ledger Master file is
updated and display (AMV041) appears again.

Function keys

F18 REFRESH SCREEN causes this display to appear again in its original form. Any
data that you typed is ignored.

F19 RETURN TO SELECT causes the General Ledger Maintenance (Select) display
(AMV041) to appear. Any data that you typed is ignored.

Fields

COMPANY. The company number and name that you entered on display AMV041. It
appears only if multiple companies are supported.

ACCOUNT. The account number that you entered on display AMV041.

DESCRIPTION. Required for a new record. Type in the description of the account.
For an existing record, change the description by typing over the old description.

TYPE CODE. Code indicating the accounting year for the record. Type in one of the
following:
1. Current year
 AMAM70, option 1
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2. Budget year
3. Previous year (history).

ACCOUNT TYPE. Required for a new record. You can change the account type of an
existing record. Type in one of the following to show the type of account:
AS. Asset
LI. Liability
IC. Income
EX. Expense.

AMV043—General Ledger Maintenance (Status)

Use this display to view the status of the General Ledger Master File maintenance
session and to end the job. You cannot enter or change any fields. The General
Ledger Master Entry/Change Listing (AMV04) is printed if you chose this option
during application tailoring.

This display appears when you use F24 DISPLAY STATUS on the General Ledger
Maintenance (Select) display (AMV041).

DATE **/**/** GENERAL LEDGER MAINTENANCE STATUS AMV043 **

SESSION STATUS
RECORDS ADDED *,***,*** RECORDS DELETED *,***,***
RECORDS CHANGED *,***,***

ENTER TO CONTINUE
F24 END OF JOB

What to do
• To update more records in the General Ledger Master file, press Enter. The
General Ledger Maintenance (Select) display (AMV041) appears.
• To end the session, use F24. The system schedules the General Ledger Master
Ledger Entry/Change Listing (AMV04) for printing.

Function keys

F24 END OF JOB causes the session to end and status information shown on the
display to print. If specified during application tailoring, before and after images of the
record changes are also printed.
 AMAM70, option 2
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Fields

SESSION STATUS.
RECORDS ADDED: The number of records that have been added during the
session.

RECORDS DELETED: The number of records that have been marked for
deletion during the session.

RECORDS CHANGED: The number of records that have been changed during
the session.

Option 2. Update Vendor Master (AMAM70)

Use this option anytime you need to add a new vendor to the Vendor Master file or to
change or delete vendor information already in the file.

If IFM is installed, vendor master maintenance is performed through Work with

Entities. In IFM the entity represents who you are paying; the assignee, and the
vendor represents who you purchased from. When an entity is created in IFM, and
designated as a vendor, two records are created. An assignee entity record is added
to the Entity files in IFM to record the pay to information. An assignee vendor record
is created in VENNAM in Purchasing to record the buy from information. After you
have created the entity, you can add additional vendors to it. This is used when you
buy from several vendor locations but pay to a consolidated receivables location.

If MMS is interfacing, this menu option is the sole point of entry for vendor information
for both production and MRO vendors. The Purchasing Vendor Master file (VENNAM)
will contain all vendors in the file, both production and MRO. The MRO Vendor file
(MVNMSP) will contain only MRO vendors. When an MRO vendor is created,
maintained, or deleted in Purchasing, the corresponding action is performed
immediately in MMS.

Updating the Vendor Master file is controlled by two levels of application security. The
first level is the security required for normal file maintenance. This security level
allows you to change vendor descriptive data such as name, address and telephone
number. The second level of security allows you to also change the monetary
information stored in the Vendor Master file. Since changing amount fields could
cause the vendor reports to show inaccurate data, it is recommended that the use of
the second security level be restricted to management. Normally, there should be no
reason to change amount fields because the application automatically updates them
with payments, discounts, reversals, and credit memos. When IFM is installed, the
amount to date, amount last year, and amount year to date (local and trading) fields
are updated when IFM invoices. See the IFM User’s Guide for information on
resetting vendor statistics yearly.

Amount fields are reset as part of the year-end update procedure, if you have
Accounts Payable installed and interfacing. During file maintenance, field amounts
containing monetary information should be changed only when absolutely necessary.

Since the Vendor Number field is alphanumeric, the field is not right justified; blanks
are significant. Remember to enter the vendor number exactly as you want it to
appear. If you want to enter Vendor Number 100 and use the Field Exit key, the
 AM6M60, option 2
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Contents Index

vendor number will always be 100 blank blank blank (100 ). If you enter blank blank
blank 100 ( 100), the system recognizes that as a different vendor.

Before you assign a unique number to your vendors, you may want to consider that
the Vendor Master file keeps only one set of statistics for each vendor, regardless of
the company with whom the vendor was doing business. If a vendor does business
with several companies, there are no separate statistics on how much business was
done with each company.

However, an easy way to get vendor statistics by company is to assign the vendor
number so the first two digits represent the company involved and the last four digits
represent the unique vendor. For example, vendor 1234 does business with
companies 01, 02, and 03.

If you want statistics by company, create three Vendor Master records with vendor
numbers 011234, 021234, and 031234. An advantage to using this scheme is that
you can print the information by company for any menu option that allows you to enter
a range of vendor numbers. For example, you can print the Open Purchase Orders
report for company number 02 by entering a range of vendors 020000 to 029999.

There are two ways to update the Vendor Master file with additions, changes and
deletions:
• Enter file maintenance transactions as they occur.
• Accumulate transactions into conveniently sized batches using the appropriate
data entry forms.

When you are ready to maintain files, choose the appropriate option on the menu.
When the Select display appears, enter the information requested as well as an action
code to specify the type of maintenance you want to do. Depending on which action
was specified, you can add or change the information in the fields. If you chose to
delete information, the Vendor Master file record appears on the display. Press Enter
to delete the record. The Select display appears again allowing you to maintain
another record. A record cannot be deleted if there are any amounts in the vendor
statistics fields.

Before you begin the session, have the necessary vendor numbers to locate the files
you want to change. If you selected the option that provides file maintenance listings
during application tailoring, you will receive a report. This report shows each file
maintenance transaction entered. It is strongly recommended that you request and
retain these reports since they can provide an audit trail of file maintenance
transactions. Otherwise, in order to have a record of all changes made to the Vendor
Master file, you will have to request and keep a listing of the Vendor Master file each
time file maintenance is performed.
What information you need:. Form AP-21.
What reports are printed:. Vendor Master File Maintenance (AMV77)

The basic steps for performing this task follow each display.

AMV771—Vendor Master–File Maintenance (Select)

Use this panel to specify the vendor master record you want to maintain and to
indicate the kind of maintenance you want to perform.
 AM6M60, option 2
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This panel appears when you choose option 2 (Vendor Master) on the File
Maintenance menu. It does not appear if IFM is installed.

Date **/**/** Vendor Master Select AMV771 **

File Maintenance

Vendor number . . . . . . aaaaA6

Action code <A/C/D/S/R/X> a

A - Add
C - Change
D - Delete
S - Suspend
R - Reactivate
X - Copy

Last updated
Vendor number ******

F24=Status

What to do

Type the information requested and press Enter. The appropriate panel for the action
you selected appears.

Function keys

F24=Status causes the Vendor Master—File Maintenance (Status) panel (AMV776)

to appear.

Fields

[?]. Appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.

Vendor number [?]. This field is required. Type the vendor number.

If MMS is interfacing, vendor number is edited against both Purchasing’s Vendor

Master and MMS’s Vendor Master to determine if the number is a production vendor,
an MRO vendor, or both.

If you are entering an MRO vendor number, remember that it can be only six
characters in length, even though MMS allows vendor numbers of eight characters.

Action code <A/C/D/S/R/X>. This field is required. Type one of the following codes:
A. Add a record
C. Change an existing record
D. Delete an existing record
S. Suspend an existing record
R. Reactivate an existing record.
 AM6M60, option 2
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X. Copy an existing record.

Note: Suspended vendors are used only by the Purchasing application. Existing
purchase orders for a suspended vendor can be processed to completion. If a vendor
is suspended, new purchase orders cannot be entered if they reference a suspended
vendor. Suspended vendors still can be used for invoicing and for assignee
addressing for mailing checks.

If you choose to delete a vendor, be aware of the following:

The system will not delete the vendor if open payables exist for the vendor. The
system checks OPNPAY to make sure the vendor is not used as a vendor or assignee
on an invoice.

The system checks POMAST for the vendor, and does not delete if any POs exist for
that vendor.

The system will not delete the vendor if any quotes, contracts, or vendor/item records
exist for that vendor. You cannot delete a vendor if there are any nonzero amounts for
Year-to-Date and Last year statistics in the Vendor Master record.

Last updated Vendor number. The last vendor record that was maintained.

AMV772—Vendor Master–File Maintenance (Add/Change) (Page 1 of 3)

Use this panel to add or change an existing record in the Vendor Master file.

This panel is the first of three panels to appear when you enter A or C in the Action
Code field on the Vendor Master—File Maintenance (Select) panel (AMV771). If IFM
is installed, this panel appears in Change mode when you select option 2=Change by
the vendor in Work with Vendors.

Some of the fields on this panel do not appear when IFM is installed. Function keys F3
and F12 appear to return you to Work With Vendors, and F16 appears so you can
delete a vendor. F19 and F24 do not appear.

If a note exists for this vendor, an icon @ appears on the second line in the right
corner of this panel.
 AM6M60, option 2
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Contents Index

Date **/**/** Vendor Master - File Maintenance Add AMV772 **

Page 1 of 3 @
Vendor ****** MRO A Address format n
Name aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35 Abbreviation aaaaaaaA10
Address 1 aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35
Address 2 aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35
Address 3 aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35
City aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35

State A2 Country aA3 Postal code aaaaaaaaA10

Telephone aaaaaaaaaaaaaaaaaA20 Fax number aaaaaaaaaaaaaaaaaA20
Contact aaaaaaaaaaaaaaaaaaaaaaA25

Require PO accept A Send closeout acknowledgement A

Allow multiple items on a PO A Allow multiple ship-to on PO A
Allow blanket order A Print vendor catalog number on PO A
Print engineering drawing on PO A
Our customer no. aaaaaaaaaaaaaaaaaA20
Ship via aA3 aaaaaaaaaaaaA15 FOB aA3 aaaaaaaaaaaaA15
Terms aA3 aaaaaaaaaaaaaaaaaaaaaaA25 Default GL Acct. aaaaaaaaaaaaA15
Currency aA3 *************** Last payment nn/nn/nn
Alt curr aA3 *************** Last maintenance **/**/**

F8=Forward F10=VAT F15=Notes F18=Refresh F19=Select F24=Status

What to do

Type the information you need and press Enter. The second of three panels appears
so you can continue adding or changing vendor information.

Function keys

F8=Forward causes the Vendor Master—File Maintenance (Add/Change) panel

(Page 2 of 3) to appear.

F10=VAT causes the EEC VAT (European Economic Community Value Added Tax)
pop-up window to appear.

F15=Notes allows you to access the Note Tasks function. If a note exists, @ appears
in the upper right corner of the panel. For more information on this function, see the
Planning and Installing Infor ERP XA book.

F18=Refresh ignores any information you typed and shows you the panel as it
originally appeared.

F19=Select ignores any information you entered and shows you the Vendor Master—
File Maintenance (Select) panel (AMV771) again. No file updating occurs. This
function key does not appear if IFM is installed.

F24=Status causes the Vendor Master—File Maintenance (Status) panel (AMV776)

to appear. This function key does not appear if IFM is installed.

Fields

[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.
 AM6M60, option 2
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When IFM is installed and this is the assignee vendor, the vendor number, name,
address lines, city, state, country, and postal code fields are output only and come
from the entity. The vendor number is the entity ID and assignee is always blank,
because you cannot assign this record to a different assignee vendor here. Telephone
and Fax number fields contain the first telecom number from the entity that is
designated as office telephone and fax, respectively.

When IFM is installed and this is the buy from vendor, the vendor number, name,
address and telephone information are input capable. In this case, the assignee
number is the entity ID and it cannot be changed.

IFM initially defaults a buy-from address to the entity’s address, but you can change it.
If the entity’s address changes, the change will be propagated to all unmodified buy-
from addresses.

Vendor. The number of the vendor you typed on the Vendor Master—File
Maintenance (Select) panel (AMV771).

MRO. This field appears only if the Maintenance Management System (MMS) is
interfacing. It is required. Accept the default N (no) or type Y (yes) to indicate that you
can order MRO items from this vendor. You cannot make a miscellaneous vendor
(000000) an MRO vendor. When maintaining an MRO vendor, the following fields
must be valid both in Purchasing and MMS: STATE, FOB, SHIP VIA, TERMS, and
CURRENCY ID.

Address format. A code that determines how name and address are presented on
panels and documents. With the three format types (0, 1, 2), you get a maximum of
six lines of name and address information. The default code is 0 (US style).

On panels, Address formats 0 (US style) and 1 (International style) appear as Name;
Address lines 1-3; City, which becomes Address line 4; and State, Country, and Postal
Code, which become Address line 5. For Address format 2 (free or free-form), you
see Name and Address lines 1-5.

When using Address format 2 (Free), you still see the State, Country, and Postal Code
fields on the panel; however, they are for information only. These fields are not
included in the formatting routine for addressing documents. You need to add that
information as part of Address lines 1-5. You can enter the State, Country, and Postal
Code fields separately if you have user defined queries or reports that need to
recognize the fields.

The formatted results for Address formats 0 and 1 are shown in the following table.
When an address is used on a document, it gets formatted in a particular way,
depending on the Address format. The formatted results that would appear on a
document (for example, a purchase order) are shown in the following table. Format 2
(Free) is not shown; it prints the formatted results exactly the way you entered it.
Table 9-1. US and International address formats
Format 0 = US Format 1 =International
Name Name
Address 1 Address 1
Address 2 Address 2
Address 3 Address 3
 AM6M60, option 2
Page 9-12
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Table 9-1. US and International address formats

Format 0 = US Format 1 =International
City State Postal Country Postal City
Country State

The format description of US for 0, International for 1, and Free for 2 appears beside
the format type.

These values for Address format flag are used only by the AP and Purchasing
applications. You can change from format 0 to 1, to 2, and back again. The panel
adjusts the address fields based on format type.
Note: COM and IFM use the values of 1, 2, and 3, instead of 0, 1, and 2, in the
Address format field.

Name. This is a required field. Type the vendor's name.

Abbreviation. This is a required field. Type the abbreviated name for the vendor.

Address 1, 2, and 3. These fields are for the vendor's address. Type the address for
the vendor. If you select Address format 2, City is replaced with Address line 4, and
Address line 5 appears.

City. Type the name of the city where the vendor is located. If you are using Address
format 2, this field appears as Address 4 so you can use a free format.

State. Type the 2-character abbreviation of the state where the vendor is located. This
must be a valid state code as defined through VAT Tables Maintenance, menu
AMZMBA. When using Address format 2, this field is information only, as it should
also be typed on one of the Address lines to be included in the formatted address.

Country. Type the 3-character abbreviation of the name of the country where the
vendor is located. This must be a valid country code as defined through VAT Tables
Maintenance, menu AMZMBA. When using Address format 2, this field is information
only, as it should also be typed on one of the Address lines to be included in the
formatted address.

Postal code. Type the designated code assigned by the postal authorities for the
vendor's address. When using Address format 2, this field is information only, as it
should also be typed on one of the address lines to be included in the formatted
address.

Telephone. Type the vendor's telephone number.

Contact. Type the name of the person you contact for business with this vendor. If
this is an MRO vendor, you cannot enter more than 15 characters.

Fax number. Type the telephone number for the vendor's facsimile system.

Accounts Payable displays the next 12 fields only if Purchasing is installed and active.

Require PO accept. This is a required field. The default is N. Accept the default if the
vendor is not required to accept the conditions of the purchase order or type Y to
 AM6M60, option 2
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Contents Index

indicate the vendor will confirm acceptance of purchase orders. If you enter Y, a
Vendor Accept (VA) transaction is required.

Send closeout acknowledgment. The default is N. Accept the default or type Y to

print closeout acknowledgments for the vendor when the purchase order is closed.

Allow multiple items on a PO. The default is Y. Accept the default or type N if the
vendor does not allow multiple items on a purchase order.

Allow multiple ship-to on PO. The default is Y. Accept the default or type N if the
vendor does not accept multiple delivery points.

Allow blanket orders. The default is Y. Accept the default or type N if the vendor
does not handle blanket orders. Blanket orders are a series of deliveries on different
dates for the same item.

Print vendor catalog number on PO. The default is Y. Accept the default or type N if
the vendor does not require vendor catalog numbers on purchase orders.

Print engineering drawing on PO. The default is N. Accept the default or type Y if
the vendor requires engineering drawing numbers on purchase orders.

Our customer number. Type the number that the vendor uses to identify your
company in the vendor’s receivables system.

Ship via [?]. Type the code for the method normally used for deliveries from this
vendor. After you press Enter, the Ship via description is retrieved from the Ship Via
Master file. Optionally, you can leave the code blank and type the Ship via description
you want associated with this vendor. You do not need to enter both a code and a
description.

FOB (Free on board) [?]. Type the FOB code that applies to the vendor. When you
press Enter, the description is retrieved. Optionally, you can leave the code blank and
type the FOB description you want associated with this vendor. You do not need to
enter both a code and a description.

Terms[?]. Type the terms code that applies to the vendor. When you press Enter, the
description is retrieved. Optionally, you can leave the code blank and type the terms
description you want associated with this vendor. You do not need to enter both a
code and a description. When IFM is installed, searching on this field gives the IFM
terms.

Default GL Acct. This field is used by Accounting Management users only. This field
enables you to perform fast-path Accounts Payable invoicing for a vendor from which
you have a set purchasing requirement. The GL account specified here is generated
into the line item record on an AP invoice record for this vendor, allowing you to skip
any detail transaction entry. Invoices created in this manner require only entries into
the Control Gross Amount section on the invoice header record (AMV161), and do not
support entries into the other Control fields (such as Freight, Special Charges, etc.).

Currency [?]. This field appears only when multi-currency processing is active. Type
the currency ID that applies to this vendor. If AP is installed, or if this is an MRO
vendor, you cannot change the currency ID.
 AM6M60, option 2
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Alt Currency [?]. This field appears only when multi-currency processing is active.
Type the alternate currency ID that applies to this vendor. This is an alternative to the
trading currency when the trading currency is euro or euro-participating. It allows a
transaction to be printed or to appear in a currency other than the transaction’s trading
or local currency.

Last payment. Type the date you last paid the vendor. This field does not appear
when IFM is installed.

Last maintenance. The last date the record was maintained.

To display EEC VAT fields. Use F10=VAT from panel AMV772, AMV773, AMV774,
AMV775, AMV778, or AMV779, and a pop-up window appears.

Date **/**/** Vendor Master Change AMV773 **

File Maintenance

Vendor ****** **** __________________________________________

*MRO* | Vendor Master |
Year-to-date: n| Type information, then press Enter. |
| |
Amount n| EEC VAT fields: |
Discount taken n| |
Discount lost n| Delivery terms code aA3 **************|
NEC amount n| Transaction code A2 **************|
| Transport code A2 **************|
Last year: | Port of entry code aaaaA6 **************|
Amount n| EEC country code *** **************|
Discount taken n| EEC state code ** **************|
Discount lost n| |
NEC amount n| F12=Cancel F18=Refresh |
|__________________________________________|

What to do

Type the information requested and press Enter.

Function keys

F12=Cancel causes the previous panel to appear.

F18=Refresh ignores any information you entered and shows you the panel as it
originally appeared.

Fields

[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.

EEC VAT fields. The following fields must be valid codes defined through VAT Tables
Maintenance, menu AMZMBA, or you can use the search here to access the edit
functions.

Delivery terms code [?]. This field identifies the normal delivery terms used for
shipments from the vendor.
 AM6M60, option 2
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Contents Index

Transaction code [?]. This field identifies the normal nature of transaction used for
shipments from the vendor.

Transport code [?]. This field identifies the normal mode of transport used for
shipments from the vendor.

Port of entry code [?]. This field identifies the normal port of entry for goods.

EEC country code (European Economic Community country code) [?]. This field
cannot be changed. It identifies the member country for the vendor within the EEC. It
is associated with the vendor country you entered on panel AMV772.

EEC state code (European Economic Community state code) [?]. This field
cannot be changed. It identifies the vendor state within the EEC country. It is
associated with the vendor state you entered on panel AMV772.
Note: To enter a different EEC country or state code, return to panel AMV772.

AMV778—Vendor Master–File Maintenance (Add/Change) (Page 2 of 3)

Use this panel to continue to add or change a record in the Vendor Master File.

This panel appears when you use F8 or press Enter with no errors on the Vendor
Master--File Maintenance (Add or Change) panel (AMV772) (Page 1 of 3).

Some of the fields on this panel do not appear when IFM is installed. Function keys F3
and F12 appear to return you to Work With Vendors in place of function keys F19 and
F24 when IFM is installed.

Date **/**/** Vendor Master - File Maintenance Add AMV778 **

Page 2 of 3
Vendor ****** **********************************
*MRO* ***********************************
Assignee number aaaaA6 aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35
Tax city aaaaaaaA10
Tax county aaaaaaaA10
Bank 1 aaaaaaaaaaaaaaaaaA20 Bank 2 aaaaaaaaaaaaaaaaaA20
Fed T/P ID aaaaaaaaA11 NEC (Y/N) a
Tax suffix aaaA5
Tax ID 1 aaaaaaaaaaaaA15 Tax ID 2 aaaaaaaaaaaaA15
Landed cost aA3 Enterprise aaaaA6
Shipping profile aaaaA6 Planning profile aaaaA6

Media Flags Print EDI Fax Fax number ********************

Remittance advice A A A aaaaaaaaaaaaaaaaaA20
Purchase orders A A A aaaaaaaaaaaaaaaaaA20
Purchase order changes A A A aaaaaaaaaaaaaaaaaA20
Quotes A A A aaaaaaaaaaaaaaaaaA20
Receiving advice A
Shipping schedules A A A aaaaaaaaaaaaaaaaaA20
Planning schedules A A A aaaaaaaaaaaaaaaaaA20

F7=Backward F8=Forward F10=VAT F18=Refresh F19=Select F24=Status

What to do

Type the information requested and press Enter.

 AM6M60, option 2
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Function keys

F7=Backward causes the previous panel to appear.

F8=Forward causes the next panel to appear.

F10=VAT causes the EEC VAT (European Economic Community Value Added Tax)
pop-up window to appear.

F18=Refresh ignores any information you entered and shows you the panel as it
originally appeared.

F19=Select ignores any information you entered and shows you the Vendor Master-
File Maintenance (Select) panel (AMV771) again. No file updating occurs. This
function key does not appear when IFM is installed.

F24=Status causes the Vendor Master--File Maintenance (Status) panel (AMV776) to

appear. This function key does not appear when IFM is installed.

Fields

[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.

Vendor. The number and name of the vendor.

*MRO* . The MRO indicator appears under the vendor number if you entered Y in the
MRO field on panel AMV772. This field appears only when MMS is interfacing.

Assignee number. Type a vendor number that refers to an address, other than the
vendor address, where payment is to be sent.

Tax city [?]. The IFM tax city that has taxing authority for this vendor. This field
appears only when IFM is installed. A valid state and country are required to enter this
field.

Tax county [?]. The IFM tax county that has taxing authority for this vendor. A valid
state and country are required to enter this field. This field appears only when IFM is
installed.

Bank 1 and 2. Additional bank account information you want to maintain for this
vendor. This field is for information purposes only. It is not used when IFM is installed.

Fed T/P ID (Federal tax payer's identification number). Type the vendor's federal
identification number. This field does not appear when IFM is installed.

NEC (Y/N). Type Y if this vendor receives nonemployee compensation. This field
does not appear when IFM is installed.

Tax suffix. Type a vendor classification for tax purposes. For example, if you are not
required to collect tax from a customer, you assign a tax suffix such as NOTAX to the
customer.
 AM6M60, option 2
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Tax ID 1 and 2. Type the identification numbers assigned to the vendor by the
government. Theses field do not appear when IFM is installed.

Landed cost. Type a code you assigned to control how landed cost uplifts are applied
to vendor's invoices. The code you type must reference a record in the Landed Cost
Master file. This field does not appear when IFM is installed.

Enterprise code. Type the group code that applies to the vendor. This field does not
appear when IFM is installed.

Shipping profile [?]. Type the identifier of the shipping profile that applies to the
vendor. This field is used only by Purchasing to create EDI 862 Shipping Schedules.
In addition to the shipping profiles you create, there are two other valid values.
*NONE indicates Shipping Schedules are not created for this vendor; normal PO’s are
created. *DAILY indicates that PO’s entered for this vendor will print or be sent via
EDI as daily Shipping Schedules.

Planning profile [?]. Type the identifier of the purchase planning profile that applies
to the vendor. This field is used only by Purchasing and MRP to create EDI 830
Planning Schedules.

Media flags. The media flags appear only if either EC or Fax is installed. If only EC is
installed, you see the Print and EDI fields. If only Fax is installed, you see the Print
and Fax fields. If both EC and Fax are installed, you see the Print, EDI, and Fax
fields.
Remittance advice: Type Y in the appropriate Print, EDI, or Fax fields to indicate
how remittance advices are to be sent for this vendor. This field is used only by
Accounts Payable or IFM.

Purchase orders: Type Y in the appropriate Print, EDI, or Fax fields to indicate
how purchase orders are to be sent for this vendor. This field is used only by
Purchasing.

Purchase order changes: Type Y in the appropriate Print, EDI, or Fax fields to
indicate how purchase order changes are to be sent for this vendor. This field is
used only by Purchasing.

Quotes: Type Y in the appropriate Print, EDI, or Fax fields to indicate how quotes
are to be sent for this vendor. This field is used only by Purchasing.

Receiving advice: Type Y in the EDI field to indicate how receiving advices are to
be sent for this vendor. This field is used only by IM. There is no separate media
flag to print a receiving advice. Receiving advice information prints on the
Advance Shipping Notice in IM.

Shipping schedules: Type Y in the appropriate Print, EDI, or Fax fields to

indicate how shipping schedules are to be sent for this vendor. This field is used
only by Purchasing.

Planning schedules: Type Y in the appropriate Print, EDI, or Fax fields to

indicate how purchase planning schedules are to be sent for this vendor. This
field is used only by Purchasing and MRP.

Fax number. The default fax telephone number for the vendor (that was entered on
panel AMV772) is displayed to the right of the field heading. Type the override fax
 AM6M60, option 2
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Contents Index

telephone number, if any, for each document that can be faxed in the field to the right
of the fax flag. If Y appears in the media flag field, either a default fax number or an
override fax number must be specified.

Fax telephone numbers in Telex/Fax/400 contain only the characters actually used in
dialing. Any other characters are removed by the Fax interface as it formats the
number for storage in its Short Code file. If characters are being removed from the
default fax number, it is displayed in reverse image.

AMV773—Vendor Master–File Maintenance (Add/ Change) (Page 3 of 3)

Use this panel to add or change a record in the Vendor Master File. If multi-currency
support is active, you can do one of the following:
• Enter both trading and local currency amounts; no conversion occurs
• Enter the trading currency amount and use the currency conversion routine to
calculate the local currency amount at the latest exchange rate
• Enter the local currency amount and use the currency conversion routine to
calculate the trading currency amount at the latest exchange rate.
• Maintain EEC VAT (European Economic Community Value Added Tax)
extensions on a pop-up window.

This panel appears when you use F8 or press Enter with no errors on the Vendor
Master--File Maintenance (Add or Change) panel (AMV778) (Page 2 of 3).

Some of the fields on this panel do not appear when IFM is installed. Function keys F3
and F12 appear to return you to Work With Vendors in place of function keys F19 and
F24 when IFM is installed.
Note: You must have second level security clearance to use this panel.

Date **/**/** Vendor Master - File Maintenance Add AMV773 **

Vendor ****** ***********************************
*MRO*

Year-to-date: *** *************** *** ***************

Amount nnnnnnnnnnnnn.nn- nnnnnnnnnnnnn.nn-
Discount taken nnnnnnnnnnnnn.nn- nnnnnnnnnnnnn.nn-
Discount lost nnnnnnnnnnnnn.nn- nnnnnnnnnnnnn.nn-
NEC amount nnnnnnnnnnnnn.nn- nnnnnnnnnnnnn.nn-
Last year:
Amount nnnnnnnnnnnnn.nn- nnnnnnnnnnnnn.nn-
Discount taken nnnnnnnnnnnnn.nn- nnnnnnnnnnnnn.nn-
Discount lost nnnnnnnnnnnnn.nn- nnnnnnnnnnnnn.nn-
NEC amount nnnnnnnnnnnnn.nn- nnnnnnnnnnnnn.nn-
To date:
Amount nnnnnnnnnnnnn.nn- nnnnnnnnnnnnn.nn-

Payment method code aA3

DFI ID number qualifier aA3 DFI ID number aaaaaaaaaaA13
Account number qualifier aA3 Account number aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA
35

F7=Backward F10=VAT F17=Accept F18=Refresh F19=Select F24=Status

What to do

Type the information requested and press Enter.

 AM6M60, option 2
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Contents Index

Function keys

F7=Backward causes the previous panel to appear.

F10=VAT causes the EEC VAT (European Economic Community Value Added Tax)
pop-up window to appear.

F17=Accept allows you to continue with the next record even though the application
issues a warning message for an error that you cannot correct now. Eventually, you
must correct the error.

F18=Refresh ignores any information you entered and shows you the panel as it
originally appeared.

F19=Select ignores any information you entered and shows you the Vendor Master--
File Maintenance (Select) panel (AMV771) again. No file updating occurs. This
function key does not appear when IFM is installed.

F24=Status causes the Vendor Master--File Maintenance (Status) panel (AMV776) to

appear. This function key does not appear when IFM is installed.

Fields

[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.

Vendor. The number and name of the vendor.

*MRO* . The MRO indicator appears under the vendor number if you entered Y in the
MRO field on panel AMV772. This field appears only if MMS is interfacing.

Year-to-date. If multi-currency support is active, the heading indicates the currency

ID and description of the amounts being displayed. If currency ID was changed on the
previous panel, the heading here reflects the new currency description and the trading
amounts display “converted” to the new currency. If multi-currency support is not
active, “Amounts” appears as the heading instead of a currency ID and description on
the panel.
Amount: The amount you have paid year-to-date to the vendor. When IFM is
installed, this is the amount you have invoiced year-to date.

Discount taken: The amount of discount you have received year-to-date from the
vendor. This field does not appear when IFM is installed.

Discount lost: The amount of discount lost year-to-date because of late

payment. This field does not appear when IFM is installed.

NEC amount: The amount paid for services furnished by the vendor year-to-date.
This field does not appear when IFM is installed.

Last year.
Amount: The amount you paid last year to the vendor. When IFM is installed, this
is the amount you invoiced last year.
 AM6M60, option 2
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Contents Index

Discount taken: The amount of discount received from the vendor last year. This
field does not appear when IFM is installed.

Discount lost: The amount of discount lost last year because of late payment.
This field does not appear when IFM is installed.

NEC amount: The amount paid for services furnished by the vendor last year.
This field does not appear when IFM is installed.

To date.
Amount: The total amount to date for this vendor. When IFM is installed, this is
the amount invoiced to date.

The following fields appear only if Electronic Commerce (EC) is installed:

Payment method. The method of funds transfer to be used for this vendor. Used on
remittance advice.

DFI ID number qualifier. The user-defined code identifying the type of Depository
Financial Institution (DFI) associated with this vendor.

DFI ID number. The Depository Financial Institution (DFI) number to be used for this
vendor.

Account number qualifier. The user-defined code identifying the type of bank
account used in EFT for this vendor.

Account number. The EFT bank account number to be used for this vendor.

AMV774—Vendor Master–File Maintenance (Delete, Suspend, or

Reactivate) (Page 1 of 3)
Use this panel to view information that is to be deleted, suspended, or reactivated
depending on the action you selected on the Select panel (AMV771). If you decide
not to take any action on the record that appears on the panel, use F19 to return to the
Select panel (AMV771).

This panel appears when you enter D, S, or R in the Action Code field on the Select
panel. It is informational only. You cannot enter or change any fields. When IFM is
installed, this panel appears when you use F16 on the Add/Change panel.

Some of the fields on this panel do not appear when IFM is installed. Function keys F3
and F12 appear to return you to Work With Vendors in place of function keys F19 and
F24 when IFM is installed.

If a note exists for this vendor number, an icon @ appears on the second line in the
right corner of this panel.
 AM6M60, option 2
Page 9-21
Contents Index

Date **/**/** Vendor Master -

File Maintenance ******* AMV774 **
Page 1 of 3 * @
Vendor ****** MRO * Address format *
Name *********************************** Abbreviation **********
Address 1 ***********************************
Address 2 ***********************************
Address 3 ***********************************
City ***********************************

State ** Country *** Postal code **********

Telephone ******************** Fax number ********************
Contact *************************

Require PO accept * Send closeout acknowledgement *

Allow multiple items on a PO * Allow multiple ship-to on PO *
Allow blanket order * Print vendor catalog number on PO *
Print engineering drawing on PO *

Ship via *** *************** Our customer no. ********************

Terms *** ************************* FOB *** ***************
Currency *** *************** Last payment **/**/**
Alt curr *** *************** Last maintenance **/**/**

F8=Forward F10=VAT F15=Notes F19=Select F24=Status

What to do

Review the information on the panel. Press Enter and go to the next panel. All pages
of the vendor information appear in Delete mode before the vendor is deleted.

If you do not have security authorization to go to the next panel, a confirmation

message to delete, suspend, or reactivate appears on this panel.

Function keys

F8=Forward causes the next panel to appear if you have security authorization.

F10=VAT causes the EEC VAT (European Economic Community Value Added Tax)
pop-up window to appear.

F15=Notes allows you to access the Note Tasks function. If a note exists, @ appears
in the upper right corner of the panel. For more information on this function, see the
Planning and Installing Infor ERP XA book.

F19=Select causes the Vendor Master--File Maintenance (Select) panel (AMV771) to

appear again. This function key does not appear if IFM is installed.

F24=Status causes the Vendor Master--File Maintenance (Status) panel (AMV776) to

appear. This function key does not appear if IFM is installed.

Fields

All fields are informational only. For additional field information, refer to the Vendor
Master-File Maintenance (Add/Change) panel (AMV772) (Page 1 of 3).
 AM6M60, option 2
Page 9-22
Contents Index

AMV779—Vendor Master–File Maintenance (Delete, Suspend, or

Reactivate) (Page 2 of 3)
Use this panel to continue to continue to view information you might want to delete,
suspend, or reactivate.

This panel appears when you use F8 or press Enter with no errors on the Vendor
Master—File Maintenance (Delete, Suspend, or Reactivate) panel (AMV724) (Page 1
of 3).

Some of the fields on this panel do not appear when IFM is installed. Function keys F3
and F12 appear to return you to Work With Vendors in place of function keys F19 and
F24 when IFM is installed.

Date **/**/** Vendor Master -

File Maintenance Delete AMV779 **
Page 2 of 3

Vendor ****** **********************************

*MRO*
Assignee number ****** ***********************************
Tax city **********
Tax county **********
Bank 1 ******************** Bank 2 *********************
Fed T/P ID *********** NEC (Y/N) *
Tax suffix *****
Tax ID 1 *************** Tax ID 2 ***************
Landed cost *** Enterprise ******

Shipping profile ****** Planning profile ******

Media Flags Print EDI Fax Fax number ********************

Remittance advice * * * ********************
Purchase orders * * * ********************
Purchase order changes * * * ********************
Quotes * * * ********************
Receiving advice *
Shipping schedules * * * ********************
Planning schedules * * * ********************

F7=Backward F8=Forward F10=VAT F19=Select F24=Status

What to do

To delete, suspend, or reactivate a record in the Vendor Master file, Press Enter. The
next panel of Vendor Master information appears. If you decide not to delete, suspend
or reactivate, use F19.

Function keys

F7=Backward causes the previous panel to appear.

F8=Forward causes the next panel to appear.

F10=VAT causes the EEC VAT (European Economic Community Value Added Tax)
pop-up window to appear.

F19=Select causes the Vendor Master—File Maintenance (Select) panel (AMV771)

to appear again. This function key does not appear when IFM is installed.
 AM6M60, option 2
Page 9-23
Contents Index

F24=Status causes the Vendor Master—File Maintenance (Status) panel (AMV776)

to appear. This function key does not appear when IFM is installed.

Fields

All fields are informational only. For additional field information, refer to the Vendor
Master-File Maintenance (Add/Change) panel (AMV778) (Page 2 of 3).

AMV775—Vendor Master–File Maintenance (Delete, Suspend, or

Reactivate) (Page 3 of 3)
Use this panel to continue to view information that you may want to delete, suspend,
or reactivate. A confirmation message appears since this is the last page of vendor
information.

You cannot delete a record if the year-to-date or last year amount fields contain a
nonzero amount. You must use file maintenance to zero out any year-to-date or last
year field that contains a nonzero amount.

If multi-currency processing is active, amounts appear in trading and local currency.

This panel appears when you use F8 or press Enter on the Vendor Master File
Maintenance (Delete, Suspend, or Reactivate) panel (AMV779).

Some of the fields on this panel do not appear when IFM is installed. Function keys F3
and F12 appear to return you to Work With Vendors in place of function keys F19 and
F24 when IFM is installed.
Note: You must have security clearance to use this panel.

Date **/**/** Vendor Master Delete AMV775 **

File Maintenance

Vendor ****** *************************

*MRO*
Year-to-date: *** *************** *** ***************
Amount *,***,***,***,***.**- *,***,***,***,***.**-
Discount taken *,***,***,***,***.**- *,***,***,***,***.**-
Discount lost *,***,***,***,***.**- *,***,***,***,***.**-
NEC amount *,***,***,***,***.**- *,***,***,***,***.**-

Last year:
Amount *,***,***,***,***.**- *,***,***,***,***.**-
Discount taken *,***,***,***,***.**- *,***,***,***,***.**-
Discount lost *,***,***,***,***.**- *,***,***,***,***.**-
NEC amount *,***,***,***,***.**- *,***,***,***,***.**-

To date:
Amount *,***,***,***,***.**- *,***,***,***,***.**-

***** PRESS ENTER TO DELETE VENDOR *****

F7=Backward F10=VAT F19=Select F24=Status

 AM6M60, option 2
Page 9-24
Contents Index

What to do

To delete, suspend, or reactivate a record in the Vendor Master file, press Enter. If
you decide not to delete, suspend or reactivate, use F19.

Function keys

F7=Backward causes the previous panel to appear.

F10=VAT causes the EEC VAT (European Economic Community Value Added Tax)
pop-up window to appear.

F19=Select causes the Vendor Master - File Maintenance (Select) panel (AMV771) to
appear again. This function key does not appear if IFM is installed.

F24=Status causes the Vendor Master--File Maintenance (Status) panel (AMV776) to

appear. This function key does not appear if IFM is installed.

Fields

All fields are informational only. For additional field information, refer to the Vendor
Master-File Maintenance (Add/Change) panel (AMV773) (Page 3 of 3).

AMV770—Vendor Master–File Maintenance (Copy)

Use this panel to view and change information for a new vendor (target) whose record
is being created by copying an existing vendor (source) record. If you decide not to
take any action on the record that appears on the panel, use F19 to return to the
Select panel (AMV771).

This panel appears when you enter X in the Action code field on the Select panel.

Date **/**/** Vendor Master -

File Maintenance Copy AMV770 **

Source vendor ******

Target vendor aaaaA6 Address format n
Name aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35 Abbreviation aaaaaaaA1
0
Address 1 aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35
Address 2 aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35
Address 3 aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35
City aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35

State A2 Country aA3 Postal code aaaaaaaaA10

Telephone aaaaaaaaaaaaaaaaaA20 Fax number aaaaaaaaaaaaaaaaaA20
Contact aaaaaaaaaaaaaaaaaaaaaaA25
Currency aA3 ******************
Alt currency aA3 ******************

Replace vendor in Item Balance A

Replace vendor in Item Master A
Replace vendor as assignee vendor A
Copy performance and statistics A
Copy vendor/item records A

F19=Select F24=Status
 AM6M60, option 2
Page 9-25
Contents Index

What to do

To copy an existing vendor record to a new vendor record, type the new vendor
number in the Target vendor field. Then accept the default entries that appear in the
other fields, or type over them as needed. When you press Enter, the copy action
takes place. Use one of the function keys to exit the panel.
Note: When the new vendor number record is used initially, the quote number will
be initialized to “000001” and the contract number will be initialized as blanks.

Function keys

F19=Select causes the Vendor Master - File Maintenance (Select) panel (AMV771) to
appear again.

F24=Status causes the Vendor Master--File Maintenance (Status) panel (AMV776) to

appear.

Fields

With the exception of the Target vendor field, the fields in the top portion of the panel
are described in the Vendor Master-File Maintenance (Add/Change) panel (AMV772)
(Page 1 of 3).

Target vendor. Type in the number you want to assign to the new vendor record.

Replace vendor in Item Balance. Accept the default of N or type Y to replace the
vendor number of all item balance records for the copied vendor with the new vendor
number.

Replace vendor in Item Master. Accept the default of N or type Y to replace the
vendor number of all item master A-records for the copied vendor with the new vendor
number.

Replace vendor as assignee vendor. Accept the default of N or type Y to replace

the vendor number of all vendor master records for the copied vendor with the new
vendor number.

Copy performance and statistics. Accept the default of N or type Y to copy the
performance data and business statistics for the copied vendor to the new vendor
number.

Copy vendor/item records. Accept the default of N or type Y to copy the vendor/item
records for the copied vendor to the new vendor number. When the new vendor
number is set up, quote number will be initialized to “000001”. This field appears only
if Purchasing is installed.
Note: If you choose to copy performance and statistics, and the currency ID of the
target vendor is different from the currency ID of the source vendor, the statistics (all
amounts) in Vendor Master are converted to the target vendor’s currency. If vendor/
item records are being copied and MMS is interfacing, the vendor/item unit price will
be converted to the target vendor’s currency.
 AM6M60, option 2
Page 9-26
Contents Index

AMV776—Vendor Master–File Maintenance (Status)

Use this panel to see the status of the Vendor Master file maintenance session and to
end the job. You cannot enter or change any information on this panel. The Vendor
Master—File Maintenance report (AMV77) prints if you chose this option during
application tailoring.

This panel appears when you use F24=Status on one of the following Vendor Master
File Maintenance panels:
AMV771. Select
AMV772. Add or Change (Page 1 of 3)
AMV778. Add or Change (Page 2 of 3)
AMV773. Change (Page 3 of 3)
AMV775. Delete, Suspend, or Reactive (Page 3 of 3)
AMV770. Copy

When IFM is installed, this panel does not appear.

Date **/**/** Vendor Master Status AMV776 **

File Maintenance

Session status
Records added *,***,*** Records deleted *,***,***
Records changed *,***,*** Records suspended *,***,***
Records copied *,***,*** Records reactivated *,***,***

F24=Exit

What to do

To return to the previous panel, press Enter.

Function keys

F24 EXIT ends the maintenance session and the File Maintenance menu appears
again. If indicated during application tailoring, the Vendor Master —File Maintenance
report (AMV77) prints.

Fields

Session status. Shows the number of records added, deleted, changed, suspended,
reactivated, and copied during this session.
 AMAM70, option 3
Page 9-27
Contents Index

Option 3. Update Open Payables (AMAM70)

When you use this option you can change information only in the Open Payables file.
You cannot add or delete Open Payables file records using File Maintenance.

There are two ways to update the Open Payables file with changes:
• Enter file maintenance transactions as they occur.
• Accumulate transactions into manageable batches.

If, during installation of the Accounts Payable application, you selected the option
which provides file maintenance reports, a report is printed. The report shows each
file maintenance transaction entered. It is strongly recommended that you request
and retain these reports since they provide an audit trail of file maintenance
transactions. Otherwise, in order to have a record of all changes made to the Open
Payables file, you will need to request and keep an open payables report each time
file maintenance is performed.
Note: If you need to change fields other than those allowed in this procedure, you
must use the change/delete function to make changes to the invoice, then process
and post the invoice again.
What information you need:.
• Company number if you have more than one company
• Vendor number
• Payment Selection number of the invoice from Purchase
Invoice Journal report AMV13 or any of the Open
Payables listings.
What report is printed:. Open Payables File Maintenance report (AMA8A)
What form you need:. AP-22

AMA8A1—Open Payables–File Maintenance (Select)

Use this display to choose the record you want to change in the Open Payables file.
This is the first display to appear when you are changing information in the Open
Payables file.

This display appears when you choose option 3 (Update Open Payables) on the File
Maintenance menu (AMAM70).
 AMAM70, option 3
Page 9-28
Contents Index

DATE **/**/
** OPEN PAYABLES SELECT AMA8A1 **
FILE MAINTENANCE

COMPANY NUMBER nn VENDOR NUMBER aaaaA6 PAYMENT SELECTION NO. nnnnn

F24 DISPLAY STATUS

What to do

Type the information requested to select the record you want to change in the Open
Payables file, and press Enter.

Function keys

F24 DISPLAY STATUS causes the Open Payables–File Maintenance (Status) display
(AMA8A4) to appear.

Fields

[?] appears next to a field name in the following field definitions to identify a field
from which you can begin a master file search.

COMPANY NUMBER. This field is required if it appears on the display. Type in the
number (1 through 89) for the company that received the invoice. This field appears
only if multiple companies were indicated during application tailoring.

PAYMENT SELECTION NO. (Payment selection number). This is a required field.

Type in the payment selection number of the invoice as shown on the Purchase
Invoice Journal (AMV13). This number was assigned by the application during
posting.

AMA8A2—Open Payables–File Maintenance (Change)

Use this display to change a record in the Open Payables file.
Note: You cannot delete Open Payables file records using File Maintenance.

This display appears when you press Enter with no errors on the Open Payables–File
Maintenance (Select) display (AMA8A1).
 AMAM70, option 3
Page 9-29
Contents Index

DATE **/**/** OPEN PAYABLES CHANGE AMA8A2 **

FILE MAINTENANCE

COMPANY NUMBER ** VENDOR NUMBER ****** PAYMENT SELECTION NO. *****

ASSIGNEE NO. aaaaA6 ** CREDIT MEMO **

INVOICE NO. aaaaaaaA10 DESCRIPTION aaaaaaaaaaaaaaaaaA20
INVOICE DATE nnnnnn DUE DATE nnnnnn

MISCELLANEOUS VENDOR NAME aaaaaaaaaaaaaaaaaaaaaaA25

ADDRESS LINE 1 aaaaaaaaaaaaaaaaaaaaaaA25
ADDRESS LINE 2 aaaaaaaaaaaaaaaaaaaaaaA25
CITY aaaaaaaaaaaaaaaaaaaaaaA25
STATE A2 ZIP CODE aaaaaaaA10
COUNTRY aA3

F18 REFRESH SCREEN

F19 RETURN TO SELECT
F24 DISPLAY STATUS

What to do

Type the information requested to change a record in the Open Payables file, and
press Enter.

Function keys

F18 REFRESH SCREEN ignores any information you typed in and shows you the
display as it originally appeared.

F19 RETURN TO SELECT ignores any information you typed in and shows you the
Open Payables–File Maintenance (Select) display (AMA8A1) again. No file updating
occurs.

F24 DISPLAY STATUS causes the Open Payables–File Maintenance (Status) display
(AMA8A4) to appear.

Fields

COMPANY NUMBER. The number of the company from whom the invoice was
received.

VENDOR NUMBER. The number of the vendor who sent the invoice.

PAYMENT SELECTION NO. (Payment selection number). The payment selection

number of the invoice as shown on the Purchase Invoice Journal (AMV13).

ASSIGNEE NO. (Assignee number). The number of an assignee if the invoice is to

be paid to someone other than the original vendor. This number was typed in during
transaction processing. Type the primary vendor number to delete the assignee
vendor number.
 AMAM70, option 3
Page 9-30
Contents Index

INVOICE NO. (Invoice number). The number of the invoice the vendor sent to your
business.

DESCRIPTION. The description that appears on the invoice.

INVOICE DATE. The date that appears on the invoice.

DUE DATE. The date by which you must pay the invoice in order to receive a
discount.

MISCELLANEOUS VENDOR NAME. This is a required field if it appears on the

display AMA8A2. The associated address fields appear only for a miscellaneous
vendor and can only be changed if the vendor number is 000000.
Note: If you change this information and a name/address record does not exist in
the Open Payables file, a record will be created.

ADDRESS LINE 1
ADDRESS LINE 2. The address information for the vendor.

CITY. The vendor’s city.

STATE. The vendor’s state.

ZIP CODE. The vendor’s postal code.

COUNTRY. The vendor’s country.

AMA8A4—Open Payables–File Maintenance (Status)

Use this display to review the status of the Open Payables file maintenance session
and to end the session. The Open Payables File Maintenance report (AMA8A) is
printed if you chose this option during application tailoring.
Note: You cannot enter or change any fields on this display.
 AMAM70, option 4
Page 9-31
Contents Index

DATE **/**/** OPEN PAYABLES STATUS AMA8A4 **

FILE MAINTENANCE

SESSION STATUS
RECORDS ADDED *********
RECORDS CHANGED *********

F24 END OF JOB

What to do

To return to the previous display, press Enter or use the function key on the display.
Note: The Open Payables File Maintenance report (AMA8A) is printed if you chose
this option during application tailoring.

Function keys

F24 END OF JOB ends the session and prints the Open Payables File Maintenance
report (AMA8A) if you chose this option during application tailoring. The File
Maintenance menu (AMAM70) appears again.

Fields

SESSION STATUS.
RECORDS ADDED: The number of Open Payables name/address records
added during this session.

RECORDS CHANGED: The number of records changed during this session.

Option 4. Update Landed Cost Master (AMAM70)

When you choose this option, you can add, change, or delete landed cost codes in
the file. You can change up to five landed cost adders. For each adder maintained,
enter the description, percent, and the GL account numbers used as the charge and
offset accounts. To delete a landed cost code and its associated information, press
Enter.

If you selected the application tailoring option to provide file maintenance reports, a
report is printed each time you perform Landed Cost file maintenance. This report
 AMAM70, option 4
Page 9-32
Contents Index

shows each file maintenance transaction entered. It is strongly recommended that

you retain these reports for an audit trail of file maintenance transactions.

Taking advantage of the automatic report feature during application tailoring is the
easiest method of assuring that a record of all maintenance to the file is available.
What information you need:. Landed cost code and the action code
What report is printed:. Landed Cost Master File Maintenance report (AMV08)
What forms you need:. AP-23

AMV081—Landed Cost Master–File Maintenance (Select)

Use this display to select the Landed Cost file record you want to add, change, or
delete and to indicate the type of action you want to perform.

This display appears when you choose option 4 on the Accounts Payable File
Maintenance menu (AMAM70) or option 10 on the Purchasing File Maintenance
menu (AM6M60).

DATE **/**/** LANDED COST MASTER SELECT AMV081 **

FILE MAINTENANCE

LANDED COST CODE: aA3

ACTION CODE <A/C/D>: A

LAST UPDATED LANDED COST CODE ***

F24 DISPLAY STATUS

What to do

To add, change, or delete a Landed Cost file record, type in the Landed Cost code.
Then type the appropriate code (A/C/D) in the ACTION CODE field and press Enter.
Go to display AMV082.

Function keys

F24 DISPLAY STATUS causes the Landed Cost Master–File Maintenance (Status)
display (AMV084) to appear.
 AMAM70, option 4
Page 9-33
Contents Index

Fields

LANDED COST CODE. This is a required field if you are adding a record. Type in the
code that identifies accrued import taxes not on the invoice. If you are changing or
deleting, the code you type in must reference a record in the Landed Cost Master file.

ACTION CODE <A/C/D>. This is a required field. Type in one of the following:
A. Add a record
C. Change a record
D. Delete a record

LAST UPDATED LANDED COST CODE. The last code you maintained appears on
the display for informational purposes.

AMV082—Landed Cost Master–File Maintenance (Add/Change)

Use this display to describe records added or changed in the Landed Cost Master file.
The Landed Cost code you are adding or maintaining appears in the header. You can
add or change up to five landed cost adders on this display.

This display appears when you enter either A or C in the ACTION CODE field on the
Landed Cost Master–File Maintenance (Select) display (AMV081).

DATE **/**/** LANDED COST MASTER ****** AMV082 **

FILE MAINTENANCE

LANDED COST CODE ***

DESCRIPTION PERCENT CHARGE ACCOUNT OFFSET ACCOUNT

aaaaaaaaaaaaA15 nnn.nnn aaaaaaaaaaaaA15 aaaaaaaaaaaaA15

aaaaaaaaaaaaA15 nnn.nnn aaaaaaaaaaaaA15 aaaaaaaaaaaaA15
aaaaaaaaaaaaA15 nnn.nnn aaaaaaaaaaaaA15 aaaaaaaaaaaaA15
aaaaaaaaaaaaA15 nnn.nnn aaaaaaaaaaaaA15 aaaaaaaaaaaaA15
aaaaaaaaaaaaA15 nnn.nnn aaaaaaaaaaaaA15 aaaaaaaaaaaaA15

DATE LAST MAINTAINED **/**/**

F18 REFRESH SCREEN

F19 RETURN TO SELECT
F24 DISPLAY STATUS

What to do

To add or change information, type in the description, percents, and the GL account
numbers to be used as the charge account and the offset account and press Enter.
The Landed Cost Master File Maintenance report prints if you requested maintenance
reports during application tailoring.
 AMAM70, option 4
Page 9-34
Contents Index

Function keys

F18 REFRESH SCREEN ignores any information you typed in and shows you the
display as it originally appeared.

F19 RETURN TO SELECT ignores any information you typed in and shows you the
Landed Cost Master–File Maintenance (Select) display (AMV081) again. No file
updating occurs.

F24 DISPLAY STATUS causes the Landed Cost Master–File Maintenance (Status)
display (AMV084) to appear. No updating occurs.

Fields

LANDED COST CODE. The landed cost code you typed on the Landed Cost
Master–File Maintenance (Select) display (AMV081).

DESCRIPTION. This is a required field. Type in the description for each adder you
want to add or change.

PERCENT. This is a required field. Type in the percent that applies to each adder for
the landed cost. A negative percent is allowed if applicable.

CHARGE ACCOUNT. Type in the account used to record the landed cost accrual for
each adder. The number you type in must exist in the General Ledger Master file if
you have one.

OFFSET ACCOUNT. Type in the account used to offset the charge account for each
adder. The number you type in must exist in the General Ledger Master file if you
have one.

DATE LAST MAINTAINED. This field shows the date the Landed Cost Master file
was last maintained.

AMV083—Landed Cost Master–File Maintenance (Delete)

Use this display to view information you selected for deletion in the Landed Cost
Master file. The display shows the records you selected to be deleted as well as the
last date the record was maintained. Verify this is the record you want to delete and
press Enter to confirm the deletion. You cannot enter or change any information on
this display.

This display appears when you enter D in the ACTION CODE field on the Landed
Cost Master–File Maintenance (Select) display (AMV081).
 AMAM70, option 4
Page 9-35
Contents Index

DATE **/**/** LANDED COST MASTER DELETE AMV083 **

FILE MAINTENANCE

LANDED COST CODE ***

DESCRIPTION PERCENT CHARGE ACCOUNT OFFSET ACCOUNT

*************** ***.*** *************** ***************

*************** ***.*** *************** ***************
*************** ***.*** *************** ***************
*************** ***.*** *************** ***************
*************** ***.*** *************** ***************

DATE LAST MAINTAINED **/**/**

PRESS ENTER TO DELETE

F19 RETURN TO SELECT

F24 DISPLAY STATUS

What to do

To delete the record, verify the records to make sure that this is the record you want to
delete. Press Enter and go to display AMV081.

Function keys

F19 RETURN TO SELECT causes the Landed Cost Master–File Maintenance

(Select) display (AMV081) to appear. No file updating occurs.

F24 DISPLAY STATUS causes the Landed Cost Master–File Maintenance (Status)
display (AMV084) to appear. No file updating occurs.

Fields

LANDED COST CODE. The landed cost code you typed on the Landed Cost
Master–File Maintenance (Select) display (AMV081).

DESCRIPTION. The description for each adder you want to delete.

PERCENT. The percent that applies to each adder for the landed cost. A negative
percent is allowed if applicable.

CHARGE ACCOUNT. The account used to record the landed cost accrual for each
adder.

OFFSET ACCOUNT. The account used to offset the charge account for each adder.

DATE LAST MAINTAINED. The date the Landed Cost file was last maintained.
 AMAM70, option 4
Page 9-36
Contents Index

AMV084—Landed Cost Master–File Maintenance (Status)

Use this display to see the number of records that were added, changed, or deleted
during this file maintenance session. You cannot enter or change any information on
this display.

This display appears when you use F24 DISPLAY STATUS on one of the following
displays:
• Landed Cost Master–File Maintenance (Select) (AMV081)
• Landed Cost Master–File Maintenance (Add/Change) (AMV082)
• Landed Cost Master–File Maintenance (Delete) (AMV083)

DATE **/**/** LANDED COST MASTER STATUS AMV084 **

FILE MAINTENANCE

SESSION STATUS

RECORDS ADDED *,***,*** RECORDS DELETED *,***,***

RECORDS CHANGED *,***,***

F24 END OF JOB

What to do
• To return to the previous display, press Enter.
• To end the session, use F24. The Landed Cost Master File Maintenance Report is
scheduled for printing. The menu appears.

Function keys

F24 END OF JOB ends processing and returns you to the File Maintenance menu.
The Landed Cost Master—File Maintenance report (AMV08) prints if you requested it
during application tailoring.

Fields

SESSION STATUS.
RECORDS ADDED: The number of records added during this session.

RECORDS DELETED: The number of records deleted during this session.

RECORDS CHANGED: The number of records changed during this session.

 AMAM70, option 5
Page 9-37
Contents Index

Option 5. Update Bank Account Master (AMAM70)

When you use this option, you can specify the bank account you want to add, change,
or delete.
What information you need:. The company, bank account and action code you want
to work with.
What report is printed:. Bank Account Master File Maintenance report (AMA7D).
What forms you need:. AP-24.

AMA7D1—Bank Account Master–File Maintenance (Select)

Use this display to specify which bank account you want to add, change, or delete.
You must have a payment method 1 in the Bank Account Master file before you can
add another payment method for that bank account. You cannot delete payment
method 1 for a bank account if other payment methods for that account exist in the
file. If other payment methods do not exist for that bank account, you can delete
payment method 1, regardless of the balance. The display shows the last bank
account you updated.

This display appears when you choose option 5 (Update Bank Account Master) on the
File Maintenance menu (AMAM70).

DATE **/**/** BANK ACCOUNT MASTER SELECT AMA7D1 **

FILE MAINTENANCE

COMPANY nn
BANK ACCOUNT aA3
PAYMENT METHOD A

ACTION CODE <A/C/D>: A

LAST UPDATED BANK ACCOUNT aA3

F24 DISPLAY STATUS

What to do
• To add, change, or delete a bank account, type in the information requested, type
the appropriate action in the Action Code field and go to display AMA7D2.

Function keys

F24 DISPLAY STATUS causes the Bank Account Master–File Maintenance (Status)
display (AMA7D4) to appear.
 AMAM70, option 5
Page 9-38
Contents Index

Fields

COMPANY. This field is required if it appears on the display. This field appears if you
indicated multiple companies during application tailoring. Type in the company
number.

BANK ACCOUNT. This is a required field. Type in the bank account you want to add,
change, or delete.

PAYMENT METHOD. Type in the payment method associated with the bank account
you want to add, change, or delete. The default is 1. The number you type in must
reference a record in the Bank Account Master file.

ACTION CODE <A/C/D>. This is a required field. Type in one of the following:
A. Add a record
C. Change a record
D. Delete a record

LAST UPDATED BANK ACCOUNT. This field shows the bank account number that
was maintained last.

AMA7D2—Bank Account Master–File Maintenance (Add / Change /

Delete)
Use this display to add, change, or delete records in the Bank Account file. The
company, bank account, and payment method you typed on the Select display
(AMA7D1) appears in the header on the display.

This display appears when you type either A, C, or D in the ACTION CODE field on
the Bank Account Master–File Maintenance (Select) display (AMA7D1).

DATE **/**/** BANK ACCOUNT MASTER ****** AMA7D2 **

FILE MAINTENANCE

COMPANY ** BANK ACCOUNT *** PAYMENT METHOD *

DESCRIPTION aaaaaaaaaaaaaaaaaaaaaaA25
CURRENCY aA3 aaaaaaaaaaaaA15
CASH IN BANK ACCOUNT aaaaaaaaaaaaA15
BANK CHARGES ACCOUNT aaaaaaaaaaaaA15
CHECK SEQUENCE N CHECK CONSOLIDATION <Y/N> A
1 = PAYEE NUMBER LIST VENDORS <Y/N> A
2 = PAYEE NAME
ELECTRONIC FUNDS <Y/N> N
AP CHECKS <Y/N> A REMITTANCE ADVICE <Y/N> A
AP CHECK FILE <Y/N> A REMITTANCE ADVICE FILE <Y/N> A
AP CHECK FORM NAME aaaaaaaA10 REMITTANCE ADVICE FORM NAME aaaaaaaa10
BEGINNING CHECK NUMBER nnnnnn
BANK BALANCE nnnnnnnnnnn
BANK BALANCE - LOCAL CURRENCY nnnnnnnnnnn

DATE LAST MAINTAINED **/**/**

F18 REFRESH SCREEN

F19 RETURN TO SELECT
F24 DISPLAY STATUS
 AMAM70, option 5
Page 9-39
Contents Index

What to do

Type in the information for the action code that you selected and press Enter.

Function keys

F18 REFRESH SCREEN ignores any information you typed in and shows you the
display as it originally appeared.

F19 RETURN TO SELECT ignores any information you typed in and causes the Bank
Account Master–File Maintenance (Select) display (AMA7D1) to appear. No file
updating occurs.

F24 DISPLAY STATUS causes the Bank Account Master–File Maintenance (Status)
display (AMA7D5) to appear. No file updating occurs.

Fields

[?] appears next to a field name in the following field definitions to identify a field
from which you can begin a master file search.

COMPANY. The company number you typed on the Bank Account File Maintenance
(Select) display (AMA7D1).

BANK ACCOUNT. The bank account number you typed on the Bank Account File
Maintenance (Select) display (AMA7D1).

PAYMENT METHOD. The payment method you typed on the Bank Account File
Maintenance (Select) display (AMA7D1).

DESCRIPTION. Type in a description if you are adding a bank account, or type in any
changes you want to make to the description for an existing bank account record.

CURRENCY [?]. This field appears if multi-currency support is active. It can only be
changed if the PAYMENT METHOD is 1. You cannot delete it or change it to another
currency ID family.

CASH IN BANK ACCOUNT [?]. Type in a valid cash account number that exists in
the General Ledger Master (GELMAS) file.

BANK CHARGES ACCOUNT [?]. Type in a valid bank charges account number that
exists in the General Ledger Master (GELMAS) file.

CHECK SEQUENCE. This is a required field. The default is 1. Press Enter to print
checks in payee number sequence. Type in 2 to print the checks in payee name
sequence.

CHECK CONSOLIDATION <Y/N>. This is a required field. The default is N. Press

Enter to print separate checks for each change of vendor within an assignee. Type in
Y to print checks consolidated by assignee.

LIST VENDORS <Y/N>. This is a required field. Type in Y to print all vendor names
on the check stub. Type in N to print only the assignee name on the check stub. This
field can only be Y when CHECK CONSOLIDATION is Y. The default is N.
 AMAM70, option 5
Page 9-40
Contents Index

ELECTRONIC FUNDS. The default is N. Type in Y if this bank account/payment

method is an electronic fund. When you type Y, display AMA7D3 appears so you can
enter additional transfer (EFT) information.

AP CHECKS <Y/N>. The default is N. Type in Y if the payment method for the bank
account being added or changed is a printed check. Y allows checks to be printed for
this bank account and payment method.

REMITTANCE ADVICE <Y/N>. The default is N. Type in Y if the payment method for
the bank account being added or changed includes printed remittance advices.
Note: If you responded Y in the AP CHECKS field, you must respond Y in the
REMITTANCE ADVICE field.

AP CHECK FILE <Y/N>. The default is N. Accept the default or type in Y if you want
a record for each payment created in the Check Interface (CHECKF) file.

REMITTANCE ADVICE FILE <Y/N.>. The default is N. Accept the default or type in Y
if you want records created in the Remittance Advice Interface (REMITF)file.

AP CHECK FORM NAME. This is a required field if you responded Y to AP

CHECKS. This form name is used by the system to identify the preprinted check form.
Special characters are not allowed.

REMITTANCE ADVICE FORM NAME. This field is required if you responded Y to

REMITTANCE ADVICE. This form name is used by the system to identify the
preprinted remittance advice form.

BEGINNING CHECK NUMBER. This field is required if you are adding a record.
Type in the first preprinted check number for the bank account you entered. The field
is updated when you choose the Print Checks option on the Cash Disbursements
Processing menu (AMAM20).

BANK BALANCE. This field is required if you are adding a record. The field appears
only if you entered 1 in the PAYMENT METHOD field on the Select display
(AMA7D1). The bank balance is updated by the Print Checks, Enter Manual
Payments, and Enter Payment Reversals menu options on the Cash Disbursements
Processing menu (AMAM20) and the Bank Reconciliation menu option on the Main
Menu (AMAM00).

BANK BALANCE – LOCAL CURRENCY. This field appears only if you indicated
multi-currency support during application tailoring. If this field is left blank, the system
uses the Currency Conversion Routine to calculate the amount.

DATE LAST MAINTAINED. The date of the last bank account file maintenance
session.

AMA7D3—Bank Account Master–File Maintenance (Change)

Use this display to enter information regarding electronic fund transfers. This display
appears when you type Y in the EFT<Y/N> field on the Bank Account Master - File
Maintenance (Add/Change/Delete) display (AMA7D2).
 AMAM70, option 5
Page 9-41
Contents Index

Date **/**/** Bank Account Master Change AMA7D3 **

File Maintenance

Company ** Bank Account *** Payment Method *

EFT (Payer)
Payment Method Code aA3
Payment Format Code aA3
DFI ID Number Qualifier A2
DFI Identification Number aaaaaaaaaA12
Orig Company ID Number aaaaaaaA10
Orig Company Supp Code aaaaaaaA9
Account Number Qualifier aA3
Account Number aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35

F18 REFRESH SCREEN

F19 RETURN TO SELECT
F24 DISPLAY STATUS

What to do

Type in the information and press Enter.

Function keys

F18 REFRESH SCREEN ignores any information you typed in and shows you the
display as it originally appeared.

F19 RETURN TO SELECT ignores any information you typed in and shows you the
Bank Account Master - File Maintenance (Select) display (AMA7D1) again. No file
updating occurs.

F24 DISPLAY STATUS causes the Bank Account Master–File Maintenance (Status)
display (AMA7D5) to appear.

Fields

PAYMENT METHOD CODE. This field contains the code to designate the actual
funds transfer method.

PAYMENT FORMAT CODE. Code identifying the payment format to be used.

CCD - Cash Concentration/Disbursement

DFI ID NUMBER QUALIFIER (Depository Financial Institution identification

number qualifier). This field contains the code identifying the type of identification
number of the Depository Financial Institution (DFI).
• 01 - ABA transit routing number including check digits (9 digits)
• 02 - Swift identification (8 or 11 characters)
• 03 - CHIPS (3 or 4 digits)
• 04 - Canadian Bank Branch and institution number
 AMAM70, option 5
Page 9-42
Contents Index

• ZZ - Mutually defined

DFI IDENTIFICATION NUMBER (Depository Financial Institution identification

number). Unique Depository Financial Institution identification number.

ORIG COMPANY ID NUMBER (Originating company identification number). A

unique identifier designating the company initiating the funds transfer instructions.
The first character is a 1-digit ANSI identification code designation (ICD) followed by
the 9-digit identification number.
• EIN - IRS employer identification number (1)
• DUNS - Data universal numbering system (3)
• User assigned (9)

ORIG COMPANY SUPP CODE (Originating company supplemental code). Code

defined between the originating company and the Originating Depository Financial
Institution (ODFI) that uniquely identifies the company initiating the transfer
instruction.

ACCOUNT NUMBER QUALIFIER. Code indicating type of bank account.

• 01 - Time Deposit
• DA - Demand Deposit
• SG - Savings
• ZZ - Mutually Defined

ACCOUNT NUMBER. Payer’s bank account number.

AMA7D4—Bank Account Master–File Maintenance (Change)

Use this display to enter company information regarding electronic fund transfers.
This display appears when you type Y in the EFT <Y/N> field on the Bank Account
Master - File Maintenance (Add/Change/Delete) display (AMA7D2). This is the
second EFT display.

Date **/**/** Bank Account Master Change AMA7D4 **

File Maintenance

Company ** Bank Account *** Payment Method *

Address Information Address Format n
Company aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35
Address 1 aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35
Address 2 aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35
Address 3 aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35
City aaaaaaaaaaaaaaaaaaaaaaaaaaaA30

State A2 Country aA3 Postal Code aaaaaaaA9

Telephone aaaaaaaaaaaaaaaaaA21
Contact aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaA35

F18 REFRESH SCREEN

F19 RETURN TO SELECT
F24 DISPLAY STATUS
 AMAM70, option 5
Page 9-43
Contents Index

What to do

Type in the information and press Enter.

Function keys

F18 REFRESH SCREEN ignores any information you typed in and shows you the
display as it originally appeared.

F19 RETURN TO SELECT ignores any information you typed in and shows you the
Bank Account Master - File Maintenance (Select) display (AMA7D1) again. No file
updating occurs.

F24 DISPLAY STATUS causes the Bank Account Master – File Maintenance (Status)
display (AMA7D5) to appear.

Fields

COMPANY. Enter the company’s name information for EFT remittance advice
transfer to vendors.

ADDRESS FORMAT. A code that determines how name and address are presented
on panels and documents. With the three format types (0, 1, 2), you get a maximum of
six lines of name and address information. The default code is 0 (US style).

On panels, Address formats 0 (US style) and 1 (International style) appear as Name;
Address lines 1-3; City, which becomes Address line 4; and State, Country, and Postal
Code, which become Address line 5. For Address format 2 (free or free-form), you
see Name and Address lines 1-5.

When using Address format 2 (Free), you still see the State, Country, and Postal Code
fields on the panel; however, they are for information only. These fields are not
included in the formatting routine for addressing documents. You need to add that
information as part of Address lines 1-5. You can enter the State, Country, and Postal
Code fields separately if you have user defined queries or reports that need to
recognize the fields.

The formatted results for Address formats 0 and 1 are shown in the following table.
When an address is used on a document, it gets formatted in a particular way,
depending on the Address format. The formatted results that would appear on a
document (for example, a purchase order) are shown in the following table. Format 2
(Free) is not shown; it prints the formatted results exactly the way you entered it.
Table 9-2. US and International address formats
Format 0 = US Format 1 =International
Name Name
Address 1 Address 1
Address 2 Address 2
Address 3 Address 3
City State Postal Country Postal City
Country State
 AMAM70, option 5
Page 9-44
Contents Index

The format description of US for 0, International for 1, and Free for 2 appears beside
the format type.

These values for Address format flag are used only by the AP and Purchasing
applications. You can change from format 0 to 1, to 2, and back again. The panel
adjusts the address fields based on format type.
Note: COM and IFM use the values of 1, 2, and 3, instead of 0, 1, and 2, in the
Address format field.

ADDRESS 1, 2, and 3. Enter the company’s address information for EFT remittance
advice transfer to vendors. If you are using Address format 2, City is replaced with
Address line 4, and Address line 5 appears.

CITY. Type the name of the city where the company is located. If you are using
Address format 2, this field appears as Address 4 so you can use a free format.

STATE. Type the 2-character abbreviation of the state where the company is located.
This must be a valid state code as defined through VAT Tables Maintenance, menu
AMZMBA. When using Address format 2, this field is information only, as it should
also be typed on one of the Address lines to be included in the formatted address.

COUNTRY. Type the 3-character abbreviation of the name of the country where the
vendor is located. This must be a valid country code as defined through VAT Tables
Maintenance, menu AMZMBA. When using Address format 2, this field is information
only, as it should also be typed on one of the Address lines to be included in the
formatted address.

POSTAL CODE. Type the designated code assigned by the postal authorities for the
company's address. When using Address format 2, this field is information only, as it
should also be typed on one of the address lines to be included in the formatted
address.

TELEPHONE. Enter the A/P contact phone number for sending of EFT remittance
advice to vendors.

CONTACT. Enter the A/P contact name for sending of EFT remittance advice to
vendors.

AMA7D5—Bank Account Master–File Maintenance (Status)

Use this display to see the number of records added, changed, or deleted during this
file maintenance session. You cannot enter or change any information on this display.
 AMAM70, option 5
Page 9-45
Contents Index

DATE **/**/** BANK ACCOUNT MASTER STATUS AMA7D5 **

FILE MAINTENANCE

SESSION STATUS

RECORDS ADDED *,***,*** RECORDS DELETED *,***,***

RECORDS CHANGED *,***,***

F24 END OF JOB

What to do

View the number of records you added, changed, or deleted in the current file
maintenance session.

Function keys

F24 END OF JOB ends the session and causes the File Maintenance menu
(AMAM70) to appear. The Bank Account Master File Maintenance report (AMA7D) is
printed if you requested maintenance reports during application tailoring.

Fields

SESSION STATUS.
RECORDS ADDED: The number of records added during this session.

RECORDS DELETED: The number of records deleted during this session.

RECORDS CHANGED: The number of records changed during this session.

 Page 10-1
Contents Index

Chapter 10. File Listings

If you choose option 8 from the Main Menu (AMAM00), the File Listings menu
(AMAM80) appears. Options 1, 3, and 4 do not require any additional information, so
there are no displays for these options.
Option 1. General Ledger Chart of Accounts–All Accounts (AMAM80) ................. 10-2
Option 2. General Ledger Chart of Accounts–Within Limits (AMAM80) ................. 10-2
Option 3. Vendor Names and Addresses (AMAM80) ............................................. 10-4
Option 4. Vendor Master– All Vendors (AMAM80) ................................................. 10-4
Option 5. Vendor Master File–Within Limits (AMAM80) ......................................... 10-4
Option 6. Landed Cost Master (AMAM80) ............................................................. 10-5
Option 7. Bank Account Master (AMAM80)............................................................ 10-7

AMAM80 Accounting Management Accounts Payable **********

File Listings

Type option or command; press Enter.

1. General Ledger Chart of Accounts - All Accounts

2. General Ledger Chart of Accounts - Within Limits
3. Vendor Names and Addresses
4. Vendor Master - All Vendors
5. Vendor Master - Within Limits
6. Landed Cost Master
7. Bank Account Master

==> _________________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F10=Actions

F11=Job status F12=Return F22=Messages

Option 38.General Ledger Chart of Accounts–All Accounts. Use this option to list
all accounts in the General Ledger Master file. The General Ledger Chart of Accounts
– All Accounts (AMV03) prints.
Option 39.General Ledger Chart of Accounts–Within Limits. Use this option to
list, within limits, accounts in the General Ledger Master file. The General Ledger
Chart of Accounts – Specific Accounts (AMV03) prints.
Option 40.Vendor Names and Addresses. Use this option to list vendor names and
addresses from the Vendor Master file. The Vendor Master Names and Addresses
report (AMV76) prints.
Option 41.Vendor Master–All Vendors. Use this option to list vendor names and
statistics for all vendors from the Vendor Master file. The Vendor Master File Year-End
Listing – All Vendors (AMA601) prints.
Option 42.Vendor Master–Within Limits. Use this option to list, within limits, vendor
names and statistics from the Vendor Master file. The Vendor Master File Year-End
Listing – Specific Vendors (AMA601) prints. The Landed Cost Master File Listing
(AMV0A) prints.
Option 43.Landed Cost Master. Use this option to list all records or a range of
records in the Landed Cost Master file. The Landed Cost Master File Listing (AMV0A)
prints.
 AMAM80, option 1
Page 10-2
Contents Index

Option 44.Bank Account Master. Use this option to list all records or a range of
records in the Bank Account Master file. The Bank Account Master File Listing
(AMA8J) prints.

Option 1. General Ledger Chart of Accounts–All Accounts (AMAM80)

When you choose this option, the General Ledger Chart of Accounts prints for
selected accounts within a selected company. It does not print any monetary
information. Monetary information in the General Ledger Master file can only be
printed by the General Ledger application, if it is installed and interfacing. Depending
on your choice, the listing will contain only the specific accounts for the company you
selected or it will contain all accounts for the company you selected.
What information you need:. The range of account numbers you want to print.
What reports are printed:. General Ledger Chart of Accounts (AMV03).
What forms you need:. None.

No display appears.

Option 2. General Ledger Chart of Accounts–Within Limits (AMAM80)

What information you need:. The company number and beginning and ending
account number of the range of accounts you want to print.
What report is printed:. General Ledger Chart of Accounts (AMV03)
What forms you need:. None.
Display AMV021 appears so you can specify limits.

AMV021–Chart of Accounts (Options)

Use this display to specify limits for the General Ledger Chart of Accounts.

This display appears if you select the appropriate option in Accounts Payable,
Accounts Receivable, General Ledger, Inventory Management, Payroll, and
Purchasing. You can print a partial listing if you specify account types and account
numbers to include in the listing for the company selected.
 AMAM80, option 2
Page 10-3
Contents Index

DATE **/**/
** OPTIONS AMV021 **
CHART OF ACCOUNTS

ENTER Y FOR EACH GL ACCOUNT TYPE NEEDED:

CURRENT ACCOUNTS A
BUDGET ACCOUNTS A
LAST YEAR ACCOUNTS A

COMPANY NUMBER nn

FROM ACCOUNT aaaaaaaaaaaaA15

TO ACCOUNT aaaaaaaaaaaaA15

OR LEAVE BLANK FOR ALL ACCOUNTS

F24 CANCEL THE JOB

What to do
• To print the General Ledger Chart of Accounts report, type in the information
requested and press Enter. The system schedules the report for printing. The
previous menu appears. Select another option or return to the Main Menu.
• To cancel the session, use F24. You return to the Main Menu.

Function keys

F24 CANCEL THE JOB causes the previous menu to appear again. No processing
occurs and no listing is printed.

Fields

CURRENT ACCOUNTS
BUDGET ACCOUNTS
LAST YEAR ACCOUNTS. These fields are required. Type in Y for each account type
for which you want a report. Type in N if you do not want a report for that account type.

COMPANY NUMBER. This field appears only if you specified multiple companies
during application tailoring. This field is required. If this field appears, type in the
company number.

FROM ACCOUNT. Type in the first general ledger account number to appear on the
report. The number must be equal to or less than the TO ACCOUNT number.

TO ACCOUNT. Type in the last general ledger account number to appear on the
report. To print information for only one account, enter the same number that is
entered for FROM ACCOUNT.
 AMAM80, option 3
Page 10-4
Contents Index

Option 3. Vendor Names and Addresses (AMAM80)

When you choose this option, the names, addresses and telephone numbers of the
vendors in your Vendor Master file are printed. No monetary information is printed on
this list.
What information you need:. The range of account numbers you want to print.
What report is printed:. Vendor Master Names and Addresses (AMV76)
What forms you need:. None.

No display appears.

Option 4. Vendor Master– All Vendors (AMAM80)

When you choose this option, all the information stored in the Vendor Master file,
including monetary information for all vendors, is printed. If multi-currency support is
active, vendor amounts are shown in both trading and local currencies.
What information you need:. The range of account numbers you want to print.
What report is printed:. Vendor Master File Year-End Listing – All Vendors
(AMA601).
What forms you need:. None.

No display appears.

Option 5. Vendor Master File–Within Limits (AMAM80)

When you choose this option, you can limit your selection criteria by entering a
beginning and ending vendor number. All the information contained in the Vendor
Master file for the vendors you selected is printed.
What information you need:. The range of vendor numbers you want to print.
What report is printed:. Vendor Master File Listing (AMV79)
What forms you need:. None.

AMA781—Vendor Master File Listing (Options)

Use this display to specify the range of vendor numbers you want to appear on the
Vendor Master File Year-End Listing (AMA601).

This display appears when you choose option 5 (Vendor Master – Within Limits) on
the File Listings menu (AMAM80).
 AMAM80, option 6
Page 10-5
Contents Index

DATE **/**/** VENDOR MASTER FILE LISTING OPTIONS AMA781 **

BEGINNING VENDOR NUMBER aaaaA6

ENDING VENDOR NUMBER aaaaA6

F24 CANCEL THE JOB

What to do

To print the report, type in the information requested and press Enter.

Function keys

F24 CANCEL THE JOB cancels processing and causes the File Listing menu
(AMAM80) to appear again. Any information you typed in is ignored. No listing is
printed.

Fields

[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.

BEGINNING VENDOR NUMBER [?]. This is a required field. Type in the first vendor
record you want to appear on the listing.

ENDING VENDOR NUMBER [?]. This is a required field. Type in the last vendor
record you want to appear on the listing.

To print one vendor record only, type in the same number for both the BEGINNING
VENDOR NUMBER and the ENDING VENDOR NUMBER.

Option 6. Landed Cost Master (AMAM80)

When you choose this option, all the information contained in the Landed Cost Master
file for landed cost accruals is printed.
What information you need:. The beginning and ending cost codes you want on the
list.
 AMAM80, option 6
Page 10-6
Contents Index

What report is printed:. Landed Cost Master File Listing (AMV0A)

What forms you need:. None.

AMV091—Landed Cost Master File Listing (Options)

Use this display to print the Landed Cost Master File Listing (AMV0A).

This display appears when you choose option 6 (Landed Cost Master) on the File
Listings menu (AMAM80).

DATE **/**/** LANDED COST MASTER FILE LISTING OPTIONS AMV091 **

ENTER OPTIONAL LIMITS:

LANDED COST FROM aA3 TO aA3

F24 CANCEL THE JOB

What to do
• To print the report for all landed cost codes, leave the landed cost code field
blank.
• To print specific landed cost codes, type in the beginning and ending cost codes
and press Enter.

Function keys

F24 CANCEL THE JOB ends the job and causes the File Listings menu to appear
again. No report is printed.

Fields

[?] appears next to a field name in the following field definitions to identify a field
from which you can begin a master file search.

ENTER OPTIONAL LIMITS.

LANDED COST FROM - TO: Type in the beginning code you want to appear in
the FROM field. Type in the ending code you want to appear in the TO field. The
beginning entry cannot exceed the ending entry. Leave both fields blank to print
all contents of the file.
 AMAM80, option 7
Page 10-7
Contents Index

Option 7. Bank Account Master (AMAM80)

When you choose this option, all the information contained in the Bank Account
Master file is printed.
What information you need:. The beginning and ending company numbers if you
have multiple companies, and the beginning and ending
bank accounts you want printed on the list.
What report is printed:. Bank Account Master File Listing (AMA8J)
What forms you need:. None.

AMA8H1—Bank Account Master File Listing (Options)

Use this display to specify the company and bank account or a range of companies
with the same bank accounts that you want to print on the Bank Account Master File
Listing (AMA8J).

This display appears when you choose option 7 (Bank Account Master) on the File
Listings menu (AMAM80).

DATE **/**/** BANK ACCOUNT MASTER FILE LISTING OPTIONS AMA8H1 **

ENTER OPTIONAL LIMITS:

COMPANY FROM nn TO nn
BANK ACCOUNT FROM aA3 TO aA3

F24 CANCEL THE JOB

What to do

To print the report, type in the information requested and press Enter.

Function keys

F24 CANCEL THE JOB ends the job and causes the File Listings menu (AMAM80) to
appear again. No report is printed.

Fields

ENTER OPTIONAL LIMITS.

 AMAM80, option 7
Page 10-8
Contents Index

COMPANY FROM – TO: Type in the company number or range of company

numbers you want to list. The company number you type in the FROM field
cannot be greater than the company number you type in the TO field. Leave the
field blank to print all companies with the same bank account.

BANK ACCOUNT FROM – TO: Type in the bank account for the company
number you specified or leave the COMPANY and the BANK ACCOUNT fields
blank to list all bank accounts contained in the Bank Account file.
 Page 11-1
Contents Index

Chapter 11. Inquiry

If you choose option 9 from the Main Menu (AMAM00), the Inquiry menu (AMAM90)
appears. Inquiry is a good management tool for providing quick access to limited
information stored by the application. If you want to see large volumes of information it
is usually more efficient to obtain it through printed reports.
Option 1. Vendor Open Invoices (AMAM90) .......................................................... 11-2
Option 2. Aged Open Payables (AMAM90)............................................................ 11-6
Option 3. Vendor Master (AMAM90) ...................................................................... 11-9
Option 4. Invoice Payment History (AMAM90) ..................................................... 11-20
Option 5. Bank Account Balance (AMAM90)........................................................ 11-34

AMAM90 Accounting Management Accounts Payable XXXXXXXXXX

Inquiry XX
XXXXXXXX
Type option or command; press Enter.

1. Vendor Open Invoices

2. Aged Open Payables
3. Vendor Master
4. Invoice Payment History
5. Bank Account Balance

==> ___________________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F10=Actions

F11=Job status F12=Return F22=Messages

Option 45.Vendor Open Invoices. Use this option to view open and paid vendor
invoices in the Open Payables file.
Option 46.Aged Open Payables. Use this option to calculate and show open
payables totals within aging dates.
Option 47.Vendor Master. Use this option to view your vendors. You can access
these vendors by vendor number or name.
Option 48.Invoice Payment History. Use this option to review payment history. You
can make inquiries by vendor number, check number, payment date, purchase order,
or invoice number.
Option 49.Bank Account Balance. Use this option to see balances for all bank
accounts in the Bank Account Master file and to see payment selections made
against the bank accounts.

You can make inquiries from this menu or from the Group Job menu. Some inquiry
options may not be available to you if your company has tailored the standard Group
Job menu.
 AMAM90, option 1
Page 11-2
Contents Index

Option 1. Vendor Open Invoices (AMAM90)

Use this inquiry option to review the open and paid invoices of a specified company
that have not been purged. Invoices appear, one invoice at a time, in sequence by
payment selection number. If multi-currency support is active, the vendor’s currency
ID and description appear next to the vendor number. Amounts shown are in trading
currency.
What information you need:.
• The company number whose invoices you want to
review, if this application is installed for more than one
company.
• The expected payment date, if you want discounts to be
subtracted from the gross amount of the invoice.
• The vendor number whose invoices you want to review, if
you do not want to review invoices for all vendors.
• The due date, if you only want to review invoices due on
or before a certain date.
What reports are printed:. None.
What forms you need:. None.

AMA201—Vendor Open Invoices Inquiry (Options)

Use this display to select the open invoices you want to review.

This display appears when you choose option 1, Vendor Open Invoices, on the Inquiry
menu (AMAM90).

DATE **/**/** VENDOR OPEN INVOICES INQUIRY OPTIONS AMA201 **

COMPANY NUMBER nn
EXPECTED PAYMENT DATE nnnnnn

VENDOR NUMBER aaaaA6

DUE DATE nnnnnn

INCLUDE PAID INVOICES <Y/N> a

F24 END OF JOB

 AMAM90, option 1
Page 11-3
Contents Index

What to do

To see an open invoice, type in the information requested and press Enter.

Function keys

F24 END OF JOB causes the Inquiry menu (AMAM90) to appear again; open
invoices are not shown.

Fields

[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.

COMPANY NUMBER. This field is required if it appears on the display. Type in the
number of the company whose invoices you want to see. This field appears only if
multiple companies were indicated during application tailoring.

EXPECTED PAYMENT DATE. Type in the date of the payments you want selected
for review. If you leave the date blank, the system date is used. If the due date on the
invoice is on or later that the date you typed here, the discount is subtracted from the
gross amount (if the discount is applicable). The result appears as NET DUE on the
Vendor Open Invoices Inquiry display (AMA203).

To view all invoices for a vendor, type in 999999. This entry includes all future invoices
with a due date beyond today’s date.

VENDOR NUMBER [?]. Type in the number of the vendor whose invoices you want
to review. To review invoices from all vendors, leave this field blank.

DUE DATE. Type in the due date. The due date you specify limits the invoices you
see. Only those invoices due on or before the date you enter appear. If you want to
review invoices without regard to due date, leave this field blank.

The following table summarizes how your entries determine the invoices that appear
on the display:

Vendor number Due date Invoices shown

None None All open invoices in the Open
Payables file
Any None All open invoices for the entered
vendor number
None Any All open invoices with payment due on
or before the entered due date
Any Any All open invoices, for the entered
vendor number, with payment due on
or before the entered due date.

INCLUDE PAID INVOICES <Y/N>. Type Y if you want to include paid invoices. Type
N if you do not want to include paid invoices.
 AMAM90, option 1
Page 11-4
Contents Index

AMA203—Vendor Open Invoices Inquiry

Use this display to review the invoices you requested on the Vendor Open Invoices
Inquiry (Options) display (AMA201). You cannot enter or change any fields on this
display. If multi-currency support is active, the Currency ID and Description appear for
the vendor.

This display appears when you press Enter with no errors on the Vendor Open
Invoices Inquiry (Options) display (AMA210).
Note: Invoices remain in the Open Payables file until they are paid in full and then
purged using the Bank Reconciliation option. If an invoice is paid in full and still in the
Open Payables file, the message ***PAID*** appears in the center of the display.

DATE **/**/
** VENDOR OPEN INVOICES INQUIRY OPTIONS AMA203 **
COMPANY NO. ** EXPECTED PAYMENT DATE **/**/**
TRADING CURRENCY

VENDOR NUMBER ****** CURRENCY *** **************

VENDOR NAME ************************* ORIGIN **************
TELEPHONE NO. ********************
*** CREDIT MEMO ***
PAYMENT SELECTION NO. ***** CASH DISBURSEMENTS NO.
INVOICE NUMBER ********** DESCRIPTION ********************
INVOICE DATE **/**/** DUE DATE **/**/
**
GROSS AMOUNT **,***,***,***.** DISCOUNT AMOUNT **,***,***,***.**
PAID TO DATE **,***,***,***.** NET DUE **,***,***,***.**
*** PAID ***
HALT CODE <R/0-9> *
PAY? <Y/N> *
PAYMENT DATE **/**/**
PARTIAL PAYMENT AMT. **,***,***,***.**
FORCE DISCOUNT CODE <FD> **
F02 PAGE FORWARD
F03 PAGE BACKWARD
F09 ALTERNATE CURRENCY
F19 RETURN TO SELECT
F24 END OF JOB

What to do
• To see the next open invoice, use F02 until you have seen all invoices in the
forward direction.
• To see the previous open invoice, use F03 until you have seen all invoices in the
backward direction.
• To alternate between payment, trading, and alternate currency amounts, use F09.
F09 appears only if multi-currency support is active. The alternate toggle is active
only if the vendor is euro- participating. If the alternate currency is the same as the
trading currency, trading currency is displayed.

Function keys

F02 PAGE FORWARD causes the next invoice to appear.

F03 PAGE FORWARD causes the previous invoice to appear.

F09 ALTERNATE CURRENCY appears only if multi-currency support is active and

allows you to alternate between payment, trading, and alternate (euro ) currency
 AMAM90, option 1
Page 11-5
Contents Index

amounts for the following fields: GROSS AMOUNT, DISCOUNT AMOUNT, NET
DUE, PAID TO DATE, PARTIAL PAYMENT AMOUNT.

F19 RETURN TO SELECT causes the Vendor Open Invoices Inquiry (Options)
display (AMA201) to appear again so you can inquire about more open invoices.

F24 END OF JOB ends the inquiry and causes the Inquiry menu (AMAA90) to appear
again.

Fields

COMPANY NO. (Company number). The number of the company that received the
invoice.

EXPECTED PAYMENT DATE. Either the date typed on display AMA201 or the
system date.

VENDOR NUMBER. The number assigned to the vendor whose invoice appears on
the display.

CURRENCY. The currency ID that applies to this invoice, such as FFR for French
francs. This field only appears if multi-currency support is active.

VENDOR NAME. The name of the vendor whose invoice appears on the display.

ORIGIN. The origin of the invoice.

Note: An invoice origination flag in the Open Payables file (OPNPAYM) indicates
the origin of the invoice on the display. Depending on the origin of the invoice, the
invoices are flagged in the following way and the appropriate text appears on the
display:
Unknown . If the invoice was converted from another XA system
EDI invoice. If the invoice was received using Electronic Data Interchange (EDI)
Offline Invoice. If the invoice was typed in using offline invoice entry or if an EDI
invoice was placed in an error file when it was received

If the invoice was typed in through data entry, no additional information appears in this
field.

TELEPHONE NO. (Telephone number). The telephone number of the vendor.

PAYMENT SELECTION NO. (Payment selection number). The number assigned

to the invoice when it was added to the Open Payables file. The application uses this
number to identify the invoice, instead of the vendor’s invoice number.

INVOICE NUMBER. The number the vendor assigned to the invoice.

DESCRIPTION. The purpose of the invoice.

INVOICE DATE. The date the invoice was written.

DUE DATE. The last date that the discount can be taken for this invoice.
 AMAM90, option 2
Page 11-6
Contents Index

GROSS AMOUNT. The amount originally due for the invoice.

DISCOUNT AMOUNT. The allowable discount for all items on the invoice.

PAID TO DATE. The amount partially paid on the invoice thus far if a partial payment
has been paid.

NET DUE. The amount remaining to be paid. If the due date is on or later than
expected payment date, or if the invoice was chosen for payment and you typed a
forced discount code, the net due equals:

GROSS AMOUNT – (PAID TO DATE + DISCOUNT AMOUNT)

Otherwise, it equals gross amount less paid to date.

HALT CODE <R10-9>. The meanings of the halt codes 0 through 9 are user-defined.
One of the following appears:
• A code from 0 through 9 you assigned to indicate that the invoice is halted
(cannot be chosen for payment)
• A blank to indicate that it can be chosen

PAY? <YIN>. A Y appears if the invoice has been chosen for payment. An N appears
if it has not been chosen for payment.

PAYMENT DATE. The check date of the payment.

PARTIAL PAYMENT AMT. (Partial payment amount). The amount paid if a

payment is made against the invoice. The invoice remains open until fully paid or until
a credit memo is applied to it.

FORCE DISCOUNT CODE <FD>. FD appears if the pay code (PAY?) is Y and if you
typed FD when the invoice was chosen for payment. The FD indicates that a discount
is to be taken even though the invoice is past due.

Option 2. Aged Open Payables (AMAM90)

When you use this option to inquire into Aged Open Payables, the total due within
each of five aging dates for all the open invoices for a specific company is shown.
Because this procedure reviews each open payable invoice in the application, the
process can be time consuming. However, it provides you with an immediate means
of determining your maximum cash requirements within any period.

All of the open invoices for the specified company are aged in accordance with the
five aging dates you specified. The as of date is used to determine whether to deduct
the discount from the invoice amount before adding them into the total. A discount will
be deducted if the invoice due date is equal to or later than the as of date.

If multi-currency support is active, you can page forward and backward to see aged
amounts owned by a primary trading currency and the local currency equivalent. After
the entire file has been aged, a display shows the five aging dates and the total due
on each date. A net due amount is included within an aging date if the invoice due
date is earlier than or equal to the aging date but later than the preceding aging date.
 AMAM90, option 2
Page 11-7
Contents Index

What information you need:. The company number, as of date, and the five aging
dates you selected.
What reports are printed:. None.
What forms you need:. None.

AMA801—Aged Open Payables Inquiry (Options)

Use this display to request the totals for open invoices by aging dates.

This display appears when you choose option 2, Aged Open Payables, on the Inquiry
menu (AMAM90).

DATE **/**/** AGED OPEN PAYABLES INQUIRY OPTIONS AMA801 **

COMPANY NO. nn

AS OF DATE nnnnnn

AGING DATES
DATE 1 nnnnnn
DATE 2 nnnnnn
DATE 3 nnnnnn
DATE 4 nnnnnn
DATE 5 nnnnnn

F24 END OF JOB

What to do

Type in the information requested and press Enter to view the open payable amounts
by aging dates.

Function keys

F24 END OF JOB cancels the inquiry and the Inquiry menu (AMAM90) appears
again. Any information that you typed is ignored.

Fields

COMPANY NO. (Company number). This field appears only if multiple companies
were indicated during application tailoring. This field is required if it appears on the
display. Type in the number of the company, from 01 through 89, whose open
payables you want to review.

AS OF DATE. The date compared with an invoice’s due date. If the due date is on or
later than the as-of-date, the discount is subtracted from the gross amount in
 AMAM90, option 2
Page 11-8
Contents Index

calculating the net amount due, if the discount applies. If you do not type in a date, the
system date is used.

AGING DATES. The dates that define the periods within which the totals are aged. An
invoice amount is included in the total for an aging date if the due date is on or earlier
than that aging date but later than the preceding aging date. The dates must be typed
in chronologically, and a date cannot be skipped (you can type in DATE 1, 2, and 3
but not DATE 1, 2, and 4). To include all open invoices, use 99/99/** as the last aging
date.
DATE 1: The first date in chronological order to define the aging period.

DATE 2: The second date in chronological order to define the aging period.

DATE 3: The third date in chronological order to define the aging period.

DATE 4: The fourth date in chronological order to define the aging period.

DATE 5: The fifth date in chronological order to define the aging period.

AMA802—Aged Open Payables (Inquiry)

Use this display to view the open payable amounts by aging dates that you requested
on the Aged Open Payables Inquiry (Options) display (AMA801).

This display appears when you press Enter on the Aged Open Payables Inquiry
(Options) display (AMA801). The fields on this display are for information only.

DATE **/**/** AGED OPEN PAYABLES INQUIRY AMA802 **

COMPANY ** AS OF DATE **/**/** CURRENCY *** ***************

AGING DATE NET AMOUNT DUE LOCAL CURRENCY

**/**/** *************.** *************.**

**/**/** *************.** *************.**
**/**/** *************.** *************.**
**/**/** *************.** *************.**
**/**/** *************.** *************.**

TOTAL **************.** **************.**

EURO CURRENCY TOTAL DUE **************.**

F02 PAGE FORWARD

F03 PAGE BACKWARD
F19 RESELECT OPTIONS
F24 CANCEL JOB

What to do

To see open invoice totals for another company or for a different set of aging dates,
use F19 and go to display AMA801.
 AMAM90, option 3
Page 11-9
Contents Index

Function keys

F02 PAGE FORWARD allows you to page forward to the next currency totals if multi-
currency support is active.

F03 PAGE BACKWARD allows you to page backward to the previous currency totals
if multi-currency support is active.

F19 RETURN TO SELECT causes the Aged Open Payables Inquiry (Options) display
(AMA801) to appear again.

F24 END OF JOB ends the inquiry and the Inquiry menu (AMAM90) appears again.

Fields

COMPANY NO (Company number). The number of the company whose open

payables you want to review.

AS OF DATE. Either the date you typed from the Aged Open Payables Inquiry
(Options) display (AMA801), or the system date.

CURRENCY. The currency that applies, such as FFR for French francs. This field
only appears if multi-currency support is active.

AGING DATE. The dates that define the periods within which the totals are aged.

NET AMOUNT DUE. The amounts due for all invoices within the corresponding aging
dates. An invoice falls within an aging date if the due date is later than the preceding
aging date, but equal to or earlier than the aging date under consideration. Invoices
with a due date later than the last nonzero aging date entered are not used by the
application to calculate net amount due. Net amount due is calculated by taking the
invoice gross amount and subtracting amounts paid to date and the discount amount,
if applicable.

LOCAL CURRENCY. This field appears only if multi-currency support is active. It

shows the local currency equivalent amounts of the amounts shown in the NET
AMOUNT DUE column.

TOTAL. The total amount due for all selected invoices.

EURO CURRENCY TOTAL DUE. The total amount due in euro currency for all
selected invoices. This amount is aged based on the current system date.

Option 3. Vendor Master (AMAM90)

Use this inquiry to review detail information such as the name, address, year-to-date
(YTD) amounts, discounts received YTD, nonemployee compensation (NEC)
amounts, federal taxpayer ID, multiple purchase orders, landed cost codes, sales tax,
and bank account numbers for each vendor in the Vendor Master file. You must have
the second level of security to see these amounts.
What information you need:. A valid vendor number and the proper security
clearance.
 AMAM90, option 3
Page 11-10
Contents Index

What reports are printed:. None.

What forms you need:. None.

If IFM is installed, selecting this menu option takes you to Work with Entities in IFM.
From the Work with Entities panel, take option 14, Work with Vendors, beside the
assignee entity whose vendor information you want to see. From the Work with
Vendors panel, take option 5=Display to see the date for the Assignee vendor or Buy
from vendor. At that point, the Vendor Master Inquiry panels AMV732 and AMV733
appear.

Remember, with IFM, all the records in the Vendor Master file represent Buy from
information. The Pay to information is kept with the Assignee entity in the IFM files.

AMV731—Vendor Master Inquiry (Options)

Use this panel to enter the vendor number you want to use for inquiry.

This panel appears when you choose the Vendor Master option on the Inquiry menu.
It does not appear if IFM is installed.

Date **/**/** Vendor Master Inquiry Options AMV731 **

Vendor number aaaaA6

F24=Exit

What to do

Type the vendor number you want to review and press Enter to see the Inquiry panel
(AMV732).

Function keys

F24=Exit ends the vendor master inquiry session. The Inquiry menu appears again.
 AMAM90, option 3
Page 11-11
Contents Index

Fields

[?] appears next to a field name in the following field definitions to identify a field
from which you can begin a master file search.

Vendor number [?]. This is a required field. To see detail information for a vendor,
type a valid vendor number.

AMV732—Vendor Master Inquiry (Inquiry) (Page 1 of 3)

Use this panel to view details of a vendor.

This panel appears when you enter a valid vendor number on the Vendor Master
Inquiry (Options) panel (AMV731) or when you use F7=Backward, or the ROLL UP
key, on the next panel (AMV734). It also appears when you select option 5 on the IFM
Work with Vendors display.

If a note exists for this vendor number, @ appears on the second line in the right
corner of this panel.

If IFM is installed, the following differences apply to this panel:

• Function keys F3 and F12 appear, to return you to Work With Vendors in place of
F19 and F24.

Date **/**/** Vendor Master INQUIRY AMV732 **

Page 1 of 3

Vendor aaaaA6 Address format * *****

Name *********************************** Abbreviation **********
Address 1 *********************************** *MRO*
Address 2 *********************************** ** SUSPENDED **
Address 3 ***********************************
Address 4 ***********************************
Address 5 ***********************************
State ** Country *** Postal code **********
Telephone ******************** Fax number ***************
Contact *************************

Require PO accept * Send closeout acknowledgement *

Allow multiple items on a PO * Allow multiple ship-to on PO *
Allow blanket orders * Print vendor catalog number on PO *
Print engineering drawing on PO *

Ship via *** *************** Our customer no. ********************

Terms *** ************************** FOB *** *************************
Currency *** *************** Last payment **/**/**
Alt curr *** *************** Last maintenance **/**/**

F8=Forward F15=Notes F19=Select F24=Exit

What to do

To see information for another vendor, type the vendor number and press Enter.

Function keys

F3=Exit returns you to Work With Vendors. This key appears only if IFM is installed.
 AMAM90, option 3
Page 11-12
Contents Index

F8=Forward causes the second Inquiry panel (AMV734) to appear.

F12=Cancel returns you to Work With Vendors. This key appears only if IFM is
installed.

F15=Notes allows you to access the Note Tasks function. If a note exists, @ appears
in the upper right corner of the panel. For more information on this function, see the
Planning and Installing Infor ERP XA book.

F19=Select returns you to the Vendor Master Inquiry (Options) panel (AMV731). This
function key does not appear if IFM is installed.

F24=Exit ends the vendor inquiry session. The Inquiry menu appears. This function
key does not appear if IFM is installed.

Fields

[?] appears next to a field name in the following field definitions to identify a field
from which you can begin a master file search.

Vendor [?]. The number of the vendor you requested on the Vendor Master Inquiry
(Options) panel (AMV731) appears. You can type another vendor.

Address format. A code that determines how name and address are presented on
panels and documents. With the three format types (0, 1, 2), you get a maximum of
six lines of name and address information. The default code is 0 (US style).

On panels, Address formats 0 (US style) and 1 (International style) appear as Name;
Address lines 1-3; City, which becomes Address line 4; and State, Country, and Postal
Code, which become Address line 5. For Address format 2 (free or free-form), you
see Name and Address lines 1-5.

When using Address format 2 (Free), you still see the State, Country, and Postal
Code fields on the panel; however, they are for information only. These fields are not
included in the formatting routine for addressing documents. You need to add that
information as part of Address lines 1-5. You can enter the State, Country, and Postal
Code fields separately if you have user defined queries or reports that need to
recognize the fields. Refer to “AMV772—Vendor Master–File Maintenance (Add/
Change) (Page 1 of 3)” on page 9-9 for additional information.

The formatted results for Address formats 0 and 1 are shown in the following table.
When an address is used on a document, it gets formatted in a particular way,
depending on the Address format. The formatted results that would appear on a
document (for example, a purchase order) are shown in the following table. Format 2
(Free) is not shown; it prints the formatted results exactly the way you entered it.

Format 0 = US Format 1 = International

Name Name
Address 1 Address 1
Address 2 Address 2
Address 3 Address 3
 AMAM90, option 3
Page 11-13
Contents Index

Format 0 = US Format 1 = International

City State Postal Country Postal City
Country State

The format description of US for 0, International for 1, and Free for 2 appears beside
the format type.

These values for Address format flag are used only by the AP and Purchasing
applications. You can change from format 0 to 1, to 2, and back again. The panel
adjusts the address fields based on format type.
Note: COM and IFM use the values of 1, 2, and 3, instead of 0, 1, and 2, in this field.

Name. The vendor’s name.

Abbreviation. The abbreviated name you assigned to the vendor.

Address 1, 2, 3, 4, and 5. The lines of the vendor's address. If using Address format
2, you see Address lines 1-5. If using Address format 0 or 1, you see only Address
lines 1, 2, and 3.

*MRO* . This field appears only if the Maintenance Management System (MMS) is
interfacing and indicates that this is an MRO vendor.

** SUSPENDED ** appears if the vendor number you enter is for a vendor that has
been suspended through Vendor Master Maintenance.

City, State, Country, and Postal code. These fields indicate where the vendor's
company is located and the code assigned by the postal authorities for the vendor's
address.

Telephone. The telephone number of the vendor.

Fax number. The telephone number for the vendor's facsimile system.

Contact. The name of the person you contact for business with this vendor.

Accounts Payable displays the next seven fields only if Purchasing is installed. If AP is
installed without Purchasing, the fields do not appear.

Require PO accept. The vendor must accept the terms of the purchase order. If Y
appears, a Vendor Accept (VA) transaction is required. Otherwise N appears.

Send closeout acknowledgment. If vendor closeout acknowledgments are printed

for the vendor when the purchase order is closed, Y appears. Otherwise N appears.

Allow multiple items on PO. If the vendor accepts multiple line items on a purchase
order, Y appears. If the vendor accepts only single line items, N appears.

Allow multiple ship-to on PO. If the vendor accepts multiple drop shipments on a
purchase order, Y appears. Otherwise N appears.
 AMAM90, option 3
Page 11-14
Contents Index

Allow blanket orders. If the vendor accepts multiple releases for an item, Y appears.
If the vendor accepts only a single date and quantity, N appears.

Print vendor catalog number on PO. If the vendor requires the vendor catalog
number on purchase orders, Y appears. If the vendor does not require vendor catalog
numbers, N appears.

Print engineering drawing on PO. If the vendor does not require the engineering
drawing number on purchase orders, N appears. If the vendor requires engineering
drawing numbers, Y appears.

Ship via. The code and description of the method normally used for deliveries from
this vendor.

Our customer no. The identifier the vendor uses for your company.

Terms. The code and description of the sales terms that apply to the vendor.

Currency. The code and description of the currency that applies to the vendor.

Alt curr. The code and description of the alternate currency that applies to the
vendor. This is an alternative to the trading currency when the trading currency is euro
or euro-participating. It allows a transaction to be printed or to appear in a currency
other than the transaction’s trading or local currency.

FOB (Free on board). The code and description that indicates the point at which the
buyer assumes payment for the purchase order from the Free on Board Master file.

Last payment. The date you last paid the vendor. This field does not appear if IFM is
installed.

Last maintenance. The date the Vendor Master files were last maintained.

AMV734—Vendor Master (Inquiry) (Page 2 of 3)

Use this panel to continue to view details about the vendor.

The fields on this panel are for information only.

If IFM is installed, the following differences apply to this panel:

• Function keys F3 and F12 appear, to return you to Work With Vendors in place of
F19 and F24.
• Fields that do not relate to IFM are hidden:
- Bank account 1 and 2
- Fed T/P ID
- NEC (Y/N)
- Tax ID 1 and 2
- Landed cost code
- Enterprise code
• If the Vendor number is the same as the Entry ID and the Assignee number is
blank, this is the assignee vendor. If the Vendor and Assignee numbers are
different, this is a Buy from vendor and the Assignee number is the Entity ID.
 AMAM90, option 3
Page 11-15
Contents Index

Date **/**/** Vendor Master Inquiry AMV734 **

Page 2 of 3
Vendor ****** ***********************************
*MRO* **SUSPENDED**
Assignee number ****** ***********************************
Tax city **********
Tax county **********
Bank 1 ********************* Bank 2 ********************
Fed T/P ID ********** Fed T/P ID **********
Tax suffix **** Tax suffix ****
Tax ID 1 *************** Tax ID 2 ***************
Landed cost *** Enterprise ******
NEC Vendor *
Shipping profile ****** Planning profile ******

Media Flags Print EDI Fax Fax number ********************

Remittance advice * * * ********************
Purchase orders * * * ********************
Purchase order changes * * * ********************
Quotes * * * ********************
Receiving advice *
Shipping schedules * * * ********************
Planning schedules * * * ********************

F7=Backward F8=Forward F19=Select F24=Exit

What to do

To view additional details, continue to the next panel.

Function keys

F3=Exit returns you to Work With Vendors. This key appears only if IFM is installed.

F7=Backward causes the previous panel, AMV732, to appear.

F8=Forward causes the next panel, AMV733, to appear. You can review the vendor
amounts that are currently being tracked if you have second level security clearance.

F12=Cancel returns you to Work With Vendors. This key appears only if IFM is
installed.

F19=Select returns you to the Vendor Master Inquiry (Options) panel (AMV731). This
function key does not appear if IFM is installed.

F24=Exit ends the inquiry session. The Inquiry menu appears again. This function key
does not appear if IFM is installed.

Fields

Vendor. The vendor number and name.

*MRO* . This field appears only if the Maintenance Management System (MMS) is
interfacing and indicates that this is an MRO vendor.

** SUSPENDED ** appears if the vendor number you enter is for a vendor that has
been suspended through Vendor Master Maintenance.
 AMAM90, option 3
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Contents Index

Assignee number. The number of the vendor, other than the original vendor, that is
to be paid for the invoice.

Tax city. The IFM tax city that has taxing authority for this vendor. This field appears
only if IFM is installed.

Tax county. The IFM tax county that has taxing authority for this vendor. This field
appears only if IFM is installed.

Bank 1 and 2. Additional bank account information for this vendor. This field is for
information purposes only. It is not used when IFM is installed.

Fed T/P ID (Federal tax payer identification). The vendor's federal identification
number, which is required if the vendor receives nonemployee compensation. This
field does not appear if IFM is installed.

Tax suffix. The vendor's classification for tax purposes.

Tax ID 1 and 2. The identification numbers assigned to the vendor by the

government. These fields do not appear if IFM is installed.

Landed cost code. The code you assigned to control how landed cost uplifts are
applied to the vendor's invoices. This field does not appear if IFM is installed.

Enterprise code. The group code that applies to the vendor used for tax purposes.
This field does not appear if IFM is installed.

NEC Vendor. Y appears if the vendor receives nonemployee compensation; N

appears if the vendor does not receive nonemployee compensation. This field does
not appear if IFM is installed.

Shipping profile. The identifier of the shipping profile that applies to the vendor. This
field appears only if Purchasing is installed.

Planning profile. The identifier of the purchase planning profile that applies to the
vendor. This field appears only if Purchasing and MRP are installed.

Media flags. The following fields appear only if EC is installed.

Remittance advice: Y or N appears in the appropriate Print, EDI, or Fax fields
to indicate how remittance advices are to be sent for this vendor. This field
appears only if AP is installed.

Purchase orders: Y or N appears in the appropriate Print, EDI, or Fax fields to

indicate how purchase orders are to be sent for this vendor. This field appears
only if Purchasing is installed.

Purchase order changes: Y or N appears in the appropriate Print, EDI, or Fax

fields to indicate how purchase order changes are to be sent for this vendor. This
field appears only if Purchasing is installed.

Quotes: Y or N appears in the appropriate Print, EDI, or Fax fields to indicate

how quotes are to be sent for this vendor. This field appears only if Purchasing is
installed.
 AMAM90, option 3
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Contents Index

Receiving advice: Y or N appears in the EDI field to indicate how receiving

advices are to be sent for this vendor. This field appears only if Purchasing is
installed. There is no separate media flag to print a receiving advice. Receiving
advice information prints on the Advance Shipping Notice in IM.

Shipping schedules: Y or N appears in the appropriate Print, EDI, or Fax fields

to indicate how shipping schedules are to be sent for this vendor. This field
appears only if Purchasing is installed.

Planning schedules: Y or N appears in the appropriate Print, EDI, or Fax fields

to indicate how purchase planning schedules are to be sent for this vendor. This
field appears only if Purchasing and MPR are installed.

Fax number. The default fax telephone number for the vendor is displayed to the
right of the field heading. The override fax telephone number, if any, for each
document that can be faxed is displayed to the right of the fax flag. Fax telephone
numbers in Telex/Fax/400 contain only the characters actually used in dialing. Any
other characters are removed by the Fax interface as it formats the number for
storage in its Short Code file. If characters are being removed from the default fax
number, it is displayed in reverse image.

AMV733—Vendor Master (Inquiry) (Page 3 of 3)

Use this panel to view the vendor amounts that are currently being tracked.

If you have second level security clearance, this panel appears when you use
F8=Forward or the ROLL DOWN key on the previous Inquiry panel (AMV734). The
fields on this panel are for information only.

If IFM is installed, the following differences apply to this panel:

• Function keys F3 and F12 appear, to return you to Work With Vendors in place of
F19 and F24.
• The only fields that display (in trading and local currency) are:
- Amount to date
- Amount year to date
- Amount last year
- Payment method
- Electronic Commerce (EC) related fields
- EEC VAT codes
 AMAM90, option 3
Page 11-18
Contents Index

Date **/**/** Vendor Master INQUIRY AMV733 **

Page 3 of 3
Vendor ****** *************************
*MRO* **SUSPENDED**
*** *************** *** ***************
Amount to date *,***,***,***,***.** *,***,***,***,***.**
Amount year to date *,***,***,***,***.** *,***,***,***,***.**
Amount last year *,***,***,***,***.** *,***,***,***,***.**
Discount year to date *,***,***,***,***.** *,***,***,***,***.**
Discount last year *,***,***,***,***.** *,***,***,***,***.**
Discount lost year to date *,***,***,***,***.** *,***,***,***,***.**
Discount lost last year *,***,***,***,***.** *,***,***,***,***.**
NEC amount year to date *,***,***,***,***.** *,***,***,***,***.**
NEC amount last year *,***,***,***,***.** *,***,***,***,***.**

Payment method ***

DFI ID number qualifier ** DFI ID number *************
Account number qualifier *** Account number ***********************

EEC VAT codes:

Delivery terms *** Transaction ** Transport **
Port of entry ****** Country *** State **

F7=Backward F19=Select F24=Exit

What to do

To return to the previous Inquiry panel AMV734, use F7.

Function keys

F3=Exit returns you to Work With Vendors. This key appears only if IFM is installed.

F7=Backward causes the previous panel, AMV734, to appear.

F12=Cancel returns you to Work With Vendors. This key appears only if IFM is
installed.

F19=Select returns you to the Vendor Master Inquiry (Options) panel (AMV731). This
function key does not appear if IFM is installed.

F24=Exit ends the invoice payment history inquiry session. The Inquiry menu appears
again. This function key does not appear if IFM is installed.

Fields

Vendor. The vendor number and name.

*MRO* . This field appears only if the Maintenance Management System (MMS) is
interfacing and indicates that this is an MRO vendor.

** SUSPENDED ** appears if the vendor number you enter is for a vendor that has
been suspended through Vendor Master Maintenance.

*** ************* (Currency ID and description). The following fields show values in
the currency identified when using multi-currency support. If the vendor is using local
currency, only one column appears with no heading.
 AMAM90, option 3
Page 11-19
Contents Index

Amount to date. The amount to date in both currencies for this vendor.

Amount year to date. The amount year-to-date in both currencies for this vendor.

Amount last year. The amount for last year in both currencies for this vendor.

Discount year to date. The discount amount year-to-date in both currencies for this
vendor. This field does not appear if IFM is installed.

Discount last year. The discount amount last year in both currencies for this vendor.
This field does not appear if IFM is installed.

Discount lost year to date. The discount amount lost year-to-date in both currencies
for this vendor. This field does not appear if IFM is installed.

Discount lost last year. The discount amount lost last year in both currencies for this
vendor. This field does not appear if IFM is installed.

NEC amount year to date. The nonemployee compensation amount year-to-date for
this vendor. This field does not appear if IFM is installed.

NEC amount last year. The nonemployee compensation amount last year for this
vendor. This field does not appear if IFM is installed.

Payment method. Code identifying type of payment procedures relative to the terms
of sale. Values are defined in EDI standards. This field appears only if EC is installed.

DFI ID number qualifier. The user-defined code identifying the type of Depository
Financial Institution (DFI) associated with this vendor. This field appears only if EC is
installed.

DFI ID number. The Depository Financial Institution (DFI) number to be used for this
vendor. This field appears only if EC is installed.

Account number qualifier. The user-defined code identifying the type of bank
account used in EFT for this vendor. This field appears only if EC is installed.

Account number. The EFT bank account number to be used for this vendor. This
field appears only if EC is installed.

EEC VAT codes (European Economic Community Value Added Tax

codes). These fields must be valid codes defined through the VAT Tables
Maintenance menu (AMZMPA).

Delivery terms. This code identifies the delivery terms normally used for shipments
from the vendor.

Transaction. This code identifies the normal nature of transaction used for shipments
from the vendor.

Transport. This code identifies the mode of transportation normally used for
shipments from the vendor.

Port of entry. This code identifies the port of entry normally used for goods.
 AMAM90, option 4
Page 11-20
Contents Index

Country. This code identifies the member country for the vendor within the EEC.

State. This code identifies the vendor state within the EEC country.

Option 4. Invoice Payment History (AMAM90)

Use this option when you want to review information in the Invoice Payment History
file and you selected invoice payment history during application tailoring.
What information you need:.
• The company number whose invoice payments you want
to review, if this application is installed for more than one
company. A company number is required if you enter a
check number, payment date, order number or invoice
number.
• The vendor number, if you want to review payments
made to a particular vendor.
• The assignee number, if you want to review payments
made to a particular assignee.
• The check number, if you want to review the payments
included on a particular check.
• The payment date, if you want to review the payments
issued on a particular date.
• The order number, if you want to review payments made
for a particular manufacturing or purchase order.
• The invoice number, if you want to review payments
made for a particular invoice.
What reports are printed:. None.
What forms you need:. None.

AMA9D1—Invoice Payment History Inquiry (Select)

Use this display to select specific payment history records for inquiry.

This display appears when you choose option 4 (Invoice Payment History) on the
Inquiry menu (AMAM90).
Note: Payment Reversals do not create transactions to the Invoice Payment
History files. Previously created reversal information will appear on the displays.
 AMAM90, option 4
Page 11-21
Contents Index

DATE **/**/** INVOICE PAYMENT HISTORY INQUIRY SELECT AMA9D1 **

COMPANY NUMBER nn

ENTER VENDOR NUMBER nnnnnn

BANK
OR ASSIGNEE NUMBER nnnnnn ACCOUNT PAYMENT
NUMBER METHOD
OR CHECK NUMBER nnnnnn AND aA3 A

OR PAYMENT DATE nnnnnn

OR ORDER NUMBER aaaaaA7

OR INVOICE NUMBER aaaaaaaA10

SELECT HISTORY n
1 = CURRENT HISTORY
2 = RESTORED HISTORY
3 = BOTH CURRENT AND RESTORED HISTORY

F24 END OF JOB

What to do
• To see payments made to a vendor or assignee, type in the vendor or assignee
number, press Enter and go to display AMA9D2.
• To see details of a particular payment, type in the check number, bank account,
and payment method, and press Enter. Go to display AMA9D3.
• To see payments issued on a particular date, type in the payment date and press
Enter. Go to display AMA9D4.
• To see payments made for a particular manufacturing or purchase order, type in
the order number and press Enter. Go to display AMA9D5.
• To see payments made for a particular invoice, type in the invoice number and
press Enter. Go to display AMA9D7.

Function keys

F24 END OF JOB ends the invoice payment history inquiry session. The Inquiry menu
(AMAM90) appears again.

Fields

[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.

COMPANY NUMBER. This field is required if you type in a check number, payment
date, order number, or invoice number. You may, optionally, type in a company
number if you type in vendor number or assignee number for inquiry. If you type in
vendor number or assignee number for inquiry and do not type in a company number,
information for all companies will appear.

VENDOR NUMBER [?]. To see all payments issued to a vendor, type the appropriate
vendor number.
 AMAM90, option 4
Page 11-22
Contents Index

ASSIGNEE NUMBER [?]. To see all payments issued to an assignee, type the
appropriate assignee number.

CHECK NUMBER. To see all invoices paid by a check, type in the appropriate check
number.

BANK ACCOUNT NUMBER. The default is 001. Accept the default or type in the
bank account number associated with this record.

PAYMENT METHOD. The default is 1. Accept the default or type in the payment
method associated with this record.

PAYMENT DATE. To see all payments issued on a particular date, type in the
appropriate date.

ORDER NUMBER. To see all payments made for a particular manufacturing or

purchase order, type the appropriate order number. You must include the M or P
prefix.

INVOICE NUMBER. To see all payments made for an invoice, type the appropriate
invoice number.

SELECT HISTORY. This is a required field. Type in one of the following codes to see
information in the history files.
1. Current history. Looks into the history file APHSTS and the open payables
files for paid records.
2. Restored history. Looks into the restored history file APHRSS.
3. Both current and restored history. Looks into APHSTS, APHRSS, and the
open payables files for paid records.

AMA9D2—Invoice Payment History by Vendor (Inquiry)

Use this display to view payments issued to the vendor or assignee you typed on the
Invoice Payment History Inquiry (Select) display (AMA9D1).

This display appears when you type in a valid vendor number on the Invoice Payment
History Inquiry (Select) display (AMA9D1). Depending on what you type in the
SELECT HISTORY field on display AMA9D1, RESTORED HISTORY, CURRENT
HISTORY, or BOTH CURRENT AND RESTORED HISTORY appears near the top of
the display.
 AMAM90, option 4
Page 11-23
Contents Index

DATE **/**/** INVOICE PAYMENT HISTORY BY VENDOR INQUIRY AMA9D2 **

******** CURRENCY *********************************
****** ****** *************************

CHECK PAYMENT TOTAL PAYMT CR/INVOICE CR AMT APPLIED

SL TY NUMBER DATE AMOUNT CUR NUMBER IN TO INVOICE CO BAPM
n ** ****** **/**/** *********.** *** ********** ** *********.** ** ****
n ** ****** **/**/** *********.** *** ********** ** *********.** ** ****
n ** ****** **/**/** *********.** *** ********** ** *********.** ** ****
n ** ****** **/**/** *********.** *** ********** ** *********.** ** ****
n ** ****** **/**/** *********.** *** ********** ** *********.** ** ****
n ** ****** **/**/** *********.** *** ********** ** *********.** ** ****
n ** ****** **/**/** *********.** *** ********** ** *********.** ** ****
n ** ****** **/**/** *********.** *** ********** ** *********.** ** ****
n ** ****** **/**/** *********.** *** ********** ** *********.** ** ****
n ** ****** **/**/** *********.** *** ********** ** *********.** ** ****
n ** ****** **/**/** *********.** *** ********** ** *********.** ** ****
n ** ****** **/**/** *********.** *** ********** ** *********.** ** ****
ENTER 1 TO DISPLAY PAYMENT DETAILS USE ROLL UP/DOWN
F09 ALTERNATE CURRENCY
F19 RETURN TO SELECT
F24 END OF JOB

What to do
• To see details of a particular payment or several payments, type in 1 next to each
payment you want to view and press Enter. Go to display AMA9D3.
• To alternate between payment, trading, or alternate currency amounts, use F09, if
multi-currency support is active and the vendor is euro -participating. The
currency ID field displays the currency being used.
• To choose another vendor, assignee, check number, payment date, order number
or invoice, use F19 and go to AMA9D1.

Function keys

F09 ALTERNATE CURRENCY appears only if multi-currency support is active and

allows you to alternate between payment, trading, and alternate currency amounts.
Euro currency appears only if the vendor is euro -participating. If the alternate
currency is the same as the trading currency, trading currency is displayed.

F19 RETURN TO SELECT returns you to the Invoice Payment History Inquiry
(Select) display (AMA9D1).

F24 END OF JOB ends the invoice payment history inquiry session. The Inquiry menu
(AMAM90) appears again.

Fields

PAYMENT/TRADING/ALTERNATE CURRENCY. The currency in which the amounts

on the display appear. This field appears only if multi-currency support is active. Using
F09 causes the field to appear alternately as PAYMENT CURRENCY, TRADING
CURRENCY, or ALTERNATE CURRENCY.

VENDOR/ASSIGNEE. The vendor or assignee number you typed on the Invoice

Payment History Inquiry (Select) display (AMA9D1). It is followed by the vendor or
 AMAM90, option 4
Page 11-24
Contents Index

assignee name. This field appears as VENDOR or ASSIGNEE depending on which

one you entered on the Payment History Inquiry (Select) display (AMA9D1).

SL (Select). Type 1 next to the payment that you wish to view in detail. You may
choose more than one payment

TY (Type). This field shows whether the details shown are for a payment or a
payment reversal.
CH. The details shown are for a payment.
RV. The details shown are for a payment reversal.

CHECK NUMBER. The number of the check that was issued or reversed.

PAYMENT DATE . The date on which the payment was issued.

TOTAL PAYMT AMOUNT. The total amount for which the payment was issued.

CUR (Currency). The ID for the currency used to pay the invoice. This field appears
only when multi-currency support is active.

CR/INVOICE NUMBER (Credit memo or invoice number). The credit memo or

invoice numbers for which the payment was issued. More than one credit memo or
invoice may appear for the payment.

CR/IN (Credit memo or invoice). This field shows whether the details shown are for
a credit memo or an invoice.
CR. Credit Memo
IN. Invoice

AMT APPLIED TO INVOICE (Amount applied to invoice). The portion of the total
payment amount that was applied to a particular invoice.

CO (Company number). The number of the company for which the payment was
issued.

BAPM (Bank account and payment method). The bank account and payment
method from the Bank Account Master file.

AMA9D3—Invoice Payment History by Check (Inquiry)

Use this display to view the invoices that were paid by a particular check number.

This display appears when you type in a check number on the Invoice Payment
History Inquiry (Select) display (AMA9D1); when you choose a particular payment on
the Invoice Payment History by Vendor (Inquiry) display (AMA9D2); or when you
choose a particular payment on the Invoice Payment History by Check Date (Inquiry)
display (AMA9D4).

Depending on what you type in the SELECT HISTORY field on display AMA9D1,
RESTORED HISTORY, CURRENT HISTORY, or BOTH CURRENT AND
RESTORED HISTORY appears near the top of the display after the type of currency.
Note: When multiple invoices exist for this check number, the vendor and payment
information fields are not displayed.
 AMAM90, option 4
Page 11-25
Contents Index

DATE **/**/** INVOICE PAYMENT HISTORY BY CHECK INQUIRY AMA9D3 **

******* CURRENCY *** *******************************
COMPANY ** CHECK NUMBER ****** BANK ACCT *** PAYMT METHOD *
VENDOR ****** ************************* PAYMENT DATE **/**/**
ASSIGNEE ****** ************************* AMOUNT *********.**

CR/INVOICE CR INVOICE AMT APPLIED

SEL TYPE NUMBER IN DATE DESCRIPTION TO INVOICE
n ** ********** ** **/**/** ******************** *********.**
n ** ********** ** **/**/** ******************** *********.**
n ** ********** ** **/**/** ******************** *********.**
n ** ********** ** **/**/** ******************** *********.**
n ** ********** ** **/**/** ******************** *********.**
n ** ********** ** **/**/** ******************** *********.**
n ** ********** ** **/**/** ******************** *********.**
n ** ********** ** **/**/** ******************** *********.**
n ** ********** ** **/**/** ******************** *********.**
n ** ********** ** **/**/** ******************** *********.**
n ** ********** ** **/**/** ******************** *********.**
ENTER 1 TO DISPLAY INVOICE DETAILS USE ROLL UP/DOWN
F09 ALTERNATE CURRENCY
F19 RETURN TO SELECT
F24 END OF JOB

What to do
• To see details of a particular invoice or several invoices, type 1 next to each
invoice you want to view and press Enter. Go to display AMA9D7.
• To view details of the next payment you chose on display AMA9D2 or AMA9D4,
press Enter.
• To alternate between payment, trading, and alternate currency amounts, use F09,
if multi-currency support is active. Euro currency appears only if the vendor is
euro-participating.
• To choose another vendor, assignee, check number, payment date, order number
or invoice, use F19 and go to AMA9D1.

Function keys

F09 ALTERNATE CURRENCY appears only if multi-currency support is active and

allows you to alternate between payment, trading, and alternate currency amounts.
Euro currency appears only if the vendor is euro-participating. If the alternate currency
is the same as the trading currency, trading currency is displayed.

F19 RETURN TO SELECT returns you to the Invoice Payment History Inquiry
(Select) display (AMA9D1).

F24 END OF JOB ends the invoice payment history inquiry session. The Inquiry menu
(AMAM90) appears again.

Fields

PAYMENT/TRADING/ALTERNATE CURRENCY. The currency ID for the amounts

shown. This field only appears if multi-currency support is active. Using F09 causes
the name of this field to appear alternately as PAYMENT CURRENCY, TRADING
CURRENCY, or ALTERNATE CURRENCY.
 AMAM90, option 4
Page 11-26
Contents Index

COMPANY. The company number you typed on the Invoice Payment History Inquiry
(Select) display (AMA9D1). This field appears only if you have multiple companies
installed.

CHECK NUMBER. The check number you typed on the Invoice Payment History
Inquiry (Select) display (AMA9D1), or the number of the payment you chose on either
the Invoice Payment History by Vendor (Inquiry) display (AMA9D2) or the Invoice
Payment history by Check Date (Inquiry) display (AMA9D4).

BANK ACCT. The bank account number associated with this record.

PAYMENT METHOD . The method of payment associated with this record.

VENDOR. The number and name of the vendor to which the payment relates. If
multiple invoices exist for a check, this field is not displayed. The check could have
been written against a different vendor.

PAYMENT DATE . The date on which the payment was issued. If multiple invoices
exist for a check, this field is not displayed. The check could have been written on a
different date.

ASSIGNEE. The number and name of the assignee to whom the payment was
issued. If multiple invoices exist for a check, this field is not displayed. The check
could have been written for a different assignee.

AMOUNT. The total amount for which the payment was issued. If multiple invoices
exist for a check, this field is not displayed. The check could have been written for a
different amount.

SEL (Select). Type 1 next to the invoice that you wish to view in detail. You may
choose more than one invoice.

TYPE. This field shows whether the invoice details shown are for a payment (check)
or payment reversal.

CR/INVOICE NUMBER (Credit memo or invoice number). The credit memo or

invoice numbers for which the payment was issued. More than one credit memo or
invoice may appear for the payment.

CR/IN (Credit memo or invoice). This field shows whether the details shown are for
a credit memo or an invoice.
CR. Credit Memo
IN. Invoice

INVOICE DATE. The date of the invoice.

DESCRIPTION. The description of the invoice.

AMT APPLIED TO INVOICE (Amount applied to invoice). The portion of the total
payment amount that was applied to a particular invoice.

AMA9D4—Invoice Payment History by Payment Date (Inquiry)

Use this display to view all payments issued on a particular date.
 AMAM90, option 4
Page 11-27
Contents Index

This display appears when you type in a payment date on the Invoice Payment
History Inquiry (Select) display (AMA9D1). Depending on what you type in the
SELECT HISTORY field on display AMA9D1, RESTORED HISTORY, CURRENT
HISTORY, or BOTH CURRENT AND RESTORED HISTORY appears near the top of
the display.

DATE **/**/** INVOICE PAYMENT HISTORY BY PAYMENT DATE INQUIRY AMA9D4 **

******* CURRENCY
COMPANY ** PAYMENT DATE **/**/
** ********************************

CHECK PAYMENT TOTAL VENDOR ASSIGNEE

SEL TYPE NUMBER DATE PAYMT AMT CUR NUMBER NUMBER BAPM
n ** ****** **/**/** ***********.** *** ****** ****** ****
n ** ****** **/**/** ***********.** *** ****** ****** ****
n ** ****** **/**/** ***********.** *** ****** ****** ****
n ** ****** **/**/** ***********.** *** ****** ****** ****
n ** ****** **/**/** ***********.** *** ****** ****** ****
n ** ****** **/**/** ***********.** *** ****** ****** ****
n ** ****** **/**/** ***********.** *** ****** ****** ****
n ** ****** **/**/** ***********.** *** ****** ****** ****
n ** ****** **/**/** ***********.** *** ****** ****** ****
n ** ****** **/**/** ***********.** *** ****** ****** ****
n ** ****** **/**/** ***********.** *** ****** ****** ****
n ** ****** **/**/** ***********.** *** ****** ****** ****
n ** ****** **/**/** ***********.** *** ****** ****** ****

ENTER 1 TO DISPLAY PAYMENT DETAILS USE ROLL UP/DOWN

OR ENTER VENDOR NUMBER nnnnnn F09 ALTERNATE CURRENCY
F19 RETURN TO SELECT
F24 END OF JOB

What to do
• To see details of a particular payment or several payments, type 1 next to each
payment you want to view and press Enter. Go to display AMA9D3.
• To see payments made to a particular vendor, type in the vendor number and
press Enter. Go to display AMA9D2.
• To alternate between payment, trading, and alternate currency amounts, use F09,
if multi-currency support is active. Euro currency appears only if the vendor is
euro-participating.
• To choose another vendor, assignee, check number, check date, order number or
invoice, use F19 and go to AMA9D1.

Function keys

F09 ALTERNATE CURRENCY appears only if multi-currency support is active and

allows you to alternate between payment, trading, and alternate currency amounts.
Euro currency appears only if the vendor is euro- participating. If the alternate
currency is the same as the trading currency, trading currency is displayed.

F19 RETURN TO SELECT returns you to the Invoice Payment History Inquiry
(Select) display (AMA9D1).

F24 END OF JOB ends the invoice payment history inquiry session. The Inquiry menu
(AMAM90) appears again.
 AMAM90, option 4
Page 11-28
Contents Index

Fields

PAYMENT/TRADING/ALTERNATE CURRENCY. The currency in which the amounts

on the display appear. This field only appears if multi-currency support is active. Using
F09 causes the field to appear alternately as PAYMENT CURRENCY, TRADING
CURRENCY, or ALTERNATE CURRENCY.

COMPANY. The company number you typed on the Invoice Payment History Inquiry
(Select) display (AMA9D1).

PAYMENT DATE . The payment date you typed on the Invoice Payment History
Inquiry (Select) display (AMA9D1).

SEL (Select). Type 1 next to the payment that you wish to view in detail. You may
choose more than one payment.

TYPE. This field shows whether the details shown are for a payment or a payment
reversal.
CH. The details shown are for a payment.
RV. The details shown are for a payment reversal.

CHECK NUMBER. The number of the check that was issued or reversed.

PAYMENT DATE . The date the payment was issued or reversed. When all payments
for the date you chose have been shown, payments issued or reversed on the next
date, forward in time, appear.

TOTAL PAYMT AMT (Total payment amount). The total amount for which the
payment was issued.

CUR (Currency). The ID for the currency used to pay the invoice. This field appears
only when multi-currency support is active.

VENDOR NUMBER. The number of the vendor to whom the payment was issued or
reversed.

ASSIGNEE NUMBER. The number of the assignee to which the payment was issued
or reversed.

BAPM (Bank account and payment method). The bank account and payment
method from the Bank Account Master file.

SELECT 1 TO DISPLAY PAYMENT DETAILS OR ENTER VENDOR

NUMBER [?]. Type a vendor number to see all payments issued to that vendor.

AMA9D5—Invoice Payment History by Order (Inquiry)

Use this display to view all payments for a manufacturing or purchase order.

This display appears when you type in an order number on the Invoice Payment
History Inquiry (Select) display (AMA9D1). Depending on what you type in the
SELECT HISTORY field on display AMA9D1, RESTORED HISTORY, CURRENT
HISTORY, or BOTH CURRENT AND RESTORED HISTORY appears near the top of
the display.
 AMAM90, option 4
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Contents Index

Note: If an invoice was created with multiple purchase orders, all invoice payment
history invoice information will be associated with the first purchase order on the
invoice.

DATE **/**/** INVOICE PAYMENT HISTORY BY ORDER INQUIRY AMA9D5 **

PAYMENT CURRENCY CURRENT HISTORY
COMPANY ** ORDER NUMBER *******

CHECK TOTAL PAYMENT VENDOR CR/INVOICE CR LINE ITEM

S TYP NUMBER PAYMT AMT DATE NUMBER NUMBER IN GROSS AMT BAPM
n ** ****** ***********.** **/**/** ****** ********** ** ***********.*** ****
n ** ****** ***********.** **/**/** ****** ********** ** ***********.*** ****
n ** ****** ***********.** **/**/** ****** ********** ** ***********.*** ****
n ** ****** ***********.** **/**/** ****** ********** ** ***********.*** ****
n ** ****** ***********.** **/**/** ****** ********** ** ***********.*** ****
n ** ****** ***********.** **/**/** ****** ********** ** ***********.*** ****
n ** ****** ***********.** **/**/** ****** ********** ** ***********.*** ****
n ** ****** ***********.** **/**/** ****** ********** ** ***********.*** ****
n ** ****** ***********.** **/**/** ****** ********** ** ***********.*** ****
n ** ****** ***********.** **/**/** ****** ********** ** ***********.*** ****
n ** ****** ***********.** **/**/** ****** ********** ** ***********.*** ****
n ** ****** ***********.** **/**/** ****** ********** ** ***********.*** ****
n ** ****** ***********.** **/**/** ****** ********** ** ***********.*** ****
n ** ****** ***********.** **/**/** ****** ********** ** ***********.*** ****
ENTER 1 TO DISPLAY INVOICE DETAILS USE ROLL UP/DOWN
F09 ALTERNATE CURRENCY
F19 RETURN TO SELECT
F24 END OF JOB

What to do
• To see summary information for a particular invoice or several invoices, type 1
next to each invoice you want to view and press Enter. Go to AMA9D7.
• To alternate between payment, trading, and alternate currency amounts, use F09,
if multi-currency support is active. Euro currency appears only if the vendor is
euro-participating.
• To choose another vendor, assignee, check number, payment date, order number
or invoice, use F19 and go to AMA9D1.

Function keys

F09 ALTERNATE CURRENCY appears only if multi-currency support is active and

allows you to alternate between payment, trading, and alternate currency amounts.
Euro currency appears only if the vendor is euro- participating. If the alternate
currency is the same as the trading currency, trading currency is displayed.

F19 RETURN TO SELECT returns you to the Invoice Payment History Inquiry
(Select) display (AMA9D1).

F24 END OF JOB ends the invoice payment history inquiry session. The Inquiry menu
(AMAM90) appears again.

Fields

PAYMENT/TRADING/ALTERNATE CURRENCY. The currency in which the amounts

on the display appear. This field only appears if multi-currency support is active. Using
F09 causes the field to appear alternately as PAYMENT CURRENCY, TRADING
CURRENCY, or ALTERNATE CURRENCY.
 AMAM90, option 4
Page 11-30
Contents Index

COMPANY (Company number). The company number you typed on the Invoice
Payment History Inquiry (Select) display (AMA9D1).

ORDER NUMBER. The order number you typed on the Invoice Payment History
Inquiry (Select) display (AMA9D1).

S (Select). Type 1 next to the invoice that you wish to view in detail. You may choose
more than one invoice.

TYP (Type). This field shows whether the details shown are for a payment or a
payment reversal.
CH. The details shown are for a payment.
RV. The details shown are for a payment reversal.

CHECK NUMBER. The number of the check that was issued or reversed.

TOTAL PAYMT AMT (Total payment amount). The total amount for which the
payment was issued.

PAYMENT DATE . The date the payment was issued or reversed. When all payments
for the date you chose have been shown, payments issued or reversed on the next
date, forward in time, appear.

VENDOR NUMBER. The number of the vendor to whom the payment was issued or
reversed.

CR/INVOICE NUMBER (Credit memo or invoice number). The credit memo or

invoice numbers for which the payment was issued. More than one credit memo or
invoice may appear for the payment.

CR/IN (Credit memo or invoice). This field shows whether the details shown are for
a credit memo or an invoice.
CR. Credit Memo
IN. Invoice

LINE ITEM GROSS AMOUNT. The portion of the total payment amount that was
applied to a particular line item on the order.

BAPM (Bank account and payment method). The bank account and payment
method from the Bank Account Master file.

AMA9D6—Invoice Payment History by Invoice Detail (Inquiry)

Use this display to view all detail line items for an invoice.

This display appears when you choose an invoice on the Invoice Payment History by
Invoice (Inquiry) display (AMA9D7). Depending on what you type in the SELECT
HISTORY field on display AMA9D1, RESTORED HISTORY, CURRENT HISTORY, or
BOTH CURRENT AND RESTORED HISTORY appears near the top of the display.
 AMAM90, option 4
Page 11-31
Contents Index

DATE **/**/** INVOICE PAYMENT HISTORY BY INVOICE DETAIL INQUIRY AMA9D6 **

TRADING CURRENCY ********************************
COMPANY ** INVOICE NO. ********** ******************** INVOICE DATE **/**/**

VENDOR ****** ************************* INVOICE/CR AMOUNT ***********.**

ASSIGNEE ****** ************************* DISCOUNT DUE DATE **/**/**

CHECK PAYMENT TOTAL AMT APPLIED DISCOUNT

TYPE NUMBER DATE PAYMT AMT CUR TO CR/INV TAKEN BAPM
** ****** **/**/** ***********.** *** *************.** ***********.** ****
** ****** **/**/** ***********.** *** *************.** ***********.** ****
** ****** **/**/** ***********.** *** *************.** ***********.** ****
** ****** **/**/** ***********.** *** *************.** ***********.** ****
** ****** **/**/** ***********.** *** *************.** ***********.** ****
** ****** **/**/** ***********.** *** *************.** ***********.** ****
** ****** **/**/** ***********.** *** *************.** ***********.** ****
** ****** **/**/** ***********.** *** *************.** ***********.** ****
** ****** **/**/** ***********.** *** *************.** ***********.** ****
** ****** **/**/** ***********.** *** *************.** ***********.** ****
** ****** **/**/** ***********.** *** *************.** ***********.** ****
USE ROLL UP/DOWN
F09 ALTERNATE CURRENCY
F19 RETURN TO SELECT
F24 END OF JOB

What to do
• To see details of the next invoice you chose on AMA9D7, press Enter.
• To alternate between payment, trading, and alternate currency amounts, use F09,
if multi-currency support is active. Euro currency appears only if the vendor is
euro- participating.
• To choose another vendor, assignee, check number, payment date, order number
or invoice, use F19 and go to AMA9D1.

Function keys

F09 ALTERNATE CURRENCY appears only if multi-currency support is active and

allows you to alternate between payment, trading, and alternate currency amounts.
Euro currency appears only if the vendor is euro- participating. If the alternate
currency is the same as the trading currency, trading currency is displayed.

F19 RETURN TO SELECT returns you to the Invoice Payment History Inquiry
(Select) display (AMA9D1).

F24 END OF JOB ends the invoice payment history inquiry session. The Inquiry menu
(AMAM90) appears again.

Fields

PAYMENT/TRADING/ALTERNATE CURRENCY. The currency in which the amounts

on the display appear. This field only appears if multi-currency support is active. Using
F09 causes the field to appear alternately as PAYMENT CURRNECY, TRADING
CURRENCY, or ALTERNATE CURRENCY.

COMPANY (Company number). The company number you typed on the Invoice
Payment History Inquiry (Select) display (AMA9D1).
 AMAM90, option 4
Page 11-32
Contents Index

INVOICE NO. (Invoice number). The invoice number and description you typed on
the Invoice Payment History Inquiry (Select) display (AMA9D1).

INVOICE DATE. The date of the invoice.

VENDOR. The vendor number and name for the invoice chosen.

INVOICE/CR AMOUNT (Invoice/credit memo amount). The total amount of the

invoice or credit memo.

ASSIGNEE. The assignee number and name for the invoice chosen.

DUE DATE. The date the invoice is due.

DISC DATE. The last date on which the invoice could be paid with a discount.

TYPE. This field shows whether the details shown are for a payment or a payment
reversal.
CH. The details shown are for a payment.
RV. The details shown are for a payment reversal.

CHECK NUMBER. The number of the check that was issued or reversed.

PAYMENT DATE. The date the payment was issued or reversed.

TOTAL PAYMT AMT (Total payment amount). The total amount for which the
payment was issued.

CUR (Currency). The ID for the currency used to pay the invoice. This field only
appears when multi-currency support is active.

AMT APPLIED TO CR/INV (Amount applied to credit memo/invoice). The portion

of the total payment amount that was applied to a particular credit memo or invoice.

DISCOUNT TAKEN (Discount taken for invoice). The total amount of discount
taken for the invoice.

BAPM (Bank account and payment method). The bank account and payment
method from the Bank Account Master file.

AMA9D7—Invoice Payment History by Invoice (Inquiry)

Use this display to review summary information for one or several invoices.

This display appears when you:

• Enter an invoice number on the Invoice Payment History Inquiry (Select) display
(AMA9D1)
• Choose an invoice on the Invoice Payment History by Check (Inquiry) display
(AMA9D3)
• Choose an invoice on the Invoice Payment History by Order (Inquiry) display
(AMA9D5).
 AMAM90, option 4
Page 11-33
Contents Index

Depending on what you type in the SELECT HISTORY field on display AMA9D1,
RESTORED HISTORY, CURRENT HISTORY, or BOTH CURRENT AND
RESTORED HISTORY appears near the top of the display.

DATE **/**/** INVOICE PAYMENT HISTORY BY INVOICE INQUIRY AMA9D7 **

TRADING CURRENCY *******************************
COMPANY ** INVOICE *****

CHECK PAYMENT TOTAL VENDOR ASSIGNEE AMT APPLIED

SEL TYPE NUMBER DATE PAYMT AMT CUR NUMBER NUMBER TO CR/INV
n ** ****** **/**/** ***********.** *** ****** ****** ***********.**
n ** ****** **/**/** ***********.** *** ****** ****** ***********.**
n ** ****** **/**/** ***********.** *** ****** ****** ***********.**
n ** ****** **/**/** ***********.** *** ****** ****** ***********.**
n ** ****** **/**/** ***********.** *** ****** ****** ***********.**
n ** ****** **/**/** ***********.** *** ****** ****** ***********.**
n ** ****** **/**/** ***********.** *** ****** ****** ***********.**
n ** ****** **/**/** ***********.** *** ****** ****** ***********.**
n ** ****** **/**/** ***********.** *** ****** ****** ***********.**
n ** ****** **/**/** ***********.** *** ****** ****** ***********.**
n ** ****** **/**/** ***********.** *** ****** ****** ***********.**
n ** ****** **/**/** ***********.** *** ****** ****** ***********.**
n ** ****** **/**/** ***********.** *** ****** ****** ***********.**
n ** ****** **/**/** ***********.** *** ****** ****** ***********.**
n ** ****** **/**/** ***********.** *** ****** ****** ***********.**
ENTER 1 TO DISPLAY INVOICE DETAILS USE ROLL UP/DOWN
F09 ALTERNATE CURRENCY
F19 RETURN TO SELECT
F24 END OF JOB

What to do

To see details of a particular invoice or several invoices, type 1 next to each invoice
you want to view and press Enter. Go to display AMA9D6.

Function keys

F09 ALTERNATE CURRENCY appears only if multi-currency support is active and

allows you to alternate between payment, trading, and alternate currency amounts.
Euro currency appears only if the vendor is euro- participating. If the alternate
currency is the same as the trading currency, trading currency is displayed.

F19 RETURN TO SELECT returns you to the Invoice Payment History Inquiry
(Select) display (AMA9D1).

F24 END OF JOB ends the invoice payment history inquiry session. The Inquiry menu
(AMAM90) appears again.

Fields

PAYMENT/TRADING/ALTERNATE CURRENCY. The currency in which the amounts

on the display appear. This field only appears if multi-currency support is active. Using
F09 causes the field to appear alternately as PAYMENT CURRENCY, TRADING, or
ALTERNATE CURRENCY.

COMPANY. The company number you typed on the Invoice Payment History Inquiry
(Select) display (AMA9D1).
 AMAM90, option 5
Page 11-34
Contents Index

INVOICE. The invoice number you typed on the Invoice Payment History Inquiry
(Select) display (AMA9D1).

SEL (Select). Type 1 next to the invoice that you wish to view. You may choose more
than one invoice. The checks you select will appear in the order they appear in on this
display.

TYPE. This field shows whether the details shown are for a payment or a payment
reversal.
CH. The details shown are for a payment.
RV. The details shown are for a payment reversal.

CHECK NUMBER. The number of the check that was issued or reversed.

PAYMENT DATE . The date the payment was issued or reversed. When all payments
for the date you chose have been shown, payments issued or reversed on the next
date, forward in time, appear.

TOTAL PAYMT AMT (Total payment amount). The total amount for which the
payment was issued.

CUR (Currency). The ID for the currency used to pay the invoice. This field only
appears when multi-currency support is active.

VENDOR NUMBER. The number of the vendor to whom the payment was issued or
reversed.

ASSIGNEE NUMBER. The number of the assignee to whom the payment was issued
or reversed.

AMT APPLIED TO CR/INV (Amount applied to credit memo/invoice). The portion

of the total payment amount that was applied to a particular credit memo or invoice.

Option 5. Bank Account Balance (AMAM90)

When you choose this option, balances for all bank accounts appear. If multi-currency
support is active, balances in both bank account and local currency are shown. You
can then choose a bank account and view summary payment selection information.
What information you need:. The company number whose bank account you want
to review, if this application is installed for more than one
company.
What reports are printed:. None.
What forms you need:. None.

AMA8L1—Bank Account Balance (Inquiry)

Use this display to see the balance for each bank account.

This display appears when you choose option 5 (Bank Account Balance) on the
Inquiry menu (AMAM90) or when you use F17 BANK ACCOUNTS on the one of the
following displays:
 AMAM90, option 5
Page 11-35
Contents Index

AMA8L2. Bank Account Payment Selections (Inquiry)

AMA8L3. Bank Account Balance Inquiry (Options).

DATE **/**/** BANK ACCOUNT BALANCE INQUIRY AMA8L1 **

ACT CO BANK DESCRIPTION CURR BALANCE LOCAL CURRENCY

A ** *** ************************* *** *************.** *************.**

A ** *** ************************* *** *************.** *************.**
A ** *** ************************* *** *************.** *************.**
A ** *** ************************* *** *************.** *************.**
A ** *** ************************* *** *************.** *************.**
A ** *** ************************* *** *************.** *************.**
A ** *** ************************* *** *************.** *************.**
A ** *** ************************* *** *************.** *************.**
A ** *** ************************* *** *************.** *************.**
A ** *** ************************* *** *************.** *************.**
A ** *** ************************* *** *************.** *************.**

USE ROLL UP/DOWN

F24 END OF JOB

What to do
• To see payment selection groups for the bank account, type P in the ACT field
next to the account you select. Press Enter and go to display AMA8L2.
• To see balance detail for the bank account, type X in the ACT field next to the
account you select. Press Enter and go to display AMA8L3.

Function keys

F24 END OF JOB ends the bank account balance inquiry and causes the Inquiry
menu (AMAM90) to appear again.

Fields

ACT (Action). Type X beside a bank account balance to view balance detail for the
bank account. Type P beside a bank account to view payment selections for the bank
account. Depending on the action code you selected, either the Balance Detail Inquiry
display (AMA8L3) or the Bank Account Payment Selections Inquiry (AMA8L2) display
appears.

CO (Company number). The number for the company whose bank account balance
you may view.

BANK. The bank account number from the Bank Account Master File.

DESCRIPTION. A description of the bank account from the Bank Account Master file.

CURR (Currency). The currency ID, such as FFR for French francs. This field
appears only when multi-currency support is active.
 AMAM90, option 5
Page 11-36
Contents Index

BALANCE. The balance for the bank account from the Bank Account Master file.

LOCAL CURRENCY. The bank account balance in local currency. This field appears
when multi-currency support is active.

AMA8L2—Bank Account Payment Selections (Inquiry)

Use this display to see the current bank account balance, payment selections by
payment method and expected payment date, and the projected impact of the
payment on the bank.

This display appears when you type P beside any bank account balance record on
the Bank Account Balance (Inquiry) display (AMA8L1). This display also appears if
you use F16 PAYMENT SELECTIONS on the Bank Account Balance Inquiry (Inquiry)
display (AMA8L3).

DATE **/**/** BANK ACCOUNT PAYMENT SELECTIONS INQUIRY AMA8L2 **

CO ** BANK *** ************************* CURRENCY *** ***************

CURRENT BALANCE *************.**

ACT METHOD EXP. PAY DATE AMOUNT PROJECTED BALANCE

A * **/**/** *************.** *************.**

A * **/**/** *************.** *************.**
A * **/**/** *************.** *************.**
A * **/**/** *************.** *************.**
A * **/**/** *************.** *************.**

USE ROLL UP/DOWN

F17 BANK ACCOUNTS
F24 END OF JOB

What to do
• To see balance detail for the bank account balance record, type X in the ACT field
next to the record you select. Press Enter and go to display AMA8L3.
• To return to the Bank Account Balance (Inquiry) display (AMA8L1), use F17. Go
to display AMA8L1.

Function keys

F17 BANK ACCOUNTS causes the Bank Account Balance (Inquiry) display
(AMA8L1) to appear again.

F24 END OF JOB ends the bank account payment selection inquiry and causes the
Inquiry menu (AMAM90) to appear again.
 AMAM90, option 5
Page 11-37
Contents Index

Fields

CO (Company number). The number for the company whose bank account you
selected on the Bank Account Balance (Inquiry) display (AMA8L1).

BANK. The bank account number and description.

CURRENCY. This field only appears if multi-currency support is active. The currency
ID that applies to this payment, such as FFR for French francs.

CURRENT BALANCE. The current bank account balance.

ACT (Action). Type in X to see details about the bank account balance record.

METHOD. The payment method.

EXP. PAY DATE (Expected payment date). The date you expect to write checks.

AMOUNT. The amount of the payment.

PROJECTED BALANCE. The projected impact of the payment on the bank account
balance.

AMA8L3—Bank Account Balance Inquiry (Inquiry)

Use this display to see details about the bank account balance records requested on
the Bank Account Payment Selections (Inquiry) display (AMA8L2).

This display appears when you press Enter with no errors on the Bank Account
Payment Selections (Inquiry) display (AMA8L2) or on the Bank Account Balance
(Inquiry) display (AMA8L1).

DATE **/**/** BANK ACCOUNT BALANCE INQUIRY INQUIRY AMA8L3 **

COMPANY ** BANK ACCOUNT *** PAYMENT METHOD *

DESCRIPTION *************************
CURRENCY ***
CASH IN BANK ACCOUNT ***************
BANK CHARGES ACCOUNT ***************
CHECK SEQUENCE * CHECK CONSOLIDATION <Y/N> *
1 = PAYEE NUMBER LIST VENDORS <Y/N> *
2 = PAYEE NAME
ELECTRONIC FUNDS <Y/N> *
AP CHECKS <Y/N> * REMITTANCE ADVICE <Y/N> *
AP CHECK FILE <Y/N> * REMITTANCE ADVICE FILE <Y/N> *
AP CHECK FORM NAME ********** REMITTANCE ADVICE FORM NAME **********
BEGINNING CHECK NUMBER ******
BANK BALANCE *********.**
BANK BALANCE - LOCAL CURRENCY *********.**
DATE LAST MAINTAINED **/**/**

F16 PAYMENT SELECTIONS

F17 BANK ACCOUNTS
F24 END OF JOB
 AMAM90, option 5
Page 11-38
Contents Index

What to do
• To return to the Bank Account Payment Selections (Inquiry) display (AMA8L2),
use F16 and go to display AMA8L2. This function key does not appear if you
typed X on AMA8L1.
• To return to the Bank Account Balance (Inquiry) display, use F17 and go to
display AMA8L1.

Function keys

F16 PAYMENT SELECTIONS causes the Bank Account Payment Selections (Inquiry)
display (AMA8L2) to appear.

F17 BANK ACCOUNTS causes the Bank Account Balance (Inquiry) display
(AMA8L1) to appear.

F24 END OF JOB ends the bank account detail inquiry and causes the Inquiry menu
(AMAM90) to appear.

Fields

COMPANY (Company number). The company number associated with the bank
account balance you selected.

BANK ACCOUNT. The bank account number.

PAYMENT METHOD. The payment method you typed.

DESCRIPTION. A description of the bank account.

CURRENCY. This field appears only if multi-currency support is active. The currency
ID used to make the payment.

CASH IN BANK ACCOUNT. The cash account number.

BANK CHARGES ACCOUNT. The bank charges account number.

CHECK SEQUENCE. This field shows the default for check sequencing. This field
contains either 1 for payee number sequence or 2 for payee name sequence. The
value appears as the default on the Print Checks (Enter) display (AMA302).

CHECK CONSOLIDATION <Y/N>. This field shows the default option for
consolidating checks. It contains a Y to print consolidated checks by assignee. The
field contains a N to print separate checks for each change of vendor within an
assignee.

LIST VENDORS <Y/N>. This field shows the default option for listing vendors. This
field contains a Y to print all vendor names on the check stub. This field contains a N
to print only the assignee name on the check stub. This field can only be Y when
CHECK CONSOLIDATION is Y.

ELECTRONIC FUNDS <Y/N>. Y appears if the bank account/payment method is an

electronic funds transfer (EFT). This field’s default is determined in the EFT<Y/N>
 AMAM90, option 5
Page 11-39
Contents Index

field on the Bank Account Master - File Maintenance (Add/Change/Delete) display

(AMA7D2).

AP CHECKS <Y/N> (Accounts payable checks). Y appears if the payment method

for the bank account is a printed check.

REMITTANCE ADVICE <Y/N>. Y appears if the payment method for the bank
account includes printed remittance advices.

AP CHECK FILE <Y/N> (Accounts payable check file). Y appears if you requested
to have a record sent to the Check Interface (CHECKF) file.

REMITTANCE ADVICE FILE <Y/N>. Y appears if you requested to have records sent
to the Remittance Advice Interface (REMITF) file.

AP CHECK FORM NAME (Account payable check form name). This field was
required if you responded Y to AP CHECKS. This form name is used by the system to
identify the preprinted check form.

REMITTANCE ADVICE FORM NAME. This field was required if you responded Y to
REMITTANCE ADVICE. This form name is used by the system to identify the
preprinted remittance advice form.

BEGINNING CHECK NUMBER. The beginning check number in the bank account
balance record.

BANK BALANCE. The bank account balance in bank currency.

BANK BALANCE–LOCAL CURRENCY. This field appears only if you indicated

multi-currency support during application tailoring. The bank account balance in local
currency.

DATE LAST MAINTAINED. The date of the last bank account file maintenance
session.

AMA8L4—Bank Account Balance Detail (Inquiry)

Use this display to show information regarding electronic fund transfers. This display
appears if the default is Y in the EFT<Y/N> field on the Bank Account Inquiry (Inquiry)
display (AMA8L3).
 AMAM90, option 5
Page 11-40
Contents Index

Date **/**/
** Bank Account Balance Detail Inquiry AMA8L4 **

Company ** Bank Account *** Payment Method *

EFT (Payer)
Payment Method Code ***
Payment Format Code ***
DFI ID Number Qualifier **
DFI Identification Number ************
Orig Company ID Number **********
Orig Company Supp Code *********
Account Number Qualifier ***
Account Number ***********************************

F17 Bank Accounts

F24 End of Job

What to do
• To return to the Bank Account Balance (Inquiry) display, use F17 and go to
display AMA8L1.
• Press Enter to show the second Bank Account Balance Detail (Inquiry) display
(AMA8L5).

Function keys

F17 BANK ACCOUNTS causes the Bank Account Balance (Inquiry) display
(AMA8L1) to appear.

F24 END OF JOB ends the bank account detail inquiry and causes the Inquiry menu
(AMAM90) to appear.

Fields

PAYMENT METHOD CODE. This field contains the code to designate the actual
funds transfer method.

PAYMENT FORMAT CODE. Code identifying the payment format to be used. CCD -
Cash Concentration/Disbursement

DFI ID NUMBER QUALIFIER (Depository Financial Institution identification

number qualifier). This field contains the code identifying the type of identification
number of the Depository Financial Institution (DFI).
• 01 - ABA transit routing number including check digits (9 digits)
• 02 - Swift identification (8 or 11 characters)
• 03 - CHIPS (3 or 4 digits)
• 04 - Canadian Bank Branch and institution number
• ZZ - Mutually defined
 AMAM90, option 5
Page 11-41
Contents Index

DFI IDENTIFICATION NUMBER (Depository Financial Institution identification

number). Unique Depository Financial Institution identification number.

ORIG COMPANY ID NUMBER (Originating company identification number). A

unique identifier designating the company initiating the funds transfer instructions.
The first character is a 1-digit ANSI identification code designation (ICD) followed by
the 9-digit identification number.
• EIN - IRS employer identification number (1)
• DUNS - Data universal numbering system (3)
• User assigned (9)

ORIG COMPANY SUPP CODE (Originating company supplemental code). Code

defined between the originating company and the Originating Depository Financial
Institution (ODFI) that uniquely identifies the company initiating the transfer
instruction.

ACCOUNT NUMBER QUALIFIER. Code indicating type of bank account.

• 01 - Time Deposit
• DA - Demand Deposit
• SG - Savings
• ZZ - Mutually Defined

ACCOUNT NUMBER. Payer’s bank account number.

AMA8L5—Bank Account Balance Detail (Inquiry)

Use this display to show additional company information regarding electronic fund
transfers (EFT). This is the second EFT display for Bank Account Balance Detail
(Inquiry).

Date **/**/** Bank Account Balance Detail Inquiry AMA8L5 **

Company ** Bank Account *** Payment Method *

Address Information Address Format *

Company ***********************************
Address 1 ***********************************
Address 2 ***********************************
Address 3 ***********************************
Address 4 ***********************************
Address 5 ***********************************
State ** Country *** Postal Code *********
Telephone ********************
Contact ***********************************

F17 Bank Accounts

F24 End of Job

What to do

To return to the Bank Account Balance (Inquiry) display, use F17 and go to display
AMA8L1.
 AMAM90, option 5
Page 11-42
Contents Index

Function keys

F17 BANK ACCOUNTS causes the Bank Account Balance (Inquiry) display
(AMA8L1) to appear.

F24 END OF JOB ends the bank account detail inquiry and causes the Inquiry menu
(AMAM90) to appear.

Fields

COMPANY. This field shows the company number for EFT remittance advice transfer
to vendors.

BANK ACCOUNT. This field shows the bank account established for this vendor
against which the checks will be written.

PAYMENT METHOD. This field shows the payment method.

ADDRESS FORMAT. A code that determines how name and address are presented
on panels and documents. With the three format types (0, 1, 2), you get a maximum of
six lines of name and address information. The default code is 0 (US style).

On panels, Address formats 0 (US style) and 1 (International style) appear as Name;
Address lines 1-3; City, which becomes Address line 4; and State, Country, and Postal
Code, which become Address line 5. For Address format 2 (free or free-form), you
see Name and Address lines 1-5.

When using Address format 2 (Free), you still see the State, Country, and Postal
Code fields on the panel; however, they are for information only. These fields are not
included in the formatting routine for addressing documents. You need to add that
information as part of Address lines 1-5. You can enter the State, Country, and Postal
Code fields separately if you have user defined queries or reports that need to
recognize the fields. Refer to “AMV772—Vendor Master–File Maintenance (Add/
Change) (Page 1 of 3)” on page 9-9 for additional information.

The formatted results for Address formats 0 and 1 are shown in the following table.
When an address is used on a document, it gets formatted in a particular way,
depending on the Address format. The formatted results that would appear on a
document (for example, a purchase order) are shown in the following table. Format 2
(Free) is not shown; it prints the formatted results exactly the way you entered it.
Table 11-1. US and International address formats
Format 0 = US Format 1 =International
Name Name
Address 1 Address 1
Address 2 Address 2
Address 3 Address 3
City State Postal Country Postal City
Country State

The format description of US for 0, International for 1, and Free for 2 appears beside
the format type.
 AMAM90, option 5
Page 11-43
Contents Index

These values for Address format flag are used only by the AP and Purchasing
applications. You can change from format 0 to 1, to 2, and back again. The panel
adjusts the address fields based on format type.
Note: COM and IFM use the values of 1, 2, and 3, instead of 0, 1, and 2, in the
Address format field.

ADDRESS 1, 2, 3, 4 and 5. This field contains the company’s address information for
EFT remittance advice transfer to vendors. If using Address format 2, you see
Address lines 1-5. If using Address format 0 or 1, you see only Address lines 1, 2, and
3.

CITY, STATE/COUNTRY, and POSTAL CODE. This field shows where the company
is located and the code assigned by the postal authorities for the company’s address.

TELEPHONE. This field contains the A/P contact phone number for sending of EFT
remittance advice to vendors.

CONTACT. This field contains the A/P contact name for sending of EFT remittance
advice to vendors.
 Page 12-1
Contents Index

Chapter 12. History

If you choose option 10 from the Main Menu (AMAM00), the History menu (AMAMA0)
appears. This menu has five options.
Option 1. Archive Current History (AMAMA0) ........................................................ 12-2
Option 2. Delete Current History (AMAMA0).......................................................... 12-3
Option 3. Restore Archived History (AMAMA0)...................................................... 12-5
Option 4. Delete Archived History (AMAMA0)........................................................ 12-6
Option 5. Delete Restored History (AMAMA0) ....................................................... 12-8

AMAMA0 Accounting Management Accounts Payable **********

History

Type option or command; press Enter.

1. Archive Current History

2. Delete Current History
3. Restore Archived History
4. Delete Archived History
5. Delete Restored History

==> _________________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F10=Actions

F11=Job status F12=Return F22=Messages

Option 50.Archive Current History. Use this option to save invoice payment history
on tape. The Archive/Delete Invoice Payment History report (AMAKB) is printed.
Option 51.Delete Current History. Use this option to delete current invoice payment
history when it is no longer required. The Archive/Delete Invoice Payment History
report (AMAKB) is printed.
Option 52.Restore Archived History. Use this option to transfer invoice payment
history recorded on tape to the system. The Archive/Delete Invoice Payment History
report (AMAKD) is printed.
Option 53.Delete Archived History. Use this option to delete archived invoice
payment history. The control record is flagged to show that this archived tape file is no
longer available.
Option 54.Delete Restored History. Use this option to delete the restored invoice
payment history which has been transferred from tape.
 AMAMA0, option 1
Page 12-2
Contents Index

Option 1. Archive Current History (AMAMA0)

Option 1 saves current invoice payment history records to tape. The records saved
are within a range of company numbers and payment dates you selected. The
records saved can, optionally, be removed from the Current Invoice Payment History
file.
What information you need:. The range of company numbers and payment dates to
be saved to tape.
Note: You should have on hand a sufficient quantity of
blank tapes. The tapes do not have to be initialized.
What reports are printed:. Archive/Delete Invoice Payment History report (AMAKB).
What forms you need:. None.

AMAKA1—Archive Current History (Options)

Use this display to choose options for archiving current invoice payment history. The
Archive/Delete Invoice Payment History report (AMAKB) is printed if you indicated this
option during application tailoring. You can choose a range of company numbers or
payment dates for archiving invoice payment history to tape.

This display appears when you choose option 1 (Archive Current History) from the
History menu (AMAMA0).

DATE **/**/** ARCHIVE CURRENT HISTORY OPTIONS AMAKA1 **

BEGINNING COMPANY NUMBER nn

ENDING COMPANY NUMBER nn
BEGINNING PAYMENT DATE nnnnnn
ENDING PAYMENT DATE nnnnnn

DELETE FROM CURRENT HISTORY <Y/N> A

F24 CANCEL THE JOB

What to do

Type in the range of company numbers and payment dates and then load the tapes
when prompted by the system to start the archive process, and press Enter.
 AMAMA0, option 2
Page 12-3
Contents Index

Function keys

F24 CANCEL THE JOB causes the History menu (AMAMA0), to appear again; no
processing occurs.

Fields

BEGINNING COMPANY NUMBER

ENDING COMPANY NUMBER. Use these fields to type in a range of company
numbers. The beginning number in the range you type in must be less than, or equal
to, the ending number in the range. Type in a range of company numbers whose
invoice payment records you want to archive.

BEGINNING PAYMENT DATE

ENDING PAYMENT DATE. Use these fields to type in a range of payment dates to
indicate which history records are to be archived. The beginning number in the range
you type in must be less than, or equal to the ending number in the range. Type in the
range of final payment dates you want to archive. The date format you use depends
on what you specified during system tailoring.

DELETE FROM CURRENT HISTORY <Y/N>. Type in Y to delete current history after
it is archived. Type in N to retain the current history on the system.

Option 2. Delete Current History (AMAMA0)

Option 2 deletes current invoice payment history records. The records deleted are
within the range of company numbers and payment dates you selected.

If you chose not to delete the records from current history when you archived (Option
1), you can use this option to delete the archived range of current invoice payment
records.
What information you need:. Range of company numbers and payment dates to be
deleted.
What report is printed:. Archive/Delete Invoice Payment History report (AMAKB).
What forms you need:. None.

AMAKA2—Delete Current History (Options)

Use this display to choose options for deleting current invoice payment history.

This display appears when you choose option 2 (Delete Current History) from the
History menu (AMAMA0).
 AMAMA0, option 2
Page 12-4
Contents Index

DATE **/**/** DELETE CURRENT HISTORY OPTIONS AMAKA2 **

BEGINNING COMPANY NUMBER nn

ENDING COMPANY NUMBER nn
BEGINNING PAYMENT DATE nnnnnn
ENDING PAYMENT DATE nnnnnn

F24 CANCEL THE JOB

What to do

Enter the information you want to remove from the system, and press Enter.

Function keys

F24 CANCEL THE JOB causes the History menu (AMAMA0) to appear again; no
processing occurs.

Fields

BEGINNING COMPANY NUMBER

ENDING COMPANY NUMBER. Use these fields to type in a range of company
numbers. The beginning number in the range you type in must be less than, or equal
to, the ending number in the range you type in. Type in a range of company numbers
whose invoice payment records you want to delete.

BEGINNING PAYMENT DATE

ENDING PAYMENT DATE. Use these fields to type in a range of payment dates to
indicate which history records are to be deleted. The beginning date in the range you
type in must be earlier than, or equal to, the ending date in the range you type in. Type
in the range of final payment dates that are to be deleted.
 AMAMA0, option 3
Page 12-5
Contents Index

Option 3. Restore Archived History (AMAMA0)

Option 3 restores to the system any of the history files that were saved to tape
through option 1 on the History menu. The archived files are restored into the
Restored Invoice Payment History file.
What information you need:. The archived files you want to restore. You cannot
select any file that is already in the Restored Invoice
Payment History file.
What report is printed:. None.
What forms you need:. None.

AMAKC1—Restore Archived History (Select)

Use this display to choose archived invoice payment history files to be restored.

This display appears if you choose option 3 (Restore Archived History) from the
History menu (AMAMA0). A maximum of ten sets of archived history files can be
shown at one time on the display.

DATE **/**/** RESTORE ARCHIVED HISTORY SELECT AMAKC1 **

ARCHIVED COMPANY NUMBER PAYMENT DATES CREATION RECORD

SEL FILE NAME BEGIN END BEGIN END DATE COUNT

A ****** ** ** **/**/** **/**/** **/**/** *******

A ****** ** ** **/**/** **/**/** **/**/** *******
A ****** ** ** **/**/** **/**/** **/**/** *******
A ****** ** ** **/**/** **/**/** **/**/** *******
A ****** ** ** **/**/** **/**/** **/**/** *******
A ****** ** ** **/**/** **/**/** **/**/** *******
A ****** ** ** **/**/** **/**/** **/**/** *******
A ****** ** ** **/**/** **/**/** **/**/** *******
A ****** ** ** **/**/** **/**/** **/**/** *******
A ****** ** ** **/**/** **/**/** **/**/** ******* +

TYPE IN AN 'R' BESIDE EACH ARCHIVED HISTORY FILE TO

BE RESTORED. PRESS F21 TO RESTORE THE FILES.

USE ROLL UP/DOWN

F21 RESTORE FILES
F24 CANCEL THE JOB

What to do

Type in the archived files you want to restore and use F21. Then load the tapes when
prompted by the system. The files are restored. No processing occurs when you
press Enter. The command to signal the system to process your choices is F21
RESTORE FILES.

Function keys

F21 RESTORE FILES ends the selection process and causes the History menu
(AMAMA0) to appear again. You must use F21 to restore the files.
 AMAMA0, option 4
Page 12-6
Contents Index

F24 CANCEL THE JOB ignores any information on the display, stops processing, and
causes the History menu (AMAMA0) to appear again.

Fields

SEL (Select). Type R beside each archived history file to be restored.

ARCHIVED FILE NAME. The name you gave to a particular set of archived invoice
payment history files.

COMPANY NUMBER BEGIN

COMPANY NUMBER END. Shows you the range of company numbers for
multicompany installations, or shows you the same company number for both
beginning and ending company numbers for single company installations for an
archived history file.

PAYMENT DATES BEGIN

PAYMENT DATES END. Shows you the range of final payment dates in an archived
history.

CREATION DATE. The date the archived history file was saved on tape.

RECORD COUNT. The number of records in the archived invoice payment history
file.

Option 4. Delete Archived History (AMAMA0)

Option 4 removes all references to one or more archived history files. When an
archived file is deleted using option 4, it can no longer be restored to the system
through option 3 on the History menu.
What information you need:. The archived files you want to delete.
What report is printed:. Archive/Delete Invoice Payment History report (AMAKD).
What forms you need:. None.

AMAKD1—Delete Archived History (Select)

Use this display to choose archived invoice payment history files for deletion.

This display appears if you choose option 4 (Delete Archived History) from the History
menu (AMAMA0). A maximum of ten archived invoice payment history files can be
shown at one time.
 AMAMA0, option 4
Page 12-7
Contents Index

DATE **/**/** DELETE ARCHIVED HISTORY SELECT AMAKD1 **

ARCHIVED COMPANY NUMBER PAYMENT DATES CREATION RECORD

SEL FILE NAME BEGIN END BEGIN END DATE COUNT

A ****** ** ** **/**/** **/**/** **/**/** *******

A ****** ** ** **/**/** **/**/** **/**/** *******
A ****** ** ** **/**/** **/**/** **/**/** *******
A ****** ** ** **/**/** **/**/** **/**/** *******
A ****** ** ** **/**/** **/**/** **/**/** *******
A ****** ** ** **/**/** **/**/** **/**/** *******
A ****** ** ** **/**/** **/**/** **/**/** *******
A ****** ** ** **/**/** **/**/** **/**/** *******
A ****** ** ** **/**/** **/**/** **/**/** *******
A ****** ** ** **/**/** **/**/** **/**/** ******* +

TYPE IN A 'D' BESIDE EACH ARCHIVED HISTORY FILE TO

BE DELETED. PRESS F20 TO DELETE THE FILES.

USE ROLL UP/DOWN

F20 DELETE FILES
F24 CANCEL THE JOB

What to do

To select the files you want to delete, type D beside the appropriate files and use F20.
The files are deleted.

When this selection has been processed, you will not be able to restore the archived
file again.
Note:

Function keys

F20 DELETE FILES ends the selection process and causes the History menu
(AMAMA0) to appear again. Also, the Archive/Delete Invoice Payment History report
(AMAKD) is printed.

F24 CANCEL THE JOB ignores any information on the display, stops processing, and
causes the History menu (AMAMA0) to appear again.

Fields

SEL (Select). Type D beside each archived history file to be deleted.

ARCHIVED FILE NAME. The name given to a particular archived invoice payment
history file.

COMPANY NUMBER BEGIN

COMPANY NUMBER END. Shows you the range of company numbers for
multicompany installations, or shows you the same company number for both
beginning and ending company numbers for single company installations for an
archived history file.
 AMAMA0, option 5
Page 12-8
Contents Index

PAYMENT DATES BEGIN

PAYMENT DATES END. Shows you the range of final payment dates in an archived
history.

CREATION DATE. The date the archived history file was saved on tape.

RECORD COUNT. The number of records in the archived invoice payment history
file.

Option 5. Delete Restored History (AMAMA0)

Use this option to remove the contents of the Restored Invoice Payment History file
when it is no longer needed.

There is no display associated with this option. When you choose this option, the
contents of the Restored Invoice Payment History file are deleted. A warning
message appears and gives you the opportunity to cancel the delete request or to
continue. Press Enter when you have entered your response.

You can choose to restore the same data again from the archived tape at a later time,
if needed, by using option 3 on the History menu.
What information you need:. None.
What report is printed:. None.
What forms you need:. None.
 Page 13-1
Contents Index

Chapter 13. Revaluation

Transaction gain/loss.............................................................................................. 13-1
Open Payables file revaluation............................................................................... 13-2

If you choose option 11 from the Main Menu (AMAM00) and multi-currency support is
active, the Revaluation (Options) display (AMA401) appears. This is the only display
associated with the Revaluation function. Two reports may be printed:
• Open Payables Revaluation report (AMV0B)
• Bank account Revaluation report (AMA41)

Accounting principles often require companies to record transaction gains/losses

before the invoice is actually paid. This means you must revalue your foreign
currency bank accounts and open accounts payables so their local currency values
reflect period end or year end exchange rates.

If multi-currency support is active, you can choose the Revaluation option. This
option recalculates the local currency amounts in the Open Payables and Bank
Account master files and creates General Ledger journal entries to record the
unrealized gain or loss.

Transaction gain/loss
When you enter a foreign currency invoice, it is converted to local currency at the
current or overridden exchange rate.

Letters of credit are an exception. They should be entered as manual payments.

When the invoice is entered, it is converted at the exchange rate used for the letter of
credit and there is no transaction gain or loss. When the invoice is paid, the exchange
rate used is usually different. As a result, the cost of the invoice in local currency is
either more or less than the local currency cost of the invoice when it was first
entered. This difference is called the transaction gain or loss.

For example, suppose you initially recorded a 1000 French franc invoice as being
worth 200 US dollars. If exchange rate changes make the invoice worth 220 US
dollars at month end, increase the amount owed to 220 US dollars and record a 20
US dollar loss in the general ledger.

Debit Credit
Accounts payable 20.00
Transaction gain/loss 20.00

If you make a payment and it costs 250 US dollars, the loss recognized at payment
time is 30 US dollars, the difference between the amount of the payment and the
revalued amount of the invoice.
 Page 13-2
Contents Index

Open Payables file revaluation

When you choose the Open Payables Revaluation option on display AMA401, the
system reads the Open Payables file for records meeting the criteria specified,
calculates the amount of the revaluation, reports it, and if you are processing in
update mode, updates the file and creates the General Ledger journal entries.
Note: An invoice with an override exchange rate is never revalued.

The Open Payables file invoice header record contains two sets of local currency
amounts. One field shows the local currency value of the invoice at the time the
invoice was posted and is never changed. The revaluation fields show the local
currency value of the invoice after revaluation activity. These are the amounts the
system uses in the revaluation calculation.

The revaluation program converts the net payables amount into local currency,
reports the previous value, new value, and the difference between the new and
previous values. If you request update mode, the program changes the local currency
revalued amount in the file. The net payables amount is calculated for trading and
local currency amounts. The trading currency net payables amount is passed to the
CAS currency conversion routine. Transaction gain/loss amounts are generated and
offsetting TEMGEN entries are made to the Accounts Payable account and the gain/
loss account.

AMA401—Revaluation (Options)
Use this display when you want to see the revaluation impact on your Open Payables
or Bank Account files. You can choose either Open Payables (Option 1) revaluation or
Bank Account (Option 2) revaluation. The open payables or bank account balances
are revalued in local currency. The new value and old value amounts from the
revaluation print on the appropriate report:
• Open Payables Revaluation report (AMV0B)
• Bank Account Revaluation report (AMA41)

You can select one of two modes: Update or No Update. If Update mode was
requested, the local currency amounts are changed in the file. Gain/loss and
Accounts Payable entries are created and sent to the Temporary General Ledger
(TEMGEN) file. If No Update mode was selected, the amounts in the file remain
unchanged and no entries are sent to TEMGEN. If you processed the report in update
mode, keep the report as part of your audit trail.

This display appears when you choose option 11 (Revaluation) on the Main Menu
(AMAM00).
 Page 13-3
Contents Index

DATE **/**/** REVALUATION OPTIONS AMA401 **

REVALUATION TYPE <1-2> n REVALUATION MODE <1-2> n

1 OPEN PAYABLES 1 NO UPDATE
2 BANK ACCOUNT 2 UPDATE

COMPANY NUMBER: FROM nn TO nn PRIMARY CURRENCY ID FROM: aA3 TO: aA3

REVALUATION DATE nnnnnn TRANSACTION DATE nnnnnn

F19 RESELECT OPTIONS

F24 CANCEL JOB

What to do

Type the required information and press Enter to process the report.

Function keys

F19 RESELECT OPTIONS ignores any information you typed in and shows you the
display as it originally appeared.

F24 CANCEL THE JOB ignores any information you typed in and ends the
revaluation option session. The Main Menu (AMAM00) appears again.

Fields

[?] appears next to a field name in the following field definitions to identify a field from
which you can begin a master file search.

REVALUATION TYPE <1-2>. This field is required. Type 1 to see the revaluation
impact on open payables. Type 2 to see the revaluation impact on bank account
balances.

REVALUATION MODE <1-2>. The default is 1. Accept the default or type 2 to

update the information in the files.

COMPANY NUMBER FROM [?]

COMPANY NUMBER TO [?]. Type in a single company number, a range of
company numbers, or accept the default (blank) to revalue and print all companies on
the report. To see the revaluation impact for a single company, type the same
company number in both the FROM and TO fields.

PRIMARY CURRENCY ID FROM [?]

PRIMARY CURRENCY ID TO [?]. If you selected Open Payables, type in a primary
currency ID, a range of primary currency IDs, or accept the the default (blank) to
 Page 13-4
Contents Index

revalue and print all primary currency IDs on the report. If you selected Bank
Account, this field appears as CURRENCY ID.

REVALUATION DATE . This field is required. The system extracts the exchange rate
as of this date.

TRANSACTION DATE
ACCOUNTING PERIOD . This field is required. The field that appears is determined
by your selection for either period or monthly accounting during application tailoring.
This field appears only if you selected Update mode. Type the date for monthly
accounting or type the period for which you want Temporary General Ledger
(TEMGEN) records created. Revaluation is not allowed if closed periods or months
are typed in.

The Open Payables Revaluation report (AMV0B) shows the impact of a revaluation
on open payables in both trading and local currency and the net change in the local
currency amounts from the revaluation. Totals are accumulated at the Currency ID,
company, and report levels. The revaluation options you selected appear on the first
page of the report.

The Bank Account Revaluation report (AMA41) shows the impact of a revaluation on
bank account balances and the cash and transaction gain/loss accounts used to
record the revaluation. The revaluation options you selected appear on the first page
of the report.
 Page 14-1
Contents Index

Chapter 14. Report descriptions

This section contains samples of checks, listings, and reports that the Accounts
Payable application produces. Depending on which options were chosen during
application tailoring, you may not print certain reports or listings.

The Accounts Payable application-generated checks, listings, and reports, with report
ID, are listed below:
Table 14-1. (Page 1 of 2) List of reports, sorted by report ID
ID Report See page
AMAKB Archive/Delete Invoice Payment History 14-9
AMAKD Deleted Archived Invoice Payment History 14-27
AMA22A Payment Reversal Cash Disbursements Journal 14-71
AMA22B Payment Reversal Cash Disbursements Register 14-71
AMA22C Payment Reversal Transaction Gains/Losses 14-73
AMA28 Cash Requirements Report 14-24
AMA311 Cash Disbursements Journal 14-19
AMA312 Cash Disbursements Register 14-21
AMA313 Transaction Gains/Losses 14-90
AMA32 Accounts Payable checks 14-7
AMA33 Remittance Advices 14-84
AMA34 Cash Disbursements Update 14-22
AMA41 Bank Account Revaluation 14-17
AMA42A Manual Payments Cash Disbursements Journal 14-54
AMA42B Manual Payments Cash Disbursements Register 14-57
AMA42C Manual Payment Transaction Gains/Losses 14-53
AMA45 Manual Payments Inquiry/Report 14-59
AMA51 Open Payables By Vendor 14-62
AMA512 Open Payables By Vendor - Halted 14-64
AMA52 Open Payables By Due Date 14-60
AMA531 Detail Aged Open Payables 14-27
AMA532 Summary Aged Open Payables 14-86
AMA601 Vendor Master File Year-End Listing 14-99
AMA602 Vendor Master File Year-End Update 14-102
AMA61 1099-MISC Report 14-105
AMA66 1099-MISC Forms 14-104
AMA7D Bank Account Master File Maintenance 14-13
AMA70F Bank Account Report 14-16
AMA70G Reconciliation Activity Report 14-81
AMA70H Reconciliation Journal 14-82
AMA71 Invoices Transferred to History 14-50
 Page 14-2
Contents Index

Table 14-1. (Page 2 of 2) List of reports, sorted by report ID

ID Report See page
AMA8A Open Payables File Maintenance 14-67
AMA8J Bank Account Master File Listing 14-10
AMKA4 Vendor Master File Load All Records 14-95
AMKV1 General Ledger Master File Initial Load 14-34
AMV0A Landed Cost Master File Listing 14-51
AMV0B Open Payables Revaluation 14-69
AMV0E Currency Conversion Audit Trail 14-26
AMV0F1 Purchase Invoices to Inventory Management 14-77
AMV0F2 Purchase Invoices to Production Control & Costing 14-78
AMV0G Open Payables Duplicate Invoice Numbers 14-66
AMV0H Invoice Entry Edit (Offline) 14-36
AMV0I Invoice Entry Load (Offline) 14-40
AMV03 General Ledger Chart of Accounts 14-31
AMV04 General Ledger Master Entry/Change Listing 14-32
AMV08 Landed Cost Master File Maintenance 14-52
AMV12 Invoice Transaction Proof / Register 14-46
AMV13 Purchase Journal and Check Reversal Listing 14-75
AMV14 Purchase Journal Update 14-79
AMV17 Invoice Entry/Edit 14-44
AMV61 Temporary General Ledger Listing 14-87
AMV741 Vendor Analysis Report 14-91
AMV742 Vendor Business Analysis Report 14-93
AMV76 Vendor Master Names and Addresses/Vendor Contacts 14-103
AMV77 Vendor Master File Maintenance 14-101
AMV79 Vendor Master File Listing 14-94
AMV90 EDI Invoice Audit Report 14-29
AMV91 EDI Invoice Batch Report 14-30

Table 14-2. (Page 1 of 3) List of reports, sorted by report name

Report ID See page
Accounts Payable checks AMA32 14-7
Archive/Delete Invoice Payment History AMAKB 14-9
Bank Account Master File Listing AMA8J 14-10
Bank Account Master File Maintenance AMA7D 14-13
Bank Account Report AMA70F 14-16
Bank Account Revaluation AMA41 14-17
Cash Disbursements Journal AMA311 14-19
Cash Disbursements Register AMA312 14-21
 Page 14-3
Contents Index

Table 14-2. (Page 2 of 3) List of reports, sorted by report name

Report ID See page
Cash Disbursements Update AMA34 14-22
Cash Requirements Report AMA28 14-24
Currency Conversion Audit Trail AMV0E 14-26
Deleted Archived Invoice Payment History AMAKD 14-27
Detail Aged Open Payables AMA531 14-27
EDI Invoice Audit Report AMV90 14-29
EDI Invoice Batch Report AMV91 14-30
General Ledger Chart of Accounts AMV03 14-31
General Ledger Master Entry/Change Listing AMV04 14-32
General Ledger Master File Initial Load AMKV1 14-34
Invoice Entry Edit (Offline) AMV0H 14-36
Invoice Entry Load (Offline) AMV0I 14-40
Invoice Entry/Edit AMV17 14-44
Invoice Transaction Proof / Register AMV12 14-46
Invoices Transferred to History AMA71 14-50
Landed Cost Master File Listing AMV0A 14-51
Landed Cost Master File Maintenance AMV08 14-51
Manual Payment Transaction Gains/Losses AMA42C 14-53
Manual Payments Cash Disbursements Journal AMA42A 14-54
Manual Payments Cash Disbursements Register AMA42B 14-57
Manual Payments Inquiry/Report AMA45 14-59
Open Payables By Due Date AMA52 14-60
Open Payables By Vendor AMA51 14-62
Open Payables By Vendor - Halted AMA512 14-64
Open Payables Duplicate Invoice Numbers AMV0G 14-66
Open Payables File Maintenance AMA8A 14-67
Open Payables Revaluation AMV0B 14-69
Payment Reversal Cash Disbursements Journal AMA22A 14-71
Payment Reversal Cash Disbursements Register AMA22B 14-73
Payment Reversal Transaction Gains/Losses AMA22C 14-73
Purchase Journal and Check Reversal Listing AMV13 14-75
Purchase Invoices to Inventory Management AMV0F1 14-77
Purchase Invoices to Production Control & Costing AMV0F2 14-78
Purchase Journal Update AMV14 14-79
Reconciliation Activity Report AMA70G 14-81
Reconciliation Journal AMA70H 14-82
Remittance Advices AMA33 14-84
Summary Aged Open Payables AMA532 14-86
 Page 14-4
Contents Index

Table 14-2. (Page 3 of 3) List of reports, sorted by report name

Report ID See page
Temporary General Ledger Listing AMV61 14-87
Transaction Gains/Losses AMA313 14-90
Vendor Analysis Report AMV741 14-91
Vendor Business Analysis Report AMV742 14-93
Vendor Master File Listing AMV79 14-94
Vendor Master File Load All Records AMKA4 14-95
Vendor Master File Maintenance AMV77 14-101
Vendor Master File Year-End Listing AMA601 14-99
Vendor Master File Year-End Update AMA602 14-102
Vendor Master Names and Addresses/Vendor Contacts AMV76 14-103
1099-MISC Forms AMA66 14-104
1099-MISC Report AMA61 14-105

Table 14-3. (Page 1 of 4) List of reports, sorted by task and report name
Report ID
Bank Reconciliation
Bank Account Report AMA70F
Invoices Transferred to History AMA71
Reconciliation Activity Report AMA70G
Reconciliation Journal AMA70H

Cash Disbursements
Accounts Payable checks AMA32
Cash Disbursements Journal AMA311
Cash Disbursements Register AMA312
Cash Disbursements Update AMA34
Remittance Advices AMA33
Transaction Gains/Losses AMA313

Cash Requirements
Cash Requirements Report AMA28

Data Entry
Invoice Entry/Edit AMV17

Demand Reports
Detail Aged Open Payables AMA531
Open Payables By Due Date AMA52
 Page 14-5
Contents Index

Table 14-3. (Page 2 of 4) List of reports, sorted by task and report name
Report ID
Open Payables by Vendor AMA51
Open Payables by Vendor - Halted AMA512
Summary Aged Open Payables AMA532
Vendor Analysis Report AMV741
Vendor Business Analysis Report AMV742

EDI - Electronic Data Interchange

EDI Invoice Audit Report AMV90
EDI Invoice Batch Report AMV91

File Listing
Bank Account Master File Listing AMA8J
General Ledger Chart of Accounts AMV03
Landed Cost Master File Listing AMV0A
Temporary General Ledger Listing (Monthly) AMV61
Vendor Master Names and Addresses AMV76
Vendor Master File Listing AMV79
 Page 14-6
Contents Index

Table 14-3. (Page 3 of 4) List of reports, sorted by task and report name
Report ID
File Maintenance
Bank Account Master File Maintenance AMA7D
General Ledger Master Entry/Change Listing AMV04
Landed Cost Master File Maintenance AMV03
Open Payables File Maintenance AMA8A
Vendor Master File Maintenance AMV77

History
Archive/Delete Invoice Payment History AMAKB
Deleted Archived Invoice Payment History AMAKD

Initial File Load

General Ledger Master File Initial Load AMKV1
Vendor Master File Load All Records AMKA4

Manual Payments
Manual Payments Cash Disbursements Journal AMA42A
Manual Payments Cash Disbursements Register AMA42B
Manual Payments Inquiry/Report AMA45
Manual Payment Transaction Gains/Losses AMA42C

Offline Data Entry

Invoice Entry Edit (Offline) AMV0H
Invoice Entry Load (Offline) AMV0I

Payment Reversal
Payment Reversal Cash Disbursements Journal AMA22A
Payment Reversal Cash Disbursements Register AMA22B
Payment Reversal Transaction Gains/Losses AMA22C

Posting
Currency Conversion Audit Trail AMV0E
Invoice Transaction Proof / Register AMV12
Open Payables Duplicate Invoice Numbers AMV0G
Purchase Invoice Journal AMV13
Purchase Invoices to Inventory Management AMV0F1
Purchase Invoices to Production Control & Costing AMV0F2
Purchase Journal Update AMV14
 Page 14-7
Contents Index

Table 14-3. (Page 4 of 4) List of reports, sorted by task and report name
Report ID

Revaluation
Bank Account Revaluation AMA41
Open Payables Revaluation AMV0B

Year-End
1099-MISC Forms AMA66
1099-MISC Report AMA61
Vendor Master File Year-End Listing AMA601
Vendor Master File Year-End Update AMA602

Accounts Payable checks

X X

INVOICE NO. INVOICE DATE DESCRIPTION GROSS AMOUNT DISCOUNT NET AMOUNT
0 04 52 V E N DO R J OH N SON & P A R T N E R S CO . CH E CK DA T E 11 / 20 / * *
L T4 4 1 1 / 10/ * * 8 X 1 0 C AM E RA 575 . 00 575 . 0 0
L T4 5 1 1 / 10/ * * 2 1 / 4 C AM E R A 324 . 00 324 . 0 0
L T4 6 1 1 / 10/ * * 5 5 MM L E N S 85 . 00 85 . 0 0
L T4 7 1 1 / 10/ * * 2 8 MM L E N S 115 . 00 115 . 0 0
L T4 8 1 1 / 11/ * * B & W E N L A RG E R 150 . 00 150 . 0 0
L T4 9 1 1 / 11/ * * C O L O R E N L A RG E R 375 . 00 375 . 0 0
L T5 0 1 1 / 11/ * * CH EM I CA L S 65 . 00 65 . 0 0
L T5 1 1 1 / 11/ * * T ON E R 20 . 00 20 . 0 0
L T5 2 1 1 / 11/ * * T H E RMOM E T E R S 35 . 00 35 . 0 0
L T5 3 1 1 / 12/ * * B A C K G RO U N D S 320 . 00 320 . 0 0
L T5 4 1 1 / 12/ * * S T UD I O L I GH T S 650 . 00 650 . 0 0
C O N T I N U E D O N R E MM I T T A N C E ADV I CE
CHECK NUMBER 132 TOTALS 3 , 056 . 00 3 , 056 . 00
P0 0 01

CHECK DATE CHECK NO.

11 / 20 / * * 132
CHECK AMOUNT
* * * * * * * 3 ,056 .00
THRE E T HOU S A N D F I FTY - S I X AND 00 / 100 * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

J OH N SON & P A R T N E R S CO .
TO TH E SO U T H C O U R T WR I G H T
OR D E R O F BU F FA LO NY 20155 - 0532
AUTHORIZED SIGNATURE

AUTHORIZED SIGNATURE

This procedure is initiated by selecting option 2 on the Main Menu and option 5 on the
Cash Disbursements Processing menu. The check stub lists up to 12 invoices that
may be included in this check total. If there are more than 12 invoices, they will be
saved for printing on remittance advices.

Fields

INVOICE NO. (Invoice number). The invoice number of each invoice being paid on
this check.

INVOICE DATE. The date printed on the invoice.

 Page 14-8
Contents Index

DESCRIPTION. The description of goods or services that this invoice represents.

GROSS AMOUNT. The total amount that is being paid on this check for this invoice.

DISCOUNT. The amount of discount taken on this invoice, if any.

NET AMOUNT. The total amount of the invoice minus any discounts.

NAME. Vendor name. If the invoice being paid is from a miscellaneous vendor,
vendor number 000000, or if payment is being made to an assignee, the address also
appears.
Note: If consolidated checks was Y for this check writing run, the vendor number
will be slightly different from this example.

If List Vendors is Y, all vendors paid to a common assignee will be listed on the stub
prior to the vendor’s invoices. This listing may cause the contents of the stub to spill
onto a Remittance Advice.

If List Vendors is N, the assignee’s name will print on the stub, rather than the
vendor’s name. In this case, assignee name will appear on both the check stub and
the body of the check.

CHECK DATE. The payment date as entered with check writing options from form
AP-6.

CHECK NUMBER. The number assigned to this check. It should agree with the
check number on the Cash Disbursements Journal.

TOTALS. The sum of the gross amounts for all invoices on this check.

CHECK AMOUNT. The numeric check value and the written check value. The written
check value is a check protection feature. It should agree with the Net Amount.

The descriptive amount of the check.

TO THE ORDER OF. The vendor or assignee name and address as it appears in the
Vendor Master file. Make sure this is correct.
Note: In the address line, the state prints one position after the city and the postal
code prints two positions after the state. If the city and state are more than 12
positions long, the postal code prints on the next line. Refer to Postal Service
publication 28 for guidelines on accepted abbreviations of the city. The primary
vendor name prints on the check stub when an assignee check is printed.
 Page 14-9
Contents Index

Archive/Delete Invoice Payment History (AMAKB)

ARCHIVE/DELETE INVOICE PAYMENT HISTORY DATE 12/15/** TIME 13.44.01 PAGE 1 AMAKB

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

NUMBER OF INVOICE PAYMENT TRANSACTIONS ARCHIVED AND DELETED 14

This report prints as a result of selecting option 10 on the Main Menu and option 1 or
2 on the History Main Menu (AMAMA0). You can print the report for archived
transactions only, deleted transactions only, or both archived and deleted
transactions.

Fields

Message. Message line.

NUMBER OF INVOICE PAYMENT TRANSACTIONS ARCHIVED AND DELETED.

The number of invoice payment transactions you archived and deleted for this run.
 Page 14-10
Contents Index

Bank Account Master File Listing (AMA8J)

Bank Account Master File Listing Date 3/19/** Time 10.22.20 Page 1 AMA8J
Oper

Company 01 Bank Account 001 Payment method 1

Description Wachovia Currency Cash in bank account 1050
Bank charges acct 3100 AP checks Y Remittance advice Y
AP check file Y Remittance advice file Y AP check form name APCHK
Remit adv form REMIT Beginning check number 517 Bank balance 5792.62-
Bank bal lcl curr 5796.62- Check sequence 1 Check consolidation n
Electronic funds Y List vendors N Last maintenance date 5/17/**
EFT (Payer):
Paymt method code AAA Payment format code ZZZ DFI Id number qual GG
DFI Id Number AAAAAAAAAAAA Orig company id no AAAAAAAAAA Orig company supp cd AAAAAAAAA
Acct no. qual. FF Account number AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA
Company Simmons and Simmons Associates Address format 0=US
Address 1 222 Main St.
Address 2 PO Box 2000
Address 3
City Marietta
State GA Country USA Postal code 30136-0001
Telephone 404-555-5234 Contact Ms. Simmons

Company 01 Bank account 001 Payment method 1

Description EC Test Account Currency Cash in bank account 1050
Bank charges acct 1050 AP checks Y Remittance advice Y
AP check file Y Remittance advice file Y AP check form name CK01
Remit adv form RMT01 Beginning check number 1002 Bank balance
Bank bal lcl curr Check sequence 1 Check consolidation Y
Electronic funds Y List vendors N Last maintenance date 6/26/**
EFT (Payer):
Paymt method code ACD Payment format code ZZZ DFI Id number quali CG
DFI id number 0003902912 Orig company Id no 2901293 Orig company supp cd 490214
Acct no. qual. FF Account number 930953109512
Company Michael company Address format 0=US
Address 1 123 Main Street
Address 2 PO BOX 1000
Address 3
City Cranford
State NJ Country USA Postal code 07888-0001
Telephone (201) 393-3939 Contact Mr. Green

Total number of bank accounts printed 2

This report prints as a result of selecting option 8 on the Main Menu and option 7 on
the File Listings menu (AMAM80). The report prints the contents of the Bank Account
Master file.

Fields

BEGINNING COMPANY
ENDING COMPANY. The beginning and ending companies included on this report.

BEGINNING BANK ACCOUNT

ENDING BANK ACCOUNT. The beginning and ending bank accounts associated
with this vendor.

COMPANY. The company number by which the checks will be written.

BANK ACCOUNT. The bank account established for this company against which the
checks will be written.

PAYMENT METHOD. The payment method.

 Page 14-11
Contents Index

DESCRIPTION. The bank account description.

CURRENCY. The currency in which the bank account is established.

CASH-IN-BANK ACCOUNT. The GL cash-in-bank account number.

BANK CHARGES ACCT. The account number used to debit bank charges
associated with this bank account.

AP CHECKS. Y indicates that a check will be printed by the system.

REMITTANCE ADVICE. Indicates that remittance advices will be used if remittance

advice records are to be created as a file.

AP CHECK FILE. Indicates if checks are to be sent as a file. No system checks will
be printed.

REMITTANCE ADVICE FILE. Indicates if remittance advice record is sent as a file.

No remittance advices will be printed.

AP CHECK FORM NAME. The check form name you use to identify the form loaded
on the printer.

REMIT ADV FORM. The remittance advice form name used to identify the form
loaded on the printer.

BEGINNING CHECK NUMBER. The beginning check number.

BANK BALANCE. The bank balance for this account.

BANK BAL LCL CURR. The local currency amount of the bank balance if multi-
currency support was specified during application tailoring.

CHECK SEQUENCE. This field contains 1 if checks print in payee number sequence.
This field contains 2 if the checks print in payee name sequence.

CHECK CONSOLIDATION. This field contains a Y if consolidated checks should be

printed, or it contains an N if separate checks should be printed for each change of
vendor within an assignee.

LIST VENDORS. This field contains a Y if all vendor names are to be printed on the
check stub along with the invoices that are being paid on the checks.

If the field contains an N, only assignee name will print on the check stub prior to all
invoices that are paid on the checks. This option can only be Y if CONSOLIDATED
CHECKS is Y.

LAST MAINTENANCE DATE. The last date this record was maintained.

PAYMENT METHOD CODE. This field contains the code to designate the actual
funds transfer method.

PAYMENT FORMAT CODE. Code identifying the payment format to be used. CCD -
Cash Concentration/Disbursement
 Page 14-12
Contents Index

DFI ID NUMBER QUALIFIER (Depository Financial Institution identification

number qualifier). This field contains the code identifying the type of identification
number of the Depository Financial Institution (DFI).
• 01 - ABA transit routing number including check digits (9 digits)
• 02 - Swift identification (8 or 11 characters)
• 03 - CHIPS (3 or 4 digits)
• 04 - Canadian Bank Branch and institution number
• ZZ - Mutually defined

DFI IDENTIFICATION NUMBER (Depository Financial Institution identification

number). Unique Depository Financial Institution identification number.

ORIG COMPANY ID NUMBER (Originating company identification number). A

unique identifier designating the company initiating the funds transfer instructions.
The first character is a 1-digit ANSI identification code designation (ICD) followed by
the 9-digit identification number.
• EIN - IRS employer identification number (1)
• DUNS - Data universal numbering system (3)
• User assigned (9)

ORIG COMPANY SUPP CODE (Originating company supplemental code). Code

defined between the originating company and the Originating Depository Financial
Institution (ODFI) that uniquely identifies the company initiating the transfer
instruction.

ACCOUNT NUMBER QUALIFIER. Code indicating type of bank account.

• 01 - Time Deposit
• DA - Demand Deposit
• SG - Savings
• ZZ - Mutually Defined

ACCOUNT NUMBER. Payer’s bank account number.

COMPANY. This field shows the company’s name information for EFT remittance
advice transfer to vendors.

ADDRESS FORMAT. Code identifying the type of address format:

• 0=US is the format used in the United States (1 name line and 4 address lines).
• 1=Intl is an international format (1 name line and 4 address lines).
• 2=Free is a free-format (1 name line and 5 address lines).
Note: These values for this field are used only by the AP and Purchasing
applications. Also, COM and IFM use the values of 1, 2, and 3, instead of 0, 1, and 2,
in the Address format field.

ADDRESS 1, 2, 3, 4 and 5. This field contains the company’s address information for
EFT remittance advice transfer to vendors. If using Address format 2, you see
Address lines 1-5. If using Address format 0 or 1, you see only Address lines 1, 2, and
3

CITY, STATE/COUNTRY, and POSTAL CODE. This field shows where the company
is located and the code assigned by the postal authorities for the company’s address.
 Page 14-13
Contents Index

TELEPHONE. This field contains the A/P contact phone number for sending of EFT
remittance advice to vendors.

CONTACT. This field contains the A/P contact name for sending of EFT remittance
advice to vendors.

TOTAL NUMBER OF BANK ACCOUNTS PRINTED. The total number of bank

accounts printed.

Bank Account Master File Maintenance (AMA7D)

Bank Account Master Date 3/19/** Time 10.22.20 Page 1 AMA7D

File Maintenance OPER 51 Update 048
*** Before ***

Company 01 Bank Account SSC Payment Method 1

Description Southern Savings Co Currency Cash In Bank Account 2000
Bank Charges Acct 2001 AP Checks Y Remittance Advice Y
AP Check File Y Remittance Advice File Y AP Check Form Name AP1
Remit Adv Form RM1 Beginning Check Number 100 Bank Balance 100000.00
Bank Bal LCL Curr 100000.00 Check Sequence 2 Check Consolidation Y
Electronic Funds Y List Vendors Y Last Maintenance Date 3/14/**
EFT (Payer):
Paymt Method Code AAA Payment Format Code ZZZ DFI Id Number Qual GG
DFI Id Number AAAAAAAAAAAA Orig Company Id No AAAAAAAAAA Orig Company Supp Cd AAAAAAAAA
Acct No. Qual. FF Account Number AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA
Company Southern Savings Company Address Format 0=US
Address 1 4453 Elden Dr
Address 2 PO Box 1000
Address 3 Suite 2000
City Atlanta
Address 5
State GA Country USA Postal Code 30136-0001
Telephone 404-555-5234 Contact MS. SIMMONS

*** After ***

Company 01 Bank Account SSC Payment Method 1
Description Southern Savings Co Currency Cash In Bank Account 2000
Bank Charges Acct 2001 AP Checks Y Remittance Advice Y
AP Check File Y Remittance Advice File Y AP Check Form Name AP1
Remit Adv Form RM1 Beginning Check Number 100 Bank Balance 100000.00
Bank Bal LCL Curr 100000.00 Check Sequence 2 Check Consolidation Y
Electronic Funds Y List Vendors Y Last Maintenance Date 4/09/96
EFT (Payer):
Paymt Method Code AAA Payment Format Code ZZZ DFI Id Number Qual CG
DFI Id Number AAAAAAAAAAAA Orig Company Id No AAAAAAAAAA Orig Company Supp Cd AAAAAAAAA
Acct No. Qual. FF Account Number AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA
Company Southern Savings Company Address Format 0=US
Address 1 4453 Elden Dr
Address 2 PO Box 1000
Address 3 Suite 2000
City Atlanta
Address 5
State GA Country USA Postal Code 30136-0001
Telephone 404-555-5234 Contact Ms. Simmons
Session Status
Records Added 0 Records Deleted 0
Records Added 1

This report prints when you select option 7 on the Main Menu and option 5 on the File
Maintenance menu (AMAM70). The report shows the additions, changes, or deletions
made to the Bank Account Master file, and lists the bank account, payment method,
and currency in which the bank account is established. The report also shows the
bank account numbers being debited or credited, the bank account balance in local
currency, and shows whether a check record or remittance advice record created as a
file.
 Page 14-14
Contents Index

Fields

COMPANY. The number assigned to this company.

BANK ACCOUNT. The bank account established for this vendor against which the
checks will be written.

PAYMENT METHOD. The payment method.

DESCRIPTION. The description of the bank account.

CURRENCY. The currency in which the bank account is established.

CASH IN BANK ACCOUNT. The GL cash-in-bank account number associated with

this payment.

BANK CHARGES ACCT. The account against which bank charges will be debited.

AP CHECKS. Indicates that check will be printed by the system. Y indicates that this
record is a check. N indicates that no check will be printed.

REMITTANCE ADVICE. Indicates if check record is sent as a file. Indicates that

remittances will be printed by the system. Y indicates this record is a remittance
advice.

AP CHECK FILE. Indicates if check record is sent as a file.

REMITTANCE ADVICE FILE. Indicates if remittance advice record is sent as a file.

AP CHECK FORM NAME. Name of check form used in the printer, if applicable.

REMIT ADV FORM (Remittance advice form). Name of advice form used in the
printer, if applicable.

BEGINNING CHECK NUMBER. The beginning check number.

BANK BALANCE. The balance of this bank account.

BANK BALANCE LCL CURR (Bank balance local currency). The bank account
balance in local currency.

CHECK SEQUENCE. This field contains 1 if checks print in payee number sequence.
This field contains 2 if the checks print in payee name sequence.

CHECK CONSOLIDATION. This field contains a Y if consolidated checks should be

printed, or it contains an N if separate checks should be printed for each change of
vendor within an assignee.

LIST VENDORS. This field contains a Y if all vendor names are to be printed on the
check stub along with the invoices that are being paid on the checks.

If the field contains an N, only assignee name will print on the check stub prior to all
invoices that are paid on the checks. This option can be Y only if CONSOLIDATED
CHECKS is Y.
 Page 14-15
Contents Index

LAST MAINTENANCE DATE. The last date this record was maintained.

PAYMENT METHOD CODE. This field contains the code to designate the actual
funds transfer method.

PAYMENT FORMAT CODE. Code identifying the payment format to be used.

CCD - Cash Concentration/Disbursement

DFI ID NUMBER QUALIFIER (Depository Financial Institution identification

number qualifier). This field contains the code identifying the type of identification
number of the Depository Financial Institution (DFI).
• 01 - ABA transit routing number including check digits (9 digits)
• 02 - Swift identification (8 or 11 characters)
• 03 - CHIPS (3 or 4 digits)
• 04 - Canadian Bank Branch and institution number
• ZZ - Mutually defined

DFI IDENTIFICATION NUMBER (Depository Financial Institution identification

number). Unique Depository Financial Institution identification number.

ORIG COMPANY ID NUMBER (Originating company identification number). A

unique identifier designating the company initiating the funds transfer instructions.
The first character is a 1-digit ANSI identification code designation (ICD) followed by
the 9-digit identification number.
• EIN - IRS employer identification number (1)
• DUNS - Data universal numbering system (3)
• User assigned (9)

ORIG COMPANY SUPP CODE (Originating company supplemental code). Code

defined between the originating company and the Originating Depository Financial
Institution (ODFI) that uniquely identifies the company initiating the transfer
instruction.

ACCOUNT NUMBER QUALIFIER. Code indicating type of bank account.

• 01 - Time Deposit
• DA - Demand Deposit
• SG - Savings
• ZZ - Mutually Defined

ACCOUNT NUMBER. Payer’s bank account number.

COMPANY. This field shows the company’s name information for EFT remittance
advice transfer to vendors.

ADDRESS FORMAT. Code identifying the type of address format:

• 0=US is the format used in the United States (1 name line and 4 address lines).
• 1=Intl is an international format (1 name line and 4 address lines).
• 2=Free is a free-format (1 name line and 5 address lines).
Note: These values for this field are used only by the AP and Purchasing
applications. Also, COM and IFM use the values of 1, 2, and 3, instead of 0, 1, and 2,
in the Address format field.
 Page 14-16
Contents Index

ADDRESS 1, 2, 3, 4 and 5. This field contains the company’s address information for
EFT remittance advice transfer to vendors. If using Address format 2, you see
Address lines 1-5. If using Address format 0 or 1, you see only Address lines 1, 2, and
3

CITY, STATE/COUNTRY, and POSTAL CODE. This field shows where the company
is located and the code assigned by the postal authorities for the company’s address.

TELEPHONE. This field contains the A/P contact phone number for sending of EFT
remittance advice to vendors.

CONTACT. This field contains the A/P contact name for sending of EFT remittance
advice to vendors.

SESSION STATUS. Session status for the following:

RECORDS ADDED: The number of records added during this session.

RECORDS CHANGED: The number of records changed during this session.

RECORDS DELETED: The number of records deleted during this session.

Bank Account Report (AMA70F)

NORTHCREEK IND. NO. 01 BANK ACCOUNT REPORT DATE 1/25/** TIME 10.52.14 PAGE 1 AMA70F
***** MODE
CO 01 BANK 1 MORGAN GTY CURRENCY FFR FRENCH FRANCS
TYPE DATE NUMBER METH -------------- VENDOR ---------- STATUS CHECK AMOUNT DEPOSIT AMOUNT
CHECK 1/24/** 1000 1 TOM AAA OPEN 615.00
CHECK 1/24/** 1005 1 200 ALLIED OPEN 625.00

NORTHCREEK IND. NO. 01 BANK ACCOUNT REPORT DATE 1/25/** TIME 10.52.14 PAGE 2 AMA70F

DEPOSIT 300
REPORT TOTAL 1,240.00 .00
SUMMARY BY STATUS:
2 OPEN 1,240.00 .00
0 RECONCILED .00 .00
0 VOID .00 .00

This report prints as a result of selecting option 3 on the Main Menu and selecting
option 6 or 7 on display AMA701. After all entries have been entered and edited, the
Bank Account report is produced. It serves as a reference of all current activity
against the Bank Reconciliation file. Depending on the options selected, use the
report as either a check/deposit register, or a bank reconciliation list. Checks appear
first. The beginning deposit forces a new page.

Fields

MODE. The mode: Test or Purge. This field only appears if you selected option 7 on
the options display, AMA701. When you choose option 6, either bank or local
currency prints under the title.

CO (Company name). The number assigned to the company.

BANK. The general ledger cash-in-bank account number and bank name to which
the following checks and deposits were distributed.
 Page 14-17
Contents Index

CURRENCY. The currency used.

TYPE. The type of transaction, check or deposit.

DATE. The date the check was written or the deposit was made.

NUMBER. The number that was assigned to this check or deposit.

METH (Payment method). The payment method.

VENDOR. The vendor or customer to which this invoice applies and the status open,
reconciled or void.

STATUS. The status of the check: open, reconciled, or void.

CHECK AMOUNT
DEPOSIT AMOUNT. The amount of the check or deposit.

REPORT TOTAL. Total of all the check and deposit amounts.

SUMMARY BY STATUS. Total number of checks and deposits for this bank account
that are open, reconciled, or void.
OPEN: The number of open checks for this company’s bank account.

RECONCILED: The number of reconciled check for this company’s bank

account.

VOID: The number of voided check for this company’s bank account.

Bank Account Revaluation (AMA41)

BANK ACCOUNT REVALUATION DATE 1/15/** TIME 16.09.49 PAGE 1 AMA41

OPTIONS

REVALUATION MODE - 2 FILE UPDATE

COMPANY NUMBER RANGE - FROM 02 TO 02
CURRENCY ID RANGE - FROM C01 TO I02

REVALUATION DATE - 3/01/**

ACCOUNTING PERIOD - 03
BANK ACCOUNT REVALUATION DATE 1/15/** TIME 16.09.49 PAGE 2 AMA41
UPDATE MODE

FOREIGN CURR ************** LOCAL CURRENCY AMOUNTS *************

BANK CURR CASH ACCOUNT GAIN/LOSS ACCOUNT BANK BALANCE BEFORE REVAL AFTER REVAL GAIN/LOSS

G01 DM 109000000000000 000000000009000 789546.32 529613.00 502576.00 27037.00

TOTAL CURRENCY DM DEUTSCHE MARKS 789546.32 529613.00 502576.00 27037.00

TOTAL COMPANY 01 529613.00 502576.00 27037.00

TOTAL REPORT 529613.00 502576.00 27037.00

This report prints when you choose option 11 on the Main Menu and multi-currency
support is active. The report shows the impact of revaluation on bank account
balances and the cash and transaction gain/loss accounts used to record the
revaluation. The revaluation options selected appear on the first page of the report.
 Page 14-18
Contents Index

Fields

REVALUATION MODE. The mode selected as the report option, either UPDATE or
NO UPDATE.

COMPANY NUMBER RANGE. The range of company numbers included on the

report.

CURRENCY ID RANGE. The range of currency IDs included on the report.

REVALUATION DATE. The date used to revalue the bank accounts.

ACCOUNTING PERIOD. The accounting period for which Temporary General Ledger
records were created during application tailoring.

UPDATE MODE. The mode requested for the report.

BANK CURR (Bank Currency). The currency ID set up for this bank account.

CASH ACCOUNT. The GL account number from the Bank Account Master file.

GAIN/LOSS ACCOUNT. The GL account number used to record the gain/loss

transactions.

FOREIGN CURR
BANK BALANCE (Foreign Currency Bank Balance). The bank account currency
balance.

LOCAL CURRENCY AMOUNTS. The local currency amounts before and after
revaluation and the difference between the old value and the new value.
BEFORE REVAL (Before revaluation): The local currency amount that was
associated with this invoice prior to adjustments using revaluation.

AFTER REVAL (After revaluation): The local currency amount that was
associated with this invoice after adjustments using revaluation.

GAIN/LOSS: The net change to the local currency comparing the before
revaluation to the after revaluation entries.
Note: If UPDATE MODE was requested, journal entries were created for the net
change amount and posted to TEMGEN.

TOTAL CURRENCY. The currency total (local and trading).

TOTAL COMPANY. The company to which the amount totals apply. Page breaks are
forced by company totals.

TOTAL REPORT. The report total (in local currency) amounts.

 Page 14-19
Contents Index

Cash Disbursements Journal (AMA311)

NORTHCREEK IND. NO. 02 CASH DISBURSEMENTS JOURNAL DATE 1/15/** TIME 15.38.31 PAGE 1 AMA311
CHECK DATE 2/01/** ENTRY DATE 2/15 BANK ACCOUNT L01 PAY METH 1 MODE CHECKS

JNL REFER ------------ VENDOR ------------ INV NUM ORIG JNL GROSS AMOUNT DISCOUNT NET AMOUNT
CD00113-00001 2019 STANDARD CHEM 1000 PR1 140151.67 2756.00 137395.67
PJ00043-00001 140151.67 2756.00 137395.67
** 2019 CHECK TOTAL
CHECK DISTRIBUTION
ACCOUNT DEBIT CREDIT ACCOUNT DEBIT CREDIT
AP 2000 140151.67 .00 GAIN / LOSS .00 .00
DISCOUNT 6010 .00 2756.00
CASH IN BANK 1050 .00 137395.67

CD00113-00004 2020 BOB SMITH-DBA 2000 A-176543 90857.00 1817.00 89040.00

PJ00054-00001 96076.00 1922.00 94154.00
2020 CHECK TOTAL
**
CHECK DISTRIBUTION
ACCOUNT DEBIT CREDIT ACCOUNT DEBIT CREDIT
AP 2000 96076.00 .00 GAIN / LOSS 9000 .00 5114.00
DISCOUNT 6010 .00 1922.00 CHGS ACCT 8500 .00 .00
CASH IN BANK 1050 .00 89040.00

REPORT TOTALS:
ACCOUNTS PAYABLE 236227.67
DISCOUNT 4678.00-
CASH IN BANK 226435.67-
GAIN / LOSS 5114.00-
UNAPPLIED .00
GL CONTROL 236227.67
NUMBER OF CHECKS 2

This report prints when you select option 2 on the Main Menu and option 3 on the
Cash Disbursements menu. It will print prior to the printing of checks. The Cash
Disbursements Journal serves as your check register of all the checks that are to be
printed. It lists the general ledger transactions that are created by the printing of the
Accounts Payable checks. This report can also be used as the entry information
source for bank reconciliation.

Notes:
1. Printing the Cash Disbursements Journal does not indicate that updates have
been made to the files.

2. An error message will be issued and processing will stop if a negative check is
encountered.

Fields

CHECK DATE. The check date you entered. This date is used in determining whether
or not the discount will be taken.

ENTRY DATE. The cash disbursement entry date or period as entered by the
operator. This is the entry date or period for posting to the general ledger.

BANK ACCOUNT. The bank account established for this vendor against which
checks were written.

PAY METH (Payment method). The payment method used.

MODE. The mode identifies whether the report is documenting checks or manual
payments.
 Page 14-20
Contents Index

JNL REFER (Journal reference number). The Cash Disbursements Journal

reference number for this run for each invoice. The number is created as follows:

CDxxxxx-yyyyy

where:
CD is always the first two characters.

xxxxx is a sequential journal number, automatically assigned, indicating this

disbursement run.

yyyyy is a sequential number beginning with 1 and incremented by 1 for each

transaction.

Check number. The assigned check number for this vendor check or the number
given to the prepaid check.

VENDOR. The name of the vendor from whom this invoice was received.

INV NUM (Invoice number). The vendor’s invoice number that prints on the invoice.

ORIG JNL (Original journal). The original Purchase Journal reference number for
this run on each invoice. This number does not apply to the Cash Accounting method.

GROSS AMOUNT. The total amount of all line items on this invoice before any
discounts were taken.

DISCOUNT. The amount of discount taken on this invoice, if any.

NET AMOUNT. The gross amount of the invoice minus the discount.

CHECK TOTAL. The total amount of this check.

CHECK DISTRIBUTION. The distribution of the checks in a bank account for AP,
discount, cash in bank account, and gain/loss.
AP: The accounts payable account number and the credit or debit amounts for
this invoice shown as either a debit or credit.

DISCOUNT: The discount account number and the credit or debit amounts for
this invoice shown as either a debit or credit.

CASH IN BANK: The cash in bank account number and the credit or debit
amounts for this invoice shown as either a debit or credit.

GAIN / LOSS: The gain/loss account number and the credit or debit amounts for
this invoice shown as either a debit or credit.

REPORT TOTALS. The total report sums applied in this invoice.

ACCOUNTS PAYABLE: The account used to contain liability amounts for the
Open Payables.

DISCOUNT: The total discount amount available for this check run.
 Page 14-21
Contents Index

CASH IN BANK: The amount of cash used to pay the invoices in this check run.

GAIN / LOSS: The gain/loss amount applied to this check run.

UNAPPLIED: The difference between the payment amount and the total invoice
amount.

GL CONTROL: The sum of all general ledger transactions. These are always
added, not subtracted.

NUMBER OF CHECKS: The number of payments that are being created.

Cash Disbursements Register (AMA312)

NORTHCREEK IND. NO. 02 CASH DISBURSEMENTS REGISTER DATE 1/30/** TIME 15.38.33 PAGE 1 AMA312
CO 01 PAY DATE 2/01/** MODE CHECKS

-------------- THIS PAYMENT -----------------

VENDOR INVOICE NO INV DATE DUE DATE GROSS AMOUNT DISCOUNT NET AMOUNT BANK METH CURRENCY
ASSIGNEE 1000 STANDARD CHEM 1000
1000 PR1 1/15/** 2/01/** 140151.67 2756.00 137395.67 L01 1 US DOLLARS
CHECK NO. 2019 TOTAL 140151.67 2756.00 137395.67

ASSIGNEE 2000 BOB SMITH-DBA 2000

2000 A-176543 1/15/** 1/15/** 90857.00 1817.00 89040.00 L01 1 US DOLLARS
TRADING CURRENCY LR ITALIAN LIRE 195475.22 3909.50 191565.72
CHECK NO. 2020 TOTAL 90857.00 1817.00 89040.00
PAYMENT TOTAL 231008.67 4573.00 226435.67
NUMBER OF PAYMENTS 2

This report prints by selecting option 2 on the Main Menu and option 3 or 4 on the
Cash Disbursements Processing menu (AMAM20). The report lists payments in
check number, vendor number and invoice sequence and shows the amount that has
been disbursed. Totals are reported on check number breaks. Payment amounts are
reported in bank account currency and in trading if it differs from the bank.

Fields

CO (Company number). The number assigned to this company.

PAY DATE. The date that the invoices are expected to be paid. The pay date is used
for determining whether or not the discount will be taken.

MODE. The mode identifies whether the report is documenting checks.

VENDOR ASSIGNEE. The number and name of the assignee to whom payment was
made in lieu of the vendor.

INVOICE NO (Invoice number). The vendor’s invoice number that prints on the
invoice.

INVOICE (Invoice date). The date printed on the invoice.

DUE DATE. The date by which the invoice must be paid to take advantage of the
discount.
 Page 14-22
Contents Index

THIS PAYMENT. The sum of payments for this invoice.

GROSS AMOUNT: The sum of all the gross amounts for this invoice.

DISCOUNT: The sum of all the discount amounts for this invoice.

NET AMOUNT: The total gross amount minus the total discount amount, if any.
Note: Payment amounts are reported in bank account currency and trading
amounts are referenced if different.

BANK. The bank account number to which the following checks are distributed.

METH (Payment method). The payment method for the payment record being
processed.

CURRENCY. The currency description.

CHECK NO. (Check number). The number of the check that is to be printed.

PAYMENT TOTAL. The total amount of payments for this check run.

NUMBER OF PAYMENTS. The number of payments (checks) for this check run.

Cash Disbursements Update (AMA34)

NORTHCREEK IND. NO.02 CASH DISBURSEMENTS UPDATE RUN DATE 1/15/** TIME 15.38.44 PAGE 1 AMA34
CHECK DATE 2/01/**
ENTRY PERIOD 02

COMPANY TOTAL: GROSS AMOUNT 231,008.67

PREPAID DISCOUNT .00

PAYMENT DISCOUNT 4,573.00

PREPAID AMOUNT .00

PAYMENT AMOUNT 226,435.67

JOURNAL AMOUNT 236,227.67

GAIN/LOSS AMOUNT 00.00-

NEW BEGINNING
CHECK NUMBER 2023

*** SUMMARY *** CASH DISBURSEMENTS UPDATE RUN DATE 1/15/** TIME 10.03.30 PAGE 2 AMA34
CHECK DATE 2/01/**
ENTRY PERIOD 02

SUMMARY TOTAL: GROSS AMOUNT 231,008.67

PREPAID DISCOUNT .00

PAYMENT DISCOUNT 4,573.00

PREPAID AMOUNT .00

PAYMENT AMOUNT 226,435.67

JOURNAL AMOUNT 236,227.67

GAIN/LOSS AMOUNT 00.00-

 Page 14-23
Contents Index

This report is one in the series that is initiated from option 2 on the Main Menu and
option 3 on the Cash Disbursements Processing menu. It prints after checks have
been printed and after updates have been made to the files. It serves as a summary
of the activity of this disbursement run by showing totals of all discounts and amounts.

Fields

CHECK DATE. The check date that was used when checks were written.

ENTRY DATE
ENTRY PERIOD. The entry date or period for posting disbursements to the general
ledger.

COMPANY TOTAL
SUMMARY TOTAL. The company or summary total includes the following amounts:
GROSS AMOUNT: The sum of all gross amounts for all invoices processed for
this company or for all companies.

PREPAID DISCOUNT: The total amount of discounts taken on all invoices

entered as prepaid and selected for this company or all companies. This is a total
for all invoices on which the check number was entered.

PAYMENT DISCOUNT: The sum of all discounts taken for all invoices paid for
this company or all companies. This is a total for all invoices for which the
application generated the checks.

PREPAID AMOUNT: The total amount of all invoices entered as prepaid and
selected for this company or all companies. This is a total for invoices on which
the work station operator entered the check number.

PAYMENT AMOUNT: The total gross amount minus total payment discounts
resulting in the total amount paid for this company or all companies. This is a total
for invoices on which the application generated the checks.

JOURNAL AMOUNT: If you use the General Ledger Distribution option, the
journal amount is the total amount of all transactions posted to the Temporary
General Ledger file for this company or all companies.

GAIN/LOSS AMOUNT: The amount of gain/loss disbursed if multi-currency

processing is active and if a gain or loss was incurred for this company or all
companies.

NEW BEGINNING CHECK NUMBER. The next available check number to be

assigned to the first check printed in the next run, unless you select an override
number with the next check writing options.

Summary totals appear at the end of this report, if checks were printed for multiple
companies.
 Page 14-24
Contents Index

Cash Requirements Report (AMA28)

NORTHCREEK IND. CASH REQUIREMENTS REPORT DATE 11/05/** TIME 11.55.41 PAGE 1 AMA28
CO 02 EXPECTED PAY DATE 2/01/** BANK ACCOUNT L01 METHOD 1 LOCAL CURRENCY CURRENCY US DOLLARS
---------- THIS PAYMENT ------------- ---- PARTIAL PAYMENT DATA -------
VENDOR INVOICE NO INV DATE DUE DATE GROSS AMOUNT DISCOUNT NET AMOUNT CURR ORIGINAL AMOUNT BALANCE DUE
STANDARD CHEM
1000 PR1 1/15/** 2/01/** 140151.67 2756.00 137395.67
* VENDOR TOTAL 140151.67 2756.00 137395.67

BOB SMITH-DBA
2000 A-176543 1/15/** 1/15/** 90857.00 1817.00 89040.00
TRADING CURRENCY CN 195475.22 3909.50 191565.72
PAYMENT CURRENCY 97736.11 1954.75 95781.36
VENDOR TOTAL 90857.00 1817.00 89040.00

SUMMARY BY VENDOR:
---------- VENDOR ------------ GROSS AMOUNT DISCOUNT NET AMOUNT

1000 STANDARD CHEM 140151.67 2756.00 137395.67

2000 BOB SMITH-DBA 90857.00 1817.00 89040.00
TRADING CURRENCY 195475.22 3909.50 191565.72
PAYMENT CURRENCY 97736.11 1954.75 94785.36
PAYMENT TOTAL 231008.67 4573.00 226435.67
NUMBER OF PAYMENTS 2

This report prints when you select option 2 on the Main Menu (AMAM00) and option 2
on the Cash Disbursements Processing menu (AMAM20). The report shows data for
each payment selection that falls within the selection criteria you requested. The
report lists payments in assignee, vendor number and payment selection number
sequence.

Payment amounts are reported in bank account currency. When a partial payment is
made, the original amount and balance due amount are shown in trading currency. If
multi-currency support is active, the trading currency ID appears. The number of
payments appears at the end of the report.

You can print the report in detail or summary format. The detail version of the report
shows amounts by invoice within vendor. The summary version shows amounts by
vendor. Amounts are shown on the report in bank account currency. If trading
currency and payment currency are different, it is noted on the detail report after the
invoice and noted on the summary report after the vendor. The payment amount in
trading currency is for information only and is not included in any totals.

Use the report to see all invoices that will be paid when checks are written for a
company.

Totals show amounts by banking currency, trading currency (separate by primary

currency), local currency, and payment currency (separate by primary currency). A
message will print if a negative check results from current payment selections.

Fields

CO (Company number). The number assigned to this company.

EXPECTED PAY DATE. The date that the invoices are expected to be paid. The pay
date is used for determining whether or not the discount will be taken.

BANK ACCOUNT. The bank account established for this vendor against which the
checks were written.
 Page 14-25
Contents Index

METHOD (Payment method). The payment method and description.

CURRENCY. The currency ID and description, for example US Dollars.

VENDOR. The vendor name and number.

INVOICE NO (Invoice number). The vendor’s invoice number that prints on the
invoice.

INV DATE (Invoice date). The date of the invoice.

DUE DATE. The date the invoice must be paid to receive the discount.

THIS PAYMENT. The current payment amounts which include:

GROSS AMOUNT: The original gross amount of the selected invoice.

DISCOUNT: The amount of discount that will be taken on this invoice.

NET AMOUNT: The total amount due for the invoice minus any discounts and
any prepaid amounts.

PARTIAL PAYMENT DATA. The partial payment information which includes:

CURR (Currency): The amount of the invoice when it was posted.

ORIGINAL AMOUNT: The trading currency ID if multi-currency support is active.

BALANCE DUE: The balance due after the partial payment has been made.
Amounts in these fields are in trading currency and are not reflected in the totals.

TRADING CURRENCY. The trading currency amounts for this invoice, if different
from bank account currency.

PAYMENT CURRENCY. The payment currency amounts for this invoice, if different
from bank account currency.

VENDOR TOTAL. The vendor’s totals for gross amount, discount amount, and net
payment amount. The sum, in bank account currency, of all invoices for this vendor.

SUMMARY BY VENDOR. The summary information by vendor which includes:

VENDOR: The vendor number and name.

GROSS AMOUNT: The gross amount, discount amount and net amounts by
invoice that were selected for payment for this vendor.

DISCOUNT: The trading and payment currency totals for any invoices whose
trading and payment currencies are different from their bank account currency.

NET AMOUNT: The total gross amount minus the total discount amount, if any.

NUMBER OF PAYMENTS. The total number of payments that will be made for all
companies on this report.
 Page 14-26
Contents Index

Currency Conversion Audit Trail (AMV0E)

NORTHCREEK IND. NO. 02 CURRENCY CONVERSION AUDIT TRAIL DATE 1/15/** TIME 15.34.34 PAGE 1 AMV0E
BATCH DATE 1/15/** OPER DON BATCH 81

TRANSACTION TYPE INVOICE ACTION ADD

INVOICE NUMBER A-176543 VENDOR 2000 BOB SMITH-DBA CURRENCY CN CANADIAN DOLLAR
INVOICE SEQUENCE NUMBER 1 ADDRESS 1 010 ELM STREET
INVOICE DATE 1/15/** ADDRESS 2 P.O. BOX 222 EXCHANGE RATE DATE 1/12/**
VOUCHER NUMBER 200 CITY HARPERSVILLE
STATE ZIP 30533-3333 COUNTRY SA EXCHANGE RATE .491500
CONTROL TOTALS TRADING CURRENCY LOCAL CURRENCY
GROSS AMOUNT 195,475.22 96,077.00
DISCOUNT 3,909.50 1,922.00
NET AMOUNT 191,565.72 94,154.00
LINE ITEMS 180,950.00 88,936.00
FREIGHT 2,500.00 1,229.00
SPECIAL CHARGES 475.22 234.00
TAX 11,550.00 5,677.00

This audit report is printed when you select option 5, EDI Invoices, from the Payables
Processing menu (AM6M20). Select and review invoices on displays AMV900 and
AMV901, and use F24 to reach the EDI Input (Options) display (AMVP91). Press
Enter to process the invoices you selected and print the EDI Invoice Audit Report.
The report lists invoices received electronically that you selected for processing. Use
this report as part of your audit trail to track incoming and deleted invoices received
via EDI.

Fields

CO. NUM (Company number). The company number the invoice is billed against.

VENDOR NUMBER. The number assigned to this vendor.

INVOICE FROM. The name of the company who sent the invoice.

PO NUMBER. The purchase order number.

INVOICE NUMBER. The number on the invoice.

DR CR (Debit/Credit). Indicates whether the record is a debit or credit.

INVOICE DATE. The date that appears on the invoice.

PARTNER ID. The trading partner ID.

ACTION SELECTED. Indicates whether the record was selected or deleted.

 Page 14-27
Contents Index

Deleted Archived Invoice Payment History (AMAKD)

DELETED ARCHIVED INVOICE PAYMENT HISTORY DATE 12/01/** TIME 23.13.16 PAGE 1 AMAKD

ARCHIVED BEGINNING ENDING BEGINNING ENDING

HISTORY CREATION COMPANY COMPANY PAYMENT PAYMENT
FILE NAME DATE NUMBER NUMBER DATE DATE

10/25/** 01 06 06/01/** 09/30/**

This report prints when you select option 10 on the Main Menu and option 4 on the
History menu (AMAMA0). The report shows all deleted archived history records.

Fields

ARCHIVED HISTORY FILE NAME. The name of the archived history file.

CREATION DATE. The date the file was created.

BEGINNING COMPANY NUMBER. The beginning company number in the range of

companies selected for deletion.

ENDING COMPANY NUMBER. The ending company number in the range of

companies selected for deletion.

BEGINNING PAYMENT DATE. The beginning payment date in the range selected for
deletion.

ENDING PAYMENT DATE. The ending payment date in the range selected for
deletion.

Detail Aged Open Payables (AMA531)

NORTHCREEK IND. NO. 02 DETAIL AGED OPEN PAYABLES DATE 4/25/** TIME 15.20.33 PAGE 1 AMA531
FOR ALL COMPANIES AS OF DATE 3/14/**

******* CURRENCY
*** N E T A M O U N T D U E ***
----------------------------------------------------------------------------------------------------------------
INVOICE NO INV DATE DUE DATE UNPAID AMT DISCOUNT AMT 3/01/** 3/15/** 3/31/** 4/15/** 4/30/**
CURRENCY US DOLLARS
VENDOR V12345 PAUL MELROY INC.
LAST PAY 3/07/** TELEPHONE 919-234-2222
V1234501 3/05/** 3/05/** 99999.00 99999.00
V1234502 3/05/** 3/05/** 699999.00 70.00* 699929.00
V1234504 3/05/** 3/05/** 899999.00 899999.00
V1234503 3/05/** 3/05/** 799999.00 799999.00
* VENDOR TOTALS 2499996.00 2499926.00

** CURRENCY TOTALS LINE 1 2499996.00 2499926.00

** CURRENCY TOTALS LINE 2 .00

EURO TOTALS

** COMPANY TOTALS LINE 1 2499996.00 2499926.00

** COMPANY TOTALS LINE 2 70.00 .00

OPEN PAYABLES TOTALS LINE 1 2499996.00 2499926.00

OPEN PAYABLES TOTALS LINE 2 .00 .00
 Page 14-28
Contents Index

This report is generated by selecting option 4 from the Main Menu, option 1 from the
Demand Reports menu, and option 6 from the Open Payables Reports menu. The
report lists all the invoices whose due date falls within one of five aging periods. The
Open Payables totals print under the following conditions:
• If multi-currency support is inactive
• If multi-currency support is active and trading currency was selected.

The local currency version of the report is sequenced by company number, vendor
and assignee. The trading currency version is sequenced by primary currency ID,
company, vendor and assignee, and the primary currency ID appears at the top of
each page. The heading identifies whether the report is in trading currency or local
currency. A line prints after the currency totals with euro currency totals.

The report can serve as a guide for determining the cash requirements for future
periods of time.
Note: If the unpaid amount field is too large to accumulate across the appropriate
aging date fields, asterisks print on the report.

Fields

INVOICE NO (Invoice number). The vendor’s invoice number that prints on the
invoice.

INV DATE (Invoice Date). The date printed on the invoice.

DUE DATE. The date by which the invoice must be paid to take advantage of the
discount.

UNPAID AMT (Unpaid amount). The unpaid balance of this invoice.

DISCOUNT AMT (Discount amount). The discount amount of this invoice. If the
discount has been lost because this invoice is overdue, an asterisk prints to the right.

AGING DATES. The aging dates as entered by a work station operator. Up to five
different aging periods can be established for the net amount due.

CURRENCY. The type of currency used by the vendor.

VENDOR. The number and name of the vendor who sent the invoice.

LAST PAY (Last payment date). The date last payment was made to this vendor.

TELEPHONE. The area code and telephone number of the vendor.

VENDOR TOTALS. The gross sum of all invoice amounts for this vendor.

CURRENCY TOTALS. The currency total for this currency group.

EURO TOTALS. The euro currency total for this currency group.

COMPANY TOTALS. The total outstanding amounts for this company.

 Page 14-29
Contents Index

OPEN PAYABLES TOTALS. The true gross open payables totals of unpaid,
discounts and net amounts due for all companies. This line only prints on the local
currency version of the report.

EDI Invoice Audit Report (AMV90)

INVOICING DATE 4/20/** TIME 15.22.27 PAGE 1 AMV90

EDI INVOICE AUDIT REPORT
CO. VENDOR PO INVOICE DR INVOICE
NUM NUMBER INVOICE FROM NUMBER NUMBER CR DATE PARTNER ID ACTION
01 VEN01 ABC COMPANY 0000000018 DR 4/19/** C01VEN01 1 SELECTED
1 INVOICES SELECTED
0 INVOICES DELETED
0 COMPANY NUMBER CHANGED
*** END OF REPORT ***

This audit report is printed when you select option 5, EDI Invoices, from the Payables
Processing menu (AM6M20). Select and review invoices on displays AMV900 and
AMV901, and use F24 to reach the EDI Input (OptionsB) display (AMVP91). Press
Enter to process the invoices you selected and print the EDI Invoice Audit Report.
The report lists invoices received electronically that you felected for processing. Use
this report as part of your audit trail to track incoming and deleted invoices received
via EDI.

Fields

CO. NUM (Company number). The company number the invoice is billed against.

VENDOR NUMBER. The number assigned to this vendor.

INVOICE FROM. The name of the company who sent the invoice.

PO NUMBER (Purchase order number). The purchase order number.

INVOICE NUMBER. The number on the invoice.

DR CR (Debit/Credit). Indicates whether the record is a debit or credit.

INVOICE DATE. The date that appears on the invoice.

PARTNER ID. The trading partner ID.

ACTION SELECTED. Indicates whether the record was selected or deleted.

 Page 14-30
Contents Index

EDI Invoice Batch Report (AMV91)

INVOICING DATE 2/15/** TIME 8.41.30 PAGE 1 AMV91

EDI INVOICE BATCH REPORT

----------------------------------------------------------------------------------------------------------------
INVOICE
----------------------------------------------------------------------------------------------------------------
VENDOR VENDOR PO INVOICE DR INVOICE DUE GROSS DISCOUNT INVOICED
CO NUMBER NAME NUMBER NUMBER CR DATE DATE AMOUNT AMOUNT AMOUNT

01 100 P999897 1234567890 DR 11/29/** 12/29/** 1500.00 100.00 1400.00

B & E MACHINE COMPANY
SPECIAL CHARGES: DIE CHARGE 500.00

------------------------------------------------------------------
ITEM NUMBER/DESCRIPTION QUANTITY U/M - AMOUNT - W/H - - C O M M E N T S - -

BOLTING 10,000.00 EA 1,000.00 1--

ONE INCH RETENTION RING BLUEPRINTS INCLUDED

NO DETAIL RECORDS FOR THIS INVOICE

Fields

CO (Company number). The number of the company for which this batch of
transactions applies.

VENDOR NUMBER. The number assigned to this vendor.

VENDOR NAME. The name of the vendor from whom this invoice was received.

PO NUMBER (Purchase order number). Purchase order number associated with

this invoice.

INVOICE NUMBER. The vendor’s invoice number that is printed on the invoice.

DR CR (Debit/Credit). Indicates whether the record is a debit or credit.

INVOICE DATE. The date this invoice was printed.

DUE DATE. The date the invoice must be paid to receive the discount.

GROSS AMOUNT. The total gross amount for this vendor.

DISCOUNT AMOUNT. The total amount of discounts for this vendor.

INVOICED AMOUNT. The gross sum of all line items on this invoice.

SPECIAL CHARGES. The description of the special charge.

ITEM NUMBER/DESCRIPTION. The item number and description associated with

this detail.

QUANTITY. The number of items to which this transaction applies.

U/M (Unit of measure). The stocking unit of measure.

AMOUNT. The total amount for the number of items.

 Page 14-31
Contents Index

W/H (Warehouse number). The number of the warehouse that received material.
The default is your control warehouse.

General Ledger Chart of Accounts (AMV03)

NORTHCREEK IND. NO.01 CHART OF ACCOUNTS DATE 1/09/** TIME 8.21.32 PAGE 1 AMV03

GL ACCOUNT ACCOUNT ACCOUNT CURRENCY CONSOLIDATED CONSOLIDATED

NUMBER DESCRIPTION TYPE CODE ID COMPANY NUMBER ACCOUNT NUMBER

1000 PETTY CASH AS 1 8 102030405060708

1000 PETTY CASH AS 3
1050 CASH-IN-BANK - GENERAL AS 1
1050 CASH-IN-BANK - GENERAL AS 3
1060 CASH-IN-BANK - PAYROLL AS 1
1060 CASH-IN-BANK - PAYROLL AS 3
1070 CASH-IN-BANK - OTHER AS 1
1070 CASH-IN-BANK - OTHER AS 3
1080 CREDIT UNION DEPOSITS AS 1
1080 CREDIT UNION DEPOSITS AS 3
1100 SHORT TERM INVESTMENTS AS 1
1100 SHORT TERM INVESTMENTS AS 3
1200 ACCTS REC - TRADE AS 1
1200 ACCTS REC - TRADE AS 3
1220 ACCTS REC - EMPLOYEES AS 1
1220 ACCTS REC - EMPLOYEES AS 3
1230 INTERCOMPANY PAYROLL REC AS 1
1230 INTERCOMPANY PAYROLL REC AS 3
1240 ACCTS REC SERVICE CHARGE AS 1
1240 ACCTS REC SERVICE CHARGE AS 3
1260 NOTES RECEIVABLE AS 1
4000 SALES IC 1 USF
4000 SALES IC 2 USF

TOTAL ACTIVE ACCOUNTS- 23

Use option 6 on the File Listings menu (AMPM11) to print this report. No monetary
information appears.

Fields

GL ACCOUNT NUMBER. Number used to classify business activity for financial

purposes.

DESCRIPTION. Description of or identity given to an account.

ACCOUNT TYPE. Description of an account using the following values:

AS. Asset account
LI. Liability account
IC. Income or revenue account
EX. Expense account

ACCOUNT CODE. Code indicating the account type:

1. Current
2. Budget
3. Last Year
 Page 14-32
Contents Index

CURRENCY ID. Code identifying the currency used for translation purposes for a
parent or foreign subsidiary.

CONSOLIDATED COMPANY NUMBER. Company number by which accounts are

grouped for consolidation purposes.

CONSOLIDATED ACCOUNT NUMBER. Account number by which accounts are

grouped for consolidation purposes.

TOTAL ACTIVE ACCOUNTS. Count of the number of active records.

General Ledger Master Entry/Change listing (AMV04)

GENERAL LEDGER MASTER ENTRY/CHANGE LISTING DATE 7/14/** TIME 16.06.32 PAGE 1 AMV04
OPER UPDATE 004

NORTHCREEK IND. NO. 1 ACCOUNT NUMBER 5090 TYPE CODE 1 CURRENT CHANGE

***** BEFORE ***** ACCOUNTS RECEIVABLE - EMP ACCOUNT TYPE AS DATE LAST MAINTAINED 6/19/**
CURRENCY ID CONSOLIDATION COMPANY 60 CONSOLIDATION ACCOUNT 106120000000000

DEBITS CREDITS DEBITS CREDITS

BALANCE FORWARD .00 .00 PERIOD 7 5,000.00 25,000.01
PERIOD 1 126.00 26,126.84 PERIOD 8 599.00 599.00
PERIOD 2 277.88 277.88 PERIOD 9 45,000.44 .00
PERIOD 3 65,189.02 189.00 PERIOD 10 .00 .00
PERIOD 4 277.00 18,277.88 PERIOD 11 .00 .00
PERIOD 5 456.23 456.23 PERIOD 12 .00 .00
PERIOD 6 21,898.45 898.00 PERIOD 13 .00 .00

NORTHCREEK IND. NO. 1 ACCOUNT NUMBER 5090 TYPE CODE 1 CURRENT CHANGE

***** AFTER ***** ACCOUNTS RECEIVABLE - EMP ACCOUNT TYPE AS DATE LAST MAINTAINED 6/19/**
CURRENCY ID GBA CONSOLIDATION COMPANY 60 CONSOLIDATION ACCOUNT 106120000000000

DEBITS CREDITS DEBITS CREDITS

BALANCE FORWARD .00 .00 PERIOD 7 5,000.00 25,000.01
PERIOD 1 126.00 26,126.84 PERIOD 8 599.00 599.00
PERIOD 2 277.88 277.88 PERIOD 9 45,000.44 .00
PERIOD 3 65,189.02 189.00 PERIOD 10 .00 .00
PERIOD 4 277.00 18,277.88 PERIOD 11 .00 .00
PERIOD 5 456.23 456.23 PERIOD 12 .00 .00
PERIOD 6 21,898.45 898.00 PERIOD 13 .00 .00
***** CHANGED *****

This report prints only if IFM is not installed and General Ledger is selected. This
report prints each time an operator performs General Ledger master file maintenance,
if you selected general ledger distribution and file maintenance report options during
application tailoring. This report shows information about changes you made to the
General Ledger master file. You can use this report to keep a record of changes you
made to the General Ledger master file. The system draws information for this report
from the General Ledger master file.
Note: The system adds two records (Current and History) to the General Ledger
master file each time you add an entry. It deletes two records from the General Ledger
master file each time you delete an entry.

Fields

Company name and number. The name and number of the company for this listing.

ACCOUNT NUMBER. Number used to classify business activity for financial

purposes.
 Page 14-33
Contents Index

Each account record updated by General Ledger Master file maintenance appears.

TYPE CODE. Code used to show the kind of account balances in the record:
1. Current year
2. Budget year
3. Last year.

DELETE/ADD/CHANGE. When you add, change or delete a record, an appropriate

message appears on the listing. When you delete an account, its associated budget
and last-year records are also deleted; when you change an account description, its
associated budget and last-year records are also changed; however, only the current
record is printed.

BEFORE/AFTER. The before and after images of the record, including the date of
last update are shown.
Note: The number of records added, changed, or deleted during the File
Maintenance session appears at the end of the report.

ACCOUNT TYPE. Description of an account using the following values:

AS. Asset
LI. Liability
IC. Income
EX. Expense.

DATE LAST MAINTAINED. Date when the record was last processed.

CURRENCY ID. Code identifying the type of currency used for translation purposes;
for example, FFR for French francs.

CONSOLIDATION COMPANY. Company number by which accounts are grouped for

consolidation purposes.

CONSOLIDATION ACCOUNT. Account number by which accounts are grouped for

consolidation purposes.

DEBITS/CREDITS. Summary amounts for each account and related to the financial
statement affected.

BALANCE FORWARD. Balance amount from prior period.

 Page 14-34
Contents Index

General Ledger Master File Initial Load (AMKV1)

NORTHCREEK IND. NO. 01 GENERAL LEDGER MASTER FILE INITIAL LOAD DATE 09/26/** TIME 09.51 PAGE 1 AMKV1

“ERROR ONLY REPORT”

AA CO ACCOUNT NO CD DESCRIPTION TYPE

BB CO ACCOUNT NO CD BAL FWD DR PER01 DR PER02 DR PERO3 DR
CC CO ACCOUNT NO CD PER04 DR PER05 DR PER06 DR
DD CO ACCOUNT NO CD PER07 DR PER08 DR PER09 DR PER10 DR
EE C0 ACCOUNT NO CD PER11 DR PER12 DR PER13 DR
FF CO ACCOUNT NO CD BAL FWD DR PER01 CR PER02 CR PERO3 CR
GG CO ACCOUNT NO CD PER04 CR PER05 CR PER06 CR
HH CO ACCOUNT NO CD PER07 CR PER08 CR PER09 CR PER10 CR
JJ C0 ACCOUNT NO CD PER11 CR PER12 CR PER13 CR

AA 01 1000 1 PETTY CASH AS

BB 01 1000 1 2,173.24 .00 .00 .00
.00 .00 .00

01 1050 CASH-IN-BANK - GENERAL AS

BB 01 1050 1 107,785.96 .00 .00
.00 .00 .00
CC 01 1050 1 .00 .00 .00
119,762.18 .00 .00

AA 01 1060 1 CASH-IN-BANK - PAYROLL AS

BB 01 1060 1 92,742.49 .00 .00 .00
.00 .00 .00
CC 01 1060 3 .00 .00 .00 .00
92,742.49 .00 .00

AA 01 1100 1 SHORT TERM INVESTMENTS AS

BB 01 1100 1 193,613.49 .00 .00 .00
.00 .00 .00
CC 01 1100 1 .00 .00 .00 .00
215,126.10 .00 .00

AA 01 1200 1 ACCTS REC - TRADE AS

BB 01 1200 1 460,901.24 .00 .00 .00
.00 .00 .00
CC 01 1200 3 .00 .00 .00 .00
460,901.24 .00 .00

AA 01 1290 1 ALLOW FOR DOUBTFUL ACCTS AS

DD 01 1290 1 45,823.68 .00 .00 .00
.00 .00 .00
EE 01 1290 3 .00 .00 .00 .00
45,823.68 .00 .00

AA 01 1300 1 RAW MATERIAL INVENTORY AS

BB 01 1300 1 320,145.46 .00 .00 .00
.00 .00 .00
CC 01 1300 1 .00 .00 .00 .00
205,717.18 .00 .00

COMPANY TOTALS- CURRENT Y-T-D PREVIOUS Y-T-D

ASSETS 7,512,927.37 3,629,807.70

LIABILITIES 7,272,431.37 3,629,807.70
DIFFERENCE 240,496.00 .00

DEBITS 13,126,085.95 8,587,121.00

CREDITS 13,126,085.95 8,587,121.00
DIFFERENCE .00 .00
ACTIVE
DELETED

RECORDS TO BE ADDED

CURRENT 160
BUDGET 61
LAST YEAR 161

Fields

Record Information. A line appears for each record. The column headings define
what information appears in each record type.
 Page 14-35
Contents Index

ACCOUNT NO. Number used to classify business activity for financial purposes.

DESCRIPTION. Description of or identity given to an account.

TYPE. Type of account. It can be one of the following:

AS. Asset
LI. Liability
IC. Income
EX. Expense

COMPANY TOTALS. Total amount for this company.

CURRENT Y-T-D. Summary of current year amounts.

PREVIOUS Y-T-D. Summary of previous year amounts.

Note: If debits and credits and assets and liabilities do not equal, the Initial File Load
is incorrect.

ASSETS. Summary of the amounts related to asset accounts.

LIABILITIES. Summary of the amounts related to liability accounts.

DIFFERENCE. Difference between the income and expense amounts. These

amounts should be reconciled to the amounts in your own system.

RECORDS TO BE ADDED. Number of accounts to be added to the General Ledger

Master.
Note: Accounts will only be added when there are no severe errors.
CURRENT: Number of current records to be added for this company.

BUDGET: Number of budget records to be added for this company.

LAST YEAR: Number of last year records to be added for this company.
 Page 14-36
Contents Index

Invoice Entry Edit (Offline) (AMV0H)

NORTHCREEK IND NO. 01 INVOICE ENTRY EDIT (OFFLINE) DATE 11/08/

** TIME 13.39.01 PAGE 1 AMV0H
BATCH DATE 10/15/** OPER 42
RECORD CODE COMPANY 01
RECORD CODE MA/MB TYPE INVOICE
INVOICE NUMBER 13579 VENDOR 800 ACCURATE MACHINE WORKS PAYMENT SELECT
SEQUENCE NUMBER 001 ADDRESS 1 NORTHSIDE IND. PARK DUE DATE
09/25/**
INVOICE DATE 08/30/
** ADDRESS 2 19730 SW CIPOLE RD TRANSACTION SUBTYPE P
VOUCHER NUMBER 1371 CITY DISCOUNT PERCENT
.00
ASSIGNEE STATE ZIP 97140 COUNTRY PAID BANK / METH /
CHECK 001 - 1 - 427653
DESCRIPTION HALT CODE LANDED COST CODE
AP ACCOUNT CASH ACCOUNT DISCOUNT ACCOUNT
FOB CODE 4 SHIP-
VIA CODE 4 TERMS CODE 4
TAX SUFFIX TAX DATE 12/30/** DISCOUNT AMT

CURRENCY OVERRIDE EXCHANGE RATE .000000 EXCHANGE RATE DATE

INVOICE TOTALS:

GROSS AMOUNT 1,075.00 LINE ITEMS .00 TAX

.00
DISCOUNT AMOUNT .00 FREIGHT .00 SPECIAL CHARGES
.00
NET AMOUNT .00

RECORD CODE NA/NB RA/RB SA/SB TA/TB

PURCHASE ORDER NUMBER P29
ITEM NUMBER NON01 MISC ITEM SEQ 001 BLANKET RELEASE NUMBER
0000
DESCRIPTION ITEM DESCRIPTION FOR NON01 LINE INVOICE CODE
C
LANDED COST CODE GROSS AMOUNT 1,000.00 ITEM FREIGHT
.00
DISCOUNT PERCENT .00 DISCOUNT BASE .00 DISCOUNT AMOUNT
.00
QUANTITY 1000.000 UNIT OF MEASURE EA WAREHOUSE
1
EXPENSE ACCOUNT DEBIT MEMO NUMBER OPERATION SEQUENCE NUMBER
ORDER NUMBER CHARGE TYPE
MISC CHARGE NUMBER

This report prints when you select option 2 from the Payables Processing menu
(AMAM10) and Edit only on AMXV0L1.

Fields

BATCH DATE. The date that was identified as batch default date when this batch was
entered. If it was left blank, the system date was assigned.

OPER (Operator). The identification of the operator who originally entered

transactions for the batch.

RECORD CODE. The two position code that represents the type of record being
added. See program formats for offline entry for details.

COMPANY. The number of the company for which this batch of transactions applies.

TYPE. Invoice or Credit appears depending on the type of transaction.

INVOICE NUMBER. The vendor’s invoice number that is printed on the invoice.
 Page 14-37
Contents Index

VENDOR. The vendors number and name.

PAYMENT SELECT. The payment selection number that the application will
assigned to the invoice when it was posted to the Open Payables file.

SEQUENCE NUMBER (Invoice sequence number). The number given to this

invoice when more than one invoice is entered with the same invoice number.

ADDRESS 1
ADDRESS 2. The vendor’s address information that is printed on the invoice.

DUE DATE. The last date the invoice can be paid with a discount.

TRANSACTION SUBTYPE. Defines type of invoice through the use of the following
values:
X. Ordinary invoice
P. Purchasing invoice

INVOICE DATE. The date printed on the invoice.

TRANSACTION SUBTYPE. Defines type of invoice through the use of the following
values:
X. Ordinary invoice
P. Purchasing invoice

VOUCHER NUMBER. A unique number used to further identify an invoice. It can be

assigned when data is entered into the batch or by the application.

CITY. The vendor’s city.

DISCOUNT PERCENT. The discount percent that applies to this invoice.

ASSIGNEE. The number of the vendor that should receive payment for the invoice.

STATE. The vendor’s state.

COUNTRY. The vendor’s country.

PAID BANK/METH/CHECK (Paid bank account/Payment method/Check

number). The bank account, payment method, and check number for this invoice.
This only shows for prepaid invoices.

DESCRIPTION. A description of the invoice.

HALT CODE. The code assigned to show that an invoice should be held and not paid
automatically.

LANDED COST CODE. The code that identifies accrued import costs not on this
invoice.

AP ACCOUNT (Accounts payable account number). The GL Account Number

used for Accounts Payable if you use accrual accounting.
 Page 14-38
Contents Index

CASH ACCOUNT. The GL cash account number.

DISCOUNT ACCOUNT. The GL discount account number.

FOB CODE (Free-on-board code). This field is used for a purchasing style invoice.
The purchase order value FOB code.

SHIP-VIA CODE. This field is used for a purchasing style invoice. The purchase
order Ship-Via code.

TERMS CODE. This field is used for a purchasing style invoice. The purchase order
Terms code.

TAX SUFFIX. The vendor’s tax status.

TAX DATE. The invoice date you entered in the Invoice & Credit Header file.

DISCOUNT AMT (Discount amount). The discount amount for this vendor.

CURRENCY. The currency used for this invoice.

OVERRIDE EXCHANGE RATE. The exchange rate requested for this invoice.

EXCHANGE RATE DATE. The date on which you want the system to convert the
currency amount.

INVOICE TOTALS. The totals for the invoice.

GROSS AMOUNT: The total amount of all line items for this invoice. This includes
all special charge tax and freight records.

LINE ITEMS: Total amount of the line item.

TAX: Total tax amount for this invoice.

DISCOUNT AMOUNT: The total amount of the discounts available on the line
items.

FREIGHT: The total freight charges for this invoice.

SPECIAL CHARGES: The total amount of special charges for this invoice.

NET AMOUNT: The amount of the invoice when the discount in subtracted from
the gross amount.

PURCHASE ORDER NUMBER. The purchase order number that applies to this
invoice or credit memo.

ITEM NUMBER. The item number associated with this detail line item.

MISC ITEM SEQ (Miscellaneous item sequence number). The sequence number
assigned to this invoice on the purchase order. This is only used when the same item
number was used more than once on the purchase order.
 Page 14-39
Contents Index

BLANKET RELEASE NUMBER. The blanket release number if the invoice detail line
is for an item on a purchase order blanket release.

DESCRIPTION. The item description.

LINE INVOICE CODE. The code that indicates if the line item is completely or
partially invoiced.

LANDED COST CODE. The code to adjust for importation costs or additional costs
already incurred but not on the invoice.

GROSS AMOUNT. The gross amount for the line item.

ITEM FREIGHT. The freight charge for the item.

DISCOUNT PERCENT. The discount percentage that applies to this item.

DISCOUNT BASE. The amount to which the discount is applied.

DISCOUNT AMOUNT. The discount amount you are taking.

QUANTITY. The number of items to which this transaction applies.

UNIT OF MEASURE. The stocking unit of measure.

WAREHOUSE. The number of the warehouse that received the material.

EXPENSE ACCOUNT. The account number to which this line is debited.

DEBIT MEMO NUMBER. The number used to reference a debit memo that exists for
a purchase order.

OPERATION SEQUENCE NUMBER. The operation sequence number to which this

charge applies.

ORDER NUMBER. The number that identifies the order to which this transaction is
charged.

CHARGE TYPE. The charge code that applies to this detail.

MISC CHARGE NUMBER (Miscellaneous charge number). Miscellaneous

charges assigned to this invoice.
 Page 14-40
Contents Index

Invoice Entry Load (Offline) (AMV0I)

WILDWOOD IND NO. 01 INVOICE ENTRY LOAD (OFFLINE) DATE 8/26/

** TIME 11.25.53 PAGE 1 AMV0I
BATCH DATE 6/23/
** OPER S1 BATCH 456
RECORD CODE AA (PAYWRKM) TYPE INVOICE
INVOICE NUMBER APTRAN01 VENDOR DDS001 SIMMONS AND SIMMONS GROSS AMOUNT
52.00
SEQUENCE NUMBER 001 ADDRESS 1 SUITE 100 DUE DATE
6/23/92
INVOICE DATE 6/23/
** ADDRESS 2 SIMMONS TOWER TRANSACTION SUBTYPE X
VOUCHER NUMBER 1 CITY MARIETTA DISCOUNT PERCENT
.00
ASSIGNEE DDS001 STATE GA ZIP 30067 COUNTRY USA PAID BANK / METH /
CHECK 001 - 1 - 703
DESCRIPTION OFFICE SUPPLIES HALT CODE LANDED COST CODE
AP ACCOUNT 2000 CASH ACCOUNT 1050 DISCOUNT ACCOUNT
8300
FOB CODE SHIP-VIA CODE TERMS CODE
TAX SUFFIX TAX DATE 0/00/
00 DISCOUNT AMT 4.50
CURRENCY OVERRIDE EXCHANGE RATE .000000 EXCHANGE RATE DATE
0/00/00

RECORD CODE AN (PAYWRKN)

PURCHASE ORDER NUMBER
ITEM NUMBER MISC ITEM SEQ 000 BLANKET RELEASE NUMBER
0000
DESCRIPTION PENCILS LINE INVOICE CODE
LANDED COST CODE GROSS AMOUNT 10.00 ITEM FREIGHT
.00
DISCOUNT PERCENT .00 DISCOUNT BASE .00 DISCOUNT AMOUNT
1.00
QUANTITY .000 UNIT OF MEASURE WAREHOUSE
EXPENSE ACCOUNT 6490 DEBIT MEMO NUMBER OPERATION SEQUENCE NUMBER
ORDER NUMBER CHARGE TYPE
MISC CHARGE NUMBER

RECORD CODE AR (PAYWRKS)

PURCHASE ORDER NUMBER
ITEM NUMBER
DESCRIPTION FREIGHT
LANDED COST CODE GROSS AMOUNT 3.50
DISCOUNT PERCENT .00 DISCOUNT BASE .00 DISCOUNT AMOUNT
.00
QUANTITY .000 UNIT OF MEASURE WAREHOUSE
EXPENSE ACCOUNT 7000 PRORATE SPECIAL CHARGE
N
ORDER NUMBER CHARGE TYPE OPERATION SEQUENCE NUMBER
MISC CHARGE NUMBER
RECORD CODE ALL (PAYWRKH)
PURCHASE ORDER NUMBER COMP CODE
INVOICES PROCESSED INVOICES IN ERROR INVOICES TO PAYWRK INVOICES TO APTRANXX
5 5 5 5
******************************************************************
* *
* ***** BATCH NUMBER 456 HAS BEEN CLOSED ***** *
* *
* ORIGINAL WORKSTATION 2347128394 ORIGINAL OPERATOR S1 *
* LAST WORKSTATION 1283749682 LAST OPERATOR S1 *
* *
******************************************************************

This report prints when you select option 2 from the Payables Processing menu
(AMAM10) and Load Only on AMXV0L1.

Fields

Company number
Company name. The number and name of the company for which this batch of
transactions applies.
 Page 14-41
Contents Index

BATCH DATE. The date that was identified as batch default date when this batch was
entered. If it was left blank, this would be the system date when the batch was
entered.

OPER (Operator). The identification of the operator who originally entered

transactions for the batch.

BATCH. The identifying number the application assigned to this batch.

RECORD CODE. The two position code that represents the type of record being
added. See program formats for offline entry for details.

TYPE. Invoice or Credit appears in this field depending on the type of transaction.

INVOICE NUMBER. The vendor’s invoice number that is printed on the invoice.

VENDOR. If invoice is for miscellaneous vendor (vendor number 000000), the vendor
name.

GROSS AMOUNT. The total amount for this invoice before discounts.

SEQUENCE NUMBER (Invoice sequence number). The number given to this

invoice when more than one invoice is entered with the same invoice number.

ADDRESS 1. The first line of the vendor’s address information that is printed on the
invoice.

DUE DATE. The last date the invoice can be paid with a discount.

INVOICE DATE. The date printed on the invoice.

ADDRESS 2. The second line of the vendor’s address information that is printed on
the invoice.

TRANSACTION SUBTYPE. Defines type of invoice through the use of the following
values:
X. Ordinary invoice
P. Purchasing invoice

VOUCHER NUMBER. A unique number used to further identify an invoice. It can be

assigned when the data is entered into the batch or by the application.

CITY. The vendor’s city.

DISCOUNT PERCENT. The discount percentage that applies to this item.

ASSIGNEE. The number of the vendor that should receive payment for the invoice.

ZIP. The vendor’s ZIP code.

STATE. The vendor’s state.

COUNTRY. The vendor’s country.

 Page 14-42
Contents Index

PAID BANK / METH / CHECK (Paid bank account/Payment method/Check

number). The bank, method, and payment type for this invoice.

DESCRIPTION. A description of the invoice.

HALT CODE. The code assigned to show that an invoice should be held and not paid
automatically.

LANDED COST CODE. The code that identifies accrued import taxes not on this
invoice.

AP ACCOUNT (Accounts payable account). The AP account number. This number

is used in accrual accounting.

CASH ACCOUNT. The cash account number for prepaid invoices.

DISCOUNT ACCOUNT. The GL discount account number.

FOB CODE (Free-on-board code). The purchase order value FOB code. This field is
used for a purchasing style invoice.

SHIP-VIA CODE. The purchase order Ship-Via code. This field is used for a
purchasing style invoice.

TERMS CODE. The purchase order Terms code. This field is used for a purchasing
style invoice.

TAX SUFFIX. The vendor’s tax status.

TAX DATE. The invoice date you entered in the Invoice & Credit Header file.

DISCOUNT AMT (Discount amount). The discount amount you are taking.

CURRENCY. The currency used for this invoice.

OVERRIDE EXCHANGE RATE. The exchange rate requested for this invoice.

EXCHANGE RATE DATE. The date on which you want the system to convert the
currency amount.

PURCHASE ORDER NUMBER. The purchase order number that applies to this
invoice or credit memo.

ITEM NUMBER. The item number associated with this detail.

MISC ITEM SEQ (Miscellaneous item sequence number). The miscellaneous item
sequence number assigned to this invoice on the purchase order. This is only used
when the same item number was used more than once on the purchase order.

BLANKET RELEASE NUMBER. The blanket release number if the invoice detail line
is for an item on a purchase order blanket release.

DESCRIPTION. The item description.

 Page 14-43
Contents Index

LINE INVOICE CODE. The code that indicates if the line item is completely or
partially invoiced.

GROSS AMOUNT. The gross amount for the line item.

ITEM FREIGHT. The freight charge for the item.

DISCOUNT BASE. The amount to which the discount is applied.

QUANTITY. The number of items to which this invoice applies.

UNIT OF MEASURE. The stocking unit of measure.

WAREHOUSE. The number of the warehouse that received the material.

EXPENSE ACCOUNT. The account number to which this line is debited.

DEBIT MEMO NUMBER. The number used to reference a debit memo that exists for
a purchase order.

OPERATION SEQUENCE NUMBER. The operation sequence number to which this

charge applies.

ORDER NUMBER. The number that identifies the order to which this transaction is
charged.

CHARGE TYPE. The charge code that applies to this detail.

MISC CHARGE NUMBER (Miscellaneous charge number). Miscellaneous

charges assigned to this invoice.

PRORATE SPECIAL CHARGE. Whether you have prorated any special charges for
this invoice.

INVOICES PROCESSED. The number of invoices in the batch.

INVOICES IN ERROR. The number of invoices that are incorrect in the batch.

INVOICES TO PAYWRK. The number of invoices that can be loaded to the PAYWRK
file family.

INVOICES TO APTRANxx. The number of invoices with errors that are loaded to a
correction batch in APTRAN. The error batch is assigned a 2-character suffix by XA.

ORIGINAL WORKSTATION/ORIGINAL OPERATOR

LAST WORKSTATION OPERATOR. The identification of the work station operator
who originally entered the batch and the last work station operator who worked on the
batch. These identification characters print only if security has been established for
the data entry task. If the batch was originally entered from offline files, the original
work station and work station operator are indicated by two asterisks (**). If the last
work station operator deleted the batch, a message prints.
Note: The work stations from which these original workstation/last workstation
operators entered transactions.
 Page 14-44
Contents Index

Invoice Entry/Edit (AMV17)

NORTHCREEK IND. NO. 01 INVOICE ENTRY/EDIT RUN DATE 5/08/

** TIME 14.27.24 PAGE 1 AMV17
BATCH DATE 4/29/
** BATCH 370
BATCH STATUS -- VALID RECORDS 15
ERROR RECORDS 1
DELETED RECORDS 0

BATCH NUMBER 370

NUMBER OF INVOICES 5
GROSS AMOUNT 4,195.00
DISCOUNT AMOUNT 10.00
NET AMOUNT 4,185.00
OPEN PAYABLES 4,195.00
PREPAID INVOICES 10.00
NEC AMOUNT .00
MISC CHARGE COSTS .00
OUTSIDE OPERATIONS .00
COST ADJUSTMENTS .00
OTHER COSTS 4,195.00
CONTROL 4,195.00
****************************************************************
* *
* ***** BATCH NUMBER 370 HAS BEEN CLOSED ***** *
* *
* ORIGINAL WORKSTATION 2347128394 ORIGINAL OPERATOR *
* LAST WORKSTATION 1283749682 LAST OPERATOR *
* *
****************************************************************

This report prints when you select option 1 from the Main Menu and option 1 from the
Payables Processing menu every time you exit Data Entry. Each time you process a
batch, this report will be generated as a record of all the activity performed against this
batch and the current control totals as well.

Fields

BATCH DATE. The date that was identified as batch default date when this batch
was entered.

BATCH. Batch number as assigned by the system when the transactions were
originally entered from a diskette or disk file or entered from the work station as a new
batch. Transactions in this batch can be used in the following processing options only
if you know the batch number:
• Add records to, or correct records in, the batch.
• Print an Invoice Transaction Proof / Register of the batch.
• Print a Purchase Invoice Journal Listing and update the Accounts Payable files
with the transactions.

BATCH STATUS. The fields below represent the following records:

Note: Change/Delete Transactions will increase the record counts.
VALID RECORDS: The number of records entered in the batch without errors.

ERROR RECORDS: The number of records entered in the batch with errors that
you elected to have the system accept. Records with errors must be corrected
before the batch can be used to update the Accounts Payable files.
 Page 14-45
Contents Index

DELETED RECORDS: The number of records deleted from the batch for this
session.

BATCH NUMBER. Batch number as assigned by the system when the transactions
were originally entered from a diskette or disk file or entered from the work station as
a new batch.

NUMBER OF INVOICES. The total number of invoices and credit memos contained
in the batch.

GROSS AMOUNT. The sum of all gross amounts for all invoices processed for this
batch.

DISCOUNT AMOUNT. The total discount amount that applies to this batch.

NET AMOUNT. The gross amount minus the discount amount.

OPEN PAYABLES. The total amount credited to the accounts payable account.

PREPAID INVOICES. The total amount of all invoices entered with a prepaid check
number.

NEC AMOUNT (Nonemployee compensation amount). The total of all non-

employee compensation line items.

MISC CHARGE COSTS (Miscellaneous charge costs). The other costs represent
the total of miscellaneous charges, outside operations, cost adjustments, and
nonemployee compensation.

OUTSIDE OPERATIONS. The total amounts for outside operations that were entered
with charge type O. This applies only if PC&C is interfacing.

COST ADJUSTMENTS. The total amounts from records that were entered with
charge type I. This applies only if IM is interfacing.

OTHER COSTS. The difference between the gross amount and the sum of
miscellaneous charge costs, outside operations, cost adjustments, and NEC amount.
If PC&C or IM is not interfacing with invoicing, the field shows the gross amount less
the NEC amount.

CONTROL. The total of all line item amounts for all invoices, whether positive or
negative.

ORIGINAL WORKSTATION/ORIGINAL OPERATOR

LAST WORKSTATION/LAST OPERATOR. The identification of the work station
operator who originally entered the batch and the last work station operator who
worked on the batch. These identification characters print only if security has been
established for the data entry task. If the batch was originally entered from offline files,
the original work station and work station operator are indicated by two asterisks (**).
If the last work station operator deleted the batch, a message prints.
 Page 14-46
Contents Index

Invoice Transaction Proof / Register – Summary (AMV12)

WILDWOOD IND NO. 01 INVOICE TRANSACTION PROOF / REGISTER DATE 2/25/

** TIME 10.46.29 PAGE 1 AMV12
BATCH DATE 2/25/
** OPER 9P BATCH 9
TRANSACTION TYPE INVOICE ACTION ADD
INVOICE NUMBER IS1 VENDOR SIMMON SIMMONS AND SIMMONS PAYMENT SELECT

INVOICE SEQUENCE NUMBER 1 ADDRESS 1 SIMMONS ADDRESS LINE 1 DUE DATE

2/25/**
INVOICE DATE 2/25/
** ADDRESS 2 SIMMONS ADDRESS LINE 2 INVOICE TYPE P
VOUCHER NUMBER 14 CITY SIMMONS CITY DISCOUNT PERCENT
.00
ASSIGNEE STATE GA POSTAL 30303-3030 COUNTRY USA PAID BANK / METH /
CHECK - -
DESCRIPTION HALT CODE LANDED COST CODE
AP ACCOUNT 2000 CASH ACCOUNT DISCOUNT ACCOUNT
FOB CODE SHIP-VIA CODE TERMS CODE
CURRENCY OVERRIDE EXCHANGE RATE .000000 EXCHANGE RATE DATE
0/00/00
PURCHASE ORDER NUMBER COMP CODE
ITEM NUMBER *MRO* M123456789 MISC ITEM SEQ BLANKET RELEASE NUMBER
DESCRIPTION LINE INVOICE CODE
WORK ORDER-TASK W23654-12 COST CODE A54321
LANDED COST CODE GROSS AMOUNT 100.00 ITEM FREIGHT
.00
DISCOUNT PERCENT .00 SUBJ TO DISCOUNT .00 DISCOUNT AMOUNT
.00
QUANTITY .000 UNIT OF MEASURE WAREHOUSE
ATL
EXPENSE ACCOUNT 4100 DEBIT MEMO NUMBER CHARGE OPERATION NUMBER
ORDER NUMBER CHARGE TYPE
MISC CHARGE NUMBER
-------------------------------------------------
TOTALS: INVOICE ADD DETAIL
GROSS AMOUNT 100.00 100.00
DISCOUNT AMOUNT .00 .00
NET AMOUNT 100.00 --------
LINE ITEMS 100.00 100.00
SPECIAL CHARGES .00 .00
FREIGHT .00 .00
TAX .00 .00

WILDWOOD IND NO. 01 INVOICE TRANSACTION PROOF / REGISTER DATE 4/23/

** TIME 17.51.05 PAGE 1 AMV12
BATCH DATE 4/16/
** OPER S1 BATCH 368
VENDOR NAME ASSIGNEE VOUCHER INVOICE SEQ INV DATE DUE DATE INV DESCRIPTION BNK/M/
CHECK CUR HALT TRNS TP ACTION
PO NO. ITEM NO. ITEM DESCRIPTION EXP ACCOUNT WHSE QUANTITY U/
M CHG TYPE DISCOUNT GROSS AMOUNT

DDS001 SMITH & CO 678 IN1 1 4/16/** 5/27/

** INVOICE ADD
PD00010 BLUE INT/
EXT COLOR OPT (B 4100 ATL 100.000 EA .00 500.00
*MRO* WORK ORDER-TASK: W23654-12 COST CODE: A54321
PD00010 BLACK INT/
EXT COLOR OPTION 4100 ATL 25.000 EA .00 137.50

PD00010 WHITE INT/

EXT COLOR OPT (W 4100 ATL 30.000 EA .00 180.00
INVOICE TOTALS .00
817.50
HALT CODE 7 WILL BE ASSIGNED TO THIS INVOICE

WILDWOOD IND NO. 01 INVOICE TRANSACTION PROOF / REGISTER DATE 4/23/

** TIME 17.51.05 PAGE 2 AMV12
BATCH DATE 4/16/
** OPER S1 BATCH 368
BATCH TOTALS --
NUMBER OF INVOICES 1
GROSS AMOUNT 817.50
DISCOUNT AMOUNT .00
NET AMOUNT 817.50
OPEN PAYABLES 817.50
PREPAID INVOICES .00
NEC AMOUNT .00
MISC CHARGE COSTS .00
OUTSIDE OPERATIONS .00
COST ADJUSTMENTS .00
OTHER COSTS 817.50
CONTROL 817.50
 Page 14-47
Contents Index

You can print this report for a payables data entry batch at any time by selecting one
of the following options:

from application Payables Processing menu option

Accounts Payable AMAM10 3 or 4
Purchasing AM6M20 3 or 4

You can print the report in detail or summary form. In summary form, the transactions
appear in vendor/voucher sequence regardless of whether the user or system
assigned the voucher numbers.

The Invoice Transaction Proof/Register can help you resolve data entry errors. This
report must be free of serious errors before you can select Post Invoices and Credit
Memos.

The fields are described in the order in which they appear in the detail report.

Fields

BATCH DATE. The date that was identified as batch default date when this batch was
entered.

OPER (Operator). The identification of the operator who originally entered

transactions for the batch.

BATCH. The number assigned to this batch.

TRANSACTION TYPE. Invoice or Credit appears in this field depending on the type
of transaction.

ACTION. Indicates whether the transaction was added, changed, or deleted.

INVOICE NUMBER. The vendor's invoice number that prints on the invoice.

VENDOR. The name from whom the invoice was received.

PAYMENT SELECT. The payment selection number for changed or deleted

invoices.

INVOICE SEQUENCE NUMBER. The number given to an invoice when more than
one invoice is entered with the same invoice number.

ADDRESS 1 and 2, CITY, STATE, POSTAL, and COUNTRY. The address

information of the vendor that appears on the invoice or credit memo.

DUE DATE. The last date the invoice can be paid.

INVOICE DATE. The date the invoice was created.

INVOICE TYPE. The type of the invoice.

VOUCHER NUMBER. The number of the document that verifies the transaction for
this invoice.
 Page 14-48
Contents Index

DISCOUNT PERCENT. The amount of discount given for the line item.

ASSIGNEE. The number of the vendor that should receive payment.

PAID BANK/METH/CHECK. The bank account, payment method, and check number
for this invoice. This appears only for prepaid invoices.

DESCRIPTION. The description of this invoice.

HALT CODE. The code assigned to show that an invoice should be held and not paid
automatically.

LANDED COST CODE. The code used to adjust importation costs or additional costs
already incurred.

AP ACCOUNT. The accounts payable account number to accrue line item costs.

CASH ACCOUNT. The cash account number for prepaid invoices.

DISCOUNT ACCOUNT. The general ledger discount account number.

FOB CODE (Free on board code). This code identifies the terms of the sale that
determines title transfer of goods.

SHIP-VIA CODE. The code that identifies the method of delivery from the vendor.

CURRENCY. The currency used for this invoice.

OVERRIDE EXCHANGE RATE. The exchange rate requested for this invoice.

EXCHANGE RATE DATE. The date on which the system converted the currency
amount.

PURCHASE ORDER NUMBER. The purchase order number that applies to this
invoice.

COMP CODE (Completion code). The invoice can be completed (C) or partially
completed (P).

ITEM NUMBER. The item number associated with this detail line item.

*MRO* . This field appears only if the Maintenance Management System (MMS) is
interfacing and indicates that this is a spare part item or a maintenance service.

MISC ITEM SEQ. The miscellaneous item sequence number assigned to this invoice
on the purchase order. This is used only when the same item number is used more
than once on the purchase order.

BLANKET RELEASE NUMBER. This number appears if the invoice detail line is for
an item on a purchase order blanket release.

DESCRIPTION. The description associated with the item number.

 Page 14-49
Contents Index

LINE INVOICE CODE. This code indicates whether the line item is completely (C) or
partially (P) invoiced.

The next three fields appear only if the Maintenance Management System (MMS) is
interfacing and this is an MRO item.

WORK ORDER. The number of the work order that originated in MMS.

TASK. This field identifies a step on the work order. It represents the task to charge
field, not the task sequence number.

COST CODE. The cost category that MMS uses to accumulate a particular cost
associated with this work order or item. It is used only for non-stores and service
items in MMS.

GROSS AMOUNT. The gross amount for the line item.

ITEM FREIGHT. The freight charge for the item.

DISCOUNT AMOUNT. The amount of discount given for the line item.

QUANTITY. The number of items to which this transaction applies.

UNIT OF MEASURE. The stocking unit of measure.

WAREHOUSE. The number of the warehouse that received the material.

EXPENSE ACCOUNT. The account number to which this line is debited.

DEBIT MEMO NUMBER. This number is used to reference a debit memo that exists
for a purchase order.

CHARGE OPERATION NUMBER. The operation sequence number to which this

charge applies.

ORDER NUMBER. The order to which this transaction is charged.

CHARGE TYPE. The charge code that applies to this detail.

MISC CHARGE NUMBER. Miscellaneous charges assigned to this invoice.

TOTALS. The total amounts entered for an invoice or credit memo and the sum of the
detail lines. The report indicates whether the transaction was an add, change, delete
or reversal.

BATCH TOTALS. The batch totals for this invoice follow.

NUMBER OF INVOICES. The total number of invoices and credit memos contained
in the batch.

GROSS AMOUNT. The sum of all gross amounts for all invoices processed for this
batch.

DISCOUNT AMOUNT. The total discount amount that applies to this batch.
 Page 14-50
Contents Index

NET AMOUNT. The gross amount minus the discount amount.

OPEN PAYABLES. The total amount credited to the accounts payable account.

PREPAID INVOICES. The total amount of all invoices entered with a prepaid check
number.

NEC AMOUNT (Non-Employee Compensation Amount). The total of all non-

employee compensation line items.

MISC CHARGE COSTS (Miscellaneous charge costs). The other costs represent
the total of miscellaneous charges, outside operations, cost adjustments, and
nonemployee compensation.

OUTSIDE OPERATIONS. The total amounts for outside operations that were entered
with charge type O. This applies only if PC&C is interfacing.

COST ADJUSTMENTS. The total amounts from records that were entered with
charge type I. This applies only if IM is interfacing.

OTHER COSTS. The difference between the gross amount and the sum of
miscellaneous charge costs, outside operations, cost adjustments, and NEC amount.
If PC&C or IM is not interfacing with invoicing, the field shows the gross amount less
the NEC amount.

CONTROL. The total of all line item amounts for all invoices, whether positive or
negative.

Invoices Transferred to History (AMA71)

INVOICES TRANSFERRED TO HISTORY DATE 1/25/

** TIME 10.44.59 PAGE 01 AMA71
CHECK NO. VENDOR NAME INVOICE NO. SEQ --DATE--
GROSS AMOUNT DISCOUNT AMOUNT NET AMOUNT
---------------TRADING CURRENCY--------------
-
1 101 Accurate Machine 0491 001 1/10/** 1000.00 .00
1 101 Accurate Machine 051 001 1/10/
** 1000.00 .00 1000.00
11 123 Allen Furniture 078 001 1/10/
** 10.00 .00 10.00
23 136 New World Enterprises 081 001 1/10/
** 25.00 .00 25.00
REPORT
TOTAL 1035.00 .00 1035.00

This report prints when you select option 3 on the Main Menu, perform reconciliation
using AMA701, and view the status of your session (AMA70E). The report prints
automatically if any reconciliation activity occurred and you chose to purge checks in
Update mode. The report documents basic information for any invoices that have
been deleted from the Open Payables file.

Fields

CHECK NO. (Check number). The number assigned to this check.

 Page 14-51
Contents Index

VENDOR NAME. The number and name to whom the invoice was paid.

INVOICE NO. (Invoice number). The number that prints on the invoice.

SEQ (Invoice sequence number). A unique number assigned to this invoice.

DATE. The date that the payment was made for the invoice.

GROSS AMOUNT. The sum of this invoice before discounts were taken.

DISCOUNT AMOUNT. The discount amount for this invoice.

NET AMOUNT. The gross amount minus the discount amount.

REPORT TOTAL. The total gross amounts, discount amounts, and net amounts in
trading currency for the invoices that are transferred to history.

Landed Cost Master File Listing (AMV0A)

LANDED COST MASTER FILE LISTING DATE 3/14/

** TIME 10.29.23 PAGE 1 AMV0A
OPER
51
BEGINNING LANDED COST CODE IMP ENDING LANDED COST CODE IMP
LANDED COST CODE IMP LAST MAINTENANCE DATE 3/14/**
DESCRIPTION PERCENT CHARGE ACCOUNT OFFSET ACCOUNT
LANDING FEE 5.000 2000 1050
IMPORT COST 7.000 2000 1050
OVERSEAS 2.000 2000 1050

TOTAL NUMBER OF LANDED COST CODES PRINTED 1

This report prints when you select option 8 on the Main Menu and option 6 on the File
Listings (AMAM80) menu. It prints all the contents of the Landed Cost Master file.

Fields

BEGINNING LANDED COST CODE

ENDING LANDED COST CODE. The beginning and ending cost codes in the range
of codes you specified.

LANDED COST CODE. A code that identifies duty or brokerage costs not invoiced.

LAST MAINTENANCE DATE. Last date that a work station operator maintained the
landed cost master file record.

DESCRIPTION. The description associated with each percentage that you specify.

PERCENT. The land cost percent that applies to this invoice.

CHARGE ACCOUNT. The account used to record the landed cost accrual.

OFFSET ACCOUNT. The account used to offset the charge account.

 Page 14-52
Contents Index

TOTAL NUMBER OF LANDED COST CODES PRINTED. The total number of

landed cost codes printed for this range of landed cost codes.

Landed Cost File Maintenance (AMV08)

LANDED COST MASTER DATE 3/14/

** TIME 10.27.59 PAGE 1 AMV08
FILE MAINTENANCE OPER
51 UPDATE 010
LANDED COST CODE IMP LAST MAINTENANCE DATE 3/14/
** **** BEFORE ****
DESCRIPTION PERCENT CHARGE ACCOUNT OFFSET ACCOUNT
LANDING FEE 5.000 2000 1050
IMPORT COST 7.000 2000 1050

LANDED COST CODE IMP LAST MAINTENANCE DATE 3/14/

** **** AFTER ****
DESCRIPTION PERCENT CHARGE ACCOUNT OFFSET ACCOUNT
LANDING FEE 5.000 2000 1050
IMPORT COST 7.000 2000 1050
OVERSEAS 2.000 2000 1050
SESSION STATUS
RECORDS ADDED 1 RECORDS DELETED 0
RECORDS CHANGED 0

Fields

LANDED COST CODE. A code that identifies duty or brokerage costs not invoiced.

LAST MAINTENANCE DATE. Last date that a work station operator maintained the
landed cost master file record.

DESCRIPTION. The description associated with each percentage that you specify.

PERCENT. The land cost percent that applies to this invoice.

CHARGE ACCOUNT. The account used to record the landed cost accrual.

OFFSET ACCOUNT. The account used to offset the charge account.

Note: BEFORE and AFTER images of the Landed Cost Master information print for
each record change (if requested during application tailoring).

SESSION STATUS. The number of records added, changed, or deleted.

RECORDS ADDED: The number of records added for the session.

RECORDS CHANGED: The number of records changed for the session.

RECORDS DELETED: The number of records deleted for the session.

 Page 14-53
Contents Index

Manual Payment Transaction Gains/Losses (AMA42C)

NORTHCREEK IND. MANUAL PAYMENT TRANSACTION GAINS/LOSSES DATE 1/01/

** TIME 12.03.29 PAGE 1 AMA42C
CO 01 PAY DATE 1/01/** BANK I01 METH 1 ITALIAN LIRE PROCESSING CHECK CURRENCY LR ITALIAN LIRE
------------ VENDOR -------------
INV NUMBER INV DATE CHECK LOCAL CURR GROSS BANK ACCT CURR GROSS TRADING CURRENCY GROSS

5000 SMITH & JONES 3 1/02/

** 3000 12.20 LR 15,000.00 LR 15,000.00
INVOICE IN LOCAL CURRENCY 12.06
TRANSACTION GAIN / LOSS .14

CHECK TOTALS 12.20 15,000.00

15,000.00
INVOICE IN LOCAL CURRENCY 12.06
TRANSACTION GAIN / LOSS .14

MANUAL PAYMENT TOTALS 12.20 15,000.00

15,000.00
INVOICE IN LOCAL CURRENCY 12.06
TRANSACTION GAIN/LOSS .14

This report prints when you select option 2 on the Main Menu, option 4 on the Cash
Disbursements Processing menu, and multi-currency support is active. It is only
printed if there were gains/losses calculated during a manual payments session.
Payments are listed in check number/invoice sequence for each transaction gain/loss.
Totals are reported at the check and payment selection levels. No trading currency
amounts are shown at the payment selection level because the payment could have
mixed trading currencies.

Fields

CO (Company number). The number assigned to this company.

PAY DATE. The date that the invoice was paid.

BANK (Bank account). The bank account established for this vendor against which
the checks were written.

METH (Payment method). The payment method against which the checks were
written.

CHECK (Check number). The assigned check number for this vendor check or the
number given to the prepaid check.

CURRENCY. The currency ID and description, for example Italian Lire.

VENDOR. The vendor number and name.

INV NUMBER (Invoice number). The vendor’s invoice number that prints on the
invoice.

INV DATE (Invoice date). The date of the invoice.

CHECK (Check number). The assigned check number for this vendor check or the
number given to the prepaid check.
 Page 14-54
Contents Index

LOCAL CURR GROSS (Local currency gross). The applied local currency gross
payment for this invoice. Calculations are shown in:
INVOICE IN LOCAL CURRENCY: Shows payment in local currency, bank
account currency, and trading currency.

TRANSACTION GAIN / LOSS: Shows the gain/loss which is the difference

between the payment and invoice amounts in local currency.

CHECK TOTALS: Shows the check totals in local currency, bank account
currency, and trading currency.

MANUAL PAYMENT TOTALS: Shows the manual payment totals in local

currency, bank account currency, and trading currency.

BANK ACCT CURR GROSS (Bank account currency gross). The applied bank
account currency gross payment for this invoice. Calculations are shown in:
CHECK TOTALS: Shows the check payment totals in bank account currency.

MANUAL PAYMENT TOTALS: Shows the manual payment totals bank account
currency.

TRADING CURRENCY GROSS. The applied trading currency gross payment for this
invoice. Calculations are shown in:
CHECK TOTALS: Shows the check totals in trading currency.

MANUAL PAYMENT TOTALS: Shows the manual payment totals in trading

currency.

Manual Payments Cash Disbursements Journal (AMA42A)

NORTHCREEK IND. MANUAL PAYMENTS CASH DISBURSEMENTS JOURNAL DATE 1/01/

** TIME 12.03.29 PAGE 1 AMA42A
CHECK DATE 3/01/9** ENTRY DATE 3/01/** BANK ACCOUNT I01 PAY METH 1
JOURNAL REF CHECK ------------ VENDOR ------------
INV NUM ORIG JOURNAL GROSS AMOUNT DISCOUNT NET AMOUNT

CD00357-
00006 3000 5000 SMITH & JONES 12.26 .06
12.20
5000 SMITH & JONES 3 PJ03540-
00002 12.26 .06 12.20

CHECK DISTRIBUTION
ACCOUNT DEBIT CREDIT ACCOUNT DEBIT
CREDIT
AP 2000 12.26 .00 GAIN /
LOSS 9000 .00 .00
DISCOUNT 6010 .00 .06 BANK CHGS. 8100 .00
.00
CASH IN BANK 1070 .00 12.20 INV CLEARING 2200 12.26
12.26

REPORT TOTALS:
ACCOUNTS PAYABLE 12.26
DISCOUNT .06-
CASH IN BANK 12.20-
GAIN / LOSS .00
BANK CHARGES .00
INVOICE CLEARING .00
GL CONTROL 24.52
NUMBER OF CHECKS 1
 Page 14-55
Contents Index

This report prints when you select option 2 on the Main Menu and option 4 on the
Cash Disbursements Processing menu (AMAM20). It prints GL entries made during a
manual payment session. All amounts are in local currency. It shows key payment
selection data at the top of each page, invoices paid on each check, discrepancies
between payments and invoice amounts, as well as a clearing account line to balance
the payment, journal entry summaries, and report totals.

Fields

CHECK DATE. The date of the check.

ENTRY DATE
ENTRY PERIOD. The entry date or period.

BANK ACCOUNT. The bank account established for this vendor against which the
checks have been written.

PAY METH (Payment method). The payment method used.

JOURNAL REF (Journal reference number). The Cash Disbursements Journal

reference number for this run on each invoice. The number is created as follows:

CDxxxxx-yyyyy

where:
CD is always the first two characters.

xxxxx is a sequential journal number, automatically assigned, indicating all entries

for disbursement run.

yyyyy is a sequential number beginning with 1 and incremented by 1 for each

transaction.

CHECK (Check Number). The assigned check number for this vendor check or the
number given to the prepaid check.

VENDOR. The vendor to whom this invoice applies.

INV NUM (Invoice number). The vendor’s invoice number that prints on the invoice.

ORIG JOURNAL (Original journal number). The reference number as it was

automatically assigned when the Purchase Journal was written for this invoice. This
number is only available for accrual accounting.

GROSS AMOUNT. The total amount of all line items on this invoice before any
discounts were taken.

DISCOUNT. The amount of discount taken on this invoice, if any.

NET AMOUNT. The gross amount of the invoice minus the discount.

CHECK DISTRIBUTION. The distribution of the checks in a bank account for AP,
discount, cash in bank account, and gain/loss.
 Page 14-56
Contents Index

AP: The accounts payable account number and the credit or debit amounts for
this invoice shown as either a debit or credit.

GAIN / LOSS: The gain/loss account number and the credit or debit amounts for
this invoice shown as either a debit or credit.

DISCOUNT: The discount account number and the credit or debit amounts for
this invoice shown as either a debit or credit.

BANK CHGS.: The bank charges account number and the credit or debit
amounts for this invoice shown as either a debit or credit.

CASH IN BANK: The cash in bank account number and the credit or debit
amounts for this invoice shown as either a debit or credit.

INV CLEARING (Invoice clearing): The invoice clearing account number and the
credit or debit amounts for this invoice shown as either a debit or credit.

REPORT TOTALS. The total for this report for entries made to the listed accounts.
ACCOUNTS PAYABLE:
EXPENSE SUMMARY: The total gross amount of invoices that are to be paid.

DISCOUNT: The total amount of discounts available.

CASH IN BANK: The total amount of cash used to pay invoices. This is the gross
amount minus the discount.

GAIN / LOSS: The difference between the original invoice payment amount and
the current invoice payment amount.

BANK CHARGES: Any charges that are generated by bank services.

INVOICE CLEARING: A holding account used to contain cash until invoices are
assigned to a payment.

GL CONTROL: The sum of all general ledger transactions. These are always
added, not subtracted.

NUMBER OF CHECKS: The number of payments that are being created.

 Page 14-57
Contents Index

Manual Payments Cash Disbursements Register (AMA42B)

NORTHCREEK IND. MANUAL PAYMENTS CASH DISBURSEMENTS REGISTER DATE 1/01/

** TIME 12.03.29 PAGE 1 AMA42B
PAY DATE 3/01/** BANK ACCOUNT I01 METHOD 1 ITALIAN LIRE PROCESSING CURRENCY LR ITALIAN LIRE
ASSIGNEE 5000 SMITH & JONES CHECK 3000 GROSS 15,075.00 DISCOUNT 75.00
NET 15,000.00
---------------- THIS PAYMENT -------------------
VENDOR INVOICE NO INV DATE DUE DATE GROSS AMOUNT DISCOUNT NET AMOUNT
5000 3 01/02/** 3/03/** 15,075.00 75.00 15,000.00
BANK CHARGES .00
CHECK APPLIED 15,075.00 75.00 15,000.00
CHECK UNAPPLIED .00 .00 .00

TOTAL PAYMENTS APPLIED

TOTAL PAYMENTS UNAPPLIED
NUMBER OF PAYMENTS 1 15,075.00 .00 15,000.00

This report prints when you select option 2 on the Main Menu and option 4 on the
Cash Disbursements Processing menu (AMAM20). The report shows the amount
disbursed during a manual payments session and lists payments in check number,
vendor number, and invoice sequence. Totals are reported on check number breaks.
When there is an imbalance between the payment amount and invoice amount, an
additional line, “Unapplied Manual Payment,” prints to balance the payment.

Fields

PAY DATE. The date that the manual payment was created.

BANK ACCOUNT. The bank account established for this vendor against which the
checks have been written.

METHOD (Payment method). The payment method against which the checks were
written.

CURRENCY. The currency ID and description; for example, FFR French Francs.

ASSIGNEE. The number of the vendor that should receive payment.

CHECK. The assigned check number for this vendor check or the number given to
the prepaid check.

GROSS. The total amount of the check before any discounts were taken.

DISCOUNT. The amount of discount taken on this check, if any.

NET. The gross amount of the check minus any discounts.

VENDOR. The number that is assigned to this vendor in the Vendor Master file.

INVOICE NO (Invoice number). The vendor’s invoice number that prints on the
invoice.

INV DATE (Invoice date). The date of the invoice.

DUE DATE. The date the invoice must be paid to receive the discount.
 Page 14-58
Contents Index

THIS PAYMENT. The currency payment amounts if multi-currency support is active

which include:
GROSS AMOUNT: The original gross amount of the selected invoice.

DISCOUNT: The amount of the discount that will be taken on this invoice.

NET AMOUNT: The total amount due for the invoice minus any discounts and
any prepaid amounts.
Note: If the bank account currency and trading currency are different, the payment
amount in trading currency is listed for information purposes and is not included in the
totals.

BANK CHARGES. The bank charges if applicable for this invoice. The charges are
included in the totals.

CHECK APPLIED
CHECK UNAPPLIED. If the check applied field is zero, no invoices have been
assigned to this payment. If the check unapplied field is greater than zero, there is a
balance remaining to apply to invoices.

TOTAL PAYMENTS APPLIED. Payments applied to selected invoices.

TOTAL PAYMENTS UNAPPLIED. A check was entered but no invoices were

selected for payment.

NUMBER OF PAYMENTS. The total amount of payments applied against outstanding

invoices.
 Page 14-59
Contents Index

Manual Payments Inquiry/Report (AMA45)

WILDWOOD MANUAL PAYMENTS INQUIRY/REPORT TIME 10:07:17 DATE 10/08/

** PAGE 1 AMA45
COMPANY NUMBER 01 BANK ACCOUNT 001 PAYMENT METHOD 1
CHECK# CHK DATE CHECK AMOUNT VENDOR/
ASSIG INVOICE SEQ INV DATE INV AMOUNT AMT APPLIED DISC TAKEN
208 11/15/** 45.00 SCHREER -000 0/00/
** .00 .00 .00
209 11/15/** 45.00 SCHREER IN11 -001 11/15/
** 49.50 49.50 4.50
214 11/15/** 10.00 SCHREER IN14 -001 11/15/
** 10.00 10.00 .00
215 11/15/** 9.00 SCHREER IN15 -001 11/15/
** 10.00 10.00 1.00
216 11/15/** 9.00 SCHREER IN16 -001 11/15/
** 10.00 10.00 1.00
217 11/15/** 45.00 SCHREER IN13 -001 11/15/
** 49.50 49.50 4.50
218 11/15/** 45.00 SCHREER IN17 -001 11/15/
** 49.50 49.50 4.50
219 11/15/** 45.00 SCHREER IN18 -001 11/15/
** 49.50 49.50 4.50
231 11/15/** 10.00 SCHREER -000 0/00/
** .00 .00 .00
235 11/15/** 10.00 SCHREER IN1 -001 11/15/
** 10.00 10.00 .00
236 11/15/** 10.00 SCHREER IN20 -001 11/15/
** 10.00 10.00 .00
237 11/15/** 10.00 ISAACS IN21 -001 11/15/
** 10.00 10.00 .00
239 11/15/** 15.00 ISAACS IN25 -001 11/15/
** 15.00 15.00 .00
241 11/15/** 47.00 ISAACS IN28 -001 11/15/
91 51.50 51.50 4.50
243 11/15/** 47.00 HARPER IN30 -001 11/15/
** 51.50 51.50 4.50
244 11/15/** 9.00 HARPER IN31 -001 11/15/
** 10.00 10.00 1.00
245 11/15/** 9.00 SIMMONS IN32 -001 11/15/
** 10.00 10.00 1.00
249 11/15/** 20.00 SIMMONS -000 0/00/
** .00 .00 .00
250 11/15/** 20.00 SIMMONS -000 0/00/
** .00 .00 .00
252 11/15/** 10.00 SIMMONS IN5 -001 11/15/
** 10.00 10.00 .00
254 11/15/** 12.60 SIMMONS IN6 -001 11/15/
** 12.60 12.60 .00
260 11/15/** 9.00 SIMMONS IN33 -000 0/00/
** .00 10.00 .00

This report prints when you select option 2 on the Main Menu and option 4 on the
Cash Disbursements Processing menu (AMAM20). The report shows all manual
payments that exist in the Manual Payments file. It also shows which payments have
been fully or partially applied to one or more invoices.

Fields

COMPANY NUMBER. The company number for which the payments were written.

BANK ACCOUNT. The bank account number from which the checks were written.

PAYMENT METHOD. The payment method code.

CHECK # (Check number). The check number for the payment.

CHK DATE (Check date). The date entered as check payment date when the check
was originally printed.
 Page 14-60
Contents Index

CHECK AMOUNT. The amount of the check that was written for the manual
payment.

VENDOR/ASSIG (Vendor/Assignee name). The name of the vendor or person

assigned (other than the vendor) to whom payment was made.

INVOICE. The vendor’s invoice number that prints on the invoice.

SEQ (Item sequence number). A unique number assigned to this invoice.

INV DATE (Invoice date). The date printed on the invoice.

INV AMOUNT (Invoice amount). The total amount of the invoice.

AMT APPLIED (Amount applied). The applied net payment for this invoice.

DISC TAKEN (Discount taken). The amount of discount taken on this invoice, if any.

Open Payables By Due Date (AMA52)

NORTHCREEK IND. NO. 02 OPEN PAYABLES BY DUE DATE DATE 3/29/

** TIME 16.31.28 PAGE 1 AMA52
FOR COMPANY NO. 02 --
---PAYMENT-----
DUE DATE INVOICE NO INV. DATE INVOICE DESCRIPTION UNPAID AMT DISCOUNT AMT NET AMT DUE ORIG INV AMT SE
LECT PAY EXP DATE
CURRENCY YEN JAPANESE YEN
VENDOR 100 ABCS VENDOR 100
VENDOR 02YEN2 COMPANY 02YEN2
2/30/** 02YEN221 3/07/
** 5000.00 5000.00 5000.00 22 H6
2/30/** 02YEN222 3/07/
** 6000.00 6000.00 6000.00 23 .. 3/30/**
2/30/** 02YEN223 3/07/
** 7000.00 7000.00 7000.00 24 ..
* VENDOR TOTALS 18000.00 18000.00 18000.00
* DUE DATE TOTAL 30 TO CURRENT DATE 18000.00 18000.00 18000.00
** CURRENT TOTALS 18000.00 18000.00 18000.00
** FUTURE TOTALS 18000.00 18000.00 18000.00
* COMPANY TOTALS 18000.00 18000.00 18000.00
* CURRENCY YEN JAPANESE YEN TOTAL 18000.00 18000.00 18000.00

EURO TOTAL 9000.00 9000.00

This report prints when you select option 4 on the Main Menu, option 1 on the
Demand Reports menu, and option 5 on the Open Payables Reports menu. The
report shows amounts owed by due date. If multi-currency support is active, and
trading currency specified, the report prints in primary currency ID, company, due date
and vendor sequence. No amount totals are reported above the primary currency
level. The local currency version of the report prints in company, due date, and vendor
sequence.

Fields

DUE DATE. The date when payment was due if a discount applied.

INVOICE NO (Invoice number). The vendor’s invoice number that prints on the
invoice.
 Page 14-61
Contents Index

INV. DATE (Invoice date). The date printed on the invoice.

INVOICE DESCRIPTION. The description of this invoice.

UNPAID AMT (Unpaid amount). The unpaid balance of this invoice.

DISCOUNT AMT (Discount amount). The discount amount of this invoice. If the
discount has been lost because this invoice is overdue, an asterisk prints to the right.

NET AMT DUE (Net amount due). The amount due minus the discount amount.

ORIG INV AMT (Original invoice amount). The gross amount of the invoice before
payments or discounts were taken.

SELECT. The payment selection number.

PAY. One of the following appears to identify the status:

• H0-H9 identifies invoices that are halted
• Y identifies those that were selected for payment
• PT indicates that the invoice is partially paid (PT)
• ** indicates a past due invoice
• .. indicates an invoice not selected for payment or due date is in less than 30 days
• Blank indicates an invoice not past due, not halted, not partially paid, and not due
in less than 30 days.

EXP DATE (Expected payment date). The date payment is expected for this
invoice. If blank, the invoice is due on the due date.

CURRENCY. The currency, for example Japanese yen.

VENDOR. The vendor name and number from whom this invoice was received.

VENDOR TOTALS. The vendor’s totals for the unpaid amount and discount amount.
This line only appears on the report if there are multiple invoices for the vendor.

DUE DATE TOTALS. These totals print on an invoice due date break. Counts the
number of days to/from the current date entered, and only appears on the report if
there are multiple invoices for the due date.

CURRENT TOTAL. The current totals for the unpaid amount, discount amount, and
total net amount for total invoices due on or before this date.

FUTURE TOTALS. The future totals for the unpaid amount, discount amount and total
net amount for all future invoices whose due date is after the report as of date.

COMPANY TOTALS. The company totals for the unpaid amount, discount amount
and total net amount for all invoices for this company in local/trading currency
amounts.

CURRENCY. The trading currency totals for the unpaid amount, discount amount and
total net amount of all invoices in this currency group.

EURO TOTALS. The euro currency totals.

 Page 14-62
Contents Index

Note: The *** summary *** page prints only if you specified multiple company
support during application tailoring and you have selected all companies to print, and
you are using only one currency. If multiple currencies are used, current, future,
company, and currency totals appear after each currency type. Currencies of different
types cannot be combined into summary totals.

Open Payables By Vendor (AMA51)

WILDWOOD IND. NO. 01 OPEN PAYABLES BY VENDOR DATE 1/29/

** TIME 16.31.13 PAGE 1 AMA51
ALL INVOICES/ALL VENDORS -
---- PAYMENT ----
FOR ALL COMPANIES
DUE DATE INVOICE NO INV DATE INVOICE DESCRIPTION UNPAID AMT DISCOUNT AMT NET AMT DUE ORIG INV AMT S
ELECT PAY EXP DATE
CURRENCY YEN JAPANESE YEN 1
VENDOR 100 SCHREER JEWLERY CORP
ASSIGNEE 200 HEATHER'S TOYOTA
1/29/** 69 1/29/
** 1000.00 1000.00 1000.00 12710 Y 2/01/**
1/21/** 701 1/21/
** 500.00 500.00 1000.00 12788 PT 1/30/**
1/22/** 0711 12/30/
** 1000.00 1000.00 1000.00 12791 .. 2/01/**
1/29/** 1441 1/29/
** 27211.35 26667.12 27211.35 13003 Y 2/01/**
* VENDOR TOTAL 29711.35 29167.12
COMPANY TOTAL 29711.35 29167.12
CURRENCY TOTAL 29711.35 29167.12
EURO TOTAL
OPEN PAYABLES TOTAL 29711.35 29167.12

This report prints when you select option 4 on the Main Menu and option 1 on the
Demand Reports menu (AMAM42). The report shows amounts owed by vendor. The
report prints in either local or trading currency. A line prints with euro totals.

If you specified multiple company support during application tailoring, this report may
print for all companies or for a specific company using options 1, 2, 3, or 4 on the
Demand Reports menu (AMAM42).

Fields

DUE DATE. The date payment for the invoice was due in order to take advantage of
the discount.

INVOICE NO (Invoice number). The vendor’s invoice number that prints on the
invoice.

INV DATE (Invoice date). The date printed on the invoice.

INVOICE DESCRIPTION. The description of this invoice.

UNPAID AMT (Unpaid amount). The total unpaid amount of this invoice.

DISCOUNT AMT (Discount amount). The total discount amount of the amount of
this invoice.

NET AMT DUE (Net amount due). The net amount due after subtracting the
discount amount from the unpaid amount.
 Page 14-63
Contents Index

ORIG INV AMT (Original invoice amount). The gross amount of the invoice before
payments or discounts were taken.

SELECT (Payment selection number). The payment selection number.

PAY. One of the following appears to identify the status:

• H0-H9 identifies invoices that are halted
• Y identifies those that were selected for payment
• PT indicates that the invoice is partially paid (PT)
• ** indicates a past due invoice
• .. indicates an invoice not selected for payment or due date is in less than 30 days
• Blank indicates an invoice not past due, not halted, not partially paid, and not due
in less than 30 days.

EXP DATE (Expected payment date). The date payment is expected for this
invoice. If blank, the invoice is due on the due date.

CURRENCY. The currency, for example Japanese yen.

VENDOR. The vendor name and number from whom this invoice was received.

ASSIGNEE. The number of the vendor that should receive payment.

VENDOR TOTAL. The total unpaid, total discounts, and total net due amounts for this
vendor. The totals line only prints for the vendor if there are multiple invoices for the
vendor.

COMPANY TOTAL. The total unpaid, total discounts, and total net due for this
company.

CURRENCY TOTAL. The total unpaid, total discounts, and total net due for all
companies. If multi-currency support is active, totals print on primary currency breaks.

EURO TOTAL. The euro total.

OPEN PAYABLES TOTAL. The true gross open payables totals of unpaid, discounts
and net amounts due for all companies. This total line prints only on the local currency
version of the report.
Note: The *** summary *** page will print only if your application is multicompany
and you have selected all companies to print.
 Page 14-64
Contents Index

Open Payables By Vendor - Halted (AMA512)

NORTHCREEK IND. NO. 02 OPEN PAYABLES BY VENDOR DATE 3/29/

** TIME 16.31.28 PAGE 1 AMA512
HALTED INVOICES/ALL VENDORS
FOR COMPANY NO. 02 --
---PAYMENT-----
DUE DATE INVOICE NO INV DATE INVOICE DESCRIPTION UNPAID AMT DIS COUNT AMT NET AMT DUE ORIG INV AMT SE
LECT PAY EXP DATE
CURRENCY YEN JAPANESE YEN
VENDOR 100 SCHREER JEWELRY CORP
ASSIGNEE 200 HEATHER'S TOYOTA
2/30/** 02YEN221 3/07/
** 5000.00 5000.00 5000.00 22 H6
2/30/** 02YEN222 3/07/
** 6000.00 6000.00 6000.00 23 H2 3/30/**
2/30/** 02YEN223 3/07/
** 7000.00 7000.00 7000.00 24 H8
* VENDOR TOTALS 18000.00 18000.00 18000.00
* DUE DATE TOTAL 30 TO CURRENT DATE 18000.00 18000.00 18000.00
** CURRENT TOTALS 18000.00 18000.00 18000.00
** FUTURE TOTALS 18000.00 18000.00 18000.00
* COMPANY TOTALS 18000.00 18000.00 18000.00
* CURRENCY YEN JAPANESE YEN TOTAL 18000.00 18000.00 18000.00
EURO TOTAL

This report prints when you select option 4 on the Main Menu and option 2 or 4 on the
Demand Reports menu (AMAM42). The report shows halted invoicesd by vendor.
The report prints in either local or trading currency.

If you speciified multiple company support during application tailoring, this report may
print for all companies or for a specific company using options 2 or 4 on the Demand
Reports menu (AMAM420).

Fields

DUE DATE. The date payment for the invoice is due in order to take advantage of the
discount.

INVOICE NO (Invoice number). The vendor’s invoice number that prints on the
invoice.

INV. DATE (Invoice date). The date printed on the invoice.

INVOICE DESCRIPTION . The description of this invoice.

UNPAID AMT (Unpaid amount). The total unpaid amount of this invoice.

DISCOUNT AMT (Discount amount). The total discount amount of the amount of
this invoice.

NET AMT DUE (Net amount due). The net amount due after subtracting the
discount amount from the unpaid amount.

ORIG INV AMT (Original invoice amount). The gross amount of the invoice before
payments or discounts were taken.

SELECT. The payment selection number.

PAY. One of the following appears to identify the status:

 Page 14-65
Contents Index

• H0-H9 identifies invoices that are halted

• Y identifies those that were selected for payment
• PT indicates that the invoice is partially paid (PT)
• ** indicates a past due invoice
• .. indicates an invoice not selected for payment or due date is in less than 30 days
• Blank indicates an invoice not past due, not halted, not partially paid, and not due
in less than 30 days.

EXP DATE (Expected date). The date payment is expected for this invoice. If blank,
the invoice is due on the due date.

CURRENCY. The currency name and description; for example, Japanese Yen,

VENDOR. The vendor name and number from whom this invoice was received.

ASSIGNEE. The number of the vendor that should receive payment.

VENDOR TOTALS. The total unpaid, total discounts, and total net due amounts for
this vendor. The totals line only prints for the vendor if there are multiple invoices for
the vendor.

DUE DATE TOTAL. The total unpaid, total discounts, and total net due for all
companies. If multiple currency support is active, totals print on primary currency
breaks.

CURRENT TOTALS. The current totals for the unpaid amount, discount amount, and
total net amount for total invoices for this vendor.

FUTURE TOTALS. The future totals for the unpaid amount, discount amount, and
total net amount for future invoices for this vendor.

COMPANY TOTALS. The total unpaid, total discounts, and total net due for this
company.

CURRENCY. The true gross open payables totals of unpaid, discounts, and net
amounts due for all companies. This total line prints only on the local currency version
of the report.

EURO TOTAL. The euro total is printed.

Note: The *** summary *** page will print only if your application is multicompany
and you have selected all companies to print.
 Page 14-66
Contents Index

Open Payables Duplicate Invoice Numbers (AMV0G)

NORTHCREEK IND. NO. 01 OPEN PAYABLES DUPLICATE INVOICE NUMBERS DATE 10/30/
** TIME 16.45.38 PAGE 2 AMV0G

*** SUMMARY ***

*** SUMMARY TOTALS NUMBER OF INVOICES 3 NUMBER OF DUPLICATES 3

NORTHCREEK IND. NO. 01 OPEN PAYABLES DUPLICATE INVOICE NUMBERS DATE 03/30/
** TIME 16.45.30 PAGE 1 AMV0G
VENDOR INVOICE
NUMBER NUMBER
INVOICE INVOICE DUE INVOICE GL GL CASH ASSIGN PAY SEL
HALT INV
DESCRIPTION DATE DATE AMOUNT ACCOUNT ACCOUNT NO. NO.
CODE SEQ
001011 39612
TOOLS 1/01/** 1/01/
** 150.00 2000 001011 51 999 ** CREDIT
TOOLS 12/15/** 12/15/
** 50.00 2000 001011 58 999 ** CREDIT
* VENDOR 001011 TOTALS NUMBER OF INVOICES 3 NUMBER OF DUPLICATES 2
** COMPANY TOTALS NUMBER OF INVOICES 3 NUMBER OF DUPLICATES 2

This report prints when you select option 1 on the Main Menu and option 4 on the
Payables Processing menu, (if you chose the duplicate invoice number edit option
during application tailoring). The report prints invoice header information from all of a
vendor’s invoices in the Open Payables file that were assigned the same invoice
number.

Fields

VENDOR NUMBER. The number that appears on the invoice sent to you by the
vendor.

INVOICE NUMBER. Invoice number that was assigned more than once for the
vendor.

INVOICE DESCRIPTION. The description of the invoice.

INVOICE DATE. The date printed on the invoice.

DUE DATE. The last date the invoice can be paid with a discount.

INVOICE AMOUNT. The amount of the invoice.

GL ACCOUNT (General ledger account number). The account number used to

post transactions.

GL CASH ACCOUNT (General ledger cash account). The GL account used for
cash.

ASSIGN NO. (Assignee number). The number of the vendor who is be paid for this
invoice.

PAY SEL NO. (Payment selection number). The payment selection number that the
application assigned to the invoice when it was posted to the Open Payables file.
 Page 14-67
Contents Index

HALT CODE. The code assigned to show that an invoice should be held and not paid
automatically.

INV SEQ (Invoice sequence number). A unique number assigned to this invoice.

VENDOR TOTALS. Number of invoices in the Open Payables file for the vendor and
the number of these invoices which are duplicates.

COMPANY TOTALS. The number of invoices in the Open Payables file for this
company and the number of these invoices which are duplicates.

SUMMARY TOTALS. Total number of invoices in the Open Payables file and total
number which are duplicates.

Open Payables File Maintenance (AMA8A)

OPEN PAYABLES FILE MAINTENANCE DATE 10/30/

** TIME 12.23.24 PAGE 1 AMA8A
OPER
UPDATE 012
COMPANY NO. 01 VENDOR NO. 000000 LAST MAINTENANCE DATE 10/30/
** *BEFORE
ASSIGNEE NO. 200 INVOICE NO. 4747 PAY SELECTION NO. 665
INVOICE DATE 12/07/** DUE DATE 12/07/** DESCRIPTION CREDIT OUT EXTRA
SCHREER JEWELRY CORP ADDRESS LINE 1 NORTHSIDE IND. PARK
ADDRESS LINE 2 98670 NE MISTY RD CITY PARKWAY CITY
STATE GA ZIP CODE 13811-0321 COUNTRY

COMPANY NO. 01 VENDOR NO. 000000 LAST MAINTENANCE DATE 10/30/

** *AFTER
ASSIGNEE NO. 300 INVOICE NO. 1378 PAY SELECTION NO. 666
INVOICE DATE 12/07/** DUE DATE 12/07/** DESCRIPTION CREDIT OUT EXTRA
SCHREER JEWELRY CORP ADDRESS LINE 1 NORTHSIDE IND. PARK
ADDRESS LINE 2 98670 NE MISTY RD CITY PARKWAY CITY
STATE GA ZIP CODE 13811-0321 COUNTRY
SESSION STATUS
RECORDS ADDED 2
RECORD CHANGES 1

This report prints each time you perform Open Payables file maintenance by selecting
option 7 on the Main Menu and option 3 on the File Maintenance menu, if you chose
the file maintenance report option during application tailoring. It prints both a
BEFORE and an AFTER image of the record to serve as an audit trail of all changes
made.

Fields

COMPANY NO. (Company number). The number of the vendor from whom the
invoice was received.

VENDOR NO. (Vendor number). The number that appears on the invoice sent to
you by the vendor.

LAST MAINTENANCE DATE. Last date that a work station operator maintained the
open payables master file record.

ASSIGNEE NO. (Assignee number). The number of the assignee if the invoice is
paid to someone other than the vendor.
 Page 14-68
Contents Index

INVOICE NO. (Invoice number). The number assigned to the invoice by the vendor
during invoice entry.

PAY SELECTION NO. (Payment selection number). The payment selection

number that was assigned by the application during invoice posting.

INVOICE DATE. The date that appears on the invoice.

DUE DATE. The date by which you must pay the invoice in order to receive the
discount.

DESCRIPTION. The words that describe what is being invoiced.

Miscellaneous vendor name. The name and address of the vendor. The field prints
only if the vendor number is all zeros.

ADDRESS LINE 1. The first line of address information. This field prints only if the
vendor number is all zeros.

ADDRESS LINE 2. The second line of address information. This field prints only if the
vendor number is all zeros.

CITY. The vendor’s city. This field prints only if the vendor number is all zeros.

STATE. The vendor’s state. This field prints only if the vendor number is all zeros.

ZIP CODE. The vendor’s postal code. This field prints only if the vendor number is all
zeros.

COUNTRY. The vendor’s country. This field prints only if the vendor number is all
zeros.

SESSION STATUS. Session status:

RECORDS ADDED: The number of records added during this session.

RECORD CHANGES: The number of times you selected a record and entered
changes. BEFORE and AFTER images of the invoice header information print for
each record change if you selected the report option during application tailoring.
 Page 14-69
Contents Index

Open Payables Revaluation (AMV0B)

NORTHCREEK IND. NO. 01 OPEN PAYABLES REVALUATION DATE 2/18/

** TIME 10.06.45 PAGE 2 AMV0B
NO UPDATE MODE

PRIMARY CURRENCY YEN JAPANESE YEN 1 ----------------- NET PAYABLES AMOUNT --

-----------------
TRADING CURR ********** LOCAL CURRENCY
AMOUNTS *********
INVOICE NO SEQ DATE VENDOR CURR AP LIABILITY ACCT GAIN/
LOSS ACCT AMOUNT BEFORE REVAL AFTER REVAL GAIN / LOSS
0711 001 12/30/
** 100 YEN 4000 5000 1000.00 250.00 7.56 242.44
0721 001 12/30/
** 100 YEN 4000 5000 1000.00 500.00 7.56 492.44
0751 001 12/30/
** 100 YEN 4000 5000 1000.00 250.00 7.56 242.44
0771 001 12/30/
** 100 YEN 4000 5000 1045.00 261.25 7.90 253.35
0781 001 12/30/
** 100 YEN 4000 5000 1000.00 250.00 7.56 242.44
0791 001 12/30/
** 100 YEN 4000 5000 1000.00 250.00 7.56 242.44
0811 001 12/30/
** 100 YEN 4000 5000 1000.00 250.00 7.56 242.44
0821 001 12/30/
** 100 YEN 4000 5000 1000.00 250.00 7.56 242.44
0831 001 12/30/
** 100 YEN 4000 5000 1000.00 250.00 7.56 242.44
0841 001 12/30/
** 100 YEN 4000 5000 1000.00 250.00 7.56 242.44
0851 001 12/30/
** 100 YEN 4000 5000 1000.00 250.00 7.56 242.44
0861 001 12/30/
** 100 YEN 4000 5000 1000.00 250.00 7.56 242.44
0871 001 12/30/
** 100 YEN 4000 5000 1000.00 250.00 7.56 242.44
CURRENCY TOTAL 13045.00 3511.25 9
8.62 3412.63
COMPANY TOTAL 3511.25 9
8.62 3412.63
REPORT TOTAL 3511.25
98.62 3412.63

OPEN PAYABLES REVALUATION DATE 2/18/

** TIME 10.06.45 PAGE 1 AMV0B
OPTIONS
REVALUATION MODE - 1 NO FILE UPDATE
COMPANY NUMBER RANGE - FROM 01 TO 89

PRIMARY CURRENCY ID RANGE - FROM A TO 999

REVALUATION DATE - 2/18/**
TRANSACTION DATE - 11/25/**

Fields

REVALUATION MODE. The mode selected to either UPDATE or NOT UPDATE the
files with revalued amounts.

COMPANY NUMBER RANGE. A single number, company number, a range of

company numbers, or blank to revalue and print all companies on this report.

PRIMARY CURRENCY ID RANGE. A primary ID range of primary currency IDs or

blank to revalue and print all primary currency IDs on the report.

REVALUATION DATE. The date as of which open payables are to be revalued.

 Page 14-70
Contents Index

TRANSACTION DATE. The date or period to be used when posting gains or losses
to your general ledger.

PRIMARY CURRENCY. The type of currency used for this revaluation.

INVOICE NO (Invoice number). The number assigned to the invoice by the

application during invoice entry.

SEQ (Invoice sequence number). A unique number assigned to this invoice.

DATE. The invoice date.

VENDOR. The vendor number for the revalued invoice.

CURR (Currency). The primary currency ID for this revaluation.

AP LIABILITY ACCT. The account number assigned to this accounts payable

liability.

GAIN/LOSS ACCT. The account number assigned to hold the price fluctuations when
using multi-currency.

TRADING CURR AMOUNT (Trading currency amount). The trading currency

amount for this invoice.

LOCAL CURRENCY AMOUNTS.

BEFORE REVAL (Before revaluation): The local currency amounts taken before
the revaluation request.

AFTER REVAL (After revaluation): The local currency amounts taken after the
revaluation request.

GAIN / LOSS: The local currency amounts reported for gains/losses.

CURRENCY TOTAL. The currency total for both local and trading.

COMPANY TOTAL. The company totals for local currency.

REPORT TOTAL. The report totals for local currency.

 Page 14-71
Contents Index

Payment Reversal Cash Disbursements Journal (AMA22A)

NORTHCREEK IND. PAYMENT REVERSAL CASH DISBURSEMENTS JOURNAL DATE 1/01/

** TIME 12.06.13 PAGE 1 AMA22A
CHECK DATE 1/31/** ENTRY DATE 3/01/** BANK ACCOUNT I01 PAY METH 1
JOURNAL REF CHECK ------------ VENDOR ------------
INV NUM ORIG JOURNAL GROSS AMOUNT DISCOUNT NET AMOUNT

CD00358-
00004 3000 5000 SMITH & JONES 12.26 .06
12.20
5000 SMITH & JONES 3 PJ03540-
00002 12.12 .06 12.06

CHECK DISTRIBUTION
ACCOUNT DEBIT CREDIT ACCOUNT DEBIT
CREDIT
AP 200000000000000 00 12.12 GAIN /
LOSS 9000 .00 .14
DISCOUNT 6010 .06 .00 BANK CHGS. 8502 .00
.00
CASH IN BANK 107000000000000 12.20 .00 INV CLEARING 22000000000000 12.26
12.26

REPORT TOTALS:
ACCOUNTS PAYABLE 12.12-
DISCOUNT .06
CASH IN BANK 12.20
GAIN / LOSS .14-
BANK CHARGES .00
INVOICE CLEARING .00
GL CONTROL 24.52
NUMBER OF CHECKS 1

This report prints where you select option 2 on the Main Menu and option 5 on the
Cash Disbursements Processing menu (AMAM20). The report shows the General
Ledger entries made to record a payment reversal. All amounts are in local currency.
Report totals at the end of the report summarize all the checks.

Fields

CHECK DATE. The date entered as check payment date when the check was
originally printed.

ENTRY PERIOD.
ENTRY DATE. The entry period or date for posting disbursements to the general
ledger.

BANK ACCOUNT. The bank account established for this vendor against which the
checks were reversed.

PAY METH (Payment method). The payment method.

JOURNAL REF (Journal reference number). The Cash Disbursements Journal

reference number for this run on each invoice. The number is created as follows:

CDxxxxx-yyyyy

where:
CD is always the first two characters.

xxxxx is a sequential journal number, automatically assigned, indicating this

disbursement run.
 Page 14-72
Contents Index

yyyyy is a sequential number beginning with 1 and incremented by 1 for each

transaction.

CHECK. The assigned check number for this vendor check.

VENDOR. The name of the vendor from whom this invoice was received.

INV NUM (Invoice number). The vendor’s invoice number that prints on the invoice.

ORIG JOURNAL (Original journal number). The reference number as it was

automatically assigned when the Purchase Journal was written for this invoice.

GROSS AMOUNT. The total amount of all line items on this invoice before discounts
were taken.

DISCOUNT. The amount of discount taken on this invoice, if any.

NET AMOUNT. The gross amount of the invoice minus any discounts.

CHECK DISTRIBUTION. The distribution of the checks in a bank account for AP,
discount, cash in bank account, and gain/loss.
AP: The accounts payable account number and the credit or debit amounts for
this invoice.

GAIN / LOSS: The gain/loss account number and the credit or debit amounts for
this invoice.

DISCOUNT: The discount account number and the credit or debit amounts for
this invoice.

BANK CHGS. (Bank charges): The bank charges account number and the credit
or debit amounts for this invoice.

CASH IN BANK: The cash in bank account number and the credit or debit
amounts for this invoice.

INV CLEARING (Invoice clearing): The invoice clearing account number and the
credit or debit amounts for this invoice.

REPORT TOTALS. The total report sums applied to this invoice. The GL Control
Amount is the sum of all the entries created.
ACCOUNTS PAYABLE:
EXPENSE SUMMARY: The total gross amount of invoices that are to be paid.

DISCOUNT: The total amount of discounts available.

CASH IN BANK: The total amount of cash used to pay invoices. This is the gross
amount minus the discount.

GAIN / LOSS: The difference between the original invoice payment amount and
the current invoice payment amount.

BANK CHARGES: Any charges that are generated by bank services.

 Page 14-73
Contents Index

INVOICE CLEARING: A holding account used to contain cash until invoices are
assigned to a payment.

GL CONTROL: The sum of all general ledger transactions. These are always
added, not subtracted.

NUMBER OF CHECKS: The number of payments that are being created.

Payment Reversal Transaction Gains/Losses (AMA22C)

NORTHCREEK IND. PAYMENT REVERSAL TRANSACTION GAINS/LOSSES DATE 1/01/

** TIME 12.06.13 PAGE 1 AMA22C
PAY DATE 1/01/** BANK I01 METH 1 ITALIAN LIRE PROCESSING CURRENCY LR ITALIAN LIRE

------------ VENDOR -------------

INV NUMBER INV DATE CHECK LOCAL CURR NET BANK ACCT CURR NET TRADING CURRENCY NET
5000 SMITH & JONES 3 1/02/
** 3000 12.20 LR 15,000.00 LR 15,000.00
INVOICE IN LOCAL CURRENCY 12.06
TRANSACTION GAIN / LOSS .14
CHECK TOTALS 12.20 LR 15,000.00
15,000.00
INVOICE IN LOCAL CURRENCY 12.06
TRANSACTION GAIN / LOSS .14

PAYMENT REVERSAL TOTALS 12.20 15,000.00

15,000.00
INVOICES IN LOCAL CURRENCY 12.06
TRANSACTION GAIN/LOSS .14

This report prints when you choose option 5 (Enter Payment Reversals) on the Cash
Disbursements Processing menu (AMAM20). The report prints only if there were any
transaction gains/losses that were reversed.

Fields

PAY DATE. The date that the invoices were paid.

BANK. The bank account number from which the checks will be made.

METH (Payment method). The payment method and description.

CURRENCY. The currency; for example, Italian lire.

VENDOR. The vendor name and number to whom the payment was made.

INV NUMBER (Invoice number). The vendor’s invoice number that prints on the
invoice.

INV DATE (Invoice date). The date printed on the invoice.

CHECK. The check number for this invoice.

LOCAL CURR NET (Local currency net). The applied local currency net payment
for this invoice. Calculations are shown in:
• INVOICE IN LOCAL CURRENCY: Shows payment in local currency, bank
account currency, and trading currency.
 Page 14-74
Contents Index

• TRANSACTION GAIN / LOSS: Shows the gain/loss which is the difference

between the payment and invoice amounts in local currency.
• CHECKS TOTALS: Shows the check totals in local currency, bank account
currency, and trading currency.
• PAYMENT REVERSAL TOTALS: Shows the payment reversal totals in local
currency, bank account currency, and trading currency.

BANK ACCT CURR NET (Bank account currency net). The applied bank account
currency net payment for this invoice. Calculations are shown in:
• CHECKS TOTALS: Shows the check payment totals in bank account currency.
• PAYMENT REVERSAL TOTALS: Shows the payment reversal totals bank
account currency.

TRADING CURRENCY NET. The applied trading currency net payment for this
invoice. Calculations are shown in:
CHECKS TOTALS: Shows the check totals in trading currency.

PAYMENT REVERSAL TOTALS: Shows the payment reversal totals in trading

currency.

CHECK TOTALS. The check totals for this invoice.

 Page 14-75
Contents Index

Purchase Journal and Check Reversal Listing (AMV13)

NORTHCREEK IND. NO. 02 PURCHASE INVOICE JOURNAL DATE 1/15/

** TIME 15.34.36 PAGE 1 AMV13
BATCH DATE 1/15/
** OPER 81 BATCH 81
ENTRY DATE 1/15/**
INV NUMBER/SEQ A-17653 001 INVOICE DATE 1/15/
** VOUCHER 200 PAYMENT NO. 10073 HALT CD TYPE INVOICE ADD
VENDOR 2000 BOB SMITH-DBA DUE DATE 1/15/** ASSIGNEE BANK/
METH/CHECK 001-1-508

ENTRY ITEM NUMBER DESCRIPTION ACCOUNT NUMBER JOURNAL REF AMOUNT ENTERED PRORAT
IONS GL AMOUNT
ACCT PAY HEADER 2000 PJ00054-
00001 96076.00 96076.00-
SPEC CHG SPECIAL CHARGE 7500 234.00 234
.00- .00
TAX TAX 8200 PJ00054-
00002 5677.00 .00 5677.00
FREIGHT FREIGHT 6000 PJ00054-
00003 1229.00 .00 1229.00
EXPENSE 123 PAPER PRODUCTS 7010 PJ00054-
00004 24458.00 64.35 24522.35
L CST EX 123 TARIFFS 7030 PJ00054-
00005 326.00
L CST OF 123 TARIFFS 2030 PJ00054-
00006 326.00-
EXPENSE 123 PAPER PRODUCTS 7020 PJ00054-
00007 28993.00 76.28 29069.28
L CST EX 123 TARIFFS 7030 PJ00054-
00008 386.00
L CST OF 123 TARIFFS 2030 PJ00054-
00009 386.00-
EXPENSE 123 PAPER PRODUCTS 7030 PJ00054-
00010 35485.00 93.37 35578.37
L CST EX 123 TARIFFS 7030 PJ00054-
00011 473.00
L CST OF 123 TARIFFS 2030 PJ00054-
00012 473.00-
*MRO*

BATCH TOTALS:
GROSS AMOUNT 96,076.00
ACCRUED EXPENSE 1,185.00
GL DEBITS 97,261.00
GL CREDITS 97,261.00

This report prints when you select option 4 on the Main Menu and option 4 on the
Payables Processing menu (AM6M20). This report represents all the transactions that
have successfully been added to the Open Payables file and the total amounts that
have been debited and credited to the Temporary General Ledger file. If any
unrecoverable errors are encountered, messages are printed to inform you of the
problem, the batch is suspended, and the operation is canceled. If the IM and PC&C
application interfaces are active, credit memos are passed to those applications if
they do not reference a debit memo number.

Fields

BATCH DATE. The date that was identified as batch default date when this batch was
entered.

OPER (Operator). The identification of the operator who originally entered

transactions for the batch.

BATCH. The identifying number the application assigned to this batch.

ENTRY DATE. The posting date for updating the purchase journal transactions to the
Temporary General Ledger file.
 Page 14-76
Contents Index

INV NUMBER/SEQ (Invoice number/Invoice sequence number). The vendor’s

invoice number that is printed on the invoice.

INVOICE DATE. The date printed on the invoice.

VOUCHER. A number used to further identify an invoice. It can be assigned by the

work station operator or by the application.

PAYMENT NO. (Payment number). The payment selection number that the
application assigned to the invoice when it was posted to the Open Payables file.

HALT CD (Halt Code). The code assigned to show that an invoice should be held
and not paid automatically.

TYPE. Invoice or Credit appears depending on the type of transaction and the action
used (add, change, delete, or reverse). add, change, delete, or reverse

VENDOR. The vendor number and name.

DUE DATE. The last date the invoice can be paid with a discount.

ASSIGNEE. The number that is given to the assignee in the Vendor Master file. It
appears only if payment of this invoice is to be redirected to someone other than the
vendor.

BANK/METH/CHECK (Bank account/Payment method/Check number). The

bank, payment method, and check number for this invoice if it is a prepaid check.

ITEM NUMBER. The item number associated with this detail.

DESCRIPTION. A description of the item.

ACCOUNT NUMBER. The general ledger account number for this item.

JOURNAL REF (Journal reference number). The Purchase Journal reference

number for this item.

AMOUNT ENTERED. The amount entered for this entry.

PRORATIONS. The amount of charges prorated to this item.

GL AMOUNT (General ledger amount). The General Ledger amount for this invoice
item.

BATCH TOTALS. The fields below represent the following totals for the batch:
GROSS AMOUNT: The total debit and credit amount in the AMOUNT ENTERED
column for expense accounts.

ACCRUED EXPENSE: The total debit and credit amount in the GL AMOUNT
column for landed cost accrual expense accounts.

GL DEBIT: The total debit amount in the GL AMOUNT column for all accounts.

GL CREDIT: The total credit amount in the GL AMOUNT column for all accounts.
 Page 14-77
Contents Index

Purchase Invoices To Inventory Management (AMV0F1)

NORTHCREEK IND. NO. 01 PURCHASE INVOICES TO INVENTORY MANAGEMENT DATE 10/30/

** TIME 12.23.34 PAGE 1 AMV0F1
BATCH DATE 10/30/
** OPER 80 BATCH 012
TRANSACTION ACTION INVOICE NO INV DATE VOUCHER VENDOR 0138
INVOICE CHANGE 1001 10/15/** 501 ABC MOVING CO.

ITEM NUMBER SEQ QUANTITY IM AMOUNT GROSS AMOUNT PRORATIONS ACCRUALS

0006128 21 .00 .00 .00 .00 .00

INVOICE TOTALS .00 .00 .00 .00

BATCH TOTALS .00 .00 .00 .00

This report prints each time you select option 1 on the Main Menu and option 4 on the
Payables Processing menu (AMAM10) and cost adjustment transactions are being
passed to IM. The AP to IM interface must be active. The report documents cost
adjustment information passed to the IM application.

Fields

BATCH DATE. The date that was identified as batch default date when this batch was
entered. If it was left blank this would be the system date when the batch was entered.

OPER (Operator). The identification of the operator who originally entered

transactions for the batch.

BATCH. The identifying number the application assigned to this batch.

TRANSACTION. The transaction can be an invoice or credit memo.

ACTION. The action can be add, change, delete, or reverse.

INVOICE NO (Invoice number). The vendor’s invoice number that is printed on the
invoice.

INV DATE (Invoice date). The date printed on the invoice.

VOUCHER. The number assigned to this invoice or credit memo.

VENDOR. The vendor name and number from whom this invoiced was received.

ITEM NUMBER. The item number associated with the purchase order number.

SEQ (Item sequence number). The number given to this item when there are
multiple entries for the same item in IM batch.

QUANTITY. The number of items for this transaction.

IM AMOUNT (Inventory management amount). The inventory management

amount for this invoice.

GROSS AMOUNT. The gross amount for this invoice.

 Page 14-78
Contents Index

PRORATIONS. The amount of special charges prorated to this item. This proration
amount is not used by IM.

ACCRUALS. The amount of landed cost accruals associated with this item. This
accrual amount is not used by IM.

INVOICE TOTALS. The combined totals for this invoice.

BATCH TOTALS. Batch totals for all invoices in this batch.

Purchase Invoices To Production Control & Costing (AMV0F2)

NORTHCREEK IND. NO. 01 PURCHASE INVOICES TO PRODUCTION CONTROL AND COSTING DATE 10/30/
** TIME 10.30.21 PAGE 1 AMV0F2

BATCH DATE 10/30/

** OPER 80 BATCH 012
TRANSACTION ACTION INVOICE NO INV DATE VOUCHER VENDOR 232
INVOICE ADD 1001 2/18/** 501 NORTH AMERICAN SUPPLIES
ITEM ORDER
ITEM NUMBER SEQ NUMBER PC&C AMOUNT GROSS AMOUNT PRORATIONS ACCRUALS
03010 001 M00030 1000.00 1000.00 20.50 50.00
INVOICE TOTALS 1000.00 1000.00 20.50 50.00
BATCH TOTALS 1000.00 1000.00 20.50 50.00

This report prints each time you select option 1 on the Main Menu and option 4 on the
Payables Processing menu (AMAM10) and there are miscellaneous charge or
outside operation transactions being passed to PC&C. The AP to PC&C interface
must be active. The report documents miscellaneous charge and outside operation
information passed to PC&C.

Fields

BATCH DATE. The date that was identified as batch default date when this batch was
entered. If it was left blank this would be the system date when the batch was entered.

OPER (Operator). The identification of the operator who originally entered

transactions for the batch.

BATCH. The identifying number the application assigned to this batch.

TRANSACTION. The transaction can be an invoice or credit memo.

ACTION. The action can be add, change, delete or reverse.

INVOICE NO (Invoice number). The vendor’s invoice number that is printed on the
invoice.

INV DATE (Invoice date). The date printed on the invoice.

VOUCHER. The number assigned to this invoice or credit memo.

VENDOR. The vendor name and number from whom this invoiced was received.
 Page 14-79
Contents Index

ITEM NUMBER. The item number associated with the purchase order number.

ITEM SEQ (Item sequence number). The number given to this item when there are
multiple entries required or more than one item is entered.

ORDER NUMBER. The manufacturing order number for this invoice.

PC&C AMOUNT. The Production Control and Costing amount for this invoice item.

GROSS AMOUNT. The gross amount for this item.

PRORATIONS. The amount of charges prorated to this item.This proration amount is

not used by PC&C.

ACCRUALS. The amount of accruals charge associated with this item. This accrual
amount is not used by PC&C.

INVOICE TOTALS. The combined totals for this invoice.

BATCH TOTALS. All batch totals for all invoices in the batch.

Purchase Journal Update (AMV14)

NORTHCREEK IND. NO. 01 PURCHASE JOURNAL UPDATE DATE 3/14/

** TIME 15.34.39 PAGE 1 AMV14
BATCH DATE 3/14/
** OPER DON BATCH 418
ENTRY DATE 3/14/**
NUMBER OF INVOICES 1
TRADING CURRENCY LOCAL CURRENCY
GROSS AMOUNT 1,090.00 8.24
DISCOUNT AMOUNT 15.00 .11
NET AMOUNT 1,075.00 8.13
OPEN PAYABLES 1,090.00 8.24
PREPAID INVOICES .00 .00
NEC AMOUNT .00 .00
MISC CHARGE COSTS .00 .00
OUTSIDE OPERATIONS .00 .00
COST ADJUSTMENTS .00 .00
OTHER COSTS 1,090.00 8.24
CONTROL 1,090.00 8.24

This report is initiated by selecting option 3 on the Payables Processing menu

(AM6M20). It prints as a result of posting entries in a batch to the Purchasing files.
The report serves as a record of the total amounts of the invoices and credit memos
that were added to the Open Payables file and, if general ledger distribution was
selected, the total amounts debited and credited to the Temporary General Ledger
file.

Fields

BATCH DATE. The date that was identified as batch default date when this batch was
entered.

OPER (Operator). The identification of the operator who originally entered

transactions for the batch.
 Page 14-80
Contents Index

BATCH. The identifying number the application assigned to this batch.

ENTRY DATE. The posting date for updating the purchase journal transactions to the
Temporary General Ledger file.

NUMBER OF INVOICES. The total number of invoices and credit memos that were
added to the transaction file from this batch.

GROSS AMOUNT. The sum of all gross amounts for all invoices processed for this
batch on trading and local currency.

DISCOUNT AMOUNT. The total discount amount that applies to this batch on trading
and local currency.

NET AMOUNT. The gross amount minus the discount amount on trading and local
currency.

OPEN PAYABLES. The total amount credited to the accounts payable account on
trading and local currency.

PREPAID INVOICES. The total amount of all invoices entered with a prepaid check
number on trading and local currency.

NEC AMOUNT (Non-employee compensation amount). The total of all non-

employee compensation line items on trading and local currency.

MISC CHARGE COSTS (Miscellaneous charge costs). The other costs represent
the total of miscellaneous charges, outside operations, cost adjustments, and non-
employee compensation on trading and local currency.

OUTSIDE OPERATIONS. The total amounts for outside operations that were entered
with charge type O on trading and local currency. This applies only if PC&C is
interfacing.

COST ADJUSTMENTS. The total amounts from records that were entered with
charge type 1 on trading and local currency. This applies only if IM is interfacing.

OTHER COSTS. The difference between the gross amount and the sum of
miscellaneous charge costs, outside operations, cost adjustments, and NEC amount
on trading and local currency. If PC&C or IM is not interfacing with invoicing, the field
shows the gross amount less the NEC amount.

CONTROL. The total of all line item amounts for all invoices, whether positive or
negative on trading and local currency.
 Page 14-81
Contents Index

Reconciliation Activity Report (AMA70G)

NORTHCREEK IND. NO. 01 RECONCILIATION ACTIVITY REPORT DATE 1/31/

** TIME 18.20.01 PAGE 1 AMA70G
CO 01 BANK 001 NY BANK AND TRUST CURRENCY FFR FRENCH FRANCS
------------------------ BEFORE ---------- -------------------------------- ------------------ AFTER ------
----------
TYPE DATE NUMBER METH VENDOR/
CUSTOMER STATUS AMOUNT STATUS AMOUNT BANK CHARGES

CHECK 11/15/** 3012 1 12971 HBVNDR OPEN 172.00 OPEN 172.00

PREVIOUS CHECK 2999 *** RENUMBERED ***
CHECK 11/15/** 3333 1 12971 HBVNDR OPEN 200,000.00 OPEN 100,000.00
CHECK 11/15/
** 3333 1 12971 HBVNDR OPEN OPEN 35.00
CHECK 11/15/** 3367 1 12971 HBVNDR OPEN 2,000.00 OPEN 20,000.00
DEPOSIT 11/22/** 576858 1 20540 OPEN 1,500.55 OPEN 20,000.00
DEPOSIT 11/22/
* 576858 1 20540 OPEN 26.50

CHECK SUMMARY BY STATUS: COUNT AMOUNT BA

NK CHARGES

RECONCILED 0 .00
.00
VOID 0 .00
.00
OPEN 0 82,000.00-
35.00
CHANGED 2
PURGED 0
RENUMBERED 1
DEPOSIT SUMMARY BY STATUS: COUNT AMOUNT BA
NK CHARGES

RECONCILED 0 .00
.00
VOID 0 .00
.00
OPEN 0 18,499.45
26.50
CHANGED 1
PURGED 0

This report prints as a result of selecting option 3 on the Main Menu, and selecting
option 3, 4, or 8 on display AMA701. The report shows all reconciliation activity for the
session and includes:
• Check and deposit status
• Check or deposit amount
• Any associated bank charges.

It identifies any renumbered check, giving the number of both the previous check and
the renumbered check. The report also shows a check and deposit summary by
status.

Fields

CO (Company number). The number assigned to the company.

BANK. The bank account and its description to which the following checks and
deposits were distributed.

CURRENCY. The currency used; for example, FFR French francs.

TYPE. The type of transaction (check or deposit).

DATE. The date entered as check payment or deposit date as originally printed.
 Page 14-82
Contents Index

NUMBER. The check or deposit number assigned to this transaction.

METH (Payment method). The payment method.

VENDOR/CUSTOMER. The customer or vendor number to whom payment was

made.

STATUS. The status and amounts before and after the reconciliation session for the
vendor or customer.

BANK CHARGES. The bank charges for this transaction.

CHECK SUMMARY BY STATUS. A breakdown of the number, amount, and bank

charges for checks reconciled, void, open, changed, purged, and renumbered.

DEPOSIT SUMMARY BY STATUS. A breakdown of the number, amount, and bank

charges for deposits reconciled, void, open, changed, and purged.

Reconciliation Journal (AMA70H)

NORTHCREEK IND. NO. 01 RECONCILIATION JOURNAL DATE 2/21/

** TIME 15.34.24 PAGE 1 AMA70H
CO 01 BANK 1 NY BANK AND TRUST ENTRY DATE 2/21/**
ENTRY PERIOD 10
------- DEBIT --------------- -----------
CREDIT --------------
JOURNAL REF TYPE NUMBER DATE CUST/
VEND REASON ACCOUNT AMOUNT ACCOUNT AMOUNT

CD00361-00001 CHECK 5000 2/28/

** 200 AMOUNT .00 1050 10.00
CD00361-00002 CHECK 5000 2/28/
** 200 AMOUNT 2000 10.00 .00
CD00361-00003 CHECK 5000 2/28/
** 200 BK CHG 2000 5.00 .00
CD00361-00004 CHECK 5000 2/28/
** 200 BK CHG .00 1050 5.00
TOTAL 15.00
15.00
NUMBER OF CHANGES 4

This report prints when you select option 3 on the Main Menu (AMAM00), option 4 or
5 on display AMA701, and only if the activity during reconciliation resulted in changing
amounts or entering bank charges.

Fields

CO (Company number). The number assigned to the company.

BANK. The bank account number and its description to which the following checks
and deposits were distributed.

ENTRY DATE
ENTRY PERIOD. The entry date or period during which the journal entries were
created.

JOURNAL REF (Journal reference number). The Cash Disbursements Journal

reference number for this run on each invoice. The number is created as follows:
 Page 14-83
Contents Index

CDxxxxx-yyyyy

where:
CD is always the first two characters.

xxxxx is a sequential journal number, automatically assigned, indicating this

disbursement run.

TYPE. The type of transaction, check or deposit.

NUMBER. The number (that was assigned) to this check or deposit.

DATE. The date entered as check payment or deposit date as originally printed.

CUST/VEND (Customer/Vendor number). The customer or vendor number to

whom the check or deposit applies.

REASON. If the type of transaction is a check or deposit, amount is shown in this

field. If the type is bank charge, BK CHG appears in this field.

DEBIT
CREDIT. The GL account numbers used to debit and credit bank charges and
changed check amounts and the debit and credit amounts.

TOTAL. The total debit amount and credit amount for current reconciliation activity.

NUMBER OF CHANGES. The number of cash disbursement entries created.

 Page 14-84
Contents Index

Remittance Advice (Print)

X X
P0 0 01
INVOICE NO. INVOICE DATE DESCRIPTION GROSS AMOUNT DISCOUNT NET AMOUNT
0 0 0 452 V EN DO R J OH N SON & P A R T N E R S CO . CHECK DATE 11 / 20 / * *
L T 5 5 11 / 12 / * * L I GH T MOU N T S 7 0 . 0 0 7 0 . 0 0
L T 5 6 11 / 12 / * * CL OSE - UP L ENSES 3 0 . 0 0 3 0 . 0 0
L T 5 7 11 / 12 / * * 5 0 - 2 0 0 MM Z OOM 20 0 . 0 0 2 0 0 . 0 0
L T 5 8 11 / 12 / * * SC RE ENS 4 2 . 0 0 4 2 . 0 0

CHECK NUMBER 1 32 TOTALS 3 , 056 . 00 3 , 056 . 00

Remittance advices are printed as necessary during the check writing procedure that
is initiated by option 2 on the Main Menu and option 3 on the Cash Disbursements
Processing menu. If all the invoices which a check is paying cannot be listed on the
check stub due to lack of space, the remaining invoices are saved and the system
operator is prompted to load remittance advice forms. Remittance advices should be
printed on preprinted forms.

Fields

INVOICE NO (Invoice number). The number assigned to the invoice by the

application during invoice entry.

INV DATE (Invoice date). The date that appears on the invoice.

DESCRIPTION. The words that describe what is being invoiced. This comes from the
invoice header record.

GROSS AMOUNT. Gross amount being paid. The totals are printed on the last
remittance advice page for the check number.

DISCOUNT. Discount amount being paid. The totals are printed on the last remittance
advice page for the check number.
 Page 14-85
Contents Index

NET AMOUNT. Net amount being paid. The totals are printed on the last remittance
advice page for the check number. They must agree with those printed on the check.

VENDOR. Vendor number and name.

CHECK DATE. Check date as entered by the operator.

CHECK NO (Check number). Check number with which this remittance must be
matched.

TOTALS. The final gross amount, discount, and net amount totals for this vendor.

Remittance Advice (EDI or Fax)

REMITTANCE ADVICE/PAYMENT NOTIFICATION 1

CHECK NUMBER 2077 CHECK DATE 7/02/**

FROM:
Customer Company Name
Customer Address Line 1
Customer Address Line 2
Customer Address Line 3
Customer Address Line 4

PAYMENT AUTHORIZED FROM:

Customer Bank Name
123456 PURCHASED FROM VENDOR: 000006
Vendor Company Name
Vendor Address Line 1
Vendor Address Line 2
Vendor Address Line 3

[etc.]

If you have EC or the Fax Interface installed, you can use this report to notify a vendor
of invoices paid by a payment, either by check or by EDI.

To print this report and/or to fax this report to a vendor, the following conditions must
be met:
• In the Bank Account Master file, set the AP Check File field to Y (Yes) and set the
Remittance Advice File field to Y (Yes).
• In the Vendor Master file, set the Remittance Advice Print and/or Fax media flags
to Y for the vendor.

When you select option 3 on the Cash Disbursements Processing menu (AMAM20),
and the above conditions are met, the remittance advice is sent to the fax output
queue, and the short code is added to the document, for use by Telex/Fax/400.

The fields are self-explanatory.

 Page 14-86
Contents Index

Summary Aged Open Payables (AMA532)

NORTHCREEK IND. NO. 01 SUMMARY AGED OPEN PAYABLES DATE 3/14/

** TIME 15.44.51 PAGE 1 AMA532
FOR ALL COMPANIES AS OF DATE 3/14/**

******* CURRENCY
-----------------------------------------------------------------------------------------------------------------
------------------
INVOICE NO INV DATE UNPAID AMT DISCOUNT AMT 2/01/** 2/15/
** 3/01/** 3/15/**
CURRENCY FFR FRENCH FRANC
VENDOR GMLVN2 BOURGET
LAST PAY 1/25/** TELEPHONE 404-555-2222
VENDOR GMLVN3 PAUL MELROY
* VENDOR TOTALS 1500.00 80.00 0.00 700.00

** CURRENCY TOTALS LINE 1 1500.00 0.00

** CURRENCY TOTALS LINE 2 80.00 700.00
EURO TOTALS

** COMPANY TOTALS LINE 1 1500.00 0.00 700.00

** COMPANY TOTALS LINE 2

OPEN PAYABLES TOTALS LINE 1 1500.00 0.00

OPEN PAYABLES TOTALS LINE 2 80.00 700.00

This report can be printed at any time by selecting option 4 on the Main Menu, option
1 on the Demand Reports menu (AMAM40), and option 7 on the Open Payables
Reports menu (AMAM42). This report is similar to the Detail Aged Open Payables
Report except that it does not list individual invoices. It shows the total amount owed
to a vendor aged across the selected aging periods. It can provide a summary view of
the company’s cash requirement position for the present and for several near future
periods. This report can be printed for a specific company or all companies. The Open
Payables totals print under the following conditions:
• If multi-currency support is inactive
• If multi-currency support is active and trading currency was selected.

The report prints in either local currency or trading currency. The local currency
version prints in company, vendor, and assignee sequence. The trading currency
version prints in primary currency ID, company, vendor, and assignee sequence. The
primary currency ID prints at the top of each page and the report heading identifies
whether the report is in trading or local currency.
Note: If the unpaid amount field is too large to accumulate across the appropriate
aging date fields, asterisks print on the report.

Fields

INVOICE NO (Invoice number). The vendor’s invoice number that prints on the
invoice.

INV DATE (Invoice date). The date printed on the invoice.

UNPAID AMT (Unpaid amount). The unpaid balance of this invoice.

DISCOUNT AMT (Discount amount). The discount amount of this invoice. If the
discount has been lost because this invoice is overdue, an asterisk prints to the right.

Aging dates. The aging dates as enteredd by a work station operator. Up to five
different aging periods can be established.
 Page 14-87
Contents Index

CURRENCY. The currency, for example, FFR French francs.

LAST PAY (Last payment date). The date last payment was made to this vendor.

TELEPHONE. The area code and telephone number of the vendor.

VENDOR. The vendor name and number to whom the payment was made.

VENDOR TOTALS. The total unpaid, total discounts, and total net due amounts for
this vendor. The total line prints only if there are multiple invoices for the vendor.

CURRENCY TOTALS. The total unpaid, total discounts, and total net due for all
companies in local currency. The currency totals print on primary currency breaks.

EURO TOTALS. The euro totals.

COMPANY TOTALS. The company totals for the unpaid amount, discount amount,
and total net amount for all invoices for this company.

OPEN PAYABLES TOTALS. The true gross open payables totals of unpaid,
discounts and net amounts due for all companies. This line only prints on the local
currency version of the report.
Note: The *** summary *** page will print only if your application is multicompany
and you have selected all companies to print.

Temporary General Ledger Listing (AMV61)

WILDWOOD IND. NO. 01 TEMPORARY GENERAL LEDGER LISTING RUN DATE 01/05/
** TIME 14.37.26 PAGE 1 AMV61
PRINT OPTION ENTRY PERIOD 12

JOURNAL
GENERAL LEDGER REFERENCE CHECK ORDER TRANSACTION TRANSACTION ENTRY DEBIT
CREDIT
NUMBER NUMBER NUMBER NUMBER SOURCE DESCRIPTION PERIOD AMOUNT
AMOUNT

1050 CD00001-
00002 120 ABLE MFG. AP CHECK TOTAL 12 114.00
1050 CD00002-
00002 123 ALPHA CORP AP CHECK TOTAL 12 20,158.89
1050 CD00002-
00005 125 FULTON CO AP CHECK TOTAL 12 16,955.00
1050 CD00002-
00007 121 P489213 J & P CO AP CHECK TOTAL 12 2,830.30
1050 CD00002-
00010 121 J & P CO AP CHECK TOTAL 12 5,660.60
1050 CD00002-
00012 122 ZEBCOR INC AP CHECK TOTAL 12 1.071.25
1050 CD00003-
00002 126 PARAMUS WH AP CHECK TOTAL 12 103.00
1050 CD00003-
00004 127 P333721 ALLRIGHT P AP CHECK TOTAL 12 190.00
1050 CD00004-00001 129 JOHNSON/CA 001-1-
000129 12 54.00

* ACCOUNT
TOTALS 47,137.04
 Page 14-88
Contents Index

WILDWOOD IND. NO. 01 RUN DATE 01/05/

** TIME 14.37.26 PAGE 2 AMV61
TEMPORARY GENERAL LEDGER LISTING ENTRY PERIOD 12
PRINT OPTION

JOURNAL
GENERAL LEDGER REFERENCE CHECK ORDER TRANSACTION TRANSACTION ENTRY DEBIT
CREDIT
NUMBER NUMBER NUMBER NUMBER SOURCE DESCRIPTION PERIOD AMOUNT
AMOUNT

2000 CD00001-00001 120 ABLE MFG. NUTS/BOLTS 12 142.50

2000 CD00002-00001 123 ALPHA CO RM CYLINDERS 12 20,782.35
2000 CD00002-00004 125 FULTON CO STEEL/IRON 12 16,955.00
2000 CD00002-00006 121 J & P CO PLATES/BRACKET 12 3,437.50
2000 CD00002-00009 122 J & P CO 35 MM CAMERA 12 200.00
2000 CD00002-00011 126 ZEBCOR INC RUBBER/TIRES 12 1,200.00
2000 CD00004-00002 129 JOHNSON/AP 001-1-FLOWERS 12 54.00

* ACCOUNT TOTALS 42,771.35

** COMPANY
TOTALS 94,373.84 94,373.84

*** SUMMARY *** RUN DATE 01/05/

** TIME 14.37.26 PAGE 3 AMV61
TEMPORARY GENERAL LEDGER LISTING ENTRY PERIOD 12

DEBIT
CREDIT
AMOUNT
AMOUNT

**** FINAL TOTALS 94,373.84

94,373.84

TOTAL RECORDS IN FILE 63

TOTAL RECORDS PROCESSED 18

TOTAL RECORDS REMAINING 0

This report prints when you select various options in IM, AP, AR, Payroll, and
Purchasing on the General Ledger Management menu. It is not available if IFM is
installed and interfacing. You can use this report to make journal entries if the General
Ledger application is not installed and interfacing. The system draws information for
this report from the Temporary General Ledger file.

Fields

REPORT TYPE. There are two listing options for this report.
• Print *************** Temporary General Ledger transactions (depending on the
application you are in)
• Print and clear if your application is not interfacing with the General Ledger
application. Prints transactions and removes them from the Temporary General
Ledger file.

GENERAL LEDGER NUMBER. The general ledger account to which these amounts
will be applied.

JOURNAL REFERENCE NUMBER. The journals that accounted for these

transactions. These numbers were automatically assigned by your application in the
Purchase Invoice Journal Listing, or the Cash Disbursements Journal. The prefixes to
these numbers vary depending on the application printing this report.
 Page 14-89
Contents Index

CHECK NUMBER. The check number associated with the journal reference number
for the transaction. This field appears only if you are using the Accounts Payable,
Purchasing, or Accounts Receivable applications.

ORDER NUMBER. The order number for the transaction.

TRANSACTION SOURCE. The name of the company associated with the

transaction.

TRANSACTION DESCRIPTION. The description of the general ledger transaction.

ENTRY PERIOD. The entry date or period that the amounts were applied to this
general ledger account.

DEBIT AMOUNT. The debit amount associated with the Journal Reference Number
in the Temporary General Ledger file.

CREDIT AMOUNT. The credit amount associated with the Journal Reference
Number in the Temporary General Ledger file.

ACCOUNT TOTALS. The account totals for the debit and credit amounts for all
general ledger transactions for this accounting period.

COMPANY TOTALS. The company totals for the debit and credit amounts for all
general ledger transactions for this accounting period.

FINAL TOTALS. The final totals for this report.

TOTAL RECORDS IN FILE: The total number of records in the Temporary
General Ledger file.

TOTAL RECORDS PROCESSED: The total number of records processed for this
accounting period.

TOTAL RECORDS REMAINING: The total number of remaining checks for this
accounting period.
 Page 14-90
Contents Index

Transaction Gains/Losses (AMA313)

NORTHCREEK IND. NO. 02 TRANSACTION GAINS/LOSSES DATE 1/15/

** TIME 15.38.35 PAGE 1 AMA313
PAY DATE 2/01/
** BANK L01 METH 1 LOCAL CURRENCY MODE CHECKS
------------ VENDOR -------------
INV NUMBER INV DATE CHECK LOCAL CURR GROSS BANK ACCT CURR GROSS TRADING CURRENCY GROSS

2000 BOB SMITH-DBA A-176543 1/15/

** 89040.00 89040.00 CN 191565.72
PAYMENT AT INVOICE RATE 94154.00
TRANSACTION GAIN / LOSS 5114.00-

CHECK TOTALS 2020 89040.00 89040.00 CN

191565.72
PAYMENT AT INVOICE RATE 94154.00
TRANSACTION GAIN / LOSS 5114.00-

PAYMENT SELECT TOTALS 89040.00 89040.00

191565.72
PAYMENT AT INVOICE RATE 94154.00
TRANSACTION GAIN/LOSS 5114.00-

This report prints when you select option 2 on the Main Menu (AMAM00), options 3
and 4 on the Cash Disbursements processing menu (AMAM20), multi-currency
support is active, and only if there were transaction gains/losses to report. The report
lists payments where there is a transaction gain/loss in check number/invoice
sequence. Totals are reported at the check and payment selection levels. No trading
currency amounts are shown at the payment selection level because the payment
could have mixed trading currencies. Totals are reported at the check and payment
selection levels.

Fields

PAY DATE. The date that the invoices were paid.

BANK. The bank account to which the following checks are distributed.

METH (Payment method). The payment method used.

Description. The bank account description.

MODE. The mode identifies whether the report is documenting checks, manual
payments, or payment reversals.

VENDOR. The vendor name and number to whom the payment was made.

INV NUMBER (Invoice number). The number assigned to this invoice.

INV DATE (Invoice date). The date printed on the invoice.

CHECK. The number assigned to this check.

LOCAL CURR GROSS (Local currency gross). The applied local currency gross
payment for this invoice. Calculations are shown in:
• PAYMENT AT INVOICE RATE: Shows payment at invoice rate in local currency,
bank account currency, and trading currency.
 Page 14-91
Contents Index

• TRANSACTION GAIN / LOSS: Shows the gain/loss which is the difference

between the payment and invoice amounts in local currency.
• CHECKS TOTALS: Shows the check totals in local currency, bank account
currency, and trading currency.
• PAYMENT SELECT TOTALS: Shows the payment select totals in local currency,
bank account currency, and trading currency.

BANK ACCT CURR GROSS (Bank account currency gross). The applied bank
account currency gross payment for this invoice. Calculations are shown in:
• CHECKS TOTALS: Shows the check payment totals in bank account currency.
• PAYMENT SELECT TOTALS: Shows the payment select totals bank account
currency.

TRADING CURRENCY GROSS. The applied trading currency gross payment for this
invoice. Calculations are shown in:
CHECKS TOTALS: Shows the check totals in trading currency.

PAYMENT SELECT TOTALS: Shows the payment select totals in trading

currency.

Vendor Analysis Report (AMV741)

NORTHCREEK IND. VENDOR ANALYSIS REPORT DATE 3/14/

** TIME 15.46.36 PAGE 1 AMV741
PRIMARY CURRENCY I.D. US DOLLARS PRIMARY CURRENCY/VENDOR SEQUENCE
MRO AND PRODUCTION VENDORS

LAST
VENDOR VENDOR ------------- A M O U N T --------------- -------- DISCOUNTS TAKEN ------- ----
DISCOUNTS LOST -----PAYMENT
NO. NAME TO-DATE Y-T-D LAST YEAR Y-T-D LAST YEAR Y-T-
D LAST YEAR

GMLVN3 PAUL MELROY

3/08/**
*MRO* 100.00 100.00

10000 STANDARD CHEM

3/07/**
*MRO* 2000.00 2000.00
V12346 ABC
1/25/**

2000 BOB SMITH-

DBA 1/28/
**
5000.00 5000.00 4000.00 4000.00 2000.00 1000.00
2000.00

000000 1 500.00
12/12/**

01REG1 COMPANY 01REG1

3/05/**
6000.00 6000.00 50.00

02REG1 COMPANY 02REG1

2/15/**
200.00 200.00

*TOTAL 13800.00 13800.00 4000.00 4000.00 2000.00 1000.00

2000.00
 Page 14-92
Contents Index

This report prints when you select

From application Menu Option

Accounts Payable Demand Reports 2
(AMAM40)
Purchasing Reports (AM6M40) 10

The report prints in either primary currency/vendor number or vendor number/local

currency sequence. To print by primary or local currency sequence, multi-currency
support must be active. If you requested primary currency sequence, the primary
currency ID prints at the top of each page. A new page is forced when the primary
currency ID changes.

The report shows the statistical information in alpha sequence by vendor number for
all vendors in the Vendor Master file.

By providing, at a glance, the volume of business (amount paid) conducted with a

certain vendor, this report can be used as input to many decisions regarding vendors.

If IFM is installed, the only statistics reported are amount to date, amount Y-T-D, and
amount last year. The amounts represent how much was invoiced by the vendor.

If MMS is interfacing, you can get the report for production vendors, MRO vendors, or
both.

Fields

PRIMARY CURRENCY I.D.. The primary currency associated with this vendor.

VENDOR NO. and NAME. The number and name of the vendor for which you are
running the analysis report.

*MRO* . This field appears only if the Maintenance Management System (MMS) is
interfacing and indicates that this is an MRO vendor. The indicator prints under the
vendor number.

AMOUNT. The comparative volume of business conducted with this vendor for all
years (to-date), so far this year (Y-T-D), and all of last year (LAST YEAR).

DISCOUNTS TAKEN. Comparative amounts all companies have saved by paying on

time and taking advantage of discounts, for all years (to-date), so far this year
(Y-T-D), and all of last year (LAST YEAR).

DISCOUNTS LOST. Comparative amounts all companies have lost by not paying
within due dates, for all years (to-date), so far this year (Y-T-D), and all of last year
(LAST YEAR).

LAST PAYMENT. The date this vendor was last paid.

TOTAL. The combined totals for amount, discounts taken, discounts lost, and last
year payments, for all years (TO-DATE) in descending sequence, so far this year
(Y-T-D), and all of last year (LAST YEAR).
 Page 14-93
Contents Index

Vendor Business Analysis Report (AMV742)

NORTHCREEK IND. VENDOR BUSINESS ANALYSIS REPORT DATE 3/14/

** TIME 15.46.47 PAGE 1 AMV742
PRIMARY CURRENCY I.D. US DOLLARS PRIMARY CURRENCY/VENDOR SEQUENCE
MRO AND PRODUCTION VENDORS

LAST
VENDOR VENDOR ------------- A M O U N T --------------- -------- DISCOUNTS TAKEN ------- ----
DISCOUNTS LOST ----- PAYMENT
NO. NAME TO-DATE Y-T-D LAST YEAR Y-T-D LAST YEAR Y-T-
D LAST YEAR
1000 STANDARD CHEM
*MRO* 9000.00
5000.00 4000.00 1000.00 2000.00 1000.00 2000.00
01REG1 HEATHER CHEM
1033447740.28 1033447740.28 .00 .00 .00
3/05/**
V12345 JOSH PHARMACY
1999998.00 1999998.00 .00 .00 .00 .00
3/07/**
02REG1 SCHREER & CO
*MRO* 21002.87
21001.87 .00 .00 .00 .00 2/15/**
GMLVN3 PAUL MELROY
100.00
100.00 .00 .00 .00 .00 1/25/**
.00 .00 .00 .00 .00 .00
*TOTAL 9000105469341.16 105468841.15 4000.00 1000.00 2000.00 1000.00
2000.00
*TOTAL 9000105469341.15 105468841.15 4000.00 1000.00 2000.00
1000.00 2000.00

This report prints when you select one of the following options:

Payables Processing
From application menu Option
Accounts Payable AMAM40 3
Purchasing AM6M40 11

Like the Vendor Analysis Report, it prints the statistical information for all the vendors
in the Vendor Master file and prints amounts in descending Y-T-D sequence.

If IFM is installed, the only statistics reported are amount to date, amount Y-T-D, and
amount last year. The amounts represent how much was invoiced by the vendor.

If MMS is interfacing, you can get the report for production vendors, MRO vendors, or
both.

Fields

PRIMARY CURRENCY I.D.. The primary currency identification associated with this
vendor.

VENDOR NO. (Vendor number). The number associated with the vendor.

VENDOR NAME. The name of the vendor.

*MRO* . This field appears only if the Maintenance Management System (MMS) is
interfacing and indicates that this is an MRO vendor.
 Page 14-94
Contents Index

AMOUNT. The comparative volume of business conducted with this vendor for all
years (TO-DATE) in descending sequence, so far this year (Y-T-D), and all of last year
(LAST YEAR).

DISCOUNTS TAKEN. Comparative amount that all companies have saved by paying
on time and taking advantage of discounts, for all years (TO-DATE) in descending
sequence, so far this year (Y-T-D), and all of last year (LAST YEAR).

DISCOUNTS LOST. Comparative amount that all companies have lost by not paying
within due dates, for all years (TO-DATE) in descending sequence, so far this year (Y-
T-D), and all of last year (LAST YEAR).

LAST PAYMENT. Date this vendor was last paid.

TOTAL. The combined totals for amount, discounts taken discounts lost, and last year
payments, for all years (TO-DATE) in descending sequence, so far this year (Y-T-D),
and all of last year (LAST YEAR).

Vendor Master File Listing (AMV79)

AMV79 Vendor Master File Listing 1/03/

** 9.14.19 Oper Henry Page 1
Beginning vendor 10000 Ending vendor 70000

Vendor 12345 *MRO* Address format 0

Name PLASTIC FABRICATORS Abbreviation PLAS FAB
Address 1 INDUSTRIAL BLVD Address 2 SUITE #25
Address 3 City JENKINSVILLE
State GA Country USA Postal code 30067-4534
Telephone 800-555-2222 Fax 800-555-3332 Contact SMEDLEY WINIFER
Require PO accept confirmation Y Send closeout acknowledgement Y Allow multiple items on a PO
Y
Allow multiple ship-
to on a PO Y Allow blanket orders Y Print vendor catalog no PO N
Print engineering drawing on PO N
Ship via Our customer no. Shipping profile *N
ONE
Terms 30 NET 30 DAYS FOB 2 TERMINAL ANNEX Planning profile
Assignee Last maintenance 12/
14/**
Bank 1 CITY NATIONAL BANK Bank 2 CITIZENS & CHEMICAL Fed T/
P ID AZ300-45
Tax suffix EXEMT Tax ID 1 TN20-5988 Tax ID 2 EX20-
890

Landed cost Enterprise code Last payment 12/

15/**
Currency FRG FRENCH FRANC Alternate currency EUR EURO CURRENCY
Media Flags: Print EDI Fax Print EDI Fax Print
EDI Fax
Purchase orders Y N N Purchase order changes Y N N Quotes Y
N N
Receiving advice N Shipping schedules Y N N Planning schedules Y
N N
Remittance advice Y N N
EEC VAT Codes:
Delivery terms Transaction EEC State
Port of entry Transport EEC country
Amounts: Year-to-date Last Year
Amount 124,009,635.00 .00
Discount taken .00 .00
Discount lost .00 .00
NEC amount .00 .00
Amount-to-date 124,009.635.00
Payment method DFI 30-500x Account number

Total number of vendors printed: 1

This report prints when you select one of the following options:
 Page 14-95
Contents Index

From application File Listings menu Option Report version

Accounts Payable AMAM80 4/5 All Vendors/Within Limits
Purchasing AM6M70 2 All Vendors

If multi-currency support is active, vendor amounts (Year-to-date and Last Year) are
identified as to what currency they appear in.

If IFM is installed, the only statistics fields that print are year-to-date amount, last year
amount, and amount to date. The amounts represent purchases invoiced instead of
purchases paid.

For information on the fields on the report, refer to “AMV772-Vendor Master File
Maintenance (Add/Change)” display.

Vendor Master File Load All Records (AMKA4)

VENDOR MASTER FILE LOAD ALL RECORDS DATE 10/14/

** TIME 10.59.46 PAGE 1 AMKA4
OPER
UPDATE 005
************* LOCAL CUR
RENCY ************
VENDOR NUMBER 564231

VENDOR NAME ABLE INDUSTRIES, INC. LAST MAINTENANCE DATE 7/26/**

ADDRESS LINE 1 1104 MAIN ST. NAME ABBREVIATION ABLE MFG. YEAR TO DATE
LAST YEAR
ADDRESS LINE 2 SOC SEC/FED ID # 45-
5699422 AMOUNT 18,880.09 17,64.78
CITY MUSKEGON LAST PAYMENT DATE 9/10/
** DISCOUNT TAKEN 31.20 2.60
STATE MI COUNTRY FRA DISCOUNT LOST 6.40
.10
ZIP CODE 00555-
3050 TAX SUFFIX GADEK NEC AMOUNT .00 2,02.00
TELEPHONE NO. 4041234567 CURRENCY ID FFR FRENCH FRANCS AMOUNT TO DATE 47,645.78
FAX NUMBER 4041234567 ADDRESS FORMAT FLAG 0
MULTIPLE LINES Y VENDOR CLOSED ACK N MULT SHIP-TO FLAG Y
BLANKET ALLOWED Y PO ACCEPT REQUIRED N
EEC COUNTRY CD USA EEC STATE CD MI EEC DELV TERMS CD TR2
.00
EEC TRANSACTION CD AL EEC TRANSPORT CD AC EEC PORT OF ENTRY CD ROME01
.00
************* TRADING CU
RRENCY ************
AMOUNT TO DATE .00

YEAR TO DATE
LAST YEAR
AMOUNT .00
.00
DISCOUNT TAKEN .00
.00
DISCOUNT LOST .00
.00
NEC AMOUNT .00
.00
** EDIT OPTION
RECORDS TO BE ADDED 1 TOTAL VENDOR GROUPS 3
VALID VENDOR GROUPS 3

This report prints when you install the Accounts Payable application and load your
Vendor Master file for the first time from offline files (Main Menu, AMZM00, option 14,
and secondary menu AMZM80, option 9—Edit Only, or option 10—Edit Load). You
can select the Edit Only option and use the listing to verify that all vendors will be
loaded and that the information for each vendor is correct. A message will print if the
 Page 14-96
Contents Index

system detects an error that will prevent it from adding a record for the vendor to the
Vendor Master file.

When you select the Edit Load option, the listing will serve as a record of the vendor
information loaded to the Vendor Master file.

Fields

VENDOR NUMBER
VENDOR NAME. The number and name of the vendor.

LAST MAINTENANCE DATE. Last date that a work station operator maintained the
vendor’s master file record.

ADDRESS LINE 1. The first line of the vendor’s address information that is printed on
the report.

NAME ABBREVIATION. The abbreviation associated with the vendor’s name.

YEAR-TO-DATE. Comparative information on activity with this vendor, including total

amount and discounts taken and lost for this year so far. If multiple currency is active,
totals appear in both local and trading currency.
AMOUNT: The total amount for year-to date and last year in local currency.

DISCOUNT TAKEN: The discount taken for year-to-date and last year in local
currency.

DISCOUNT LOST: The discount lost for year-to-date and last year in local
currency.

NEC AMOUNT: The amount paid for services furnished by the vendor year-to-
date and last year in local currency.

ADDRESS LINE 2. The continuation of the vendor’s address information that is

printed on the report.

SOC SEC/FED ID # (Social security/Federal identification number). The social

security or federal ID number associated with the vendor.

CITY. The vendor’s city.

LAST PAYMENT DATE. Date last payment was made to this vendor.

STATE. The vendor’s state.

COUNTRY. The vendor’s country.

ZIP CODE. The vendor’s zip code.

TAX SUFFIX. A code that identifies the taxing authorities this vendor is subject to.

TELEPHONE NO. (Telephone number). The vendor’s area code and telephone
number.
 Page 14-97
Contents Index

CURRENCY ID. The name and description of the currency used by the vendor.

FAX NUMBER. The vendor’s complete fax number.

ADDRESS FORMAT FLAG. The address format used in external documents. The
code 0 is for the United States and 1 for European. Shows on the report when
Purchasing is installed and active.

ASSIGNEE NUMBER. The number of the vendor that is normally paid for invoices
received from this vendor.

MULTIPLE LINES. The vendor allows or does not allow multiple lines on a purchase
order.

VENDOR CLOSED ACK (Vendor closed acknowledgement). The vendor closeout

acknowledgements are printed when the purchase order is closed.

MULT SHIP-TO FLAG (Multiple ship-to flag). The vendor accepts or does not
accept multiple delivery points.

BLANKET ALLOWED. Indicates whether a blanket order is allowed for this vendor.

PO ACCEPT REQUIRED (Purchase order acceptance required). The vendor may

or may not require purchase order closeout confirmation.

EEC COUNTRY CD (European Economic Community country code). This field

identifies the member state for the vendor within the EEC.

This field must be a valid country code as defined through VAT Tables Maintenance,
menu AMZMBA.

EEC STATE CD (European Economic Community state code). This field identifies
the vendor state within the EEC country.

This code must be a valid state code as defined through VAT Tables Maintenance,
menu AMZMBA.

EEC DELV TERMS CD (European Economic Community delivery terms code).

This field identifies the normal delivery terms used for shipments from the vendor.

This field must be a valid delivery terms code as defined through VAT Tables
Maintenance, menu AMZMBA.

EEC TRANSACTION CD (European Economic Community transaction code).

This field identifies the normal nature of transaction used for shipments from the
vendor.

This field must be a valid nature of transaction code as defined through VAT Tables
Maintenance, menu AMZMBA.

EEC TRANSPORT CD (European Economic Community transport code). This

field identifies the normal mode of transport used for shipments from the vendor.
 Page 14-98
Contents Index

This field must be a valid mode of transport code as defined through VAT Tables
Maintenance, menu AMZMBA.

EEC PORT OF ENTRY CD (European Economic Community point of entry

code). This field identifies the normal port of entry for goods.

This field must be a valid port of entry code as defined through VAT Tables
Maintenance, menu AMZMBA.

AMOUNT TO DATE. The total to date amount in trading currency.

LAST YEAR. Comparative information on activity with this vendor, including total
amount and discounts taken and lost for last year. If multiple currency is active, totals
appear in both local and trading currency.
AMOUNT: The amount for year-to-date and last year in trading currency.

DISCOUNT TAKEN: The discount taken for year-to-date and last year in trading
currency.

DISCOUNT LOST: The discount lost for year-to-date and last year in trading
currency.

NEC AMOUNT: The amount paid for services furnished by the vendor for year-to-
date and last year in trading currency.

RECORDS TO BE ADDED. The total records in the archived invoice payment file.

TOTAL VENDOR GROUPS. Total number of vendors for which there were name and
address (record code is AS) or comparative amount (record code is AT) records in the
file.

VALID VENDOR GROUPS. Total number of vendors for which there were records
with no errors and for which a record can be, or was, loaded to the Vendor Master file.
 Page 14-99
Contents Index

Vendor Master File Year-End Listing (AMA601)

VENDOR MASTER FILE YEAR-END LISTING DATE 1/24/

** TIME 15.36.25 PAGE 1 AMA601
*MRO* ******************** TRADING CURRENCY *
******************
VENDOR NUMBER 001011 CURRENCY ID USA TAX SUFFIX GADEK AMOUNT TO DATE 517,016.52
VENDOR NAME AMERICAN STEEL LAST MAINTENANCE DATE 9/01/**
ADDRESS LINE 1 RT. 45 NAME ABBREVIATION AMERCNSTEL YEAR-TO-
DATE LAST YEAR
ADDRESS LINE 2 SOC. SEC/FED. ID # 055-56-
3289 AMOUNT .00 140.520.65
CITY MOBILE LAST PAYMENT DATE 12/28/
** DISCOUNT TAKEN .00 775.90
STATE AL POSTAL CODE 38059-
0361 SALES TAX ID 1 DISCOUNT LOST .00 200.00
COUNTRY USA SALES TAX ID 2 NEC AMOUNT .00
.00
TELEPHONE NO. 205-351-5426
FAX NUMBER 801-260-
1722 ********************* LOCAL CURRENCY ********************
BANK ACCOUNT 1 AMOUNT TO DATE 517,016.52
BANK ACCOUNT 2
YEAR-TO-
DATE LAST YEAR
AMOUNT .00
140,520.65
DISCOUNT TAKEN .00
775 .90
DISCOUNT LOST .00
200.00
NEC AMOUNT .00
.00
*** TOTAL NUMBER OF RECORDS -- 1

This report is used to verify that the correct updates are made to the Vendor Master
file in preparation for closing the year. It shows information as it will exist in the
Vendor Master file if the year-end update option is selected now.

To print the report, select option 6 on the Main Menu (AMAM00) and option 1 on the
Year-End Close menu (AMAM60). The report prints in vendor number sequence.
However, it shows zero amounts for all year-to-date fields and shows updated values
for last year fields. If multi-currency support is active, both trading and local
currencies appear.

Fields

VENDOR NUMBER. The number of the vendor.

*MRO* (Maintenance Repair Overhaul). This field appears only if the Maintenance
Management System (MMS) is interfacing and indicates that this is an MRO vendor.
The indicator prints above the vendor number.

CURRENCY ID. The name and description of the currency used by the vendor.

TAX SUFFIX. A code that identifies the taxing authorities this vendor is subject to.

********** TRADING/LOCAL CURRENCY **********. If multiple currency is active,

totals appear in both trading and local currency.

AMOUNT TO DATE. The total year-end amount to date in trading/local currency for
this vendor.
 Page 14-100
Contents Index

YEAR-TO-DATE and LAST YEAR. Comparative information on activity with this

vendor.
AMOUNT: The total amount for year-to-date and last year in trading/local
currency.

DISCOUNT TAKEN: The discount taken for year-to-date and last year in trading/
local currency.

DISCOUNT LOST: The discount lost for year-to-date and last year in trading/local
currency.

NEC AMOUNT (Nonemployee Compensation amount): The amount paid for

services furnished by the vendor year-to-date and last year in trading/local
currency.

VENDOR NAME. The name of the vendor.

LAST MAINTENANCE DATE. Last date that a work station operator maintained the
vendor's master file record.

ADDRESS LINE 1 and 2, CITY, STATE, COUNTRY, and POSTAL CODE. The
vendor's address information.

NAME ABBREVIATION. The abbreviation associated with the vendor's name.

SOC. SEC/FED. ID # (Social Security/Federal Identification number). The Social

Security or Federal ID number associated with the vendor.

LAST PAYMENT DATE. Date last payment was made to this vendor.

SALES TAX ID 1 and 2. The vendor's tax payer identification number.

TELEPHONE NO.. The vendor's area code and telephone number.

FAX NUMBER. The telephone number for the vendor's facsimile system.

BANK 1 and 2. The bank account numbers for this vendor to which payments may be
wired or funds transferred.

TOTAL NUMBER OF RECORDS. Total number of active Vendor Master file records
in the file.
 Page 14-101
Contents Index

Vendor Master File Maintenance (AMV77)

AMV77 Vendor Master File Maintenance 1/04/

** 17.27.16 Oper Update 051 Page 1
Vendor VESTED *MRO* Address format 2 *** Before ***
Name Vested Industries Abbreviation VESTED
Address 1 1515 North Avenue Address 2 Suite 300
Address 3 Address 4
Address 5 Atlanta State GA Country USA Postal code 30028
Telephone 404/396-7777 Fax 404/396-7888 Contact David Lang
Require PO accept confirmation N Send closeout acknowledgement N Allow multiple items on a P
O Y
Allow multiple ship-
to on a PO Y Allow blanket orders Y Print vendor catalog on PO Y
Print engineering drawing on PO N
Ship via 1 RYDER/MMS Our customer no. NX-123499 Shipping profile *NONE
Terms 2 20% 20/ NET 60 DAYS FOB Planning profile
Assignee VESTED Vested Industries Last maintenance 1/04/
**
Bank 1 Bank 2 Fed T/P ID
Tax suffix Tax ID 1 Tax ID 2
Landed cost Enterprise code Last payment 0/00/
00
Tax city ATLANTA Atlanta, Georgia
Tax county
Currency US DOLLARS
Media Flags: Print EDI Fax Print EDI Fax Prin
t EDI Fax
Purchase orders Y N Y Purchase order changes Y N N Quotes Y
N N
404-396-8412
Receiving advice N Shipping schedules Y N N Planning schedules Y
N N
Remittance advice Y N N
EEC VAT Codes:
Delivery terms Transaction EEC state
Port of entry Transport EEC country
Amounts: Year-To-Date Last Year
Amount .00 .00
Discount taken: .00 .00
Discount lost: .00 .00
NEC amount: .00 .00
Amount-to-date .00 .00
Payment method DFI ID number Account number

Vendor VESTED *MRO* Address format 2 *** After ***

Name Vested Industries Abbreviation VESTED
Address 1 1515 North Avenue Address 2 Suite 300
Address 3 Address 4
Address 5 State GA Country USA Postal code 30028
Telephone Fax Contact James Mason
Require PO accept confirmation N Send closeout acknowledgement N Allow multiple items on a P
O Y
Allow multiple ship-
to on a PO Y Allow blanket orders Y Print vendor catalog on PO Y
Print engineering drawing on PO N
Ship via 1 RYDER/MMS Our customer no. NX-123499 Shipping profile *NONE
Terms 2 20% 20/ NET 60 DAYS FOB Planning profile
Assignee VESTED Vested Industries Last maintenance 1/04/
**
Bank 1 Bank 2 Fed T/P ID
Tax suffix Tax ID 1 Tax ID2
Landed cost: Enterprise code Last payment 0/00/
00
Tax city ATLANTA Atlanta, Georgia
Tax county
Currency US DOLLARS Alternate currency FRANCS Default GL Acct. 123456
Media Flags: Print EDI Fax Print EDI Fax Prin
t EDI Fax
Purchase orders Y N N Purchase order changes Y N N Quotes Y
N N
Receiving advice N Shipping schedules Y N N Planning schedules Y
N N
Remittance advice Y N N
EEC VAT Codes:
Delivery terms Transaction EEC state
Port of entry Transport EEC country
Amounts: Year-To-Date Last Year
Amount .00 .00
Discount taken: .00 .00
Discount lost: .00 .00
NEC amount: .00 .00
Amount-to-date .00 .00
Payment method DFI IF number Account number
 Page 14-102
Contents Index

AMV77 Vendor Master File Maintenance 1/04/

** 17.27.16 Oper Update 051 Page 2
Session Status
Records added 0 Records deleted 0
Records changed 1 Records suspended 0
Records copied 0 Records reactivated 0

This is a sample representation only. Every field is not depicted in this example.

If multi-currency support is active, vendor amounts (Year-to-date and Last Year) are
identified as to what currency they appear in.

This report prints each time you perform Vendor Master file maintenance, if you chose
the file maintenance report option during application tailoring. It serves as an audit
trail of all activity against the Vendor Master file. It shows before and after images of
all changed records and notes any records that were added or deleted. It also shows
what copy options were selected for any copy actions. If IFM is installed, the only
statistics fields that print are year-to-date amount, last year amount, and amount to
date. The amounts represent purchases invoiced instead of purchases paid.

Vendor Master File Year-End Update (AMA602)

VENDOR MASTER FILE YEAR-END UPDATE DATE 11/14/

** TIME 10.09.24 PAGE 1 AMA602
*MRO* ******************** TRADING CURRENCY *
******************
VENDOR NUMBER 001011 CURRENCY ID USA TAX SUFFIX GADEK AMOUNT TO DATE 517,016.52
VENDOR NAME AMERICAN STEEL LAST MAINTENANCE DATE 9/01/**
ADDRESS LINE 1 RT. 45 NAME ABBREVIATION AMERCNSTEL YEAR-TO-
DATE LAST YEAR
ADDRESS LINE 2 SOC. SEC/FED. ID # 055-56-
3289 AMOUNT .00 140.520.65
CITY MOBILE LAST PAYMENT DATE 08/15/
** DISCOUNT TAKEN .00 775.90
STATE AL POSTAL CODE 38059-
0361 SALES TAX ID 1 DISCOUNT LOST .00 200.00
COUNTRY xxx SALES TAX ID 2 NEC AMOUNT .00
.00
TELEPHONE NO. 205-351-5426
FAX NUMBER 801-260-
1722 ********************* LOCAL CURRENCY ********************
BANK ACCOUNT 1 AMOUNT TO DATE 517,016.52
BANK ACCOUNT 2
YEAR-TO-
DATE LAST YEAR
AMOUNT .00
140,520.65
DISCOUNT TAKEN .00
775.90
DISCOUNT LOST .00
200.00
NEC AMOUNT .00
.00
*** TOTAL NUMBER OF RECORDS -- 23

Running this report causes updates to the Vendor Master file. This procedure should
be initiated only prior to beginning a new fiscal year because it moves year-to-date
amounts to last year amounts and resets year-to-date amounts to zero.
Note: It is suggested that only an operator with security clearance be allowed to
initiate this procedure.
 Page 14-103
Contents Index

This report prints when the year-end update operation is performed by selecting
option 6 on the Main Menu (AMAM00) and option 2 on the Year-End Close menu
(AMAM60).

If multi-currency support is active, both trading and local currencies appear.

Refer to the Vendor Master File Year-End Listing (AMA601) for field descriptions.

Vendor Master Names and Addresses/Vendor Contact Sheet (AMV76)

NORTHCREEK IND. VENDOR MASTER NAMES AND ADDRESSES DATE 08/11/

** TIME 14.17.17 PAGE 1 AMV76
OPER
BEGINNING VENDOR 001011 ENDING VENDOR 001011
VENDOR VENDOR NAME/ VENDOR ADDRESS 1/ VENDOR ADDRESS 2/ CITY & STATE/
POSTAL CODE/
NUMBER ABBREVIATION TELEPHONE NO. FAX NUMBER CONTACT
COUNTRY
001011 AMERICAN STEEL RT.45 MOBILE, AL
38059-0361
*MRO* AMERCNSTEL ** SUSPENDED ** 205-351-5426 678-514-
4343 KAREN LONG USA
*** TOTAL NUMBER OF RECORDS -- 1

The title of this report changes depending on the application you are using. This
report prints when you select one of the following:

File Listings
From Application Menu Option Report Name
Vendor Master Names and
Accounts Payable AMAM80 3 Addresses
Purchasing AM6M70 2 Vendor Contact Sheet

Only names, addresses, and telephone numbers of the vendors appear in this report.
No monetary information appears in this report.

Fields

BEGINNING VENDOR
ENDING VENDOR. The range of vendor numbers selected for this report.

VENDOR. The identifier of the vendor.

ABBREVIATION. The abbreviated form of the vendor’s name.

** SUSPENDED **. appears under the abbreviated name if the vendor number was
suspended through Vendor Master Maintenance.

*MRO*. This field appears only if the Maintenance Management System (MMS) is
interfacing and indicates that this is an MRO vendor.

(Vendor name, Address, City, State, Postal code, and Country). The vendor’s
name and address.
 Page 14-104
Contents Index

CONTACT. The person to contact at the company.

TELEPHONE NO. (Telephone number). The vendor’s area code and telephone
number.

FAX NUMBER. The vendor’s area code and telephone number used for faxes.

FORMAT. The address format used for the vendor: 0=US, 1=International, 2=free
format.

TOTAL NUMBER OF RECORDS. Total number of Vendor Master file records.

1099-MISC Forms

VOID CORRECTED
PAYER'S name, street address, city, state, ZIP code, and telephone number 1 Rents OMB No. 1545-0115
$
2 Royalties
$
3 Prizes, awards, etc.
$
PAYER'S Federal identification number RECIPIENT'S identification number 4 Federal income tax withheld 5 Fishing boat proceeds
$ $
RECIPIENT'S name 6 Medical and health care payments 7 Nonemployee compensation
For Paperwork
$ $ Reduction Act
8 Substitute payments in lieu of 9 Payer made direct sales of
Notice and
Street address (including apt. no.) dividends or interest $5,000 or more of consumer
products to a buyer instructions for
$ (recipient) for resale completing this
form, see
City, state, and ZIP code 10 Crop insurance proceeds 11 State income tax withheld
$ $
Account number (optional) 2nd TIN Not. 12 State/Payer's state number

Form Department of the Treasury - Internal Revenue Service

When you are ready to print the 1099-MISC forms, choose option 6 on the Main Menu
and option 5 on the Year-End Close menu to input the information to be printed on the
form.

Fields

PAYER’S name and address. Name, address, and telephone number of company
paying nonemployee compensation.
Note: This prints in when the report is run.

Recipient’s identification number. Identification number of vendor receiving

nonemployee compensation. This can be either Federal ID number or Social Security
number.

Recipient’s name and address. Name and address of vendor receiving

nonemployee compensation. Address Line 1 from the Vendor Master file prints in the
 Page 14-105
Contents Index

RECIPIENT’S name block. Address Line 2 from the Vendor Master file prints in the
Street Address block.

Nonemployee compensation. Total amount of nonemployee compensation paid.

1099-MISC Report (AMA61)

Select option 6 on the Main Menu and option 3 on the Year-End Close menu to print
the 1099-MISC Report. The report prints for each vendor who was paid nonemployee
compensation in the current year.

1099-MISC REPORT DATE 10/30/

** TIME 10.06.08 PAGE 1 AMA61

VENDOR COMPENSATION
PAID
NUMBER VENDOR NAME AND ADDRESS SOC. SEC/
FED ID # YTD LAST YR
011011 ABLE MANUFACTURING CO. 45-
5699422 187.00 2,024.00
1104 MAIN ST.
Suite 116
MUSKEGON MI. 00055-3050
U.S.A

Fields

VENDOR NUMBER. The vendor number.

VENDOR NAME AND ADDRESS. The vendor name and address.

SOC. SEC/FED ID # (Social security/Federal identification number). The

vendor’s Social Security or Federal identification number.

COMPENSATION PAID. The sum of nonemployee compensation paid to the vendor

year-to-date and last year.
 Page 15-1
Contents Index

Chapter 15. Forms

The forms in this section are not copyrighted and can be reproduced without permission from Infor.
Accounts Payable Offline Input–AP-1..................................................................... 15-2
General Ledger Master File Maintenance–AP-20 .................................................. 15-5
Vendor Master File Maintenance–AP-21................................................................ 15-6
Landed Cost Master File Maintenance–AP-23..................................................... 15-10
Bank Account Master File Maintenance–AP-24 (1 of 2)....................................... 15-11
Batch Control–AP-40............................................................................................ 15-13
Control form—AP-41 ............................................................................................ 15-14
Open Payables Control form–AP-42 .................................................................... 15-15
General Ledger Period Control form–AP-43 ........................................................ 15-16
Check Control Log form–AP-44............................................................................ 15-17
 Page 15-2
Contents Index

Accounts Payable Offline Input–AP-1

Company record -- Invoice header, part 1
Record code* (A2) CO Company no. (N2) _ _ Batch date (N6) _ _ _ _ _ _

Record code (A2) MA Invoice number* (A10) _ _ _ _ _ _ _ _ _ _

Invoice sequence (N3) _ _ _ Transaction subtype (A1) _

Vendor number* (A6) _ _ _ _ _ _ Voucher number (N5) _ _ _ _ _

Assignee number (A6) _ _ _ _ _ _ Check number (N6) _ _ _ _ _ _

Invoice description (A20) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Invoice date (N6) _ _ _ _ _ _ Due date (N6) _ _ _ _ _ _

Halt code (A1) _ Invoice type code (A1) _

Gross amount* (N13.2) _ _ _ _ _ _ _ _ _ _ _ . _ _

Discount percent (N4.2) _ _ . _ _ Ship via code (A3) _ _ _

Terms code (A3) _ _ _ Free on board code (A3) _ _ _

Landed cost code (A3) _ _ _ Bank account (A3) _ _ _ Payment method (A1) _

Invoice header, part 2

Record code (A2) MB AP account (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

GL cash account (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

GL discount account (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Currency ID (A3) _ _ _ Override exchange date (N6) _ _ _ _ _ _

Override exchange rate (N11.6) _ _ _ _ _ . _ _ _ _ _ _

Tax suffix (A5) _ _ _ _ _ Tax date (N6) _ _ _ _ _ _

Discount amount (N13.2) _ _ _ _ _ _ _ _ _ _ _ . _ _

Invoice Completion (A1) _

Invoice header, part 3

Record code (A2) _ _ User field - switch A (A1) _

User field - code A (A5) _ _ _ _ _ User field - quantity 1 (N15) _ _ _ _ _ _ _ _ _ _

User field - amount 1 (N15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

User field - date 1 (N15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

User field - text 4 (A40) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Invoice header, part 4
Record code (A2) MO Vendor name* (A35) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Vendor name abb. (A10) _ _ _ _ _ _ _ _ _ _

Vendor address line 1* (A35) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Vendor address line 2 (A35) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Vendor address line 3 (A35) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Vendor address line 4 (A35) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Vendor address line 5 (A35) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

City* (A25) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

State code* (A2) _ _ Country (A3) _ _ _ Vendor postal code (A) _ _ _ _ _ _ _ _ _ _

Quantity (N10.3) _ _ _ _ _ _ _ . _ _ _

Charge type (A1) _ Order number (A7) _ _ _ _ _ _ _

*Indicates a required field

 Page 15-3
Contents Index

Accounts Payable Offline Input–AP-1 (continued)

Regular detail, part 1
Record code (A2) NA Item number* (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Warehouse* (A3) _ _ _ Entry unit of measure* (A2) _ _

Item description (A30) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

GL expense account* (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Discount percent (N4.2) _ _ . _ _ Gross amount* (N13.2) _ _ _ _ _ _ _ _ _ _ _ . _ _

Subject to discount (N13.2) _ _ _ _ _ _ _ _ _ _ _ . _ _

Discount amount (N13.2) _ _ _ _ _ _ _ _ _ _ _ . _ _

Regular detail, part 2

Record code (A2) NB Misc charge detail no. (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Operation sequence no. (A4) _ _ _ _ Landed cost code (A3) _ _ _

Purchase order number (A7) _ _ _ _ _ _ _

Freight amount (N13.2) _ _ _ _ _ _ _ _ _ _ _ _ . _ _

Misc item sequence (N3) _ _ _ Blanket sequence (N4) _ _ _ _

Debit memo no. (A10) _ _ _ _ _ _ _ _ _ _

Completion code (A1) _ Prorate code (A1) _

Regular detail (Part 3)

Record code (A2) _ _ User field - switch A (A1) _

User field - code A (A5) _ _ _ _ _ User field - quantity 1 (N15) _ _ _ _ _ _ _ _ _ _

User field - amount 1 (N15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

User field - date 1 (N15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

User field - text 40 (A40) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Freight detail, part 1

Record code (A2) RA Item number (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Warehouse (A3) _ _ _ Entry unit of measure* (A2) _ _

Item description (A30) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

GL Expense account (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Discount percent (N4.2) _ _ . _ _ Gross amount (N13.2) _ _ _ _ _ _ _ _ _ _ _ . _ _

Subject to discount (N13.2) _ _ _ _ _ _ _ _ _ _ _ . _ _

Discount amount (N13.2) _ _ _ _ _ _ _ _ _ _ _ . _ _

Quantity (N10.3) _ _ _ _ _ _ _ . _ _ _

Charge type (A1) _ Order number (A7) _ _ _ _ _ _ _

Freight detail, part 2

Record code (A2) RB Misc charge detail no.* (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Operation sequence no. (A4) _ _ _ _ Landed cost code (A3) _ _ _

Purchase order number (A7) _ _ _ _ _ _ _

Freight amount (N13.2) _ _ _ _ _ _ _ _ _ _ _ . _ _

Misc item sequence (N3) _ _ _ Blanket sequence (N4) _ _ _ _

Debit memo no. (A10) _ _ _ _ _ _ _ _ _ _

Line invoice code (A1) _ Prorate code (A) _

*Indicates a required field

 Page 15-4
Contents Index

Accounts Payable Offline Input–AP-1 (continued)

Special charge detail, part 1
Record code (A2) SA Item number* (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Warehouse* (A3) _ _ _ Entry unit of measure (A2) _ _

Item description (A30) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

GL Expense account (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Discount percent (N4.2) _ _ . _ _ Gross amount (N13.2) _ _ _ _ _ _ _ _ _ _ _ . _ _

Subject to discount (N13.2) _ _ _ _ _ _ _ _ _ _ _ . _ _

Discount amount (N13.2) _ _ _ _ _ _ _ _ _ _ _ . _ _

Quantity (N10.3) _ _ _ _ _ _ _ . _ _ _

Charge type (A1) _ Order number (A7) _ _ _ _ _ _ _

Special charge detail, part 2

Record code (A2) SB Misc charge detail no.* (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Operation sequence no. (A4) _ _ _ _ Landed cost code (A3) _ _ _

Purchase order number (A7) _ _ _ _ _ _ _

Freight amount (N13.2) _ _ _ _ _ _ _ _ _ _ _ . _ _

Misc item sequence (N3) _ _ _

Blanket sequence (N4) _ _ _ _ Debit memo no. (A10) _ _ _ _ _ _ _ _ _ _

Line invoice code (A1) _ Prorate code (A) _

Tax detail, part 1

Record code (A2) TA Item number* (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Warehouse* (A3) _ _ _ Entry unit of measure (A2) _ _

Item description (A30) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

GL Expense account (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Discount percent (N4.2) _ _ . _ _ Gross amount (N13.2) _ _ _ _ _ _ _ _ _ _ _ . _ _

Subject to discount (N13.2) _ _ _ _ _ _ _ _ _ _ _ . _ _

Discount amount (N13.2) _ _ _ _ _ _ _ _ _ _ _ . _ _

Quantity (N10.3) _ _ _ _ _ _ _ . _ _ _

Charge type (A1) _ Order number (A7) _ _ _ _ _ _ _

Tax detail, part 2

Record code (A2) TB Misc charge detail no.* (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Operation sequence no. (A4) _ _ _ _ Landed cost code (A3) _ _ _

Purchase order number (A7) _ _ _ _ _ _ _

Freight amount (N13.2) _ _ _ _ _ _ _ _ _ _ _ . _ _

Misc item sequence (N3) _ _ _ Blanket sequence (N4) _ _ _ _

Debit memo no. (A10) _ _ _ _ _ _ _ _ _ _

Line invoice code (A1) _ Prorate code (A) _

*Indicates a required field

 Page 15-5
Contents Index

General Ledger Master File Maintenance–AP-20

Display AMV041, AMV042

Company number (N2) _ _

Account no. * Action code* General ledger account description Account ty

(A15) (A/C/D) (A25)

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

*Indicates a required field

See display AMV041 for field description information.

Note: For every new GL account number added, two records (one current and one History) are added to
the General Ledger master file.
 Page 15-6
Contents Index

Vendor Master File Maintenance–AP-21

Panel AMV771
Vendor number* (A6) _ _ _ _ _ _

Action code (check one) (A) Add _

Change _
Delete _
Suspend _
Reactivate _

Panel AMV772 (Page 1 of 3)

MRO <Y/N> _ Address format <0/1/2> (N) _

Name (A35) * _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Name abbreviation * (A10) _ _ _ _ _ _ _ _ _ _

Address line 1 (A35) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Address line 2 (A35) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Address line 3 (A35) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

City (A35) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Address line 5 (A35) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

State (A2) _ _ Country (A3) _ _ _ Postal code (A10) _ _ _ _ _ _ _ _ _ _

Telephone (A20) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Fax number (A20) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Contact (A25) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Require PO accept <Y/N> (A) _ Send closeout acknowledgement <Y/N> (A) _

Allow multiple lines on a PO <Y/N> (A) _ Allow multiple ship-to on PO <Y/N> (A) _

Allow blanket orders <Y/N> (A) _ Print vendor catalog number on PO <Y/N> (A) _

Print engineering drawing on PO <Y/N> (A) _

Ship via (A13) (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Our custoner no (A20) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Terms (A3) (A25) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

FOB (A3) (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Currency (A3) (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Alt currency (A3) (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Last payment (N6) _ _ _ _ _ _

Last maintenance (N6) _ _ _ _ _ _

* Indicates a required field

 Page 15-7
Contents Index

Vendor Master File Maintenance–AP-21 (continued)

Panel AMV778 (Page 2 of 3)
Assignee number (A6) (A35) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Tax city (A10) _ _ _ _ _ _ _ _ _ _

Tax county (A10) _ _ _ _ _ _ _ _ _ _

Bank 1 (A20) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Bank 2 (A20) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Fed T/P I (A11) _ _ _ _ _ _ _ _ _ _ _ NEC (Y/N) (A) _

Tax suffix (A5) _ _ _ _ _

Tax ID 1 (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Tax ID2 (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Landed cost (A3) _ _ _ Enterprise (A6) _ _ _ _ _ _

Shipping profile (A6) _ _ _ _ _ _ Planning profile (A6) _ _ _ _ _ _

Media Flags Print EDI Fax Fax number (A20)

Remittance advice (A) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Purchae orders (A) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Purchase order changes (A) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Quotes (A) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Receiving advice (A) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Shipping schedules (A) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Planning schedules (A) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

* Indicates a required field

 Page 15-8
Contents Index

Vendor Master File Maintenance–AP-21 (continued)

Panel AMV773 (Page 3 of 3)

Year-to-date: Trading currency Local currency

Amount (N15.2) _ _ _ _ _ _ _ _ _ _ _ _ _ . _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ . _ _

Discount taken (N15.2) _ _ _ _ _ _ _ _ _ _ _ _ _ . _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ . _ _

Discount lost (N15.2) _ _ _ _ _ _ _ _ _ _ _ _ _ . _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ . _ _

NIC amount (N15.2) _ _ _ _ _ _ _ _ _ _ _ _ _ . _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ . _ _

Last Year:

Amount (N15.2) _ _ _ _ _ _ _ _ _ _ _ _ _ . _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ . _ _

Discount taken (N15.2) _ _ _ _ _ _ _ _ _ _ _ _ _ . _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ . _ _

Discount lost (N15.2) _ _ _ _ _ _ _ _ _ _ _ _ _ . _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ . _ _

NIC amount (N15.2) _ _ _ _ _ _ _ _ _ _ _ _ _ . _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ . _ _

To Date:

Amount (N15.2) _ _ _ _ _ _ _ _ _ _ _ _ _ . _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ . _ _

Payment method (A3) _ _ _

DFI ID number qualifer (A3) _ _ _ DFI ID number (A13) _ _ _ _ _ _ _ _ _ _ _ _ _

Account number qualifier (A3) _ _ _

Account number (A35) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

EEC VAT fields:

Delivery terms code (A3) _ _ _ Transaction code (A2) _ _ Transport coded (A2) _ _

Port of entry code (A6) _ _ _ _ _ _ EEC country code (A3) _ _ _ EEC state code (A2) _ _

*Indicates a required field

 Page 15-9
Contents Index

Open Payables File Maintenance–AP-22

Display AMA8A2

Company number (N2) _ _

Vendor number (A6) _ _ _ _ _ _

Payment selection no. (N5) _ _ _ _ _

Assignee no. (A6) _ _ _ _ _ _

Invoice no. (A10) _ _ _ _ _ _ _ _ _ _

Description (A20) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Invoice date (N6) _ _ _ _ _ _

Due date (N6) _ _ _ _ _ _

Miscellaneous vendor name (A25) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Address line 1 (A25) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Address line 2 (A25) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

City (A25) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

State (A2) _ _

Zip code (A10) _ _ _ _ _ _ _ _ _ _

Country (A3) _ _ _

* Required for more than one company.

See display AMA8A2 for field descriptions.

 Page 15-10
Contents Index

Landed Cost Master File Maintenance–AP-23

Display AMV081

Landed cost code * _ _ _ Action code < A/C/D>* (A1) _

Display AMV082 (change) or

Display AMV083 (delete)

Description* (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Percent* (N6.3) (+/-) _ _ _ . _ _ _ _

Charge account no. (N15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Offset account no. (N15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

* Indicates a required field.

(+/-) Write + or - in last position.

See display AMV081 for field descriptions.

 Page 15-11
Contents Index

Bank Account Master File Maintenance–AP-24 (1 of 2)

Display AMA7D1

Company* (N2) _ _ Bank account* (A3) _ _ _ Payment method* (A1) _

Action code* <A/C/D> (A1) _

Display AMA7D2 (add/change/delete)

Description (A25) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Currency ID (A3) _ _ _

Currency description (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Cash in bank account (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Bank charges account (A15) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Check sequence (N1) _

Check consolidation <Y/N> (A) _

List vendors <Y/N> (A) _

Electronic funds <Y/N> (A) _

AP checks* <Y/N> (A) _

Remittance advice* (Y/N> (A) _

AP check file* <Y/N> (A) _

Remittance advice file* <Y/N> (A) _

AP check form name* (A10) _ _ _ _ _ _ _ _ _ _

Remittance advice form name* (A10) _ _ _ _ _ _ _ _ _ _

Beginning check number* (N6) _ _ _ _ _ _

Bank balance (N13.2) _ _ _ _ _ _ _ _ _ _ _ . _ _

Bank balance - local currency (N13.2) _ _ _ _ _ _ _ _ _ _ _ . _

* Indicates a required field

 Page 15-12
Contents Index

Bank Account Master File Maintenance–AP-24 (2 of 2)

Display AMA7D3 (Change)

EFT (Payer) Fields:

Payment method code (A3) _ _ _

Payment format code (A3) _ _ _

DFI ID Number Qualifier (A2) _ _

DFI Identification number (A12) _ _ _ _ _ _ _ _ _ _ _ _

Orig Company ID number (A10) _ _ _ _ _ _ _ _ _ _

Orig Company Supp code (A9) _ _ _ _ _ _ _ _ _

Account number qualifier (A3) _ _ _

Account number (A35) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Display AMA7D4 (Change)

Address Information Fields:

Address format (N1) _

Company (A35) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Address 1 (A35) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Address 2 (A35) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Address 3 (A35) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

City (A30) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

State (A2) _ _

Country (A3) _ _ _

Postal code (A9) _ _ _ _ _ _ _ _ _

Telephone (A21) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Contact (A35) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

See displays AMA7D1, AMA7D3, and AMA7D4 for field descriptions.

* Indicates a required field

 Page 15-13
Contents Index

Batch Control–AP-40

Batch number ______________

Company number ____________

Period/month number ___________

Total number of invoices, credit memos _____________

Total gross amount _____________________________

Control amount _______________________________

Comments _________________________________

______________________________________

______________________________________

______________________________________

Date ___________ By _______________________

 Page 15-14
Contents Index

Control form—AP-41

Company number ________ ____________ Period or month of ____________. _____

Purchase Batch no. No. of invoices Gross amount Open payables Prepaid invoices

Manual /////// /////////

Status

Proof/Register
Purchase
Invoice
Journal ///////

Batch totals ///////

Posting

NEC Misc. Outside

Purchase amount charges oper. Cost adj. Control Init/Date

Manual ////// /////// ////// //////// ///

Status

Proof/Register
Purchase
Invoice
Journal

Batch totals

Posting

Gross Prepaid Payment Prepaid Payment

Disbursements Batch no. amount discount discount amount amount Init/Date
Cash
requirements //////
Cash
disbursements //////

Posting //////
 Page 15-15
Contents Index

Open Payables Control form–AP-42

Company number ________ ____________ Period or month of ____________. _____

Open
Payables Prepaid Journal
amount amount number Init Date
Brought forward
from last month

Add:

Purchases 1 PJ
Purchases 2 PJ
Purchases 3 PJ
Purchases 4 PJ
Purchases 5 PJ
Purchases 6 PJ
Total 1

Subtract:

Payments 1 CD
Payments 2 CD
Payments 3 CD
Payments 4 CD
Payments 5 CD
Payments 6 CD
Total 2

Subtract:

Discount taken 1 CD
Discount taken 2 CD
Discount taken 3 CD
Discount taken 4 CD
Discount taken 5 CD
Discount taken 6 CD
Total 3
New open payables
total for next month
 Page 15-16
Contents Index

General Ledger Period Control form–AP-43

Company number __ __ Period or month of ____________, _______ Page __________

Journal number Run date General ledger amount Entry date or period no.
General journal GJ
GJ
GJ
GJ
GJ
GJ
Purchase journal PJ
PJ
PJ
PJ
PJ
PJ
Cash disbursemtns CD
journal

CD
CD
CD
CD
CD
Payroll journal PR
PR
PR
PR
PR
PR
Cash receipts journal CR
CR
CR
CR
CR
CR
Total for period
Closing entries GJ
GJ

Final total for period

Previous general
ledger total
Total for general ledger
 Page 15-17
Contents Index

Check Control Log form–AP-44

Date Usage Beginning Ending Beginning Ending Initial

 Page 16-1
Contents Index

Chapter 16. Accounting controls and audits

This chapter describes the following topics about accounting control and audits:
How to use these controls ...................................................................................... 16-1
How to use the control forms.................................................................................. 16-2
How to log transactions .......................................................................................... 16-3

When you create your master files during installation, you should check and double
check the account balances for accuracy. The same care must be taken as you use
the application on a daily basis.

How to use these controls

The people in your company who prepare the forms for adding or changing Accounts
Payable information should use the totals from these reports.

Main Menu
Report ID Option
Invoice Transaction Proof / Register AMV12 1
Purchases Invoices to IM AMV0F1 1
Purchase Invoices to PC&C AMV0F2 1
Currency Conversion Audit Trail AMV0E 1
EDIT Batch Report AMV91 1
Cash Disbursements Journal AMA311 2
Cash Disbursements Register AMA312 2
Cash Disbursements Transaction Gains/Losses AMA313 2
Manual Payments Cash Disbursements Journal AMA42A 2
Manual Payments Cash Disbursements Register AMA42B 2
Manual Payments Cash Disbursements Transaction Gains/Losses AMA42C 2
Payment Reversals Cash Disbursements Journal AMA22A 2
Payment Reversals Cash Disbursements Register AMA22B 2
Payment Reversals Cash Disbursements Transaction Gains/Losses AMA22C 2
Reconciliation Activity Report AMA70G 3

When the system prepares totals on the same data you must make sure these totals
agree. If they do not, you must find the error and correct it before proceeding to the
next step.
 Page 16-2
Contents Index

The following table lists optional reports that you can keep to make your records more
thorough.

Option Use to See page

All File Maintenance reports
Open Payables AMA8A1 7
Vendor Master AMV77 7
Landed Cost AMV08 7
Bank Account Master AMA7D 7
Revaluation Reports
Bank Account Revaluation AMA41 11
Open Payables Revaluation AMV0B 11

Since all of the procedures have built-in edits and control totals, you should ensure
that these control totals are always used. This section describes how to use the
control forms (AP-40 through AP-44) in Chapter 15. You should review this chapter
and decide who is to provide the totals to proof against and who will do the actual
checking.

In addition to using the control totals, you should scan the entry data for any
erroneous information and correct any mistakes before proceeding further.

How to use the control forms

On the next several pages are examples of how to fill out the control forms for
Accounts Payable. These examples show you where on the reports and listings you
obtain your control figures and where to post them.

The control forms you will need are:

• Batch Control form AP-40 to enter the control totals from the Batch Register
before posting these totals. For more information on using the control log, see
“How to log transactions” later in this chapter.
• Control form AP-41 to record totals during the two cycles of Accounts Payable—
the posting of invoices and cash disbursements.
• Open Payables Control form AP-42 to record Accounts Payable activity for the
entire month or period. These entries are summarized at the month or period end.
• General Ledger Period Control form AP-43 to provide the control link to General
Ledger by showing all journals generated by Accounts Payable.
• Check Control Log form AP-44 to record check numbers used during check
writing.
 Page 16-3
Contents Index

How to log transactions

Each user department should be responsible for its own data. Enter the date of the
batch, note the value of the transactions, and count the number of transactions to be
included in the batch. The number of transactions should be limited to an easily
workable number. This will facilitate tracking and correction of errors.

In addition, initial the notations to identify who will enter the transactions. Once the
transactions are entered in the batch, be sure you enter the batch number on the
batch of transactions or source documents. Write the batch number onto the control
log. If any discrepancies exist, note the discrepancies and correct them before
completing the batch at the work station. Catching and resolving errors now can save
time later.

Grouping invoices and credit memos

To save time at the workstation, group your invoices and credit memos into batches.
The first step in your audit trail is to establish batch totals. Make sure that all data
entered is complete and accurate, and enter the information on Batch Control form
AP-40.

Attach the posted Batch Control form (AP-40) to the batch of data entry source
documents before you give them to the operator. When you enter data from a work
station, you can compare the posted totals to the batch status totals at any time. If
these totals do not match, data may have been entered incorrectly. Review and
correct the entries immediately.

Before you end a data entry work station session, the Accounts Payable Data Entry
(Status) display (AMV16S) appears and the batch status information prints at the
system printer. This information is also printed whenever a data entry batch is entered
from a diskette or disk file. The batch number that appears on the display or the report
should be posted to AP-40, as well as the number of invoices in the batch, the total
gross amount, and the control amount. The batch number is needed for all additional
processing of the batch.
Note: If an Accounts Payable batch contains invoices with mixed currencies, the
control totals (should be the same as what appears on the display) are hash totals.

If you do not want hash totals, group the foreign invoices by currency so that batch
control totals represent only one currency per batch.
 Page 16-4
Contents Index

Filling out control form, AP-41

To fill out the control form, do the following in order:
1. Enter the manual control amount to Batch Control form AP-40. Use the following
listings to verify that information from the source document was entered correctly:
• Invoice Entry/Edit Report (AMV17). Review this listing for the batch of
invoices you entered. This report contains the totals which you must balance
against the recorded manual totals.
• If the data does not balance, make sure that the totals on the Batch Control
form (AP-40) were added correctly. If they were, review the information that
has been entered to make sure it is correct. You can use the data entry
Review displays to look at all invoices in a batch, but it is faster to look at the
appropriate reports or listings.
• Enter/Edit Invoices & Credit Memos (Offline), AMV0H and AMV0I. Review
this edit listing of information in the batch if the batch was entered from
diskette or disk.
• Invoice Transaction Proof / Register (AMV12). Print and review the
Proof / Register for the entered batch. You can print the Invoice Transaction
Proof / Register for any entered batch.
2. Make required corrections to the batch at the work station. A new Invoice/Entry
Edit status (AMV17) report is printed. Verify that the batch totals balance.
3. Post the information to Control form AP-41, comparing the information on the
reports to the corresponding entries on the status display and control forms.

Invoice Transaction Proof / Register controls

Before a batch of payables transactions can be posted to the Accounts Payable
master files, you must print an Invoice Transaction Proof / Register. The listing shows
all transactions in the batch, messages for errors detected, and batch control totals.
Review the listing noting error messages and the control totals.

Control totals are provided to help you determine that all the transactions have been
completely and accurately entered. Unless your manual totals are incorrect, the
control totals on the proof listing should agree with both the manual totals and the
batch status totals that you have already logged on the Control form (AP-41). Correct
error conditions, out of balance conditions, if any, and any transaction entries. After
correcting any errors, print the Invoice Transaction Proof / Register again. Repeat the
correction steps until you are satisfied that the report is an accurate representation of
the payables transaction batch.

The control total normally equals the debit or credit total on the control totals page for
a batch. Any negative amount typed in will, in effect, be subtracted from this control
amount. However, the debit or credit designation and the arithmetic sign is reversed at
invoice time for negative amounts. Therefore, the debit or credit amounts on the
control totals page will differ from the control amount by the negative entry’s amount.

When all data entry activity for the batch is complete, use the last Invoice Transaction
Proof / Register listing as your reference and copy the control totals from the Proof /
Register, AMV12 and AMV121, to Control form AP-41. File the proof listing for your
audit trail of the transactions.
 Page 16-5
Contents Index

Your next step is to select the batch for Purchase Invoice Journal processing, print the
Purchase Invoice Journal, and post the transactions to the Accounts Payable Master
files. The Invoice Transaction Proof / Register will only run on a closed batch, and it
must be completed before the batch can be posted.

Purchase Invoice Journal posting

The batch can be selected for purchase journal processing if the last activity against a
batch was printing an Invoice Transaction Proof / Register without errors, if its totals
balanced with your batch status totals, and if the batch is closed.

There are three different reports that can be printed during purchase journal
processing. All three reports contain totals that should be posted to your Control form,
AP-41. The reports are:
• Purchase Invoice Journal (AMV13)
• Purchase Journal Update (AMV14)
• Currency Conversion Audit Trail (AMV0E).
Note: The Currency Conversion Audit Trail report prints only if multi-currency
support is active and conversion activity occurred.

The Purchase Invoice Journal shows:

• Purchase journal control totals
• Batch control totals.

All of these totals are needed for your next posting to Control form, AP-41. However, if
any error messages appeared on the report, purchase journal processing was
automatically discontinued. Do not log the totals. Correct the errors. As a minimum,
start the audit again by requesting another Invoice Transaction Proof / Register and
follow the steps discussed under “Invoice Transaction Proof / Register Controls.” If
there were no errors shown on the Purchase Invoice Journal, purchase invoice
journal processing continues. Log all three sets of totals to Control form AP-41. File
the listing for your audit trail of the transactions.

The control total normally will equal the debit or credit total on the control totals page
for a batch. Any negative amount typed in will, in effect, be subtracted from this
control amount. However, the debit or credit designation and the arithmetic sign are
reversed at Purchase Journal time for a negative amount. Therefore, the debit or
credit amounts on the control totals page will differ from the control amount by the
amount of the negative entry.

If you are using a cash accounting method, no purchase journal transactions are
generated. In this instance, the purchase journal control totals are only informational
and may be logged at your discretion.

Final posting entries

As part of purchase journal processing, a Purchase Journal Update (AMV14) is also

printed. Log the totals from AMV14 on Control form AP-41 as your posting totals.

If all transactions cannot be added to the Open Payables file, an error listing is printed
and the posting totals will not balance with the previously logged totals. Post them
anyway and note the reason they were out of balance. After you have corrected the
problem that prevented a transaction from being posted, enter the transactions that
could not be posted in another data entry batch.
 Page 16-6
Contents Index

If your company selected immediate cash disbursements of prepaid items during

application tailoring, and if the batch selected for purchase journal processing
contained prepaid invoices, Cash Disbursements Journal and Update listings print.
Make the remainder of your purchase journal postings on Open Payables Control
form (AP-42).

Cash requirements posting

Before you print any checks, request a Cash Requirements Report (AMA28). The
report lists all invoices to be paid as well as the totals that must be posted. The totals
to be posted appear at the end of the Cash Requirements Report and are summary
totals. Transcribe these totals to Control form AP-41, using the disbursements portion
of the form. Initial and date the entry.

Cash disbursements posting

The Cash Disbursements Journal prints under three conditions: during the check
writing procedure, during purchase journal processing if prepaid invoices are
processed and your company selected immediate cash disbursements during
application tailoring, and after entry of manual payments.

The totals to be posted are summarized at the end of the Cash Disbursements
Journal. Transcribe these totals to Control form AP-41.

Control totals posting

The Cash Disbursements Update listing (AMA34) prints under the same conditions as
the Cash Disbursements Journal: during the check writing procedure; during the
purchase journal processing procedure, if prepaid invoices are processed, and after
entry of manual payments.

Copy the totals at the end of the report into the appropriate columns. The remainder of
your cash disbursements posting will be made on the Open Payables Control form
(AP-42).

Filling out Open Payables Control form, AP-42

This form is a summary of the open payables and paid invoices.

AP-42 posting brought forward. Copy the open payables amount and the prepaid
invoice amount from the last line on the Open Payables Control form, AP-42 (open
payables posting), for the previous month. Initial and date the line.

Purchases. Copy the open payables amount and prepaid invoice amount from the
Purchase Journal Update report (AMV14) onto Control form AP-42. Copy the journal
reference number from the Purchase Journal to AP-42. Initial and date the line.

Payments. Copy the prepaid amount and payment amount from the Cash
Disbursements Update report. Initial and date the line. Copy the journal number from
the Cash Disbursements Journal.
 Page 16-7
Contents Index

Discount. Copy the prepaid discount and payment discount from the Cash
Disbursements Update report (AMA34). Copy the journal number from the Cash
Disbursements Journal (AMA31). Initial and date the line.

Totals for next month/period. After posting each run for the month or period on
AP-41 and AP-42, add total 1 to the balance brought forward and subtract totals 2 and
3. This number should now be placed on the New Open Payables Total for Next
Month line and should match the total of the Accounts Payable accounts. Initial and
date the line.

Filling out General Ledger Period Control form, AP-43

This form is necessary only if you selected General Ledger distribution during
application tailoring.

Purchases. From the Purchase Invoice Journal (AMV13), copy one of the journal
numbers, the run date, the general ledger credit amount, and the entry date onto the
General Ledger Period Control form, AP-43 .

Filling out Check Control Log, AP-44

The Accounts Payable application generates its own check numbers when vendor
checks are written. If you have bank reconciliation, the application will not assign a
check number more than once. You can use control form AP-44 to keep track of your
check usage. Whenever you manually write checks or let the system write them, fill
out control form AP-44. If you void checks, especially if you use preprinted check
numbers, you should also fill out the form.
 Understanding Offline File Load
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Contents Index

Appendix A. Offline file load and data entry

Understanding Offline File Load ...............................................................................A-1
Entering transaction data into offline files.................................................................A-3

As an alternative to loading master files or entering transaction data interactively at a

work station, you can prepare the information offline in files on a separate system.
The files that you create offline can then be loaded into the XA system and processed
by XA. Offline files can be created on a diskette or written to a disk file; the same
format requirements apply to both.

Understanding Offline File Load

For disk offline file load, the disk file resides on the System i, but outside of XA. For
diskette offline file load, you enter records into a file created on a floppy (or flexible)
disk.

To use data from offline files in XA, you must:

1. Gather the information to be entered.
2. Create a file with the information on diskette or disk; the file must follow the
corresponding file layout given in this appendix.
3. Process the offline files by selecting a XA menu option.

This section describes these activities.

Gathering the information

Blank versions of all the entry forms are provided in Chapter 15. These entry forms
explain exactly what information you need, a code listing and the special values
available, as well as show you the format and length of each enterable field.

Fill out the input forms as though you were going to use them to enter the data directly
into the system.

Creating a diskette or disk file

You can create offline files on diskette or disk. To create a diskette file, you need an
offline data entry device. However, you can create a disk file in several ways:
• You can create the records with a user-written program on an offline data entry
device, and write them to a disk file or diskette file.
• You can have another system create the records on tape using the required file
layout. You copy the tape file to disk.
• You can have a remote location send the records via telecommunications. You
can write them to a disk or diskette file.

It does not matter how or where the records originate. As long as they reside in a disk
file that has the defined file layout, they can be processed by XA.
 Understanding Offline File Load
Page A-2
Contents Index

Understanding the file format

Use the file format shown later in this appendix to set up records for the file you want
to load from diskette or disk. The format gives you the following information for each
enterable field:
• A brief description of the field
• The short field name (5 characters)
• The position of the field in the record (From and To)
• Whether the field is alphabetic or numeric (A/N)
• For numeric fields only, the number of decimal positions in the field (Dec pos).

Assigning a file name

Assign a special name to each file, or use the default name listed here. You must
enter the name when you load the file.
Note: When you process the offline data entry file, APTRAN, error records that are
not accepted are put into an error file. This file has the same layout as APTRAN and
has the company number appended to it. For example, the error file for company 01 is
called APTRAN01. Using data file utility (DFU), an System i function, you can edit the
error file and make the appropriate corrections. You can then process this file by
overriding the file name APTRAN as APTRAN01 on display AXVOL1.

Master file to be loaded or updated Offline file name (default)

Accounts Payable Data Entry (PAYWRK) file APTRAN
(CO, MA, MB, MO, NA, NB, RA, RB,
SA, SB, TA, and TB records)

Vendor Master (VENNAM) file DAMKA4

General Ledger Master (GELMAS) file DAMKV1

(LA records)
The General Ledger Master (Chart of Accounts) and Vendor Master files are loaded
into Accounts Payable through Cross Application System Support. The data entry file,
APTRAN, is processed using the Enter/Edit from Offline Files option on the Payables
Processing menu (AMAM10).

Record length

Assign a record length of 128, unless otherwise specified in the file formats section of
this appendix.

Special data requirements

When you enter the information for an offline record, type in the record code shown on
the input form as the first two characters of the record.

If you enter dates, type them in using the date format you specified in answering the
Questionnaire.
 Entering transaction data into offline files
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Contents Index

Type the information carefully. The system will check for errors when you process the
files. If it finds errors, you must correct the records with errors before you can finish
processing them.

Processing the offline files

When you have finished creating the offline files, you are ready to load the information
onto the system. For instructions on how to load master files from offline files, see the
“Load data from offline files” section in the CAS User’s Guide. For instructions on how
to load transaction data from offline files, see "“Entering transaction data into offline
files”.

Entering transaction data into offline files

Regardless of what offline method you use for entering transaction data, the
transaction files must be organized in the layout shown in the offline data entry
formats shown later in this section. The tables show the fields contained in each file
record in the correct sequence for offline data entry.

The alphabetic/numeric column (A/N) in the layout format contains important

information for setting up the offline transaction files. The letter A indicates alphabetic
fields. Numeric fields are indicated by the letter N.

All numeric fields must contain zeros or numeric data in each position. Otherwise,
data decimal errors will occur and the file will fail the system edits conducted when
you enter the offline invoice and credit memo files into Accounts Payable.

Entering offline files into AP

Once you have entered the invoice and credit memo data into your offline files, use
the Enter/Edit invoices and credit memos from offline files option on the Payables
Processing menu (AMAM10). This option takes you to the Copy Offline Files display
(AXVOL1). See the CAS User’s Guide for general instructions for using this display.
The system edits determine whether the data for an invoice or credit memo is
accepted or rejected.

You need to note the following considerations when using display AXVOL1 to enter
offline transaction files.
• APTRAN is the default logical file name for disk offline order entry. You can
override this field by entering the file name you used when creating your offline
transaction files.
• AMTLIBx is the default library name, override this field with the name of your
library if you did not use AMTLIBx.
• If you select Y for the “IF DISK - DELETE OFFLINE FILES <Y/N>?” question, the
physical file remains on disk after it is processed. If you select N, the file is deleted
after being processed.
• Accepted transactions are copied from disk to a regular batch where they are
assigned a batch number and left as a suspended batch. They can then be
processed like an interactive batch. The rejected transaction records are placed
into a file called APTRANnn where nn represents the company number and can
now be corrected and reprocessed.
 Entering transaction data into offline files
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Contents Index

• The rejected transactions are never deleted automatically. They must be

corrected and processed, or you must delete them manually.
• All of the fields on display AXVOL1 are required.

Processing offline invoices and credit memos

After you enter all of the requested information on display AXVOL1, the system
begins checking the validity of the transaction data in the offline transaction files. The
results of these edits appear on two offline reports. In addition, the Invoice
Transaction Proof/Register (AMV12) is also printed. All transactions entered in the
batch appear on the Invoice Entry Edit (Offline) report, AMV0H.

The Invoice Entry Load (Offline) report, AMV0I, shows the transactions that passed
the system edits. The transactions that appear on this report are placed into a
suspended data entry batch. To access the transactions in order to review or change
them, use option 1 on the Payables Processing menu (AMAM10).

The Invoice Entry/Edit (Offline) report (AMV0H) lists all transactions and contains
messages indicating where errors occurred in the transaction data. To continue
processing these rejected transactions, return to the offline data entry utility you used
to create the offline transaction records and process the APTRANnn (nn=company
number found on the batch header record) file. Records placed in this file must still be
processed as an offline file by using option 2 and display AXVOL1. Change the offline
file name to APTRANnn, and enter the library name that contains the file.

The following table shows the fields required to create the invoice header and detail
records for an invoice or credit memo.

Record Code Field Name Description

CO-company record COMNO Company number
DFLDT Default date

MA-Invoice header part 1 INVNO Invoice number

VNDNR Vendor number
VCHNO Voucher number (if user assigned option chosen)
GRAMT Gross amount
SUBTP Transaction Subtype

MB-Invoice header part 2 GLANO AP Account number (if GL option was chosen)

MO-Invoice header part 3 VNAME Vendor name

(Optional - for
miscellaneous vendors)

NA/RA/SA/TA DGRAM Gross Amount

GLEXP GL Expense account (If GL option was chosen)
Note: The following record types are required when entering invoices:
CO. header record (1 per batch permitted)
MA,MB. 1 set required for each invoice
MO. required if invoice is for a miscellaneous vendor
 File formats
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Contents Index

NA,NB. 1 set required for a regular invoice or credit memo

RA,RB. 1 set required for Freight
SA,SB. 1 set required for Special Charges
TA,TB. 1 set required for Tax.
MC,NC. 1 set user defined formats*

The following pages list the record formats for the offline files you can load for this
application.

*Use of record code type MC and record type NC requires customer modification to
programs AMV0I an AMV0H.

File formats
Accounts Payable Offline Input file format
Master file name:. Payables Work (PAYWRK)
Offline file name (default):. Accounts Payable Offline Input (APTRAN)
Record length:. 128
Function: . Add invoice and credit memo information to the Payables Work file.

Table 16-1. Accounts Payable Offline Input file format

Field
Field description name From To A/N Dec pos
Record type: CO - Required
Company record
Record code (CO) RCDCD 1 2 A
Company number COMNO 3 4 N 0
Batch update DFLDT 5 10 N 0
Reserved RS118 11 128 A
Record type: MA
Invoice header (part 1)
Record code (MA) RCDCD 1 2 A
Invoice number INVNO 3 12 A
Invoice sequence INVSQ 13 15 N 0
Transaction subtype (x or P) SUBTP 16 16 A
Vendor number VNDNR 17 22 A
Voucher number VCHNO 23 27 N 0
Assignee number ASSIG 28 33 A
Check number CHKNO 34 39 N 0
Invoice description ADESC 40 59 A
Invoice date INVDT 60 65 N 0
Due date DUEDT 66 71 N 0
Halt code HALTC 72 72 A
Invoice type code (Blank or C) AITYP 73 73 A
Gross amount GRAMT 74 86 N 2
Invoice percent discount INPCT 87 90 N 2
 File formats
Page A-6
Contents Index

Table 16-1. Accounts Payable Offline Input file format

Field
Field description name From To A/N Dec pos
Ship via code VIACD 91 93 A
Terms code TRMCD 94 96 A
Free on board code FOBCD 97 99 A
Landed cost code LCSTC 100 102 A
Bank account BANKA 103 105 A
Payment method PAYME 106 106 A
EDITERROS (XA use only) ERINV 107 107 A
Reserved RS021 108 128 A
Record type: MB
Invoice header (part 2): MB
Record code (MB) RCDCD 1 2 A
AP Liability account GLANO 3 17 A
GL cash account GLCSH 18 32 A
GL discount account GLDIS 33 47 A
Currency ID CURID 48 50 A
Override exchange date OEXDT 51 56 N 0
Override exchange rate OEXRT 57 67 N 6
Tax suffix TXSUF 68 72 A
Tax date TXDAT 73 78 N 0
Discount amount DSAMT 79 91 N 2
Invoice completion code INCP 92 92 A
Record type: MC
Invoice header (part3)
Record code RCDC 1 2 A
User field - switch A UUSA 3 3 A
User field - code A UUCA 4 8 A
User field - quantity1 UUQ1 9 19 P
User field - amount 1 UUA1 20 34 P
User field - date 1 UUD1 35 41 S
User field - text 40 UU40 42 81 A
Record type: MO
Inv. header (part 4)
Miscellaneous vendor
Record code (MO) RCDCD 1 2 A
Vendor name VNAME 3 27 A
Vendor name abbreviation VNAMA 28 37 A
Vendor address line 1 VADD1 38 62 A
Vendor address line 2 VADD2 63 87 A
City CITYN 88 112 A
State code STACD 113 114 A
 File formats
Page A-7
Contents Index

Table 16-1. Accounts Payable Offline Input file format

Field
Field description name From To A/N Dec pos
Country CTYNA 115 117 A
Vendor postal code VZIPC 118 127 A
Record type: NA
Invoice detail part 1
Record code (NA) RCDCD 1 2 A
Item number ITNBR 3 17 A
Warehouse HOUSE 18 20 A
Entry unit of measure ENTUM 21 22 A
Item description ITDSC 23 52 A
GL expense account GLEXP 53 67 A
Discount percent DSPER 68 71 N 2
Gross amount DGRAM 72 84 N 2
Subject to discount AMTDS 85 97 N 2
Discount amount DDSAM 98 110 N 2
Quantity QTINV 111 120 N 3
Charge type CHGTP 121 121 A
Order number MORDN 122 128 A
Record type: NB
Invoice detail (part 2)
Record code (NB) RCDCD 1 2 A
Miscellaneous charge detail MITNO 3 17 A
number
Operation sequence number OPSEQ 18 21 A
Landed cost code LCSTI 22 24 A
Purchase order number PONUM 25 31 A
Freight amount FRTAM 32 44 N 2
Miscellaneous item sequence ITSEQ 45 47 N 0
Blanket sequence RELNO 48 51 N 0
Debit memo number DEBIT 52 61 A
Line invoice code INVDS 62 62 A
Prorate code PRSPC 63 63 A
Reserved RS065 64 128 A
Record type: NC
Invoice detail (part 3)
Record code RCDC 1 2 A
User field - switch A UUSA 3 3 A
User field - code A UUCA 4 8 A
User field - quantity 1 UUQ1 9 19 P
User field - amount 1 UUA1 20 34 P
User field - date 1 UUD1 35 41 S
 File formats
Page A-8
Contents Index

Table 16-1. Accounts Payable Offline Input file format

Field
Field description name From To A/N Dec pos
User field - text 40 UU40 42 81 A
Record type: RA
Freight detail (part 1)
Record code (RA) RCDCD 1 2 A
Item number ITNBR 3 17 A
Warehouse HOUSE 18 20 A
Entry unit of measure ENTUM 21 22 A
Item description ITDSC 23 52 A
GL expense account GLEXP 53 67 A
Discount percent DSPER 68 71 N 2
Gross amount DGRAM 72 84 N 2
Subject to discount AMTDS 85 97 N 2
Discount amount DDSAM 98 110 N 2
Quantity QTINV 111 120 N 3
Charge type CHGTP 121 121 A
Order number MORDN 122 128 A
Record type: RB
Freight detail (part 2)
Record code (RB) RCDCD 1 2 A
Miscellaneous charge detail MITNO 3 17 A
number
Operation sequence number OPSEQ 18 21 A
Landed cost code LCSTC 22 24 A
Purchase order number PONUM 25 31 A
Freight amount FRTAM 32 44 N 2
Miscellaneous item sequence ITSEQ 45 47 N 0
Blanket sequence RELNO 48 51 N 0
Debit memo number DEBIT 52 61 A
Line invoice code INVDS 62 62 A
Prorate code PRSPC 63 63 A
Reserved RS065 64 128 A
Record type: SA
Special charge detail (part 1)
Record code (SA) RCDCD 1 2 A
Item number ITNBR 3 17 A
Warehouse HOUSE 18 20 A
Entry unit of measure ENTUM 21 22 A
Item description ITDSC 23 52 A
GL expense account GLEXP 53 67 A
Discount percent DSPER 68 71 N 2
 File formats
Page A-9
Contents Index

Table 16-1. Accounts Payable Offline Input file format

Field
Field description name From To A/N Dec pos
Gross amount DGRAM 72 84 N 2
Subject to discount AMTDS 85 97 N 2
Discount amount DDSAM 98 110 N 2
Quantity QTINV 111 120 N 3
Charge type CHGTP 121 121 A
Order number MORDN 122 128 A
Record type: SB
Special charges detail (part 2)
Record code (SB) RCDCD 1 2 A
Miscellaneous charge detail MITNO 3 17 A
number
Operation sequence number OPSEQ 18 21 A
Landed cost code LCSTC 22 24 A
Purchase order number PONUM 25 31 A
Freight amount FRTAM 32 44 N 2
Miscellaneous item sequence ITSEQ 45 47 N 0
Blanket sequence RELNO 48 51 N 0
Debit memo number DEBIT 52 61 A
Line invoice code INVDS 62 62 A
Prorate code PRSPC 63 63 A
Reserved RS065 64 128 A
Record type: TA
Tax detail (part 1)
Record code (TA) RCDCD 1 2 A
Item number ITNBR 3 17 A
Warehouse HOUSE 18 20 A
Entry unit of measure ENTUM 21 22 A
Item description ITDSC 23 52 A
GL expense account GLEXP 53 67 A
Discount percent DSPER 68 71 N 2
Gross amount DGRAM 72 84 N 2
Subject to discount AMTDS 85 97 N 2
Discount amount DDSAM 98 110 N 2
Quantity QTINV 111 120 N 3
Charge type CHGTP 121 121 A
Order number MORDN 122 128 A
Record type: TB
Tax detail (part 2)
Record code (TB) RCDCD 1 2 A
 File formats
Page A-10
Contents Index

Table 16-1. Accounts Payable Offline Input file format

Field
Field description name From To A/N Dec pos
Miscellaneous charge detail MITNO 3 17 A
number
Operation sequence number OPSEQ 18 21 A
Landed cost code LCSTC 22 24 A
Purchase order number PONUM 25 31 A
Freight amount FRTAM 32 44 N 2
Miscellaneous item sequence ITSEQ 45 47 N 0
Blanket sequence RELNO 48 51 N 0
Debit memo number DEBIT 52 61 A
Line invoice code INVDS 62 62 A
Prorate code PRSPC 63 63 A
Reserved RSO65 64 128 A

Vendor Master Offline Load file format

Master file name:. Vendor Master File (VENNAM)
Offline file name (default):. Vendor Master Files Offline Load (DAMKA4))
Externally described file:. TMP114
Record length:. 1120
Function:. Add, change, delete, suspend, or activate a record in the Vendor Master
file.

* Use the transaction code for the type of maintenance to be performed:

A0VM0100. Add
A0VM0200. Change
A0VM0300. Delete
A0VM0400. Suspend
A0VM0500. Reactivate

Table 16-2. Vendor Master Offline Load file format

Field Dec.
Field description name From To A/N Pos.
Transaction ID * TRID14 1 8 A
DAE Generated Seq Number DAES1 9 17 S 0
4
MPOI generated Seq Number MPOS1 18 26 S 0
4
Level of response flag RSPF14 27 27 A
Vendor number VNDR1 28 33 A
4
Vendor name 35 alpha VN3514 34 68 A
Vendor name abbreviation VNMA1 69 78 A
4
 File formats
Page A-11
Contents Index

Table 16-2. Vendor Master Offline Load file format

Field Dec.
Field description name From To A/N Pos.
Address format flag AFMT1 79 79 S 0
4
Vendor address 1 35 alpha V13514 80 114 A
Vendor address 2 35 alpha V23514 115 149 A
Vendor address 3 35 alpha V33514 150 184 A
Vendor address 4 35 alpha V43514 185 219 A
Vendor address 5 35 alpha V53514 220 254 A
Vendor state code VSTA14 255 256 A
Vendor postal code VZIP14 257 266 A
Vendor country CTRY1 267 269 A
4
Vendor telephone number VNPH1 270 289 A
4
Fax telephone number VFAX14 290 309 A
Vendor contact VNCN1 310 334 A
4
P.O. acceptance required code POAC1 335 335 A
4
Vendor closed acknowledgements flag VNAF14 336 336 A
Multiple lines to PO flag MLPO1 337 337 A
4
Multiple ship-to flag MLST14 338 338 A
Blanket allowed BLKF14 339 339 A
Vendor catalog print flag CATP14 340 340 A
Engineering drawing number print flag DRWP1 341 341 A
4
Our customer number OURC1 342 361 A
4
Terms code TRMC1 362 364 A
4
Ship via code VIAC14 365 367 A
Free on board code FBCD1 368 370 A
4
Last payment date DLPY14 371 377 S 0
Assignee number ASGN1 378 383 A
4
Soc Sec/Fed ID number NCCD1 384 394 A
4
Tax suffix TXSF14 395 399 A
Sales tax ID 1 STX114 400 414 A
Sales tax ID 2 STX214 415 429 A
Bank account 1 BNK114 430 449 A
Bank account 2 BNK214 450 469 A
 File formats
Page A-12
Contents Index

Table 16-2. Vendor Master Offline Load file format

Field Dec.
Field description name From To A/N Pos.
Enterprise code ENTP14 470 475 A
Landed cost code LCST14 476 478 A
Planning schedule profile PSPR1 479 484 A
4
Shipping schedule profile SSPR1 485 490 A
4
P.O. print flag PPRT14 491 491 A
P.O. EDI flag PEDI14 492 492 A
P.O. Fax flag * PFAX14 493 493 A
PO change print flag CPRT1 494 494 A
4
PO change EDI flag CEDI14 495 495 A
PO change Fax flag * CFAX14 496 496 A
Quote EDI flag QEDI14 497 497 A
Quote Fax flag * QFAX14 498 498 A
Quote print flag QPRT1 499 499 A
4
P.O. receipt print flag RPRT1 500 500 A
4
P.O. receipt EDI flag REDI14 501 501 A
P.O. receipt Fax flag * RFAX14 502 502 A
Shipping schedule print flag HPRT1 503 503 A
4
Shipping schedule EDI flag HEDI14 504 504 A
Shipping schedule Fax flag * HFAX14 505 505 A
Planning schedule print flag SPRT14 506 506 A
Planning schedule EDI flag SEDI14 507 507 A
Planning schedule Fax flag * SFAX14 508 508 A
Payment method code PAYM1 509 511 A
4
DFI ID number qualifier DFQU1 512 514 A
4
DFI identification number DFID14 515 526 A
EFT account number qualifier EFTQ14 527 529 A
EFT account number EFTA14 530 564 A
EEC vendor country code ECCU1 565 567 A
4
EEC state code ECST14 568 569 A
EEC mode of transportation code ECTP14 570 571 A
EEC terms of delivery code ECDT1 572 574 A
4
EEC nature of transaction code ECTR1 575 576 A
4
 File formats
Page A-13
Contents Index

Table 16-2. Vendor Master Offline Load file format

Field Dec.
Field description name From To A/N Pos.
EEC port of entry code ECPE1 577 582 A
4
Tag number TAGN1 583 612 A
4
Tag origin TAGR1 613 614 A
4
Amount to date APTD14 615 622 P 2
Amount year-to-date AYTD14 623 630 P 2
Amount last year ALYR14 631 638 P 2
Discount taken year-to-date DCTY1 639 646 P 2
4
Discount taken last year DCTL14 647 654 P 2
Discount lost year-to-date DCLY14 655 662 P 2
Discount lost last year DCLL14 663 670 P 2
NEC current YTD amount NCAY1 671 678 P 2
4
NEC prior year amount NCAP1 679 686 P 2
4
Currency ID CUID14 687 689 A
Amt to date LC LCAT14 690 697 P 2
Amt YTD LC LCAY14 698 705 P 2
Amount last year LC LCAP14 706 713 P 2
Discount taken YTD LC LCTY14 714 721 P 2
Disc taken prior yr LC LCTP14 722 729 P 2
Disc lost YTD LC LCLY14 730 737 P 2
Disc lost pr yr LC LCLP14 738 745 P 2
NEC current amt LC LCNT14 746 753 P 2
NEC amount YTD LC LCNY14 754 761 P 2
NEC amount prior yr LC LCNP14 762 769 P 2
User field - switch A UUSA1 770 770 A
4
User field - switch B UUSB1 771 771 A
4
User field - switch C UUSC1 772 772 A
4
User field - switch D UUSD1 773 773 A
4
User field - switch E UUSE1 774 774 A
4
User field - switch F UUSF1 775 775 A
4
User field - code A UUCA1 776 780 A
4
 File formats
Page A-14
Contents Index

Table 16-2. Vendor Master Offline Load file format

Field Dec.
Field description name From To A/N Pos.
User field - code B UUCB1 781 785 A
4
User field - code C UUCC1 786 790 A
4
User field - code D UUCD1 791 795 A
4
User field - code E UUCE1 796 800 A
4
User field - quantity 1 UUQ11 801 806 P 3
4
User field - amount 1 UUA114 807 814 P 2
User field - amount 2 UUA214 815 822 P 2
User field - amount 3 UUA314 823 830 P 2
User field - date 1 UUD114 831 837 S 0
User field - text 25 UU2514 838 862 A
User field - text 40 UU4014 863 902 A
Remittance advice print APRT14 903 903 A
Remittance advice EDI AEDI14 904 904 A
Remittance advice Fax AFAX14 905 905 A
NEC Include flag NEC114 906 906 A
Vendor tax county TXCN1 907 916 A
4
Vendor tax city TXCI14 917 926 A
E-mail address EADR1 927 996 A
4
MRO vendor MROV1 997 997 A
4
P.O. FAX override number PFOV1 998 1017 A
4
P.O. Change FAX override number CFOV1 1018 1037 A
4
Quote request FAX override number QFOV1 1038 1057 A
4
Planning schedule FAX override number SFOV1 1058 1077 A
4
Shipping schedule FAX override number HFOV1 1078 1097 A
4
Remittance advice FAX override number AFOV1 1098 1117 A
4
Alternate currency ACUR1 1118 1120 A
4
 File formats
Page A-15
Contents Index

General Ledger Master Offline Load file format

Master file name:. General Ledger Master (GELMAS)
Offline file name (default):. General Ledger Master Offline File Load (DAMKV1)
Record length:. 128
Function:. Used to store data entered offline before entry into the General Ledger
Master file.

Table 16-3. General Ledger Master Offline Load file format

Field Dec.
Field description name From To A/N pos.
Record type: LA
Record Code RCDCD 1 2 A
Company Number COMNO 3 4 N 0
General Ledger Account Number GLANO 5 19 A
General Ledger Account Type Code GLTYP 20 20 N 0
General Ledger Account Description GLDES 21 45 A
Account Type ACTYP 46 47 A
Currency ID CURID 48 50 A
Consolidated Company Number CONCO 51 52 N 0
Consolidated Account Number CONAC 53 67 A
Reserved RS058 68 128 A
Record type: LB
Record Code RCDCD 1 2 A
Company Number COMNO 3 4 N 0
General Ledger Account Number GLANO 5 19 A
General Ledger Account Type Code GLTYP 20 20 N 0
Balance Forward Debit BALFD 21 35 N 2
Period 01 Debit Amount PDR01 36 50 N 2
Period 02 Debit Amount PDR02 51 65 N 2
Period 03 Debit Amount PDR03 66 80 N 2
Period 04 Debit Amount PDR04 81 95 N 2
Period 05 Debit Amount PDR05 96 110 N 2
Period 06 Debit Amount PDR06 111 125 N 2
Record type: LC
Record Code RCDCD 1 2 A
Company Number COMNO 3 4 N 0
General Ledger Account Number GLANO 5 19 A
General Ledger Account Type Code GLTYP 20 20 N 0
Period 07 Debit Amount PDR07 21 35 N 2
Period 08 Debit Amount PDR08 36 50 N 2
Period 09 Debit Amount PDR09 51 65 N 2
Period 10 Debit Amount PDR10 66 80 N 2
Period 11 Debit Amount PDR11 81 95 N 2
 File formats
Page A-16
Contents Index

Table 16-3. General Ledger Master Offline Load file format

Field Dec.
Field description name From To A/N pos.
Period 12 Debit Amount PDR12 96 110 N 2
Period 13 Debit Amount PDR13 111 125 N 2
Record code: LD
Record Code RCDCD 1 2 A
Company Number COMNO 3 4 N 0
General Ledger Account Number GLANO 5 19 A
General Ledger Account Type Code GLTYP 20 20 N 0
Balance Forward Credit BALFC 21 35 N 2
Period 01 Credit Amount PCR01 36 50 N 2
Period 02 Credit Amount PCR02 51 65 N 2
Period 03 Credit Amount PCR03 66 80 N 2
Period 04 Credit Amount PCR04 81 95 N 2
Period 05 Credit Amount PCR05 96 110 N 2
Period 06 Credit Amount PCR06 111 125 N 2
Record type: LE
Record Code RCDCD 1 2 A
Company Number COMNO 3 4 N 0
General Ledger Account Number GLANO 5 19 A
General Ledger Account Type Code GLTYP 20 20 N 0
Period 07 Credit Amount PCR07 21 35 N 2
Period 08 Credit Amount PCR08 36 50 N 2
Period 09 Credit Amount PCR09 51 65 N 2
Period 10 Credit Amount PCR10 66 80 N 2
Period 11 Credit Amount PCR11 81 95 N 2
Period 12 Credit Amount PCR12 96 110 N 2
Period 13 Credit Amount PCR13 111 125 N 2
 Page B-1
Contents Index

Appendix B. Security areas

The options on the CAS Security Maintenance menu (AMZM38) allow you to protect
application tasks from unauthorized users. You can define security areas and then
define specific tasks associated with each area.

Security areas protect access to a group of menu options. The following table shows
the application security areas and their associated menu options and task IDs. To
print a report of all application areas, see the description of the Generate reports
option in the Security Maintenance chapter of the CAS User's Guide.

Table 16-4. CAS security areas

Security area Menu/option Description Task ID
Payables Processing AMAM10/1 Enter/Edit Invoices and Credit Memos AMAM1001
AMAM10/2 Enter/Edit Invoices and Credit Memos from Offline AMAM1002
Files
AMAM10/3 Process Invoices and Credit Memos AMAM1003
AMAM10/4 Post Invoices and Credit Memos AMAM1004
AMAM10/5 EDI Invoices AMAM1005
Cash Disbursements AMAM20/1 Enter Payment Selections AMAM2001
Processing
AMAM20/2 Print Cash Requirements Report AMAM2002
AMAM20/3 Print Checks/Payment Files AMAM2001
AMAM20/4 Enter Manual Payments AMAM2001
AMAM20/5 Enter Payment Reversals AMAM2001
AMAM70/4 Update Landed Cost Master AMAM7004
Bank Reconciliation AMAM00/3 Bank Reconciliation AMAM0003
Demand Reports and File AMAM40/2 Vendor Analysis Report AMAM4002
Listings
AMAM40/3 Vendor Business Analysis Report AMAM4003
AMAM42/1 Open Payables by Vendor—All AMAM4201
AMAM42/2 Open Payables by Vendor—Halted AMAM4202
AMAM42/3 Open Payables by Vendor—All/Specific Vendor AMAM4203
AMAM42/4 Open Payables by Vendor—Halted/Specific Vendor AMAM4204
AMAM42/5 Open Payables by Due Date AMAM4205
AMAM42/6 Detail Aged Open Payables AMAM4206
AMAM42/7 Summary Aged Open Payables AMAM4207
AMAM50/1 Print Temporary General Ledger Listing AMAM5001
AMAM60/1 Print Vendor Master Year-End Listing AMAM6001
AMAM60/3 Print 1099—MISC Report AMAM6003
AMAM60/5 Print 1099—MISC Forms AMAM6005
AMAM70/5 Update Bank Account Master AMAM7005
AMAM80/1 General Ledger Chart of Accounts—All Accounts AMAM8001
 Page B-2
Contents Index

Table 16-4. CAS security areas

Security area Menu/option Description Task ID
AMAM80/2 General Ledger Chart of Accounts—Within Limits AMAM8002
AMAM80/3 Vendor Names and Addresses AMAM8003
AMAM80/4 Vendor Master—All Vendors AMAM8004
AMAM80/5 Vendor Master—Within Limits AMAM8005
AMAM80/6 Landed Cost Master AMAM8006
AMAM80/7 Bank Account Master AMAM8007
Monthly and Yearly AMAM50/2 Print Temporary General Ledger Listing and Clear AMAM5002
Update Processing Transactions
AMAM60/2 Print Vendor Master Year-End Listing and Update AMAM5002
Vendor Statistics
File Maintenance AMAM00/11 Revaluation AMAM0011
AMAM60/4 Reset and Save NEC Calendar YTD Statistics AMAM6004
AMAM70/1 Update General Ledger Master AMAM7001
AMAM70/2 Update Vendor Master AMAM7002
AMAM70/3 Update Open Payables AMAM7003
Inquiry AMAM90/1 Vendor Open Invoices AMAM9001
AMAM90/2 Aged Open Payables AMAM9002
AMAM90/3 Vendor Master AMAM9003
AMAM90/4 Invoice Payment History AMAM9004
AMAM90/5 Bank Account Balance AMAM9005
History AMAMA0/1 Archive Current History AMAM001
AMAMA0/2 Delete Current History AMAM002
AMAMA0/3 Restore Archived History AMAM003
AMAMA0/4 Delete Archived History AMAM004
AMAMA0/5 Delete Restored History AMAM005
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Contents Index
Glossary

Glossary
This glossary defines terms that are important for this application. It does not include
all XA terms nor all terms established for your system. If you do not find the term you
are looking for, refer to the Index in this book, to glossaries in other XA publications,
or to the IBM Dictionary of Computing, SC20-1699.

This glossary includes definitions from:

• The American National Dictionary for Information Processing Systems, copyright
1982 by the Computer and Business Equipment Manufacturers Association
(CBEMA). Copies may be purchased from the American National Standards
Institute, 1430 Broadway, New York, New York 10018. Definitions are identified
by symbol (A) after definition.
• The ISO Vocabulary – Information Processing and the ISO Vocabulary – Office
Machines, developed by the International Organization for Standardization,
Technical Committee 97, Subcommittee 1. Definitions of published sections of
the vocabulary are identified by symbol (I) after definition; definitions from draft
international standards draft proposals, and working papers in development by
the ISO/TC97/SC1 vocabulary subcommittee are identified by symbol (T) after
definition, indicating final agreement has not yet been reached among
participating members.

accounting period. A period at the end of which and for which financial
statements are prepared.

accounting procedure. The established processes for recording and summarizing

financial information to produce financial statements and reports and to provide
internal control.

accounting system. The classification of accounts, and the books of account,

forms, procedures, and controls by which assets, liabilities, revenues, expenses, and
the results of transactions generally are recorded and controlled.

account number. A designation for an account, entry, invoice, voucher, etc.,

chosen in such a manner that it quickly reveals certain information.

accounts payable. (1) The amount of money owed by a company to its creditors.
(2) The maintenance of records that represent the money owed by a company to its
creditors.

accounts payable distribution report. A record of the distribution of paid

expenses by account number.

accounts payable voucher. A document used to consolidate all data necessary

for payment. Sources of data are purchase orders, vendor’s invoices, and material
receipts.

accrual accounting method. An accounting method which records revenues

when earned and expenses when the liability is incurred. In contrast to cash
accounting method.

adjustment. (1) A transaction that changes a specific balance in a master file, such
as the quantity on hand of an inventory item. (2) In payroll, an amount added to
gross or net pay.
 Page GL-2
Contents Index
Glossary

allowance. (1) In accounts payable, a concession or reduction against an invoice,

brought about by varying conditions and reasons, and agreed to between the
purchaser and the seller. (2) In accounts receivable, an adjustment to a customer’s
bill, generally reducing the amount owed. (3) In Customer Order Management, a
credit transaction that does not affect the inventory balance of the credited item.

aging date. The date used to compare with the invoice due date to determine if the
invoice is past due.

alphanumeric. Pertaining to a character set that contains letters, digits, and

usually other characters, such as punctuation marks. (A)

AP style invoice. An invoice with no purchase orders attached.

application. A use to which a data processing system is put; for example, keeping
a record of a company’s inventory.

application tailoring. The process of selecting application options to satisfy the

specific needs of a company.

asset. Any object or right having a money value.

assignee. A vendor, other than the original vendor, that indicates where the
payment is to be sent. Another term for factoring.

audit. (1) A formal or official examination and verification of an account book. (2)
The final report of an examination of books of account by auditors.

audit trail. (1) Data, in the form of a logical path linking a sequence of events, used
for tracing the transactions that have affected the contents of a record. (T) (2)
Information that allows tracing of the history of things such as a customer account or
item record.

automatic credit/debit memo. An invoice created to reverse a previously entered

invoice or credit memo out of the Open Payables (OPNPAY) file. See change/delete
transactions.

back order. An order prepared to cover items which cannot be included in the
original shipment, but which will be sent when available.

bank account currency. The currency you use with the bank.

bank charges. Costs associated with banking services.

batch. (1) An accumulation of data to be processed. (2) A group of jobs to be run

on a computer at one time with the same program.

batch mode. A method of running jobs that do not require continuous operator
attention; that is, processing that is not interactive. Contrast with interactive mode.

batch number. A number printed on a document to delineate a group of

transactions.
 Page GL-3
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Glossary

billing. The preparation of a document called an invoice (or bill) describing

commodities shipped and/or services rendered and setting forth the charges and
terms.

bill of lading. A document the shipper must produce to give a transportation

company (rail, motor, etc.) authority to move a commodity from vendor to customer.
It must show destination, routing, freight class, and gross weight.

blanket order. A purchase order that calls for an amount of goods to be delivered
over a specified length of time in predefined quantities and at specified release
dates.

cancel. To end the current job before it is completed.

cash. Currency, coin, checks, postal and express money orders, or bankers’ drafts.

cash accounting method. An accounting method which records revenues when

received and expenses when paid out. In contrast to accrual accounting method.

cash disbursement register. A listing of paid vendors’ invoices.

cash discount. A discount earned on an invoice if it is paid by the due date.

Synonymous with credit discount, term discount.

cash flow. Movement of money in and out of a business.

cash requirements report. A list of invoices selected to be paid and prepared in

order to anticipate capital required.

character. A member of a set of elements that is used for the representation,

organization, or control of data. Characters may be letters, digits, punctuation marks,
or other symbols. (T)

chart of accounts. A list of accounts systematically arranged, applicable to a

specific concern, giving account names and numbers, if any.

confirmation date. This date is optionally entered when the Purchase Order is
created. If entered, this date will be used to print a message on the Purchase Order
and revisions,’ORDER CONFIRMATION REQUIRED BY XX/XX/XX.’ until a Vendor
Acknowledgment (VA) transaction is received.

control sheet. A document, generally posted daily with summary totals from other
reports, that is used to prove that all entries affecting a master file or ledger have
been properly posted and that the master file or ledger itself is correct.

control tape. Generally, an adding-machine listing of amounts from source

documents such as invoices and cash remittances. The total from this tape, once
proved, is used to ensure that corresponding entries to a master file or ledger are
made correctly.

credit. An addition to a revenue, net worth, or liability account; a deduction from an

expense or asset account.

credit discount. Synonym for cash discount.

 Page GL-4
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Glossary

credit memo. A document issued to the customer detailing merchandise returned

to the vendor, or other adjustments reducing the amount owed by the customer to
the vendor. Contrast with debit memo.

currency conversion. The process of changing foreign currency to local currency

or local currency to foreign currency.

current resources. Resources that can be used to meet current expenses.

data. A representation of facts, concepts, or instructions in a formalized manner

suitable for communication, interpretation, or processing by humans or automatic
means. (I) (A)

data base. A set of data, part or the whole of another set of data, that consists of at
least one file, and that is sufficient for a given purpose or for a given data processing
system. (I) (A)

data entry. The process of putting data onto a machine-readable medium; for
example, to enter data into a payroll file on a flexible disk from a terminal. (T)

debit. An addition to an expense or asset account; a deduction from a revenue, net

worth, or liability account.

debit memo. (1) In Customer Order Management, a document representing a

charge to the customer for corrections, additions, or special or unusual charges. (2)
In Accounts Receivable, a document increasing the original amount of an invoice
because of a billing or shipping error. (3) In Accounts Payable, a document
increasing the amount owed a vendor. (4) Contrast with credit memo.

default. Pertaining to an attribute, value, or option that is assumed when none is

explicitly specified. (I)

delete. To remove a unit of data such as a character, field, file, or record.

dependent transaction. An entry that depends on the creation of a preceding

transaction; for example, a receipt is dependent upon a purchase order entry
transaction.

description. The details required to identify a given item or commodity.

disbursement. Payment in currency or by check.

display. A visual presentation of data. (I) (A)

distribution. The assignment of costs or revenue to the various accounts affected.

double-entry accounting. The system of recording accounting transactions

wherein a general ledger of accounts is maintained. Double-entry accounting is
based on the principle that if there is any increase or decrease in one account there
must be a corresponding increase or decrease in some other account so as to cause
an equality in debits and credits.

due date. (1) The date on which, according to the terms and the date of the invoice,
payment must be made to take advantage of the discounts offered. (2) The date by
 Page GL-5
Contents Index
Glossary

which the work on a shop order is to be completed or a purchase order is to be

received.

EDI. Electronic data interchange.

Electronic data interchange (EDI). A method of transmitting business information

over a network, between trading associates who agree to follow approved national or
industry standards in translating and exchanging information.

enter. To send coding, data, or a message to a computer from a keyboard.

enterprise code. A code used to combine vendors within a tax jurisdiction.

entry. (1) The record of a financial transaction in its appropriate book of account or
master file. (2) The act of recording a transaction in the book of account or master
file.

entry date. The date on which a transaction is entered into the computer.

error message. (1) An indication that an error has been detected. (2) Contrast with
informational message.

European Monetary Union (EMU). Created by the Maastricht Treaty, comprised of

15 European countries. Predecessor was the European Economic Community
(EEC) formed in 1958.

euro. The single European currency as defined in the Regulation on the introduction
of the euro.

euro-participating country. EMU countries that will initially participate in the euro
currency transition.

exchange rate. The effective foreign currency ratio used to convert trading
currency to local currency on a purchase order or invoice. Appears only if multi-
currency processing is active.

exchange rate date. The date used to look up the exchange rate in the Exchange
Rate file. Appears only if multi-currency processing is active.

expected payment date. The date that you expect to print checks. The date used
during payment selection to determine if discounts can be taken.

expense item. Paint, glue, and similar materials often not covered as part of the bill
of material.

expenses. Charges incurred, whether paid or unpaid, for operation, maintenance,

interest, and other charges which are presumed to benefit the current period.

export adders. Costs added to a commodity conveyed from one country or region
to another for purposes of trade. For example, costs associated with charges such
as casing, insurance, freight amounts, and landed cost accruals which are
separately invoiced.

extended tax processing. Value added tax in price and use tax processing.
 Page GL-6
Contents Index
Glossary

factoring. See assignee.

field. In a form, display, or record, a specified area used for a particular category of
data. For example, the area on a display that is regularly used to show an item
number.

financial statement. A balance sheet, income statement, statement of application

of funds, or any supporting statement or other presentation of financial data derived
from accounting records.

fixed assets. Assets such as land, buildings, machinery, and furniture that are held
or used for long periods of time.

foreign currency orders. Invoice orders entered in a foreign currency. Domestic

pricing methods or override exchange rates can be entered for the order.

free on board. A description of the terms of sale that determines when the title for
goods is transferred to the customer. For example FOB our plant means that the title
passes when the goods are shipped.

gain/loss. (1) The difference between the value of an invoice when it is entered
and when it is paid. (2) The difference between the value of an invoice when it is
entered and when it is revalued.

general journal. A journal in which are entered all entries not recorded in special
journals.

general ledger. A book, file, or other device that contains the accounts needed to
reflect, in summary and in detail, the financial position and the results of financial
operations of a company.

GST. Goods and services tax.

hash total. A control total, accumulated manually from a batch of input documents,
that helps ensure that entry of data into the computer system is correct and
documents are not lost. Hash totals can be kept on quantities, part number, invoice
number, and so on.

ID. Identification.

income statement. A statement showing earnings or incomes retained in the

business for future use, supporting the retained earnings figure on the balance
sheet.

informational message. A message that is not the result of an error condition.

Normally, an informational message gives the status of a job or operation. Contrast
with error message.

inquiry. (1) A request to display information in storage. (2) A request to display

information that puts the system into inquiry mode.

inquiry mode. The mode of operation when the system is responding to an inquiry.

interactive mode. A mode of operation in which information is entered and

immediately processed by the computer. Contrast with batch mode.
 Page GL-7
Contents Index
Glossary

invoice. A description of goods or services purchased from a vendor.

invoice date. Date that appears on the invoice.

invoice due date. The date payment is due for the invoice in which the discount
can be taken.

invoice tailoring. Producing cosmetic changes to the invoices without building

your own interfaces to Accounts Receivable and Sales Analysis. In addition,
comment text can be printed to describe payment terms that apply.

item. Any raw material, manufactured or purchased part, or assembly.

job. (1) A unit of work for a computer; for example, printing of checks is an
Accounts Payable job. (2) One or more related procedures or programs grouped into
a first-level procedure.

job queue. A waiting list of the jobs that have been submitted to the computing
system.

journal. (1) Any book of original entry. (2) A report showing financial transactions
entered into the system.

journal entry. Detail items or transactions for recording in a journal. Related

transactions having the same journal number, journal source code, and reference
number comprise a journal entry.

journal transaction. A single debit or credit to an account.

journal voucher. An internal document used to make miscellaneous entries to

accounts receivable.

landed cost. An importation cost usually associated with duty or brokerage costs
not invoiced.

lead time - vendor. Time in days between purchase order release date and dock
date. This is usually the vendor quoted lead time.The default for XA items is the
purchase lead time taken from the Item Balance file when the item record is created
in the purchasing system.

ledger. A group of accounts in which are recorded the financial transactions of a

company.

letter of credit. A letter addressed by a banker to a person to whom credit is given

authorizing withdrawals on the issuing bank or on a bank in his country up to a
certain sum and guaranteeing to accept the drafts if duly made.

liabilities. Debt or other legal obligations arising out of transactions in the past
which must be liquidated, renewed, or reduced at some future date.

line item. An individual entry on a voucher.

load. To enter data or programs into storage; for example, to load a master file.
 Page GL-8
Contents Index
Glossary

local currency. The currency you use to record transactions in the General
Ledger; normally your own national currency. (The currency you use for accounting
purposes.)

Main Menu. The first or primary menu in a series of menus. See also secondary
menu.

Manual payment. An external payment for an invoice.

master file. A file that is used as an authority in a given job and that is relatively
permanent, even though its contents may change. (I) (A)

MCS. Multi-currency support.

menu. A displayed list of items from which the operator makes a selection.

message. A series of words or symbols, appearing on the display or printed output,

that convey information. See also error message, informational message.

message identifier. The leading part of a message that contains information such
as its source and an identification number.

mode. A method of operation. See batch mode, interactive mode.

MRO. Maintenance, Repair and Overhaul.

Nonemployee compensation (NEC). Designates an amount paid by a company

to an individual who is not an employee, for services rendered, and for which a 1099-
MISC form will be issued.

numeric. Pertaining to the digits 0 through 9.

offline. Pertaining to the operation of a functional unit when not under the direct
control of a computer. (I) (A) Contrast with online.

online. (1) Pertaining to the operation of a functional unit when under the direct
control of a computer. (I) (A) (2) Pertaining to a user’s ability to interact with a
computer. (A)

open. To prepare a file for processing.

open item. A bill that has not been paid.

order. (1) A request from a customer for goods to be delivered or services to be

performed. (2) An authorization to purchase or manufacture.

password. An alphanumeric security code that allows access to a set of computer

operations or date.

payment currency. The currency you use to pay the vendor.

payment method. A user defined field designating a specific type of check or

payment.
 Page GL-9
Contents Index
Glossary

payment reversal. The method used to back out a payment and establish the
invoice previously paid by that payment as an open invoice. The payment is voided
and the reversed amount is subtracted from the vendor’s to-date and year-to-date
amounts.

post. To transfer to an account in a ledger or file the data, either detailed or

summarized, contained in a book or document of original entry.

prepaid check. A check that is issued prior to an invoice being entered into an
accounts payable system.

prepaid invoices. Invoices that have been prepaid in full prior to entry into an
accounts payable system.

primary currency code. The field that identifies multiple currency IDs as being
members of the same national currency. The local currency is a primary currency
and no other secondary Currency ID is permitted within the local currency.

pro forma invoices. Advance invoices which you can use to comply with
customers regulations and satisfy bank draft requirements.

prompt. To issue a message to an operator requesting information or describing an

action that is needed to continue processing.

proof. In General Ledger and Accounts Payable, a listing of balances used to

ensure that data is correct before processing continues.

PST. Provincial Sales Tax.

purchase order. A document sent to a vendor requesting goods or services.

purchase requisition. A request to the purchasing department authorizing

purchase of materials or services.

Purchasing style invoice. An invoice referencing a purchase order.

reconciliation. Comparing two values of the same measurement and adjusting to

force agreement; for example, reconciling outstanding checks to a bank statement.

record. (1) A set of data treated as a unit. (T) For example, one line of an invoice
could constitute a record. (2) To store data on a reusable input/output medium, such
as a disk or diskette.

register. A record for the consecutive entry of a certain class of events, documents,
or transactions, with a proper notation of all the required particulars.

remittance advice. An overflow document prepared by the purchaser, and

enclosed with his check, to describe the invoices being paid. It generally shows
invoice numbers, invoice amounts, and discounts taken.

reporting period. Synonym for accounting period.

requisition. An authorization to purchase materials or release quantities of items

from stock.
 Page GL-10
Contents Index
Glossary

returns. Items that are sent back to the vendor and for which a credit is given.

sales tax. An amount which represents a cost of doing business that is regulated
by the local government.

secondary menu. A menu showing an expanded list of options for an item that
appears on a Main Menu. See also Main Menu.

session. The elapsed time between operator sign on and operator sign off.

session date. The date associated with a session. If a session date is not entered,
the session date becomes the same as the system date. See also system date.

sort. To arrange records in a specified sequence, according to data contained in

one or more specific fields within the records.

source document. The original record of a transaction.

special character. A character other than alphabetic or numeric.

statement. (1) A document periodically sent by the vendor to the customer

(frequently at month end) that shows the total amount owed to the vendor on unpaid
bills. (2) A presentation of financial data showing the financial position and the
results of financial operations of a company for a particular accounting period.

supplier. See vendor.

suspended vendor. A vendor for which no new purchase orders can be entered.

system date. The date assigned by the system operator during initial program
load. Generally, the system date is the same as the actual date. See also session
date.

tax code. A means of identifying taxes you are required to collect from your vendor
or accrue for government reporting. Each tax collected requires a code.

tax indicator. The tax status of the item or service sold or purchased.

tax suffix. A code used to identify the vendor’s tax jurisdiction(s) and tax status
within the tax jurisdictions.

temporary file. A file that cannot be automatically deleted until after its expiration
date.

term discount. Synonym for cash discount.

terms. The conditions on which a sale is made.

trading currency. The currency you use in your dealings with your vendors. It can
be your own national currency or any foreign currency.

transaction. An item of business, such as receipt of an order or paying a bill.

 Page GL-11
Contents Index
Glossary

transaction file. A file containing relatively transient data that, for a given
application, is processed together with the appropriate master file.

trial balance. A periodic listing of all open items to prove that the accounts
receivable or accounts payable ledger is in balance with the control sheet.

unit of measure. A code indicating the measurement basis for inventory, such as
each, pound, tons, gallons, feet.

unit price. The price per standard unit of a product or service.

update. To modify a file with current information according to a specified procedure.

user ID. A special value assigned to an operator and typed in when the operator
signs on. The system uses the value to determine whether the operator is authorized
to use the system or requested function.

VAT. Value Added Tax (VAT).

value added tax. The net tax paid to vendors against the tax collected from the
customers which results in an amount owed to the government.

vendor. A seller of goods or services.

voucher. A document that verifies a transaction, usually indicating the accounts

that are affected.
 Contents Index
Page IN-1

Index

Numerics

1099-MISC

AMA66—1099-MISC Forms 14-104

assigning vendor numbers to print forms 2-25

Report–AMA61 1-15, 14-105

A

account

General Ledger chart 14-31

types 9-4

account numbers, special 4-18

account numbers, understanding special use 2-23

Accounts Payable application

before you begin Accounts Payable operations 2-1

daily operations 2-4

determine source material and batches 2-2

determine the tasks 2-1

generated voucher numbers 2-18

information flow 1-4

interfaces 2-16

major reports 1-13

passing information to other applications 2-24

Payables Processing options 3-1

program lockups 1-16

scheduling the work 2-4

security features 1-16

setting the sequence of activities 2-4

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voucher number as payment selection number 2-18

what it does 1-1

Accounts Payable Check Interface file 1-13

Accounts Payable menu–AMAM00 1-1

Accounts Payable processing controls, understanding 2-9

accrual accounting 2-13

activate electronic data interchange (EDI) 2-13, 2-15

Add Checks to Reconciliation (Enter) display–AMA702 5-7

Add Deposits to Reconciliation (Enter) display–AMA703 5-9

adding checks for bank reconciliation 5-1

adjust, AMVBA1—Data Entry Control display 3-3

Aged Open Payables (Inquiry) display–AMA802 11-8

Aged Open Payables Inquiry (Options) display–AMA801 11-7

aging dates 11-6

alternate currency 1-6

AMA211–Payment Selection Group (Options) display 4-3

AMA212–Payment Selection Criteria (Enter) display 4-4

AMA213–Payment Selection Vendor (Enter) display 4-6

AMA214–Payment Selection Invoice Review (Enter) display 4-8

AMA215–Payment Selection Override (Enter) display 4-11

AMA216–Payment Selection Review Status (Enter) display 4-13

AMA221–Payment Reversal (Select) display 4-38

AMA222–Payment Reversal (Enter) display 4-39

AMA223–Payment Reversal (Status) display 4-41

AMA22A—Payment Reversal Cash Disbursements Journal 14-71

AMA22C—Payment Reversal Transaction Gains/Losses 14-73

AMA271–Cash Requirements Report (Options) display 4-16

 Contents Index
Page IN-3

AMA28–Cash Requirements Report 14-24

AMA301–Print Checks (Select) display 4-19

AMA302–Print Checks (Enter) display 4-21

AMA311–Cash Disbursements Journal 14-19

AMA312–Cash Disbursements Register report 14-21

AMA313–Transaction Gains/Losses 14-90

AMA34–Cash Disbursements Update report 14-22

AMA401–Revaluation (Options) display 13-2

AMA41–Bank Account Revaluation 14-17

AMA421–Enter Manual Payments (Select) display 4-24

AMA422–Manual Payment (Enter) display 4-26

AMA423–Assign Invoices to Manual Payments (Select) display 4-31

AMA424–Enter Manual Payment (Status) display 4-33

AMA42A—Manual Payments Cash Disbursements Journal 14-54

AMA42B—Manual Payments Cash Disbursements Register 14-57

AMA42C—Manual Payment Transaction Gains Losses 14-53

AMA431–Manual Payments Inquiry (Select) display 4-34

AMA432–Manual Payments Inquiry (Inquiry) display 4-35

AMA433–Manual Payments Inquiry Invoice Detail (Inquiry) display 4-36

AMA45—Manual Payments Inquiry/Report 14-59

AMA501–Open Payables Listing by All Vendors–All Invoices (Options) display 6-3

AMA501–Open Payables Listing by All Vendors–Halted Invoices (Options) display 6-5

AMA501–Open Payables Listing by Specific Vendor–All Invoices (Options) display 6-7

AMA501–Open Payables Listing by Specific Vendor–Halted Invoices (Options) display 6-8

AMA502–Open Payables Listing by Due Date (Options) display 6-9

AMA503–Detail/Summary Aged Open Payables Report (Options) display 6-11

AMA512–Open Payables by Vendor - Halted report 14-64

 Contents Index
Page IN-4

AMA51–Open Payables by Vendor report 14-62

AMA52–Open Payables by Due Date report 14-60

AMA531–Detail Aged Open Payables report 14-27

AMA532–Summary Aged Open Payables report 14-86

AMA601–Vendor Master File Year-End Listing 14-99

AMA602–Vendor Master File Year-End Update report 14-102

AMA61–1099-MISC Report 14-105

AMA651–Print 1099-MISC Forms (Options) display 8-3

AMA66—1099-MISC Forms 14-104

AMA701–Bank Reconciliation (Select) display 5-6

AMA702–Add Checks to Reconciliation (Enter) display 5-7

AMA703–Add Deposits to Reconciliation (Enter) display 5-9

AMA704–Reconcile Checks (Select) display 5-12

AMA705–Reconcile Checks (Enter) display 5-14

AMA706–Reconcile Checks Change Amount (Enter) display 5-16

AMA707–Reconcile Deposits (Select) display 5-17

AMA708–Reconcile Deposits (Enter) display 5-19

AMA709–Reconcile Deposits Change Amount (Enter) display 5-20

AMA70A–Bank Account Report (Options) display 5-22

AMA70B–Bank File Purge (Select) display 5-24

AMA70C–Renumber Checks (Select) display 5-27

AMA70D–Renumber Checks (Enter) display 5-29

AMA70E–Bank Account (Status) display 5-30

AMA70F–Bank Account Report 14-16

AMA70F–Enter Checks from Bank display 5-10

AMA70G–Bank Reconciliation Activity report 14-81

AMA70G–Reconciliation Activity Report 5-10

 Contents Index
Page IN-5

AMA70H–Reconciliation Journal 14-82

AMA71–Invoices Transferred to History 14-50

AMA71–Invoices Transferred to History report 5-32

AMA781–Vendor Master File Listing (Options) display 10-4

AMA7D1–Bank Account Master–File Maintenance (Select) display 9-37

AMA7D2–Bank Account Master–File Maintenance (Add/Change) display 9-38, 9-40, 9-42, 11-39, 11-41
AMA7D4–Bank Account Master–File Maintenance (Status) display 9-44

AMA7D–Bank Account Master File Maintenance 14-13

AMA801–Aged Open Payables Inquiry (Options) display 11-7

AMA802–Aged Open Payables (Inquiry) display 11-8

AMA8A1–Open Payables–File Maintenance (Select) display 9-27

AMA8A2–Open Payables–File Maintenance (Change) display 9-28

AMA8A4–Open Payables–File Maintenance (Status) display 9-30

AMA8A–Open Payables File Maintenance 14-67

AMA8H1–Bank Account Master File Listing (Options) display 10-7

AMA8J–Bank Account Master File Listing 14-10

AMA8L1–Bank Account Balance (Inquiry) display 11-34

AMA8L2–Bank Account Payment Selections (Inquiry) display 11-36

AMA8L3–Bank Account Balance Inquiry (Inquiry) display 11-37

AMA9D1—Invoice Payment History Inquiry (Select) 11-20

AMA9D2—Invoice Payment History by Vendor (Inquiry) 11-22

AMA9D3—Invoice Payment History by Check (Inquiry) 11-24

AMA9D4—Invoice Payment History by Payment Date (Inquiry) 11-26

AMA9D5—Invoice Payment History by Order (Inquiry) 11-28

AMA9D6—Invoice Payment History by Invoice Detail (Inquiry) 11-30

AMA9D7—Invoice Payment History by Invoice (Inquiry) 11-32

AMAKA1—Archive Current History (Options) display 12-2

 Contents Index
Page IN-6

AMAKA2—Delete Current History (Options) display 12-3

AMAKC1—Restore Archived History (Select) display 12-5

AMAKD1—Delete Archived History (Select) display 12-6

AMAKD–Deleted Archived Invoice Payment History 14-27

AMAM00–Accounts Payable menu 1-1

AMAM10–Payables Processing menu 3-1

AMAM20–Cash Disbursements Processing menu 4-1

AMAM40–Demand Reports menu 6-1

AMAM42–Open Payables Reports menu 6-2

AMAM50–Monthly General Ledger Entries menu 7-1

AMAM60–Year-End Close menu 8-1

AMAM70–File Maintenance menu 9-1

AMAM80–File Listings menu 10-1

AMAM90–Inquiry menu 11-1

AMAMA0—History menu 12-1

AMKA4–Vendor Master File Load report 14-95

AMTLIBx, default library name A-3

AMV021–General Ledger Chart of Accounts (Options) display 10-2

AMV03—General Ledger Chart of Accounts 14-31

AMV041—General Ledger Maintenance (Select) display 9-2

AMV042—General Ledger Maintenance (Add, Change, or Delete) display 9-4

AMV043—General Ledger Maintenance (Status) display 9-5

AMV04—General Ledger Master Entry/Change Listing 14-32

AMV081–Landed Cost Master–File Maintenance (Select) display 9-32

AMV082–Landed Cost Master–File Maintenance (Add/Change) display 9-33

AMV083–Landed Cost Master–File Maintenance (Delete) display 9-34

AMV084–Landed Cost Master–File Maintenance (Status) display 9-36

 Contents Index
Page IN-7

AMV0A–Landed Cost Master File Listing 14-51

AMV0B–Open Payables Revaluation report 14-69

AMV0C1–Vendor Analysis Report (Options) display 6-13

AMV0F1–Purchase Invoices to Inventory Management 14-77

AMV0F2–Purchase Invoices to PC&C 14-78

AMV0G–Open Payables Duplicate Invoice Numbers report 14-66

AMV0H–Invoice Entry Edit (Offline) 14-36

AMV0I–Invoice Entry Load (Offline) 14-40

AMV100–Purchase Journal Proof (Select) display 3-66

AMV101–Post Invoices 785 Credit Memos (Options) display 3-71

AMV103–Purchase Journal Proof (Status) display 3-68

AMV12–Purchase Journal Proof 14-46

AMV13–Purchase Journal and Check Reversal Listing 14-75

AMV14–Purchase Journal Update 14-79

AMV151–Payables Data Entry (Options) display 3-5

AMV160–Invoice & Credit Header (Enter) display 3-7

AMV161–Invoice & Credit Header (Enter, Review, or Delete) display 3-11

AMV162–Invoice 631 Credit Detail (Enter/Review/Delete) display 3-17

AMV163–Invoice & Credit Tax Detail (Enter/Review/Delete) display 3-24

AMV164–Invoice & Credit Special Charge (Enter, Review, or Delete) display 3-29

AMV165–Invoice & Credit Freight Detail (Enter, Review, Delete) display 3-34

AMV166–Invoice 699 Credit Change/Delete (Enter) display 3-40

AMV167—Invoice & Credit Batch Date (Change) 3-41

AMV168—Invoice & Credit Auto Gen (Select) 3-42

AMV169–Recurring Batch Header (Enter) 3-44

AMV16D–Invoice 717 Credit Detail Summary (Review) 3-46

AMV16I–Invoice 727 Credit Batch Summary (Review) 3-49

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Page IN-8

AMV16P–Invoice 736 Credit P.O. Header (Enter/Review/Delete) 3-52

AMV16S–Invoice 747 Credit Batch (Status) 3-55

AMV16T–Invoice 755 Credit Extended Tax (Enter/Review) 3-58

AMV16X–Invoice 767 Credit Detail Split (Enter) 3-61

AMV17–Invoice Entry/Edit report 14-44

AMV1801–Payables Recurring Invoices display 3-87

AMV1802—Payables Recurring Invoices (Select) 3-88

AMV1803—Payables Recurring Invoices (Recap) 3-90

AMV601—Temporary General Ledger

Print and Clear (Options) 7-4

Print and Clear (Options) display 7-4

AMV601—Temporary General Ledger Print 7-2

display 7-2

AMV611—Temporary General Ledger listing 14-87

AMV731–Vendor Master Inquiry (Options) display 11-10

AMV732–Vendor Master Inquiry (Inquiry) display 11-11

AMV733—Vendor Master (Inquiry) 11-14, 11-17

AMV741–Vendor Analysis report 14-91

AMV742–Vendor Business Analysis report 14-93

AMV76–Vendor Master Names and Addresses 14-103

AMV770–Vendor Master–File Maintenance (Copy) display 9-24

AMV771–Vendor Master–File Maintenance (Select) display 9-7

AMV772–Vendor Master–File Maintenance (Add or Change) display 9-9

AMV773–Vendor Master–File Maintenance (Change) display 9-15, 9-18, 9-22

AMV774–Vendor Master–File Maintenance (Delete, Suspend, or Reactivate) display 9-20

AMV775–Vendor Master–File Maintenance (Delete, Suspend, or Reactivate) display 9-23

AMV776–Vendor Master–File Maintenance (Status) display 9-26

 Contents Index
Page IN-9

AMV77–Vendor Master File Maintenance report 14-101

AMV79–Vendor Master File Listing 14-94

AMV900–EDI Invoices (Select) display 3-73

AMV901–EDI Invoices (Select/Review) display 3-75

AMV902–EDI Invoices–Header (Select/Review/Delete) 3-76

AMV903–EDI Invoices–Item Detail (Select/Review) display 3-79

AMV904–EDI Invoices–Item Comments (Review) display 3-80

AMV905–EDI Invoices–Invoice Totals (Select/Review) display 3-82

AMV906–EDI Invoices–Invoice Comments (Select/Review) display 3-83

AMV907–EDI Invoices–Special Charges (Select/Review) display 3-85

AMV90–EDI Invoice Audit Report 14-26, 14-29

AMV91–EDI Invoice Batch Report 14-30

AMVBA1—Data Entry Control display 3-3

AMVP91–EDI Input (Options) display 3-86

ANSI X12 transactions 2-14

AP-1–Accounts Payable Offline Input 15-2

AP-20–General Ledger Master File Maintenance form 15-5

AP-21–Vendor Master File Maintenance form 15-6

AP-22–Open Payables File Maintenance form 15-9

AP-23–Landed Cost Master File Maintenance 15-10

AP-24–Bank Account Master File Maintenance 15-11, 15-12

AP-40–Batch Control form 15-13

AP-42–Open Payables Control form 15-15, 16-6

AP-43–General Ledger Period Control form 15-16

AP-44–Check Control Log form 15-17, 16-7

APTRAN, offline data entry file A-2

APTRAN01, offline error file A-2

 Contents Index
Page IN-10

Archive Current History (Options) display—AMAKA1 12-2

Assign Invoices to Manual Payments (Select) display–AMA423 4-31

assignee number 2-18

assigning a halt code 2-6, 2-20

assigning an invoice 2-18

assigning vendor numbers by company 1-9, 2-25, 9-7

AXVOL1–Copy Offline Files A-3

back up master files 8-1

Bank Account (Status) display–AMA70E 5-30

Bank Account Balance (Inquiry) display–AMA8L1 11-34

Bank Account Balance Inquiry (Inquiry) display–AMA8L3 11-37

Bank account currency, definition 4-2

Bank Account Master file 1-8

file maintenance 9-37

Bank Account Master File Listing (Options) display–AMA8H1 10-7

Bank Account Master–File Maintenance (Add/Change) display–AMA7D2 9-38, 9-40, 9-42, 11-39, 11-41
Bank Account Master–File Maintenance (Select) display–AMA7D1 9-37

Bank Account Master–File Maintenance (Status) display–AMA7D4 9-44

Bank Account Payment Selections (Inquiry) display–AMA8L2 11-36

Bank Account report (AMA70F) 5-4

Bank Account Report (Options) display–AMA70A 5-22

Bank Account Report–AMA70F 1-14, 5-4

Bank charges 4-29, 4-30

bank charges 4-26, 5-14, 5-15, 5-17

Bank File purge 5-4

Bank File Purge (Select) display–AMA70B 5-24

 Contents Index
Page IN-11

Bank Reconciliation (Select) display–AMA701 5-6

Bank Reconciliation Deposits file 1-11

batch

correction features for payables data entry 2-15, 2-16

payment selection 4-2

update 1-7

batch default date, change 3-41

batch status totals 2-10

batch transactions, review 3-49

batch, how to group material for 2-3

batching the invoices and credit memos 16-3

blank forms

AP-1–Accounts Payable Offline Input 15-2

AP-20–General Ledger Master File Maintenance 15-5

AP-21–Vendor Master File Maintenance 15-6

AP-22–Open Payables File Maintenance 15-9

AP-23–Landed Cost Master file Maintenance 15-10

AP-24–Bank Account Master File Maintenance 15-11, 15-12

AP-40–Batch Control 15-13

AP-42–Open Payables Control 15-15

AP-43–General Ledger Period Control 15-16

AP-44–Check Control Log 15-17

calculate cost control totals 2-24

calculation, invoice discount 2-21

calculations and features, special 2-15

calendar year, reset 8-1

 Contents Index
Page IN-12

Cash Disbursements

batch criteria 2-3

controls 2-12

journal reference number 14-20, 14-71, 14-82

Journal–AMA31 1-14

Journal–AMA311 14-19
manual payment processing 4-24

posting 16-6

Register–AMA312 14-21

reports 4-24

Transaction–AMA313 14-90

Update–AMA34 14-22

Cash Disbursements Processing menu–AMAM20 4-1

Cash Requirements

posting 16-6

print Cash Requirements Report 4-16

Report–AMA28 14-24
reports 1-14

Cash Requirements Report (Options) display–AMA271 4-16

Check Control Log form 16-7

check register 4-19

CHECKA (Bank Reconciliation Deposits) file 1-11, 5-1, 5-3

checks

Accounts Payable 1-13

adding 5-1

loading on printer 4-19

negative 4-19
 Contents Index
Page IN-13

printing 4-18
printing checks 2-16

reconciling, checks 5-2

renumbering 5-5

stub 14-7

voiding, checks 5-2

checks, printing 2-16

clear, AMV601—Temporary General Ledger Print and Clear (Options) 7-4

codes

action, using bank reconciliation 5-1

halt 2-6, 2-20

halt, releasing 2-20

halted invoice listing by vendor 6-3

list halted invoices display 6-8

control forms

Check Control Log 16-7

Invoices and Credit Memos 16-3

Open Payables Control 16-6

control totals posting 16-6

controls

establish accounting 2-10

immediate cash disbursements 2-12

payables processing 2-10

Purchase Journal 2-11, 2-12

understand the application processing 2-9

Conversion Audit Trail (AMV0E) 3-2

copy, protected 2-8

 Contents Index
Page IN-14

copy, unprotected 2-8

cost adjustments, definition 2-24

credit memo entry controls 2-11

Credit memos 2-8

credit memos 2-6

criteria for grouping transactions 2-3

currencies, payment 4-2

Currency ID file 1-11

Current Invoice Payment History file 1-11

daily operations 2-4

data entry

change and delete transactions 2-8

interactive or offline 1-7

Invoice Entry Edit (Offline)–AMV0H 14-36

Invoice Entry Load (Offline)–AMV0I 14-40

Invoice Entry/Edit report–AMV17 14-44

modifying existing transactions 2-8

offline A-1
Payables Processing 3-1

protected copy 2-21

selecting which method 2-2

updates during posting 2-8

data entry, AMVBA1—Data Entry Control display 3-3

dates, using multiple expected due on reports 6-1

default, Accounts Payable account number 2-23

Delete Archived History (Select) display—AMAKD1 12-6

 Contents Index
Page IN-15

delete archived 12-6

Delete Current History (Options) display—AMAKA2 12-3

Delete Restored History 12-8

Demand Reports menu–AMAM40 6-1

deposits

adding deposits 5-1

reconciling 5-1

Detail Aged Open Payables report–AMA531 1-14, 14-27

Detail/Summary Aged Open Payables Report (Options) display–AMA503 6-11

determine source material and batches 2-2

discount calculation, invoice 2-21

diskette entry

creating a diskette or disk file A-1

diskette or disk file formats A-1

diskette entry , See offline entry

displays

Add Checks to Reconciliation (Enter)–AMA702 5-7

Add Deposits to Reconciliation (Enter)–AMA703 5-9

Aged Open Payables (Inquiry)–AMA802 11-8

Aged Open Payables Inquiry (Options)–AMA801 11-7

AMV021–General Ledger Chart of Accounts (Options) 10-2

AMV601—Temporary General Ledger Print 7-2

AMV601—Temporary General Ledger Print and Clear (Options) 7-4

Archive Current History (Options) display—AMAKA1 12-2

Assign Invoices to Manual Payments (Select)–AMA423 4-31

AXVOL1, entering offline transaction files. A-3

Bank Account (Status)–AMA70E 5-30

 Contents Index
Page IN-16

Bank Account Balance (Inquiry)–AMA8L1 11-34

Bank Account Balance Inquiry (Inquiry)–AMA8L3 11-37

Bank Account Master File Listing (Options)–AMA8H1 10-7

Bank Account Master–File Maintenance (Add/Change)–AMA7D2 9-38, 9-40, 9-42, 11-39, 11-41

Bank Account Master–File Maintenance (Select)–AMA7D1 9-37

Bank Account Master–File Maintenance (Status)–AMA7D4 9-44

Bank Account Payment Selections (Inquiry)–AMA8L2 11-36

Bank Account Report (Options)–AMA70A 5-22

Bank File Purge (Select)–AMA70B 5-24

Bank Reconciliation (Select)–AMA701 5-6

Cash Requirements Report (Options)–AMA271 4-16

Data Entry Control—AMVBA1 3-3

Delete Archived History (Select) display—AMAKD1 12-6

Delete Current History (Options) display—AMAKA2 12-3

Detail/Summary Aged Open Payables Report (Options)–AMA503 6-11

Enter Checks from Bank–AMA70F 5-10

Enter Manual Payment (Status)–AMA424 4-33

Enter Manual Payments (Select)–AMA421 4-24

General Ledger Maintenance (Add, Change, or Delete)—AMV042 9-4

General Ledger Maintenance (Select)—AMV041 9-2

General Ledger Maintenance (Status)—AMV043 9-5

Invoice 717 Credit Detail Summary (Review)–AMV16D 3-46

Invoice 727 Credit Batch Summary (Review)–AMV16I 3-49

Invoice 736 Credit P.O. Header (Enter/Review/Delete)–AMV16P 3-52

Invoice 747 Credit Batch (Status)–AMV16S 3-55

Invoice 755 Credit Extended Tax (Enter/Review)–AMV16T 3-58

Invoice 767 Credit Detail Split (Enter)–AMV16X 3-61

 Contents Index
Page IN-17

Invoice Payment History by Check (Inquiry)—AMA9D3 11-24

Invoice Payment History by Invoice (Inquiry)—AMA9D7 11-32

Invoice Payment History by Invoice Detail (Inquiry)—AMA9D6 11-30

Invoice Payment History by Order (Inquiry)—AMA9D5 11-28

Invoice Payment History by Payment Date (Inquiry)—AMA9D4 11-26

Invoice Payment History by Vendor (Inquiry)—AMA9D2 11-22

Invoice Payment History Inquiry (Select)—AMA9D1 11-20

Landed Cost Master–File Maintenance (Add/Change)–AMV082 9-33

Landed Cost Master–File Maintenance (Delete)–AMV083 9-34

Landed Cost Master–File Maintenance (Select)–AMV081 9-32

Landed Cost Master–File Maintenance (Status)–AMV084 9-36

Manual Payment (Enter)–AMA422 4-26

Manual Payments Inquiry (Inquiry)–AMA432 4-35

Manual Payments Inquiry (Select)–AMA431 4-34

Manual Payments Inquiry Invoice Detail (Inquiry) –AMA433 4-36

Open Payables Listing by All Vendors–All Invoices (Options)–AMA501 6-3

Open Payables Listing by All Vendors–Halted Invoices (Options)–AMA501 6-5

Open Payables Listing by Due Date (Options)–AMA502 6-9

Open Payables Listing by Specific Vendor–All Invoices (Options)–AMA501 6-7

Open Payables Listing by Specific Vendor–Halted Invoices (Options)–AMA501 6-8

Open Payables–File Maintenance (Change)–AMA8A2 9-28

Open Payables–File Maintenance (Select)–AMA8A1 9-27

Open Payables–File Maintenance (Status)–AMA8A4 9-30

Payment Reversal (Enter)–AMA222 4-39

Payment Reversal (Select)–AMA221 4-38

Payment Reversal (Status)–AMA223 4-41

Payment Selection Criteria (Enter)–AMA212 4-4

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Page IN-18

Payment Selection Group (Options)–AMA211 4-3

Payment Selection Invoice Review (Enter)–AMA214 4-8

Payment Selection Override (Enter)–AMA215 4-11

Payment Selection Review Status (Enter)–AMA216 4-13

Payment Selection Vendor (Enter)–AMA213 4-6

Post Invoices 785 Credit Memos (Options)–AMV101 3-71

Print 1099-MISC Forms (Options)–AMA651 8-3

Print Checks (Enter)–AMA302 4-21

Print Checks (Select)–AMA301 4-19

Purchase Journal Proof (Select)–AMV100 3-66

Purchase Journal Proof (Status)–AMV103 3-68

Reconcile Checks (Enter)–AMA705 5-14

Reconcile Checks (Select)–AMA704 5-12

Reconcile Checks Change Amount (Enter)–AMA706 5-16

Reconcile Deposits (Enter)–AMA708 5-19

Reconcile Deposits (Select)–AMA707 5-17

Reconcile Deposits Change Amount (Enter)–AMA709 5-20

Recurring Batch Header (Enter)–AMV169 3-44

Renumber Checks (Enter)–AMA70D 5-29

Renumber Checks (Select)–AMA70C 5-27

Restore Archived History (Select) display—AMAKC1 12-5

Revaluation (Options)–AMA401 13-2

Vendor Analysis Report (Options)–AMV0C1 6-13

Vendor Master File Listing (Options)–AMA781 10-4

Vendor Master Inquiry (Inquiry)–AMV732 11-11

Vendor Master Inquiry (Options)–AMV731 11-10

Vendor Master–File Maintenance (Add or Change)–AMV772 9-9

 Contents Index
Page IN-19

Vendor Master–File Maintenance (Change)–AMV773 9-15, 9-18, 9-22

Vendor Master–File Maintenance (Copy)–AMV770 9-24

Vendor Master–File Maintenance (Delete, Suspend, or Reactivate)–AMV775 9-23

Vendor Master–File Maintenance (Delete, Suspend, or Reactivate–AMV774 9-20

Vendor Master–File Maintenance (Select)–AMV771 9-7

Vendor Master–File Maintenance (Status)–AMV776 9-26

distribution feature, General Ledger 4-18

EC, using for EDI transactions 2-14

EDI 2-14

EDI Input (Options) display–AMVP91 3-86

EDI invoice Audit Report (AMV90) 14-26, 14-29

EDI Invoice Batch Report–AMV91 14-30

EDI Invoices (Select) display–AMV900 3-73

EDI Invoices (Select/Review) display–AMV901 3-75

EDI Invoices–Header (Select/Review/Delete) display–AMV902 3-76

EDI Invoices–Invoice Comments (Select/Review) display–AMV906 3-83

EDI Invoices–Invoice Totals (Select/Review) display–AMV905 3-82

EDI Invoices–Item Comments (Review) display–AMV904 3-80

EDI Invoices–Item Detail (Select/Review) display–AMV903 3-79

EDI Invoices–Special Charges (Select/Review) display–AMV907 3-85

EDI/400 2-9

EDIFACT transactions 2-14

Electronic Commerce (EC) 2-9, 2-14

Electronic data interchange

invoices 3-73

receiving transmitted invoices 2-9

 Contents Index
Page IN-20

Electronic Data Interchange (EDI) 2-9

electronic data interchange (EDI), activate 2-13

Enter Checks from Bank (Enter) display–AMA70F 5-10

Enter Manual Payment (Status)–AMA424 4-33

Enter Manual Payments (Select) display–AMA421 4-24

entering a prepaid invoice 2-7

entering and editing invoices and credit memos from offline files 3-64

entering invoices 2-5

entering manual payments 4-24

entering payment reversals 4-37

error file, APTRAN01 A-2

establish accounting controls 2-10

euro toggle function key 1-5

eWorkPlace—graphical user interface for XA 1-17

fax interface, activate 2-15

file

listing

General Ledger Chart of Accounts—AMV03 14-31

General Ledger Master Entry/Change—AMV04 14-32

maintenance, General Ledger Master Entry/Change listing—AMV04 14-32

file format information A-2

file listing

AMV021–General Ledger Chart of Accounts (Options) 10-2

Temporary General Ledger—AMV611 14-87

file listings

AMV741–Vendor Analysis report 14-91

 Contents Index
Page IN-21

AMV742–Vendor Business Analysis report 14-93

AMV76–Vendor Master Names and Addresses 14-103

AMV77–Vendor Master File Maintenance report 14-101

AMV79–Vendor Master File Listing 14-94

Vendor Analysis (AMV741) 14-91

Vendor Business Analysis–AMV742 14-93

Vendor Master File–AMV79 14-94

Vendor Master Names and Addresses (AMV76) 14-103

File Listings menu–AMAM80 10-1

file maintenance

Bank Account Master file 9-37

Vendor Master File Maintenance (AMV77) 14-101

File Maintenance displays

General Ledger Maintenance (Add, Change, or Delete)—AMV042 9-4

General Ledger Maintenance (Select)—AMV041 9-2

General Ledger Maintenance (Status)—AMV043 9-5

Landed Cost Master–File Maintenance (Add/Change)–AMV082 9-33

Landed Cost Master–File Maintenance (Delete)–AMV083 9-34

Landed Cost Master–File Maintenance (Select)–AMV081 9-32

Landed Cost Master–File Maintenance (Status)–AMV084 9-36

Vendor Master–File Maintenance (Add or Change)–AMV772 9-9

Vendor Master–File Maintenance (Change)–AMV773 9-15, 9-18, 9-22

Vendor Master–File Maintenance (Copy)–AMV770 9-24

Vendor Master–File Maintenance (Delete, Suspend, or Reactivate)–AMV775 9-23

Vendor Master–File Maintenance (Delete, Suspend, or Reactivate–AMV774 9-20

Vendor Master–File Maintenance (Select)–AMV771 9-7

Vendor Master–File Maintenance (Status)–AMV776 9-26

 Contents Index
Page IN-22

File Maintenance menu–AMAM70 9-1

file protection

check reconciliation 1-11

of the Bank Reconciliation file 2-16, 5-1

of the Vendor Master file 1-9, 2-17

file protection , See security

files

Accounts Payable Check Interface 1-13

APTRAN A-2

APTRAN01, error file A-2

Bank Account Master 1-8

Bank Reconciliation 5-1

Bank Reconciliation Deposits 1-11

Bank Reconciliation Deposits, CHECKA 5-1

Bank Reconciliation Payment 1-11

Bank Reconciliation Payment History 1-11

Bank Reconciliation, protecting 5-1

Currency ID 1-11

Current Invoice Payment History 1-11

entering transaction data offline A-3

Free on Board 1-12

General Ledger Master 1-10

initial load, Vendor Master file 14-95

Landed Cost Master 1-8

Manual Payments 1-11

Manufacturing Order Routing 1-10

master 1-8
 Contents Index
Page IN-23

offline file formats A-1

offline, special data requirements A-2

Open Order Miscellaneous Detail 1-10, 2-23

Open Order Operations Detail file 1-10

Open Payables 1-8

Open Payables, updating 2-21

organization 1-6

Payables Work 1-12

Payment Selection 1-13

processing offline A-3

Purchase Order Blanket Release 1-12

Purchase Order Debit Memo file 1-12

Purchase Order Master 1-10

Remittance Advice Interface 1-13

Restored Invoice Payment History 1-11

shared master 2-2

Ship Via 1-12

Shop Activity Update 1-13

system control 1-8

Temporary General Ledger 1-13

types of 1-8

updating 1-7

updating the Bank Account Master file 9-37

updating Vendor Master 9-7

Vendor Master 1-9

work 1-12

filling out Check Control Log (AP-44) 16-7

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filling out Control Form (AP-41) 16-4

filling out General Ledger Period Control form (AP-43) 16-7

filling out Open Payables Control form (AP-42) 16-6

final posting entries 16-5

flow of information 1-4

flow of information between applications 1-2, 1-3

forms

1099-MISC—AMA66 14-104

determine special forms to use 2-3

totals posted to AP-40 2-3

forms , See blank forms

Free on Board file 1-12

gains/losses, calculate 4-24

general information 1-1

General Ledger

AMV021–General Ledger Chart of Accounts (Options) 10-2

AMV601—Temporary General Ledger Print 7-2

AMV601—Temporary General Ledger Print and Clear (Options) 7-4

chart of accounts listing—AMV03 14-31

interface 1-2, 1-3

master entry/change listing—AMV04 14-32

Master file 1-10

temporary listing—AMV611 14-87

using the distribution feature 4-18

General Ledger Maintenance (Add, Change, or Delete) display—AMV042 9-4

General Ledger Maintenance (Select) display—AMV041 9-2

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General Ledger Maintenance (Status) display—AMV043 9-5

graphical user interface for XA—eWorkPlace 1-17

grouping transactions, requirements 2-6

halt code 2-20

halting an invoice 2-6, 2-20

History

archive current 12-2

archive or delete current 12-1, 12-2, 12-3

delete archived 12-6

delete current 12-3

delete restored 12-8

Deleted Archived Invoice Payment History—AMAKD 14-27

History menu—AMAMA0 12-1

restore archived 12-5

immediate cash disbursements feature 2-12

immediate cash disbursements, using 2-7

information flow 1-4

initial file load, Vendor Master file 14-95

Inquiry

explanation 1-16

how as of date is used 11-6

invoice payment history 1-16

open invoices 1-16

open payables 1-16

selection criteria 11-1

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Vendor Master 1-16

Inquiry displays

Vendor Master Inquiry (Inquiry) display (AMV732) 11-11

Vendor Master Inquiry (Options) display (AMV731) 11-10

Inquiry menu–AMAM90 11-1

interface, AR to AP 2-16
interfaces to AP–GL, IM, and PC&C 1-2, 1-3

interfacing application transactions 1-2, 1-3

Inventory Management fields 2-23

Invoice & Credit Auto Gen (Select) display–AMV168 3-42

Invoice & Credit Batch Date (Change) display–AMV167 3-41

Invoice & Credit Header (Enter) display–AMV160 3-7

Invoice & Credit Header (Enter, Review, or Delete) display–AMV161 3-11

Invoice 631 Credit Detail (Enter/Review/Delete) display–AMV162 3-17

Invoice 650 Credit Tax Detail (Enter/Review/Delete) display–AMV163 3-24

Invoice 666 Credit Special Charge (Enter, Review, or Delete) display–AMV164 3-29

Invoice 683 Credit Freight Detail (Enter, Review, Delete) display–AMV165 3-34
Invoice 699 Credit Change/Delete (Enter) display–AMV166 3-40

Invoice 712 Credit Address Override (Enter/Review)–AMV16A 3-44

Invoice 717 Credit Detail Summary (Review)–AMV16D 3-46

Invoice 727 Credit Batch Summary (Review)–AMV16I 3-49

Invoice 736 Credit P.O. Header (Enter/Review/Delete)–AMV16P 3-52

Invoice 747 Credit Batch (Status)–AMV16S 3-55

Invoice 755 Credit Extended Tax (Enter/Review)–AMV16T 3-58

Invoice 767 Credit Detail Split (Enter)–AMV16X 3-61

Invoice Entry Edit (Offline) listing (AMV0H) 3-66

Invoice Entry Edit (Offline) report, AMV0H. A-4

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Invoice Entry Load (Offline) 3-66

Invoice Entry Load (Offline) report, AMV0I A-4

Invoice Payment History by Check (Inquiry)—AMA9D3 11-24

Invoice Payment History by Invoice (Inquiry)—AMA9D7 11-32

Invoice Payment History by Invoice Detail (Inquiry)—AMA9D6 11-30

Invoice Payment History by Order (Inquiry)—AMA9D5 11-28

Invoice Payment History by Payment Date (Inquiry)—AMA9D4 11-26

Invoice Payment History by Vendor (Inquiry)—AMA9D2 11-22

Invoice Payment History Inquiry (Select)—AMA9D1 11-20

Invoice Transaction Proof / Register 2-11

Invoice Transaction Proof/Register (AMV12) 3-66

invoice, releasing halt status 2-20

Invoices

assignee number 2-18

delete paid invoices 5-25

discount calculation 2-21

Electronic Data Interchange 3-73

entering 2-5

entry controls, and credit memo 2-11

offline edit 3-64

offline entry 3-64

posting 2-9

prepaid 2-19

processing 2-9

receiving transmitted 2-9

Recurring 3-87

voucher number and payment selection number 2-18

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Invoices Transferred to History report–AMA71 5-4, 5-32

invoices with multiple purchase orders 3-11

Landed Cost Master file 1-8

Landed Cost Master File Listing–AMV0A 14-51

Landed Cost Master–File Maintenance (Add/Change) display–AMV082 9-33

Landed Cost Master–File Maintenance (Delete) display–AMV083 9-34

Landed Cost Master–File Maintenance (Select) display–AMV081 9-32

Landed Cost Master–File Maintenance (Status) display–AMV084 9-36

library, default name A-3

listings

1099-MISC–AMA61 1-15

AMV021–General Ledger Chart of Accounts (Options) 10-2

Cash Disbursements Journal–AMA31 1-14

Cash Requirements–AMA28 1-14

Detail Aged Open Payables–AMA531 1-14

General Ledger Chart of Accounts—AMV03 14-31

General Ledger Master Entry/Change—AMV04 14-32

Open Payables by Due Date–AMA52 1-14

Open Payables by Vendor–AMA511 1-15

Purchase Invoice Journal–AMV13 1-15

Purchase Invoices to Inventory Management–AMV0F1 14-77

Purchase Invoices to PC&C–AMV0F2 14-78

Reconciliation–AMA70H 14-82

Summary Aged Open Payables–AMA532 1-14

Temporary General Ledger– 1-15

Temporary General Ledger Listing 4-18

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Temporary General Ledger—AMV611 14-87

Vendor Analysis–AMV741 1-15

Vendor Business Analysis–AMV742 1-15

Vendor Master File Year-End–AMA601 14-99

listings , See Reports

Local currency, definition 4-2

lockups, program 1-16

major reports 1-13

Manual Payment (Enter) display–AMA422 4-26

manual payment processing 4-24

Manual Payments file 1-11

Manual Payments Inquiry (Inquiry) display–AMA432 4-35

Manual Payments Inquiry (Select) display–AMA431 4-34

Manual Payments Inquiry Invoice Detail (Inquiry) display–AMA433 4-36

manual payments, enter 4-23

manual payments, entering 4-24

Manufacturing Order Master file 1-10

Manufacturing Order Miscellaneous Detail file 2-23

master, General Ledger Master Entry/Change—AMV04 14-32

menus

Accounts Payable Main Menu–AMAM00 1-1

Cash Disbursements Processing–AMAM20 4-1

Demand Reports–AMAM40 6-1

File Listings–AMAM80 10-1

File Maintenance–AMAM70 9-1

History menu—AMAMA0 12-1

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Inquiry–AMAM90 11-1

Monthly General Ledger Entries–AMAM50 7-1

Open Payables Reports–AMAM42 6-2

Payables Processing–AMAM10 3-1

Year-End Close–AMAM60 8-1

miscellaneous charge costs, definition 2-24

miscellaneous order charge 2-23

miscellaneous vendor 2-22

monthly

AMV601—Temporary General Ledger Print 7-2

AMV601—Temporary General Ledger Print and Clear (Options) 7-4

multi-currency processing

date overrides for reporting 6-1

Multi-currency support 2-26

multiple expected due dates 6-1

nonemployee compensation 2-25

O

offline data special requirements A-2

offline entry

creating a diskette or disk file A-1

diskette or disk 1-7

editing, payables 3-64

entry, payables 3-64

error file, APTRAN01 A-2

file format information A-2

file formats A-1

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gathering information A-1

initializing diskettes 3-64

reports A-4

offline file formats A-1

Open Order Miscellaneous Detail file 1-10

Open Order Operations Detail file 1-10

Open Payables

by Due Date 1-14

by Due Date report–AMA52 14-60

by Vendor 1-15

by Vendor - Halted report–AMA512 14-64

by Vendor report–AMA51 14-62

change and delete transactions 2-8

Control form 16-6, 16-7

Duplicate Invoice Numbers report–AMV0G 14-66

file 1-8

printing the reports 6-1

protected copy 2-8

unprotected copy 2-8

Open Payables Listing by All Vendors–All Invoices (Options) display–AMA501 6-3

Open Payables Listing by All Vendors–Halted Invoices (Options) display–AMA501 6-5

Open Payables Listing by Due Date (Options) display–AMA502 6-9

Open Payables Listing by Specific Vendor, All Invoices (Options) display 6-7

Open Payables Listing by Specific Vendor–Halted Invoices (Options) display–AMA501 6-8

Open Payables Reports menu–AMAM42 6-2

Open Payables revaluation 13-2

Open Payables Revaluation report (AMV0B) 14-69

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Open Payables–File Maintenance (Change) display–AMA8A2 9-28

Open Payables–File Maintenance (Select) display–AMA8A1 9-27

Open Payables–File Maintenance (Status) display–AMA8A4 9-30

operations, before you begin Accounts Payable 2-1

operations, daily 2-4

options

Payables Processing 3-1

other costs, definition 2-24

outside operations 2-23

outside operations, definition 2-24

overrides, using on demand reports 6-1

page field 3-49

passing information to IM 2-24

passing information to PC&C 2-24

Payables Data Entry (Options) display–AMV151 3-5

Payables processing 2-5

controls 2-10

electronic data interchange (EDI), activate 2-13

entering invoices 2-5

fax interface, activate 2-15

posting invoices 2-9

processing invoices 2-9

receiving transmitted invoices 2-9

resolving special situations 3-65

payables processing

AMV12–Purchase Journal Proof 14-46

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AMV13–Purchase Journal and Check Reversal Listing 14-75

AMV14–Purchase Journal Update 14-79

Purchase Journal and Check Reversal Listing (AMV13) 14-75

Purchase Journal Proof (AMV12) 14-46

Purchase Journal Update (AMV14) 14-79

Payables Processing menu–AMAM10 3-1

Payables Processing, how it works 2-5

Payables Recurring Invoices (Recap) display–AMV1803 3-90

Payables Recurring Invoices (Select) display–AMV1802 3-88

Payables Recurring Invoices display–AMV1801 3-87

Payables Work file 1-12

payment currencies 4-2

Payment currency, definition 4-2

Payment Reversal (Enter)–AMA222 4-39

Payment Reversal (Select)–AMA221 4-38

Payment Reversal (Status)–AMA223 4-41

Payment Selection

enter 4-2

group 4-2
Payment Selection Criteria (Enter) display–AMA212 4-4

Payment Selection Group (Options) display–AMA211 4-3

payment selection group, definition 4-2

Payment Selection Invoice Review (Enter)–AMA214 4-8

Payment Selection Override (Enter) display–AMA215 4-11

Payment Selection Review Status (Enter) display–AMA216 4-13

Payment Selection Vendor (Enter) display–AMA213 4-6

payments, enter manual 4-23

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planning the work 2-5

pop up window 3-11

Post Invoices 785 Credit Memos (Options) display–AMV101 3-71

posting invoices 2-9

prepaid credit memo 2-7

prepaid invoice, entering 2-7

prepaid invoices 2-19

print

AMV601—Print Temporary General Ledger (Options) 7-2

AMV601—Print Temporary General Ledger Print and Clear (Options) 7-4

General Ledger Chart of Accounts listing—AMV03 14-31

General Ledger Master Entry/Change—AMV04 14-32

Temporary General Ledger listing—AMV611 14-87

Print 1099-MISC Forms (Options) display–AMA651 8-3

print Cash Requirements Report 4-16

Print Checks (Enter) display–AMA302 4-21

Print Checks (Select) display–AMA301 4-19

print checks/payment files 4-18

print checks/payment files, how it works 4-18

print Temporary General Ledger Listing and clear transactions 7-3

printing

1099–MISC Forms 8-3

1099-MISC Report–AMA61 8-2

Archive/Delete Invoice Payment History report–AMAKB 12-2

Bank Account Master File Listing (AMA8J) 10-7

Bank Account Report–AMA70F 5-6, 5-22

Cash Disbursements Journal–AMA311 4-21

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Cash Disbursements Register–AMA312 4-21

Cash Requirements Report–AMA28 4-16

Detail Aged Open Payables report–AMA531 6-11

Invoice Entry Edit (Offline) listing (AMV0H) 3-66

Invoice Entry Edit (Offline) report (AMV0H) 3-1

Invoice Entry Load (Offline) 3-66

Invoice Entry Load (Offline) report (AMV0I) 3-1

Invoice Transaction Proof/Register (AMV12) 3-66

Invoices Transferred to History report (AMA71) 5-32

Manual Payments Cash Disbursements Journal–AMA42A 4-33

Manual Payments Cash Disbursements Register–AMA42B 4-33

Open Payables by Due Date report–AMA52 6-9

Open Payables by Vendor Report–AMA51 6-5

Open Payables by Vendor report–AMA51 6-3

Open Payables File Maintenance report–AMA8A 9-30

Open Payables Report–AMA51 6-7

Open Payables report–AMA51 6-8

Payment Reversal Cash Disbursements Journal–AMA22A 4-42

Payment Reversal Cash Disbursements Register–AMA22B 4-42

Payment Reversal Transaction Gains/Losses report–AMA42C 4-42

Reconciliation Activity Report (AMA70G) 5-32

Reconciliation Journal report (AMA70H) 5-32

Temporary General Ledger Listing–AMV61 7-1

The Transaction Gains/Losses Report–AMA42C 4-33

Transaction Gains/Losses–AMA313. 4-21

Vendor Analysis Report–AMV741 6-1, 6-13

Vendor Business Analysis Report–AMV742 6-2

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Vendor Master File Year-End Listing (AMA601) 10-4

Vendor Master File Year-End Listing–AMA601 8-1

Vendor Master File Year-End Update listing–AMA602 8-1

procedure conflicts 2-23

processing

controls, Accounts Payable 2-9

list of 2-25

payables, offline edit 3-64

payables, offline entry 3-64

payables, options 3-1

transactions from offline files 3-65

processing invoices 2-9

processing offline files A-3

Production Control and Costing fields 2-23

program lockups 1-16

protected copy, automatic credit memo 2-21

protecting application tasks B-1

protecting the Bank Reconciliation Master file 2-16, 5-1

protecting the Vendor Master file 1-9, 2-17

protecting your system 1-16

Purchase Invoice Journal

posting 16-5

Proof controls 2-11, 16-4

Purchase Invoice Journal (AMV13) 3-2

Purchase Invoice Journal–AMV13 1-15

Purchase Invoices to Inventory Management (AMV0F1) 3-2

Purchase Journal and Check Reversal Listing (AMV13) 14-75

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Purchase Journal Proof (AMV12) 14-46

Purchase Journal Proof (Select) display–AMV100 3-66

Purchase Journal Proof (Status) display–AMV103 3-68

Purchase Journal Update (AMV14) 3-2, 14-79

Purchase Order Blanket Release file 1-12

Purchase Order Debit Memo file 1-12

Purchase Order Master file 1-10

Purchase Order Select pop up window 3-11

Purchase Order Select, description 3-11

purchase orders on invoices 3-11

purchasing 2-25

Purchasing application

information on reports 1-15

purging the bank file 5-4

Reconcile Checks (Enter) display–AMA705 5-14

Reconcile Checks (Select) display–AMA704 5-12

Reconcile Checks Change Amount (Enter) display–AMA706 5-16

Reconcile Deposits (Enter) display–AMA708 5-19

Reconcile Deposits (Select) display–AMA707 5-17

Reconcile Deposits Change Amount (Enter) display–AMA709 5-20

Reconciliation

Activity–AMA70G 14-81

bank account balance 1-16

enter checks from 5-2

Listing–AMA70H 14-82

purging the Bank file 5-4

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reconciliation 5-1
Reconciliation Payment file 1-11

Reconciliation Payment History file 1-11

Register–AMA70F 14-16

reports 5-4

security for reconciliation 2-16, 5-1

Reconciliation Activity Report–AMA70G 1-15, 5-4, 5-10

Reconciliation Activity report–AMA70G 5-5

Reconciliation Journal report 5-32

Reconciliation Journal Report–AMA70H 5-4

reconciling checks 5-1

reconciling deposits 5-1

Recurring invoices 3-87

reference number, Cash Disbursements Journal 14-20, 14-71, 14-82

Register, Cash Disbursements 1-14

Register, Manual Payments 1-14

Register, Payment Reversals 1-14

regular invoices 1-15

releasing a halt status 2-6

Remittance Advice Interface 1-13

remittance advice, sample 14-84, 14-85

Renumber Checks (Enter) display–AMA70D 5-29

Renumber Checks (Select) display–AMA70C 5-27

renumbering checks 5-5

report

AMV601—Temporary General Ledger Print 7-2

AMV601—Temporary General Ledger Print and Clear (Options) 7-4

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Reports

1099-MISC–AMA61 1-15, 14-105

Accounts Payable Checks 1-13

Bank Account (AMA70F) 5-4

Bank Account Master File Listing–AMA8J 14-10

Bank Account Master File Maintenance–AMA7D 9-37, 14-13

Bank Account Report (AMA70F) 5-4

Bank Account Report–AMA70F 5-6, 5-22, 14-16

Bank Account Revaluation–AMA41 14-17

Bank Account–AMA70F 1-14

bank reconciliation 5-4

Bank Reconciliation Activity report–AMA70G 14-81

Cash Disbursements Journal–AMA311 14-19

Cash Disbursements Register–AMA312 14-21

Cash Disbursements Update–AMA34 14-22

Cash Requirements Report–AMA28 14-24

Deleted Archived Invoice Payment History–AMAKD 14-27

demand, date overrides on 6-1

descriptions 14-1
Detail Aged Open Payables–AMA531 1-14, 14-27

Invoice Entry Edit (Offline)–AMV0H 14-36

Invoice Entry Load (Offline)–AMV0I 14-40

Invoice Entry/Edit–AMV17 14-44

Invoice Transaction Proof / Register–AMV12 A-4

Invoices Transferred to History report (AMA71) shows 5-4

Invoices Transferred to History report–AMA71 5-32

Invoices Transferred to History–AMA71 14-50

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Landed Cost Master File Listing–AMV0A 14-51

Manual Payment Transaction Gains Losses—AMA42C 14-53

Manual Payments Cash Disbursements Journal—AMA42A 14-54

Manual Payments Cash Disbursements Register—AMA42B 14-57

Manual Payments Inquiry/Report—AMA45 14-59

offline A-4
Open Payables by Due Date–AMA52 1-14, 14-60

Open Payables by Vendor - Halted–>AMA512 14-64

Open Payables by Vendor–AMA51 14-62

Open Payables by Vendor–AMA511 1-15

Open Payables Duplicate Invoice Numbers–AMV0G 14-66

Open Payables File Maintenance–AMA8A 14-67

Payment Reversal Cash Disbursements Journal—AMA22A 14-71

Payment Reversal Transaction Gains/Losses—AMA22C 14-73

Purchase Invoice Journal–AMV13 1-15

Purchase Invoices to Inventory Management–AMV0F1 14-77

Purchase Invoices to PC&C–AMV0F2 14-78

Reconciliation Activity (AMA70G) 5-5

Reconciliation Activity Report–AMA70G 1-15, 5-4, 5-32

Reconciliation Activity report–AMA70G 14-81

Reconciliation Journal Report–AMA70H 5-4, 14-82

Reconciliation Journal report–AMA70H 5-32

remittance advice, sample 14-84, 14-85

Summary Aged Open Payables–AMA532 1-14, 14-86

Temporary General Ledger–AMV611 1-15

Transaction Gain/Loss 1-14

Transaction Gains/Losses–AMA313 14-90

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Vendor Analysis–AMV741 1-15

Vendor Business Analysis–AMV742 1-15

Vendor Master File Load–AMKA4 14-95

Vendor Master File Year-End Listing–AMA601 14-99

Vendor Master File Year-End Update–AMA602 14-102

reports

AMV90–EDI Invoice Audit Report 14-26, 14-29

EDI Invoice Audit Report (AMV90) 14-26, 14-29

EDI Invoice Batch Report–AMV91 14-30

Open Payables Revaluation (AMV0B) 14-69

Purchase Journal and Check Reversal Listing (AMV13) 14-75

Purchase Journal Proof (AMV12) 14-46

Purchase Journal Update (AMV14) 14-79

Vendor Analysis (AMV741) 14-91

Vendor Analysis Report (Options)–AMV0C1 6-13

Vendor Business Analysis–AMV742 14-93

Vendor Master File Maintenance (AMV77) 14-101

Vendor Master File Maintenance–AMV77 9-7

Vendor Master File–AMV79 14-94

Vendor Master Names and Addresses (AMV76) 14-103

Reports , See listings

reset calendar year 8-1

resolve special situations

print checks/payment files 4-18

transactions entered from offline files 3-65

Restore Archived History (Select) display—AMAKC1 12-5

Restored Invoice Payment History file 1-11

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Revaluation

bank account balances 13-2

open payables 13-2

Revaluation (Options) display–AMA401 13-2

reversals, entering payment 4-37

reversing 4-2
S

sample, accounts payable check 14-7

scheduling the work 2-4

security

areas B-1

Bank Reconciliation file 2-16, 5-1

explanation 1-6

features 1-16

Vendor Master file 2-17

security , See file protection

security, bank reconciliation 2-16, 5-1

select entry method 2-2

sequence, payables processing 3-1

setting the sequence of activities 2-4

shared master files 2-2

Ship Via file 1-12

Shop Activity Update 1-13

special account numbers 4-18

special calculations and features 2-15

special forms, determining what to use 2-3

special use account numbers, understanding 2-23

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Summary Aged Open Payables report–AMA532 14-86

Summary Aged Open Payables–AMA532 1-14

supplies

remittance advices 14-84, 14-85

support, multi-currency 2-26

system control file 1-8

T

tailoring, application 1-7

tasks, determining the 2-1

Temporary General Ledger

report–AMV611 1-15

Temporary General Ledger Listing 4-18

Temporary General Ledger Listing 4-18

time

AMVBA1—data entry control display 3-3

totals provided for PC&C and IM 2-24

totals, batch status 2-10

totals, calculating cost control 2-24

Trading currency, definition 4-2

transaction data, entering into offline A-3

Transaction Gain/Loss reports 1-14

transactions, grouping criteria 2-3

transactions, grouping requirements 2-6

Transmitted invoices, receiving 2-9

understand change/delete functions in data entry 3-49

understanding special use account numbers 2-23

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update

Updating the Bank Account Master file 9-37

update vendor statistics 8-1

Updating the Vendor Master file 9-7

Using eWorkPlace with XA documentation 1-17

using the exchange rate, examples 2-17, 2-19

Vendor

Analysis Report–AMV741 1-15

assigning numbers by company 1-9

assigning numbers by company to print 1099-MISC forms 2-25

miscellaneous 2-22

monetary information 10-4

Open Payables by Vendor report–AMA51 14-62

protecting the master file 2-17

Vendor Analysis Report (AMV741) 6-1

Vendor Analysis report (AMV741) 14-91

Vendor Analysis Report (Options) display–AMV0C1 6-13

Vendor Business Analysis Report (AMV742) 6-2

Vendor Business Analysis report–AMV742 14-93

Vendor Master

file 1-9

File Load report–AMKA4 14-95

File Year-End Listing–AMA601 14-99

Year-End Update report–AMA602 14-102

Vendor Master (Inquiry)—AMV733 11-14, 11-17

Vendor Master File Listing (Options) display–AMA781 10-4

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Vendor Master File Listing–AMV79 14-94

Vendor Master File Maintenance report (AMV77) 14-101

Vendor Master initial file load 14-95

Vendor Master Inquiry (Inquiry)–AMV732 11-11

Vendor Master Inquiry (Options)–AMV731 11-10

Vendor Master Names and Addresses (AMV76) 14-103

Vendor Master–File Maintenance (Add or Change) display–AMV772 9-9

Vendor Master–File Maintenance (Change) display–AMV773 9-15, 9-18, 9-22

Vendor Master–File Maintenance (Copy) display–AMV770 9-24

Vendor Master–File Maintenance (Delete, Suspend, or Reactivate) display–AMV774 9-20

Vendor Master–File Maintenance (Delete, Suspend, or Reactivate) display–AMV775 9-23

Vendor Master–File Maintenance (Select) display–AMV771 9-7

Vendor Master–File Maintenance (Status) display–AMV776 9-26

vendor numbers, assigning by company 9-7

void check 4-37, 5-2

voucher number and payment selection number 2-18

work, scheduling the 2-4

Year-End Close menu–AMAM60 8-1

Numerics

1099-MISC

AMA66—1099-MISC Forms 14-104

assigning vendor numbers to print forms 2-25

Report–AMA61 1-15, 14-105

account
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General Ledger chart 14-31

types 9-4

account numbers, special 4-18

account numbers, understanding special use 2-23

Accounts Payable application

before you begin Accounts Payable operations 2-1

daily operations 2-4

determine source material and batches 2-2

determine the tasks 2-1

generated voucher numbers 2-18

information flow 1-4

interfaces 2-16

major reports 1-13

passing information to other applications 2-24

Payables Processing options 3-1

program lockups 1-16

scheduling the work 2-4

security features 1-16

setting the sequence of activities 2-4

voucher number as payment selection number 2-18

what it does 1-1

Accounts Payable Check Interface file 1-13

Accounts Payable menu–AMAM00 1-1

Accounts Payable processing controls, understanding 2-9

accrual accounting 2-13

activate electronic data interchange (EDI) 2-13, 2-15

Add Checks to Reconciliation (Enter) display–AMA702 5-7

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Add Deposits to Reconciliation (Enter) display–AMA703 5-9

adding checks for bank reconciliation 5-1

adjust, AMVBA1—Data Entry Control display 3-3

Aged Open Payables (Inquiry) display–AMA802 11-8

Aged Open Payables Inquiry (Options) display–AMA801 11-7

aging dates 11-6

alternate currency 1-6

AMA211–Payment Selection Group (Options) display 4-3

AMA212–Payment Selection Criteria (Enter) display 4-4

AMA213–Payment Selection Vendor (Enter) display 4-6

AMA214–Payment Selection Invoice Review (Enter) display 4-8

AMA215–Payment Selection Override (Enter) display 4-11

AMA216–Payment Selection Review Status (Enter) display 4-13

AMA221–Payment Reversal (Select) display 4-38

AMA222–Payment Reversal (Enter) display 4-39

AMA223–Payment Reversal (Status) display 4-41

AMA22A—Payment Reversal Cash Disbursements Journal 14-71

AMA22C—Payment Reversal Transaction Gains/Losses 14-73

AMA271–Cash Requirements Report (Options) display 4-16

AMA28–Cash Requirements Report 14-24

AMA301–Print Checks (Select) display 4-19

AMA302–Print Checks (Enter) display 4-21

AMA311–Cash Disbursements Journal 14-19

AMA312–Cash Disbursements Register report 14-21

AMA313–Transaction Gains/Losses 14-90

AMA34–Cash Disbursements Update report 14-22

AMA401–Revaluation (Options) display 13-2

 Contents Index
Page IN-48

AMA41–Bank Account Revaluation 14-17

AMA421–Enter Manual Payments (Select) display 4-24

AMA422–Manual Payment (Enter) display 4-26

AMA423–Assign Invoices to Manual Payments (Select) display 4-31

AMA424–Enter Manual Payment (Status) display 4-33

AMA42A—Manual Payments Cash Disbursements Journal 14-54

AMA42B—Manual Payments Cash Disbursements Register 14-57

AMA42C—Manual Payment Transaction Gains Losses 14-53

AMA431–Manual Payments Inquiry (Select) display 4-34

AMA432–Manual Payments Inquiry (Inquiry) display 4-35

AMA433–Manual Payments Inquiry Invoice Detail (Inquiry) display 4-36

AMA45—Manual Payments Inquiry/Report 14-59

AMA501–Open Payables Listing by All Vendors–All Invoices (Options) display 6-3

AMA501–Open Payables Listing by All Vendors–Halted Invoices (Options) display 6-5

AMA501–Open Payables Listing by Specific Vendor–All Invoices (Options) display 6-7

AMA501–Open Payables Listing by Specific Vendor–Halted Invoices (Options) display 6-8

AMA502–Open Payables Listing by Due Date (Options) display 6-9

AMA503–Detail/Summary Aged Open Payables Report (Options) display 6-11

AMA512–Open Payables by Vendor - Halted report 14-64

AMA51–Open Payables by Vendor report 14-62

AMA52–Open Payables by Due Date report 14-60

AMA531–Detail Aged Open Payables report 14-27

AMA532–Summary Aged Open Payables report 14-86

AMA601–Vendor Master File Year-End Listing 14-99

AMA602–Vendor Master File Year-End Update report 14-102

AMA61–1099-MISC Report 14-105

AMA651–Print 1099-MISC Forms (Options) display 8-3

 Contents Index
Page IN-49

AMA66—1099-MISC Forms 14-104

AMA701–Bank Reconciliation (Select) display 5-6

AMA702–Add Checks to Reconciliation (Enter) display 5-7

AMA703–Add Deposits to Reconciliation (Enter) display 5-9

AMA704–Reconcile Checks (Select) display 5-12

AMA705–Reconcile Checks (Enter) display 5-14

AMA706–Reconcile Checks Change Amount (Enter) display 5-16

AMA707–Reconcile Deposits (Select) display 5-17

AMA708–Reconcile Deposits (Enter) display 5-19

AMA709–Reconcile Deposits Change Amount (Enter) display 5-20

AMA70A–Bank Account Report (Options) display 5-22

AMA70B–Bank File Purge (Select) display 5-24

AMA70C–Renumber Checks (Select) display 5-27

AMA70D–Renumber Checks (Enter) display 5-29

AMA70E–Bank Account (Status) display 5-30

AMA70F–Bank Account Report 14-16

AMA70F–Enter Checks from Bank display 5-10

AMA70G–Bank Reconciliation Activity report 14-81

AMA70G–Reconciliation Activity Report 5-10

AMA70H–Reconciliation Journal 14-82

AMA71–Invoices Transferred to History 14-50

AMA71–Invoices Transferred to History report 5-32

AMA781–Vendor Master File Listing (Options) display 10-4

AMA7D1–Bank Account Master–File Maintenance (Select) display 9-37

AMA7D2–Bank Account Master–File Maintenance (Add/Change) display 9-38, 9-40, 9-42, 11-39, 11-41

AMA7D4–Bank Account Master–File Maintenance (Status) display 9-44

AMA7D–Bank Account Master File Maintenance 14-13

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Page IN-50

AMA801–Aged Open Payables Inquiry (Options) display 11-7

AMA802–Aged Open Payables (Inquiry) display 11-8

AMA8A1–Open Payables–File Maintenance (Select) display 9-27

AMA8A2–Open Payables–File Maintenance (Change) display 9-28

AMA8A4–Open Payables–File Maintenance (Status) display 9-30

AMA8A–Open Payables File Maintenance 14-67

AMA8H1–Bank Account Master File Listing (Options) display 10-7

AMA8J–Bank Account Master File Listing 14-10

AMA8L1–Bank Account Balance (Inquiry) display 11-34

AMA8L2–Bank Account Payment Selections (Inquiry) display 11-36

AMA8L3–Bank Account Balance Inquiry (Inquiry) display 11-37

AMA9D1—Invoice Payment History Inquiry (Select) 11-20

AMA9D2—Invoice Payment History by Vendor (Inquiry) 11-22

AMA9D3—Invoice Payment History by Check (Inquiry) 11-24

AMA9D4—Invoice Payment History by Payment Date (Inquiry) 11-26

AMA9D5—Invoice Payment History by Order (Inquiry) 11-28

AMA9D6—Invoice Payment History by Invoice Detail (Inquiry) 11-30

AMA9D7—Invoice Payment History by Invoice (Inquiry) 11-32

AMAKA1—Archive Current History (Options) display 12-2

AMAKA2—Delete Current History (Options) display 12-3

AMAKC1—Restore Archived History (Select) display 12-5

AMAKD1—Delete Archived History (Select) display 12-6

AMAKD–Deleted Archived Invoice Payment History 14-27

AMAM00–Accounts Payable menu 1-1

AMAM10–Payables Processing menu 3-1

AMAM20–Cash Disbursements Processing menu 4-1

AMAM40–Demand Reports menu 6-1

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AMAM42–Open Payables Reports menu 6-2

AMAM50–Monthly General Ledger Entries menu 7-1

AMAM60–Year-End Close menu 8-1

AMAM70–File Maintenance menu 9-1

AMAM80–File Listings menu 10-1

AMAM90–Inquiry menu 11-1

AMAMA0—History menu 12-1

AMKA4–Vendor Master File Load report 14-95

AMTLIBx, default library name A-3

AMV021–General Ledger Chart of Accounts (Options) display 10-2

AMV03—General Ledger Chart of Accounts 14-31

AMV041—General Ledger Maintenance (Select) display 9-2

AMV042—General Ledger Maintenance (Add, Change, or Delete) display 9-4

AMV043—General Ledger Maintenance (Status) display 9-5

AMV04—General Ledger Master Entry/Change Listing 14-32

AMV081–Landed Cost Master–File Maintenance (Select) display 9-32

AMV082–Landed Cost Master–File Maintenance (Add/Change) display 9-33

AMV083–Landed Cost Master–File Maintenance (Delete) display 9-34

AMV084–Landed Cost Master–File Maintenance (Status) display 9-36

AMV0A–Landed Cost Master File Listing 14-51

AMV0B–Open Payables Revaluation report 14-69

AMV0C1–Vendor Analysis Report (Options) display 6-13

AMV0F1–Purchase Invoices to Inventory Management 14-77

AMV0F2–Purchase Invoices to PC&C 14-78

AMV0G–Open Payables Duplicate Invoice Numbers report 14-66

AMV0H–Invoice Entry Edit (Offline) 14-36

AMV0I–Invoice Entry Load (Offline) 14-40

 Contents Index
Page IN-52

AMV100–Purchase Journal Proof (Select) display 3-66

AMV101–Post Invoices 785 Credit Memos (Options) display 3-71

AMV103–Purchase Journal Proof (Status) display 3-68

AMV12–Purchase Journal Proof 14-46

AMV13–Purchase Journal and Check Reversal Listing 14-75

AMV14–Purchase Journal Update 14-79

AMV151–Payables Data Entry (Options) display 3-5

AMV160–Invoice & Credit Header (Enter) display 3-7

AMV161–Invoice & Credit Header (Enter, Review, or Delete) display 3-11

AMV162–Invoice 631 Credit Detail (Enter/Review/Delete) display 3-17

AMV163–Invoice & Credit Tax Detail (Enter/Review/Delete) display 3-24

AMV164–Invoice & Credit Special Charge (Enter, Review, or Delete) display 3-29

AMV165–Invoice & Credit Freight Detail (Enter, Review, Delete) display 3-34

AMV166–Invoice 699 Credit Change/Delete (Enter) display 3-40

AMV167—Invoice & Credit Batch Date (Change) 3-41

AMV168—Invoice & Credit Auto Gen (Select) 3-42

AMV169–Recurring Batch Header (Enter) 3-44

AMV16D–Invoice 717 Credit Detail Summary (Review) 3-46

AMV16I–Invoice 727 Credit Batch Summary (Review) 3-49

AMV16P–Invoice 736 Credit P.O. Header (Enter/Review/Delete) 3-52

AMV16S–Invoice 747 Credit Batch (Status) 3-55

AMV16T–Invoice 755 Credit Extended Tax (Enter/Review) 3-58

AMV16X–Invoice 767 Credit Detail Split (Enter) 3-61

AMV17–Invoice Entry/Edit report 14-44

AMV1801–Payables Recurring Invoices display 3-87

AMV1802—Payables Recurring Invoices (Select) 3-88

AMV1803—Payables Recurring Invoices (Recap) 3-90

 Contents Index
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AMV601—Temporary General Ledger

Print and Clear (Options) 7-4

Print and Clear (Options) display 7-4

AMV601—Temporary General Ledger Print 7-2

display 7-2

AMV611—Temporary General Ledger listing 14-87

AMV731–Vendor Master Inquiry (Options) display 11-10

AMV732–Vendor Master Inquiry (Inquiry) display 11-11

AMV733—Vendor Master (Inquiry) 11-14, 11-17

AMV741–Vendor Analysis report 14-91

AMV742–Vendor Business Analysis report 14-93

AMV76–Vendor Master Names and Addresses 14-103

AMV770–Vendor Master–File Maintenance (Copy) display 9-24

AMV771–Vendor Master–File Maintenance (Select) display 9-7

AMV772–Vendor Master–File Maintenance (Add or Change) display 9-9

AMV773–Vendor Master–File Maintenance (Change) display 9-15, 9-18, 9-22

AMV774–Vendor Master–File Maintenance (Delete, Suspend, or Reactivate) display 9-20

AMV775–Vendor Master–File Maintenance (Delete, Suspend, or Reactivate) display 9-23

AMV776–Vendor Master–File Maintenance (Status) display 9-26

AMV77–Vendor Master File Maintenance report 14-101

AMV79–Vendor Master File Listing 14-94

AMV900–EDI Invoices (Select) display 3-73

AMV901–EDI Invoices (Select/Review) display 3-75

AMV902–EDI Invoices–Header (Select/Review/Delete) 3-76

AMV903–EDI Invoices–Item Detail (Select/Review) display 3-79

AMV904–EDI Invoices–Item Comments (Review) display 3-80

AMV905–EDI Invoices–Invoice Totals (Select/Review) display 3-82

 Contents Index
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AMV906–EDI Invoices–Invoice Comments (Select/Review) display 3-83

AMV907–EDI Invoices–Special Charges (Select/Review) display 3-85

AMV90–EDI Invoice Audit Report 14-26, 14-29

AMV91–EDI Invoice Batch Report 14-30

AMVBA1—Data Entry Control display 3-3

AMVP91–EDI Input (Options) display 3-86

ANSI X12 transactions 2-14

AP-1–Accounts Payable Offline Input 15-2

AP-20–General Ledger Master File Maintenance form 15-5

AP-21–Vendor Master File Maintenance form 15-6

AP-22–Open Payables File Maintenance form 15-9

AP-23–Landed Cost Master File Maintenance 15-10

AP-24–Bank Account Master File Maintenance 15-11, 15-12

AP-40–Batch Control form 15-13

AP-42–Open Payables Control form 15-15, 16-6

AP-43–General Ledger Period Control form 15-16

AP-44–Check Control Log form 15-17, 16-7

APTRAN, offline data entry file A-2

APTRAN01, offline error file A-2

Archive Current History (Options) display—AMAKA1 12-2

Assign Invoices to Manual Payments (Select) display–AMA423 4-31

assignee number 2-18

assigning a halt code 2-6, 2-20

assigning an invoice 2-18

assigning vendor numbers by company 1-9, 2-25, 9-7

AXVOL1–Copy Offline Files A-3

B
 Contents Index
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back up master files 8-1

Bank Account (Status) display–AMA70E 5-30

Bank Account Balance (Inquiry) display–AMA8L1 11-34

Bank Account Balance Inquiry (Inquiry) display–AMA8L3 11-37

Bank account currency, definition 4-2

Bank Account Master file 1-8

file maintenance 9-37

Bank Account Master File Listing (Options) display–AMA8H1 10-7

Bank Account Master–File Maintenance (Add/Change) display–AMA7D2 9-38, 9-40, 9-42, 11-39, 11-41

Bank Account Master–File Maintenance (Select) display–AMA7D1 9-37

Bank Account Master–File Maintenance (Status) display–AMA7D4 9-44

Bank Account Payment Selections (Inquiry) display–AMA8L2 11-36

Bank Account report (AMA70F) 5-4

Bank Account Report (Options) display–AMA70A 5-22

Bank Account Report–AMA70F 1-14, 5-4

Bank charges 4-29, 4-30

bank charges 4-26, 5-14, 5-15, 5-17

Bank File purge 5-4

Bank File Purge (Select) display–AMA70B 5-24

Bank Reconciliation (Select) display–AMA701 5-6

Bank Reconciliation Deposits file 1-11

batch

correction features for payables data entry 2-15, 2-16

payment selection 4-2

update 1-7

batch default date, change 3-41

batch status totals 2-10

 Contents Index
Page IN-56

batch transactions, review 3-49

batch, how to group material for 2-3

batching the invoices and credit memos 16-3

blank forms

AP-1–Accounts Payable Offline Input 15-2

AP-20–General Ledger Master File Maintenance 15-5

AP-21–Vendor Master File Maintenance 15-6

AP-22–Open Payables File Maintenance 15-9

AP-23–Landed Cost Master file Maintenance 15-10

AP-24–Bank Account Master File Maintenance 15-11, 15-12

AP-40–Batch Control 15-13

AP-42–Open Payables Control 15-15

AP-43–General Ledger Period Control 15-16

AP-44–Check Control Log 15-17

calculate cost control totals 2-24

calculation, invoice discount 2-21

calculations and features, special 2-15

calendar year, reset 8-1

Cash Disbursements

batch criteria 2-3

controls 2-12

journal reference number 14-20, 14-71, 14-82

Journal–AMA31 1-14

Journal–AMA311 14-19

manual payment processing 4-24

posting 16-6
 Contents Index
Page IN-57

Register–AMA312 14-21

reports 4-24

Transaction–AMA313 14-90

Update–AMA34 14-22

Cash Disbursements Processing menu–AMAM20 4-1

Cash Requirements

posting 16-6

print Cash Requirements Report 4-16

Report–AMA28 14-24

reports 1-14

Cash Requirements Report (Options) display–AMA271 4-16

Check Control Log form 16-7

check register 4-19

CHECKA (Bank Reconciliation Deposits) file 1-11, 5-1, 5-3

checks

Accounts Payable 1-13

adding 5-1
loading on printer 4-19

negative 4-19
printing 4-18

printing checks 2-16

reconciling, checks 5-2

renumbering 5-5

stub 14-7

voiding, checks 5-2

checks, printing 2-16

clear, AMV601—Temporary General Ledger Print and Clear (Options) 7-4

 Contents Index
Page IN-58

codes

action, using bank reconciliation 5-1

halt 2-6, 2-20

halt, releasing 2-20

halted invoice listing by vendor 6-3

list halted invoices display 6-8

control forms

Check Control Log 16-7

Invoices and Credit Memos 16-3

Open Payables Control 16-6

control totals posting 16-6

controls

establish accounting 2-10

immediate cash disbursements 2-12

payables processing 2-10

Purchase Journal 2-11, 2-12

understand the application processing 2-9

Conversion Audit Trail (AMV0E) 3-2

copy, protected 2-8

copy, unprotected 2-8

cost adjustments, definition 2-24

credit memo entry controls 2-11

Credit memos 2-8

credit memos 2-6

criteria for grouping transactions 2-3

currencies, payment 4-2

Currency ID file 1-11

 Contents Index
Page IN-59

Current Invoice Payment History file 1-11

D

daily operations 2-4

data entry

change and delete transactions 2-8

interactive or offline 1-7

Invoice Entry Edit (Offline)–AMV0H 14-36

Invoice Entry Load (Offline)–AMV0I 14-40

Invoice Entry/Edit report–AMV17 14-44

modifying existing transactions 2-8

offline A-1

Payables Processing 3-1

protected copy 2-21

selecting which method 2-2

updates during posting 2-8

data entry, AMVBA1—Data Entry Control display 3-3

dates, using multiple expected due on reports 6-1

default, Accounts Payable account number 2-23

Delete Archived History (Select) display—AMAKD1 12-6

delete archived 12-6

Delete Current History (Options) display—AMAKA2 12-3

Delete Restored History 12-8

Demand Reports menu–AMAM40 6-1

deposits

adding deposits 5-1

reconciling 5-1

Detail Aged Open Payables report–AMA531 1-14, 14-27

 Contents Index
Page IN-60

Detail/Summary Aged Open Payables Report (Options) display–AMA503 6-11

determine source material and batches 2-2

discount calculation, invoice 2-21

diskette entry

creating a diskette or disk file A-1

diskette or disk file formats A-1

diskette entry , See offline entry

displays

Add Checks to Reconciliation (Enter)–AMA702 5-7

Add Deposits to Reconciliation (Enter)–AMA703 5-9

Aged Open Payables (Inquiry)–AMA802 11-8

Aged Open Payables Inquiry (Options)–AMA801 11-7

AMV021–General Ledger Chart of Accounts (Options) 10-2

AMV601—Temporary General Ledger Print 7-2

AMV601—Temporary General Ledger Print and Clear (Options) 7-4

Archive Current History (Options) display—AMAKA1 12-2

Assign Invoices to Manual Payments (Select)–AMA423 4-31

AXVOL1, entering offline transaction files. A-3

Bank Account (Status)–AMA70E 5-30

Bank Account Balance (Inquiry)–AMA8L1 11-34

Bank Account Balance Inquiry (Inquiry)–AMA8L3 11-37

Bank Account Master File Listing (Options)–AMA8H1 10-7

Bank Account Master–File Maintenance (Add/Change)–AMA7D2 9-38, 9-40, 9-42, 11-39, 11-41

Bank Account Master–File Maintenance (Select)–AMA7D1 9-37

Bank Account Master–File Maintenance (Status)–AMA7D4 9-44

Bank Account Payment Selections (Inquiry)–AMA8L2 11-36

Bank Account Report (Options)–AMA70A 5-22

 Contents Index
Page IN-61

Bank File Purge (Select)–AMA70B 5-24

Bank Reconciliation (Select)–AMA701 5-6

Cash Requirements Report (Options)–AMA271 4-16

Data Entry Control—AMVBA1 3-3

Delete Archived History (Select) display—AMAKD1 12-6

Delete Current History (Options) display—AMAKA2 12-3

Detail/Summary Aged Open Payables Report (Options)–AMA503 6-11

Enter Checks from Bank–AMA70F 5-10

Enter Manual Payment (Status)–AMA424 4-33

Enter Manual Payments (Select)–AMA421 4-24

General Ledger Maintenance (Add, Change, or Delete)—AMV042 9-4

General Ledger Maintenance (Select)—AMV041 9-2

General Ledger Maintenance (Status)—AMV043 9-5

Invoice 717 Credit Detail Summary (Review)–AMV16D 3-46

Invoice 727 Credit Batch Summary (Review)–AMV16I 3-49

Invoice 736 Credit P.O. Header (Enter/Review/Delete)–AMV16P 3-52

Invoice 747 Credit Batch (Status)–AMV16S 3-55

Invoice 755 Credit Extended Tax (Enter/Review)–AMV16T 3-58

Invoice 767 Credit Detail Split (Enter)–AMV16X 3-61

Invoice Payment History by Check (Inquiry)—AMA9D3 11-24

Invoice Payment History by Invoice (Inquiry)—AMA9D7 11-32

Invoice Payment History by Invoice Detail (Inquiry)—AMA9D6 11-30

Invoice Payment History by Order (Inquiry)—AMA9D5 11-28

Invoice Payment History by Payment Date (Inquiry)—AMA9D4 11-26

Invoice Payment History by Vendor (Inquiry)—AMA9D2 11-22

Invoice Payment History Inquiry (Select)—AMA9D1 11-20

Landed Cost Master–File Maintenance (Add/Change)–AMV082 9-33

 Contents Index
Page IN-62

Landed Cost Master–File Maintenance (Delete)–AMV083 9-34

Landed Cost Master–File Maintenance (Select)–AMV081 9-32

Landed Cost Master–File Maintenance (Status)–AMV084 9-36

Manual Payment (Enter)–AMA422 4-26

Manual Payments Inquiry (Inquiry)–AMA432 4-35

Manual Payments Inquiry (Select)–AMA431 4-34

Manual Payments Inquiry Invoice Detail (Inquiry) –AMA433 4-36

Open Payables Listing by All Vendors–All Invoices (Options)–AMA501 6-3

Open Payables Listing by All Vendors–Halted Invoices (Options)–AMA501 6-5

Open Payables Listing by Due Date (Options)–AMA502 6-9

Open Payables Listing by Specific Vendor–All Invoices (Options)–AMA501 6-7

Open Payables Listing by Specific Vendor–Halted Invoices (Options)–AMA501 6-8

Open Payables–File Maintenance (Change)–AMA8A2 9-28

Open Payables–File Maintenance (Select)–AMA8A1 9-27

Open Payables–File Maintenance (Status)–AMA8A4 9-30

Payment Reversal (Enter)–AMA222 4-39

Payment Reversal (Select)–AMA221 4-38

Payment Reversal (Status)–AMA223 4-41

Payment Selection Criteria (Enter)–AMA212 4-4

Payment Selection Group (Options)–AMA211 4-3

Payment Selection Invoice Review (Enter)–AMA214 4-8

Payment Selection Override (Enter)–AMA215 4-11

Payment Selection Review Status (Enter)–AMA216 4-13

Payment Selection Vendor (Enter)–AMA213 4-6

Post Invoices 785 Credit Memos (Options)–AMV101 3-71

Print 1099-MISC Forms (Options)–AMA651 8-3

Print Checks (Enter)–AMA302 4-21

 Contents Index
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Print Checks (Select)–AMA301 4-19

Purchase Journal Proof (Select)–AMV100 3-66

Purchase Journal Proof (Status)–AMV103 3-68

Reconcile Checks (Enter)–AMA705 5-14

Reconcile Checks (Select)–AMA704 5-12

Reconcile Checks Change Amount (Enter)–AMA706 5-16

Reconcile Deposits (Enter)–AMA708 5-19

Reconcile Deposits (Select)–AMA707 5-17

Reconcile Deposits Change Amount (Enter)–AMA709 5-20

Recurring Batch Header (Enter)–AMV169 3-44

Renumber Checks (Enter)–AMA70D 5-29

Renumber Checks (Select)–AMA70C 5-27

Restore Archived History (Select) display—AMAKC1 12-5

Revaluation (Options)–AMA401 13-2

Vendor Analysis Report (Options)–AMV0C1 6-13

Vendor Master File Listing (Options)–AMA781 10-4

Vendor Master Inquiry (Inquiry)–AMV732 11-11

Vendor Master Inquiry (Options)–AMV731 11-10

Vendor Master–File Maintenance (Add or Change)–AMV772 9-9

Vendor Master–File Maintenance (Change)–AMV773 9-15, 9-18, 9-22

Vendor Master–File Maintenance (Copy)–AMV770 9-24

Vendor Master–File Maintenance (Delete, Suspend, or Reactivate)–AMV775 9-23

Vendor Master–File Maintenance (Delete, Suspend, or Reactivate–AMV774 9-20

Vendor Master–File Maintenance (Select)–AMV771 9-7

Vendor Master–File Maintenance (Status)–AMV776 9-26

distribution feature, General Ledger 4-18

E
 Contents Index
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EC, using for EDI transactions 2-14

EDI 2-14

EDI Input (Options) display–AMVP91 3-86

EDI invoice Audit Report (AMV90) 14-26, 14-29

EDI Invoice Batch Report–AMV91 14-30

EDI Invoices (Select) display–AMV900 3-73

EDI Invoices (Select/Review) display–AMV901 3-75

EDI Invoices–Header (Select/Review/Delete) display–AMV902 3-76

EDI Invoices–Invoice Comments (Select/Review) display–AMV906 3-83

EDI Invoices–Invoice Totals (Select/Review) display–AMV905 3-82

EDI Invoices–Item Comments (Review) display–AMV904 3-80

EDI Invoices–Item Detail (Select/Review) display–AMV903 3-79

EDI Invoices–Special Charges (Select/Review) display–AMV907 3-85

EDI/400 2-9

EDIFACT transactions 2-14

Electronic Commerce (EC) 2-9, 2-14

Electronic data interchange

invoices 3-73

receiving transmitted invoices 2-9

Electronic Data Interchange (EDI) 2-9

electronic data interchange (EDI), activate 2-13

Enter Checks from Bank (Enter) display–AMA70F 5-10

Enter Manual Payment (Status)–AMA424 4-33

Enter Manual Payments (Select) display–AMA421 4-24

entering a prepaid invoice 2-7

entering and editing invoices and credit memos from offline files 3-64

entering invoices 2-5

 Contents Index
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entering manual payments 4-24

entering payment reversals 4-37

error file, APTRAN01 A-2

establish accounting controls 2-10

euro toggle function key 1-5

eWorkPlace—graphical user interface for XA 1-17

fax interface, activate 2-15

file

listing

General Ledger Chart of Accounts—AMV03 14-31

General Ledger Master Entry/Change—AMV04 14-32

maintenance, General Ledger Master Entry/Change listing—AMV04 14-32

file format information A-2

file listing

AMV021–General Ledger Chart of Accounts (Options) 10-2

Temporary General Ledger—AMV611 14-87

file listings

AMV741–Vendor Analysis report 14-91

AMV742–Vendor Business Analysis report 14-93

AMV76–Vendor Master Names and Addresses 14-103

AMV77–Vendor Master File Maintenance report 14-101

AMV79–Vendor Master File Listing 14-94

Vendor Analysis (AMV741) 14-91

Vendor Business Analysis–AMV742 14-93

Vendor Master File–AMV79 14-94

Vendor Master Names and Addresses (AMV76) 14-103

 Contents Index
Page IN-66

File Listings menu–AMAM80 10-1

file maintenance

Bank Account Master file 9-37

Vendor Master File Maintenance (AMV77) 14-101

File Maintenance displays

General Ledger Maintenance (Add, Change, or Delete)—AMV042 9-4

General Ledger Maintenance (Select)—AMV041 9-2

General Ledger Maintenance (Status)—AMV043 9-5

Landed Cost Master–File Maintenance (Add/Change)–AMV082 9-33

Landed Cost Master–File Maintenance (Delete)–AMV083 9-34

Landed Cost Master–File Maintenance (Select)–AMV081 9-32

Landed Cost Master–File Maintenance (Status)–AMV084 9-36

Vendor Master–File Maintenance (Add or Change)–AMV772 9-9

Vendor Master–File Maintenance (Change)–AMV773 9-15, 9-18, 9-22

Vendor Master–File Maintenance (Copy)–AMV770 9-24

Vendor Master–File Maintenance (Delete, Suspend, or Reactivate)–AMV775 9-23

Vendor Master–File Maintenance (Delete, Suspend, or Reactivate–AMV774 9-20

Vendor Master–File Maintenance (Select)–AMV771 9-7

Vendor Master–File Maintenance (Status)–AMV776 9-26

File Maintenance menu–AMAM70 9-1

file protection

check reconciliation 1-11

of the Bank Reconciliation file 2-16, 5-1

of the Vendor Master file 1-9, 2-17

file protection , See security

files

Accounts Payable Check Interface 1-13

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APTRAN A-2
APTRAN01, error file A-2

Bank Account Master 1-8

Bank Reconciliation 5-1

Bank Reconciliation Deposits 1-11

Bank Reconciliation Deposits, CHECKA 5-1

Bank Reconciliation Payment 1-11

Bank Reconciliation Payment History 1-11

Bank Reconciliation, protecting 5-1

Currency ID 1-11

Current Invoice Payment History 1-11

entering transaction data offline A-3

Free on Board 1-12

General Ledger Master 1-10

initial load, Vendor Master file 14-95

Landed Cost Master 1-8

Manual Payments 1-11

Manufacturing Order Routing 1-10

master 1-8
offline file formats A-1

offline, special data requirements A-2

Open Order Miscellaneous Detail 1-10, 2-23

Open Order Operations Detail file 1-10

Open Payables 1-8

Open Payables, updating 2-21

organization 1-6

Payables Work 1-12

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Payment Selection 1-13

processing offline A-3

Purchase Order Blanket Release 1-12

Purchase Order Debit Memo file 1-12

Purchase Order Master 1-10

Remittance Advice Interface 1-13

Restored Invoice Payment History 1-11

shared master 2-2

Ship Via 1-12

Shop Activity Update 1-13

system control 1-8

Temporary General Ledger 1-13

types of 1-8

updating 1-7

updating the Bank Account Master file 9-37

updating Vendor Master 9-7

Vendor Master 1-9

work 1-12

filling out Check Control Log (AP-44) 16-7

filling out Control Form (AP-41) 16-4

filling out General Ledger Period Control form (AP-43) 16-7

filling out Open Payables Control form (AP-42) 16-6

final posting entries 16-5

flow of information 1-4

flow of information between applications 1-2, 1-3

forms

1099-MISC—AMA66 14-104
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determine special forms to use 2-3

totals posted to AP-40 2-3

forms , See blank forms

Free on Board file 1-12

gains/losses, calculate 4-24

general information 1-1

General Ledger

AMV021–General Ledger Chart of Accounts (Options) 10-2

AMV601—Temporary General Ledger Print 7-2

AMV601—Temporary General Ledger Print and Clear (Options) 7-4

chart of accounts listing—AMV03 14-31

interface 1-2, 1-3

master entry/change listing—AMV04 14-32

Master file 1-10

temporary listing—AMV611 14-87

using the distribution feature 4-18

General Ledger Maintenance (Add, Change, or Delete) display—AMV042 9-4

General Ledger Maintenance (Select) display—AMV041 9-2

General Ledger Maintenance (Status) display—AMV043 9-5

graphical user interface for XA—eWorkPlace 1-17

grouping transactions, requirements 2-6

halt code 2-20

halting an invoice 2-6, 2-20

History

archive current 12-2

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archive or delete current 12-1, 12-2, 12-3

delete archived 12-6

delete current 12-3

delete restored 12-8

Deleted Archived Invoice Payment History—AMAKD 14-27

History menu—AMAMA0 12-1

restore archived 12-5

immediate cash disbursements feature 2-12

immediate cash disbursements, using 2-7

information flow 1-4

initial file load, Vendor Master file 14-95

Inquiry

explanation 1-16

how as of date is used 11-6

invoice payment history 1-16

open invoices 1-16

open payables 1-16

selection criteria 11-1

Vendor Master 1-16

Inquiry displays

Vendor Master Inquiry (Inquiry) display (AMV732) 11-11

Vendor Master Inquiry (Options) display (AMV731) 11-10

Inquiry menu–AMAM90 11-1

interface, AR to AP 2-16

interfaces to AP–GL, IM, and PC&C 1-2, 1-3

interfacing application transactions 1-2, 1-3

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Inventory Management fields 2-23

Invoice & Credit Auto Gen (Select) display–AMV168 3-42

Invoice & Credit Batch Date (Change) display–AMV167 3-41

Invoice & Credit Header (Enter) display–AMV160 3-7

Invoice & Credit Header (Enter, Review, or Delete) display–AMV161 3-11

Invoice 631 Credit Detail (Enter/Review/Delete) display–AMV162 3-17

Invoice 650 Credit Tax Detail (Enter/Review/Delete) display–AMV163 3-24

Invoice 666 Credit Special Charge (Enter, Review, or Delete) display–AMV164 3-29

Invoice 683 Credit Freight Detail (Enter, Review, Delete) display–AMV165 3-34

Invoice 699 Credit Change/Delete (Enter) display–AMV166 3-40

Invoice 712 Credit Address Override (Enter/Review)–AMV16A 3-44

Invoice 717 Credit Detail Summary (Review)–AMV16D 3-46

Invoice 727 Credit Batch Summary (Review)–AMV16I 3-49

Invoice 736 Credit P.O. Header (Enter/Review/Delete)–AMV16P 3-52

Invoice 747 Credit Batch (Status)–AMV16S 3-55

Invoice 755 Credit Extended Tax (Enter/Review)–AMV16T 3-58

Invoice 767 Credit Detail Split (Enter)–AMV16X 3-61

Invoice Entry Edit (Offline) listing (AMV0H) 3-66

Invoice Entry Edit (Offline) report, AMV0H. A-4

Invoice Entry Load (Offline) 3-66

Invoice Entry Load (Offline) report, AMV0I A-4

Invoice Payment History by Check (Inquiry)—AMA9D3 11-24

Invoice Payment History by Invoice (Inquiry)—AMA9D7 11-32

Invoice Payment History by Invoice Detail (Inquiry)—AMA9D6 11-30

Invoice Payment History by Order (Inquiry)—AMA9D5 11-28

Invoice Payment History by Payment Date (Inquiry)—AMA9D4 11-26

Invoice Payment History by Vendor (Inquiry)—AMA9D2 11-22

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Invoice Payment History Inquiry (Select)—AMA9D1 11-20

Invoice Transaction Proof / Register 2-11

Invoice Transaction Proof/Register (AMV12) 3-66

invoice, releasing halt status 2-20

Invoices

assignee number 2-18

delete paid invoices 5-25

discount calculation 2-21

Electronic Data Interchange 3-73

entering 2-5

entry controls, and credit memo 2-11

offline edit 3-64

offline entry 3-64

posting 2-9

prepaid 2-19

processing 2-9

receiving transmitted 2-9

Recurring 3-87

voucher number and payment selection number 2-18

Invoices Transferred to History report–AMA71 5-4, 5-32

invoices with multiple purchase orders 3-11

Landed Cost Master file 1-8

Landed Cost Master File Listing–AMV0A 14-51

Landed Cost Master–File Maintenance (Add/Change) display–AMV082 9-33

Landed Cost Master–File Maintenance (Delete) display–AMV083 9-34

Landed Cost Master–File Maintenance (Select) display–AMV081 9-32

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Landed Cost Master–File Maintenance (Status) display–AMV084 9-36

library, default name A-3

listings

1099-MISC–AMA61 1-15

AMV021–General Ledger Chart of Accounts (Options) 10-2

Cash Disbursements Journal–AMA31 1-14

Cash Requirements–AMA28 1-14

Detail Aged Open Payables–AMA531 1-14

General Ledger Chart of Accounts—AMV03 14-31

General Ledger Master Entry/Change—AMV04 14-32

Open Payables by Due Date–AMA52 1-14

Open Payables by Vendor–AMA511 1-15

Purchase Invoice Journal–AMV13 1-15

Purchase Invoices to Inventory Management–AMV0F1 14-77

Purchase Invoices to PC&C–AMV0F2 14-78

Reconciliation–AMA70H 14-82

Summary Aged Open Payables–AMA532 1-14

Temporary General Ledger– 1-15

Temporary General Ledger Listing 4-18

Temporary General Ledger—AMV611 14-87

Vendor Analysis–AMV741 1-15

Vendor Business Analysis–AMV742 1-15

Vendor Master File Year-End–AMA601 14-99

listings , See Reports

Local currency, definition 4-2

lockups, program 1-16

M
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major reports 1-13

Manual Payment (Enter) display–AMA422 4-26

manual payment processing 4-24

Manual Payments file 1-11

Manual Payments Inquiry (Inquiry) display–AMA432 4-35

Manual Payments Inquiry (Select) display–AMA431 4-34

Manual Payments Inquiry Invoice Detail (Inquiry) display–AMA433 4-36

manual payments, enter 4-23

manual payments, entering 4-24

Manufacturing Order Master file 1-10

Manufacturing Order Miscellaneous Detail file 2-23

master, General Ledger Master Entry/Change—AMV04 14-32

menus

Accounts Payable Main Menu–AMAM00 1-1

Cash Disbursements Processing–AMAM20 4-1

Demand Reports–AMAM40 6-1

File Listings–AMAM80 10-1

File Maintenance–AMAM70 9-1

History menu—AMAMA0 12-1

Inquiry–AMAM90 11-1

Monthly General Ledger Entries–AMAM50 7-1

Open Payables Reports–AMAM42 6-2

Payables Processing–AMAM10 3-1

Year-End Close–AMAM60 8-1

miscellaneous charge costs, definition 2-24

miscellaneous order charge 2-23

miscellaneous vendor 2-22

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monthly

AMV601—Temporary General Ledger Print 7-2

AMV601—Temporary General Ledger Print and Clear (Options) 7-4

multi-currency processing

date overrides for reporting 6-1

Multi-currency support 2-26

multiple expected due dates 6-1

nonemployee compensation 2-25

offline data special requirements A-2

offline entry

creating a diskette or disk file A-1

diskette or disk 1-7

editing, payables 3-64

entry, payables 3-64

error file, APTRAN01 A-2

file format information A-2

file formats A-1

gathering information A-1

initializing diskettes 3-64

reports A-4

offline file formats A-1

Open Order Miscellaneous Detail file 1-10

Open Order Operations Detail file 1-10

Open Payables

by Due Date 1-14

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by Due Date report–AMA52 14-60

by Vendor 1-15

by Vendor - Halted report–AMA512 14-64

by Vendor report–AMA51 14-62

change and delete transactions 2-8

Control form 16-6, 16-7

Duplicate Invoice Numbers report–AMV0G 14-66

file 1-8

printing the reports 6-1

protected copy 2-8

unprotected copy 2-8

Open Payables Listing by All Vendors–All Invoices (Options) display–AMA501 6-3

Open Payables Listing by All Vendors–Halted Invoices (Options) display–AMA501 6-5

Open Payables Listing by Due Date (Options) display–AMA502 6-9

Open Payables Listing by Specific Vendor, All Invoices (Options) display 6-7

Open Payables Listing by Specific Vendor–Halted Invoices (Options) display–AMA501 6-8

Open Payables Reports menu–AMAM42 6-2

Open Payables revaluation 13-2

Open Payables Revaluation report (AMV0B) 14-69

Open Payables–File Maintenance (Change) display–AMA8A2 9-28

Open Payables–File Maintenance (Select) display–AMA8A1 9-27

Open Payables–File Maintenance (Status) display–AMA8A4 9-30

operations, before you begin Accounts Payable 2-1

operations, daily 2-4

options

Payables Processing 3-1

other costs, definition 2-24

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outside operations 2-23

outside operations, definition 2-24

overrides, using on demand reports 6-1

page field 3-49

passing information to IM 2-24

passing information to PC&C 2-24

Payables Data Entry (Options) display–AMV151 3-5

Payables processing 2-5

controls 2-10

electronic data interchange (EDI), activate 2-13

entering invoices 2-5

fax interface, activate 2-15

posting invoices 2-9

processing invoices 2-9

receiving transmitted invoices 2-9

resolving special situations 3-65

payables processing

AMV12–Purchase Journal Proof 14-46

AMV13–Purchase Journal and Check Reversal Listing 14-75

AMV14–Purchase Journal Update 14-79

Purchase Journal and Check Reversal Listing (AMV13) 14-75

Purchase Journal Proof (AMV12) 14-46

Purchase Journal Update (AMV14) 14-79

Payables Processing menu–AMAM10 3-1

Payables Processing, how it works 2-5

Payables Recurring Invoices (Recap) display–AMV1803 3-90

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Payables Recurring Invoices (Select) display–AMV1802 3-88

Payables Recurring Invoices display–AMV1801 3-87

Payables Work file 1-12

payment currencies 4-2

Payment currency, definition 4-2

Payment Reversal (Enter)–AMA222 4-39

Payment Reversal (Select)–AMA221 4-38

Payment Reversal (Status)–AMA223 4-41

Payment Selection

enter 4-2

group 4-2

Payment Selection Criteria (Enter) display–AMA212 4-4

Payment Selection Group (Options) display–AMA211 4-3

payment selection group, definition 4-2

Payment Selection Invoice Review (Enter)–AMA214 4-8

Payment Selection Override (Enter) display–AMA215 4-11

Payment Selection Review Status (Enter) display–AMA216 4-13

Payment Selection Vendor (Enter) display–AMA213 4-6

payments, enter manual 4-23

planning the work 2-5

pop up window 3-11

Post Invoices 785 Credit Memos (Options) display–AMV101 3-71

posting invoices 2-9

prepaid credit memo 2-7

prepaid invoice, entering 2-7

prepaid invoices 2-19

print
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AMV601—Print Temporary General Ledger (Options) 7-2

AMV601—Print Temporary General Ledger Print and Clear (Options) 7-4

General Ledger Chart of Accounts listing—AMV03 14-31

General Ledger Master Entry/Change—AMV04 14-32

Temporary General Ledger listing—AMV611 14-87

Print 1099-MISC Forms (Options) display–AMA651 8-3

print Cash Requirements Report 4-16

Print Checks (Enter) display–AMA302 4-21

Print Checks (Select) display–AMA301 4-19

print checks/payment files 4-18

print checks/payment files, how it works 4-18

print Temporary General Ledger Listing and clear transactions 7-3

printing

1099–MISC Forms 8-3

1099-MISC Report–AMA61 8-2

Archive/Delete Invoice Payment History report–AMAKB 12-2

Bank Account Master File Listing (AMA8J) 10-7

Bank Account Report–AMA70F 5-6, 5-22

Cash Disbursements Journal–AMA311 4-21

Cash Disbursements Register–AMA312 4-21

Cash Requirements Report–AMA28 4-16

Detail Aged Open Payables report–AMA531 6-11

Invoice Entry Edit (Offline) listing (AMV0H) 3-66

Invoice Entry Edit (Offline) report (AMV0H) 3-1

Invoice Entry Load (Offline) 3-66

Invoice Entry Load (Offline) report (AMV0I) 3-1

Invoice Transaction Proof/Register (AMV12) 3-66

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Invoices Transferred to History report (AMA71) 5-32

Manual Payments Cash Disbursements Journal–AMA42A 4-33

Manual Payments Cash Disbursements Register–AMA42B 4-33

Open Payables by Due Date report–AMA52 6-9

Open Payables by Vendor Report–AMA51 6-5

Open Payables by Vendor report–AMA51 6-3

Open Payables File Maintenance report–AMA8A 9-30

Open Payables Report–AMA51 6-7

Open Payables report–AMA51 6-8

Payment Reversal Cash Disbursements Journal–AMA22A 4-42

Payment Reversal Cash Disbursements Register–AMA22B 4-42

Payment Reversal Transaction Gains/Losses report–AMA42C 4-42

Reconciliation Activity Report (AMA70G) 5-32

Reconciliation Journal report (AMA70H) 5-32

Temporary General Ledger Listing–AMV61 7-1

The Transaction Gains/Losses Report–AMA42C 4-33

Transaction Gains/Losses–AMA313. 4-21

Vendor Analysis Report–AMV741 6-1, 6-13

Vendor Business Analysis Report–AMV742 6-2

Vendor Master File Year-End Listing (AMA601) 10-4

Vendor Master File Year-End Listing–AMA601 8-1

Vendor Master File Year-End Update listing–AMA602 8-1

procedure conflicts 2-23

processing

controls, Accounts Payable 2-9

list of 2-25

payables, offline edit 3-64

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payables, offline entry 3-64

payables, options 3-1

transactions from offline files 3-65

processing invoices 2-9

processing offline files A-3

Production Control and Costing fields 2-23

program lockups 1-16

protected copy, automatic credit memo 2-21

protecting application tasks B-1

protecting the Bank Reconciliation Master file 2-16, 5-1

protecting the Vendor Master file 1-9, 2-17

protecting your system 1-16

Purchase Invoice Journal

posting 16-5

Proof controls 2-11, 16-4

Purchase Invoice Journal (AMV13) 3-2

Purchase Invoice Journal–AMV13 1-15

Purchase Invoices to Inventory Management (AMV0F1) 3-2

Purchase Journal and Check Reversal Listing (AMV13) 14-75

Purchase Journal Proof (AMV12) 14-46

Purchase Journal Proof (Select) display–AMV100 3-66

Purchase Journal Proof (Status) display–AMV103 3-68

Purchase Journal Update (AMV14) 3-2, 14-79

Purchase Order Blanket Release file 1-12

Purchase Order Debit Memo file 1-12

Purchase Order Master file 1-10

Purchase Order Select pop up window 3-11

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Purchase Order Select, description 3-11

purchase orders on invoices 3-11

purchasing 2-25

Purchasing application

information on reports 1-15

purging the bank file 5-4

R

Reconcile Checks (Enter) display–AMA705 5-14

Reconcile Checks (Select) display–AMA704 5-12

Reconcile Checks Change Amount (Enter) display–AMA706 5-16

Reconcile Deposits (Enter) display–AMA708 5-19

Reconcile Deposits (Select) display–AMA707 5-17

Reconcile Deposits Change Amount (Enter) display–AMA709 5-20

Reconciliation

Activity–AMA70G 14-81

bank account balance 1-16

enter checks from 5-2

Listing–AMA70H 14-82

purging the Bank file 5-4

reconciliation 5-1

Reconciliation Payment file 1-11

Reconciliation Payment History file 1-11

Register–AMA70F 14-16

reports 5-4

security for reconciliation 2-16, 5-1

Reconciliation Activity Report–AMA70G 1-15, 5-4, 5-10

Reconciliation Activity report–AMA70G 5-5

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Reconciliation Journal report 5-32

Reconciliation Journal Report–AMA70H 5-4

reconciling checks 5-1

reconciling deposits 5-1

Recurring invoices 3-87

reference number, Cash Disbursements Journal 14-20, 14-71, 14-82

Register, Cash Disbursements 1-14

Register, Manual Payments 1-14

Register, Payment Reversals 1-14

regular invoices 1-15

releasing a halt status 2-6

Remittance Advice Interface 1-13

remittance advice, sample 14-84, 14-85

Renumber Checks (Enter) display–AMA70D 5-29

Renumber Checks (Select) display–AMA70C 5-27

renumbering checks 5-5

report

AMV601—Temporary General Ledger Print 7-2

AMV601—Temporary General Ledger Print and Clear (Options) 7-4

Reports

1099-MISC–AMA61 1-15, 14-105

Accounts Payable Checks 1-13

Bank Account (AMA70F) 5-4

Bank Account Master File Listing–AMA8J 14-10

Bank Account Master File Maintenance–AMA7D 9-37, 14-13

Bank Account Report (AMA70F) 5-4

Bank Account Report–AMA70F 5-6, 5-22, 14-16

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Bank Account Revaluation–AMA41 14-17

Bank Account–AMA70F 1-14

bank reconciliation 5-4

Bank Reconciliation Activity report–AMA70G 14-81

Cash Disbursements Journal–AMA311 14-19

Cash Disbursements Register–AMA312 14-21

Cash Disbursements Update–AMA34 14-22

Cash Requirements Report–AMA28 14-24

Deleted Archived Invoice Payment History–AMAKD 14-27

demand, date overrides on 6-1

descriptions 14-1

Detail Aged Open Payables–AMA531 1-14, 14-27

Invoice Entry Edit (Offline)–AMV0H 14-36

Invoice Entry Load (Offline)–AMV0I 14-40

Invoice Entry/Edit–AMV17 14-44

Invoice Transaction Proof / Register–AMV12 A-4

Invoices Transferred to History report (AMA71) shows 5-4

Invoices Transferred to History report–AMA71 5-32

Invoices Transferred to History–AMA71 14-50

Landed Cost Master File Listing–AMV0A 14-51

Manual Payment Transaction Gains Losses—AMA42C 14-53

Manual Payments Cash Disbursements Journal—AMA42A 14-54

Manual Payments Cash Disbursements Register—AMA42B 14-57

Manual Payments Inquiry/Report—AMA45 14-59

offline A-4

Open Payables by Due Date–AMA52 1-14, 14-60

Open Payables by Vendor - Halted–>AMA512 14-64

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Open Payables by Vendor–AMA51 14-62

Open Payables by Vendor–AMA511 1-15

Open Payables Duplicate Invoice Numbers–AMV0G 14-66

Open Payables File Maintenance–AMA8A 14-67

Payment Reversal Cash Disbursements Journal—AMA22A 14-71

Payment Reversal Transaction Gains/Losses—AMA22C 14-73

Purchase Invoice Journal–AMV13 1-15

Purchase Invoices to Inventory Management–AMV0F1 14-77

Purchase Invoices to PC&C–AMV0F2 14-78

Reconciliation Activity (AMA70G) 5-5

Reconciliation Activity Report–AMA70G 1-15, 5-4, 5-32

Reconciliation Activity report–AMA70G 14-81

Reconciliation Journal Report–AMA70H 5-4, 14-82

Reconciliation Journal report–AMA70H 5-32

remittance advice, sample 14-84, 14-85

Summary Aged Open Payables–AMA532 1-14, 14-86

Temporary General Ledger–AMV611 1-15

Transaction Gain/Loss 1-14

Transaction Gains/Losses–AMA313 14-90

Vendor Analysis–AMV741 1-15

Vendor Business Analysis–AMV742 1-15

Vendor Master File Load–AMKA4 14-95

Vendor Master File Year-End Listing–AMA601 14-99

Vendor Master File Year-End Update–AMA602 14-102

reports

AMV90–EDI Invoice Audit Report 14-26, 14-29

EDI Invoice Audit Report (AMV90) 14-26, 14-29

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EDI Invoice Batch Report–AMV91 14-30

Open Payables Revaluation (AMV0B) 14-69

Purchase Journal and Check Reversal Listing (AMV13) 14-75

Purchase Journal Proof (AMV12) 14-46

Purchase Journal Update (AMV14) 14-79

Vendor Analysis (AMV741) 14-91

Vendor Analysis Report (Options)–AMV0C1 6-13

Vendor Business Analysis–AMV742 14-93

Vendor Master File Maintenance (AMV77) 14-101

Vendor Master File Maintenance–AMV77 9-7

Vendor Master File–AMV79 14-94

Vendor Master Names and Addresses (AMV76) 14-103

Reports , See listings

reset calendar year 8-1

resolve special situations

print checks/payment files 4-18

transactions entered from offline files 3-65

Restore Archived History (Select) display—AMAKC1 12-5

Restored Invoice Payment History file 1-11

Revaluation

bank account balances 13-2

open payables 13-2

Revaluation (Options) display–AMA401 13-2

reversals, entering payment 4-37

reversing 4-2

sample, accounts payable check 14-7

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scheduling the work 2-4

security

areas B-1

Bank Reconciliation file 2-16, 5-1

explanation 1-6

features 1-16
Vendor Master file 2-17

security , See file protection

security, bank reconciliation 2-16, 5-1

select entry method 2-2

sequence, payables processing 3-1

setting the sequence of activities 2-4

shared master files 2-2

Ship Via file 1-12

Shop Activity Update 1-13

special account numbers 4-18

special calculations and features 2-15

special forms, determining what to use 2-3

special use account numbers, understanding 2-23

Summary Aged Open Payables report–AMA532 14-86

Summary Aged Open Payables–AMA532 1-14

supplies

remittance advices 14-84, 14-85

support, multi-currency 2-26

system control file 1-8

tailoring, application 1-7

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tasks, determining the 2-1

Temporary General Ledger

report–AMV611 1-15

Temporary General Ledger Listing 4-18

Temporary General Ledger Listing 4-18

time

AMVBA1—data entry control display 3-3

totals provided for PC&C and IM 2-24

totals, batch status 2-10

totals, calculating cost control 2-24

Trading currency, definition 4-2

transaction data, entering into offline A-3

Transaction Gain/Loss reports 1-14

transactions, grouping criteria 2-3

transactions, grouping requirements 2-6

Transmitted invoices, receiving 2-9

understand change/delete functions in data entry 3-49

understanding special use account numbers 2-23

update

Updating the Bank Account Master file 9-37

update vendor statistics 8-1

Updating the Vendor Master file 9-7

Using eWorkPlace with XA documentation 1-17

using the exchange rate, examples 2-17, 2-19

Vendor
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Analysis Report–AMV741 1-15

assigning numbers by company 1-9

assigning numbers by company to print 1099-MISC forms 2-25

miscellaneous 2-22

monetary information 10-4

Open Payables by Vendor report–AMA51 14-62

protecting the master file 2-17

Vendor Analysis Report (AMV741) 6-1

Vendor Analysis report (AMV741) 14-91

Vendor Analysis Report (Options) display–AMV0C1 6-13

Vendor Business Analysis Report (AMV742) 6-2

Vendor Business Analysis report–AMV742 14-93

Vendor Master

file 1-9

File Load report–AMKA4 14-95

File Year-End Listing–AMA601 14-99

Year-End Update report–AMA602 14-102

Vendor Master (Inquiry)—AMV733 11-14, 11-17

Vendor Master File Listing (Options) display–AMA781 10-4

Vendor Master File Listing–AMV79 14-94

Vendor Master File Maintenance report (AMV77) 14-101

Vendor Master initial file load 14-95

Vendor Master Inquiry (Inquiry)–AMV732 11-11

Vendor Master Inquiry (Options)–AMV731 11-10

Vendor Master Names and Addresses (AMV76) 14-103

Vendor Master–File Maintenance (Add or Change) display–AMV772 9-9

Vendor Master–File Maintenance (Change) display–AMV773 9-15, 9-18, 9-22

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Vendor Master–File Maintenance (Copy) display–AMV770 9-24

Vendor Master–File Maintenance (Delete, Suspend, or Reactivate) display–AMV774 9-20

Vendor Master–File Maintenance (Delete, Suspend, or Reactivate) display–AMV775 9-23

Vendor Master–File Maintenance (Select) display–AMV771 9-7

Vendor Master–File Maintenance (Status) display–AMV776 9-26

vendor numbers, assigning by company 9-7

void check 4-37, 5-2

voucher number and payment selection number 2-18

work, scheduling the 2-4

Year-End Close menu–AMAM60 8-1

Numerics

1099-MISC
AMA66—1099-MISC Forms 14-104
assigning vendor numbers to print forms 2-25
Report–AMA61 1-15, 14-105
1-17 IN-20

account
General Ledger chart 14-31
types 9-4
account numbers, special 4-18
account numbers, understanding special use 2-23
Accounts Payable application
before you begin Accounts Payable operations 2-1
daily operations 2-4
determine source material and batches 2-2
determine the tasks 2-1
generated voucher numbers 2-18
information flow 1-4
interfaces 2-16
major reports 1-13
passing information to other applications 2-24
Payables Processing options 3-1
program lockups 1-16
scheduling the work 2-4
 Contents Index
Page IN-91

security features 1-16

setting the sequence of activities 2-4
voucher number as payment selection number 2-18
what it does 1-1
Accounts Payable Check Interface file 1-13
Accounts Payable menu–AMAM00 1-1
Accounts Payable processing controls, understanding 2-9
accrual accounting 2-13
activate electronic data interchange (EDI) 2-13, 2-15
Add Checks to Reconciliation (Enter) display–AMA702 5-7
Add Deposits to Reconciliation (Enter) display–AMA703 5-9
adding checks for bank reconciliation 5-1
adjust, AMVBA1—Data Entry Control display 3-3
Aged Open Payables (Inquiry) display–AMA802 11-8
Aged Open Payables Inquiry (Options) display–AMA801 11-7
aging dates 11-6
alternate currency 1-6
AMA211–Payment Selection Group (Options) display 4-3
AMA212–Payment Selection Criteria (Enter) display 4-4
AMA213–Payment Selection Vendor (Enter) display 4-6
AMA214–Payment Selection Invoice Review (Enter) display 4-8
AMA215–Payment Selection Override (Enter) display 4-11
AMA216–Payment Selection Review Status (Enter) display 4-13
AMA221–Payment Reversal (Select) display 4-38
AMA222–Payment Reversal (Enter) display 4-39
AMA223–Payment Reversal (Status) display 4-41
AMA22A—Payment Reversal Cash Disbursements Journal 14-71
AMA22C—Payment Reversal Transaction Gains/Losses 14-73
AMA271–Cash Requirements Report (Options) display 4-16
AMA28–Cash Requirements Report 14-24
AMA301–Print Checks (Select) display 4-19
AMA302–Print Checks (Enter) display 4-21
AMA311–Cash Disbursements Journal 14-19
AMA312–Cash Disbursements Register report 14-21
AMA313–Transaction Gains/Losses 14-90
AMA34–Cash Disbursements Update report 14-22
AMA401–Revaluation (Options) display 13-2
AMA41–Bank Account Revaluation 14-17
AMA421–Enter Manual Payments (Select) display 4-24
AMA422–Manual Payment (Enter) display 4-26
AMA423–Assign Invoices to Manual Payments (Select) display 4-31
AMA424–Enter Manual Payment (Status) display 4-33
AMA42A—Manual Payments Cash Disbursements Journal 14-54
AMA42B—Manual Payments Cash Disbursements Register 14-57
AMA42C—Manual Payment Transaction Gains Losses 14-53
AMA431–Manual Payments Inquiry (Select) display 4-34
AMA432–Manual Payments Inquiry (Inquiry) display 4-35
AMA433–Manual Payments Inquiry Invoice Detail (Inquiry) display 4-36
AMA45—Manual Payments Inquiry/Report 14-59
AMA501–Open Payables Listing by All Vendors–All Invoices (Options) display 6-3
AMA501–Open Payables Listing by All Vendors–Halted Invoices (Options) display 6-5
AMA501–Open Payables Listing by Specific Vendor–All Invoices (Options) display 6-7
AMA501–Open Payables Listing by Specific Vendor–Halted Invoices (Options) display 6-8
 Contents Index
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AMA502–Open Payables Listing by Due Date (Options) display 6-9

AMA503–Detail/Summary Aged Open Payables Report (Options) display 6-11
AMA512–Open Payables by Vendor - Halted report 14-64
AMA51–Open Payables by Vendor report 14-62
AMA52–Open Payables by Due Date report 14-60
AMA531–Detail Aged Open Payables report 14-27
AMA532–Summary Aged Open Payables report 14-86
AMA601–Vendor Master File Year-End Listing 14-99
AMA602–Vendor Master File Year-End Update report 14-102
AMA61–1099-MISC Report 14-105
AMA651–Print 1099-MISC Forms (Options) display 8-3
AMA66—1099-MISC Forms 14-104
AMA701–Bank Reconciliation (Select) display 5-6
AMA702–Add Checks to Reconciliation (Enter) display 5-7
AMA703–Add Deposits to Reconciliation (Enter) display 5-9
AMA704–Reconcile Checks (Select) display 5-12
AMA705–Reconcile Checks (Enter) display 5-14
AMA706–Reconcile Checks Change Amount (Enter) display 5-16
AMA707–Reconcile Deposits (Select) display 5-17
AMA708–Reconcile Deposits (Enter) display 5-19
AMA709–Reconcile Deposits Change Amount (Enter) display 5-20
AMA70A–Bank Account Report (Options) display 5-22
AMA70B–Bank File Purge (Select) display 5-24
AMA70C–Renumber Checks (Select) display 5-27
AMA70D–Renumber Checks (Enter) display 5-29
AMA70E–Bank Account (Status) display 5-30
AMA70F–Bank Account Report 14-16
AMA70F–Enter Checks from Bank display 5-10
AMA70G–Bank Reconciliation Activity report 14-81
AMA70G–Reconciliation Activity Report 5-10
AMA70H–Reconciliation Journal 14-82
AMA71–Invoices Transferred to History 14-50
AMA71–Invoices Transferred to History report 5-32
AMA781–Vendor Master File Listing (Options) display 10-4
AMA7D1–Bank Account Master–File Maintenance (Select) display 9-37
AMA7D2–Bank Account Master–File Maintenance (Add/Change) display 9-38, 9-40, 9-42, 11-39, 11-41
AMA7D4–Bank Account Master–File Maintenance (Status) display 9-44
AMA7D–Bank Account Master File Maintenance 14-13
AMA801–Aged Open Payables Inquiry (Options) display 11-7
AMA802–Aged Open Payables (Inquiry) display 11-8
AMA8A1–Open Payables–File Maintenance (Select) display 9-27
AMA8A2–Open Payables–File Maintenance (Change) display 9-28
AMA8A4–Open Payables–File Maintenance (Status) display 9-30
AMA8A–Open Payables File Maintenance 14-67
AMA8H1–Bank Account Master File Listing (Options) display 10-7
AMA8J–Bank Account Master File Listing 14-10
AMA8L1–Bank Account Balance (Inquiry) display 11-34
AMA8L2–Bank Account Payment Selections (Inquiry) display 11-36
AMA8L3–Bank Account Balance Inquiry (Inquiry) display 11-37
AMA9D1—Invoice Payment History Inquiry (Select) 11-20
AMA9D2—Invoice Payment History by Vendor (Inquiry) 11-22
AMA9D3—Invoice Payment History by Check (Inquiry) 11-24
AMA9D4—Invoice Payment History by Payment Date (Inquiry) 11-26
 Contents Index
Page IN-93

AMA9D5—Invoice Payment History by Order (Inquiry) 11-28

AMA9D6—Invoice Payment History by Invoice Detail (Inquiry) 11-30
AMA9D7—Invoice Payment History by Invoice (Inquiry) 11-32
AMAKA1—Archive Current History (Options) display 12-2
AMAKA2—Delete Current History (Options) display 12-3
AMAKC1—Restore Archived History (Select) display 12-5
AMAKD1—Delete Archived History (Select) display 12-6
AMAKD–Deleted Archived Invoice Payment History 14-27
AMAM00–Accounts Payable menu 1-1
AMAM10–Payables Processing menu 3-1
AMAM20–Cash Disbursements Processing menu 4-1
AMAM40–Demand Reports menu 6-1
AMAM42–Open Payables Reports menu 6-2
AMAM50–Monthly General Ledger Entries menu 7-1
AMAM60–Year-End Close menu 8-1
AMAM70–File Maintenance menu 9-1
AMAM80–File Listings menu 10-1
AMAM90–Inquiry menu 11-1
AMAMA0—History menu 12-1
AMKA4–Vendor Master File Load report 14-95
AMTLIBx, default library name A-3
AMV021–General Ledger Chart of Accounts (Options) display 10-2
AMV03—General Ledger Chart of Accounts 14-31
AMV041—General Ledger Maintenance (Select) display 9-2
AMV042—General Ledger Maintenance (Add, Change, or Delete) display 9-4
AMV043—General Ledger Maintenance (Status) display 9-5
AMV04—General Ledger Master Entry/Change Listing 14-32
AMV081–Landed Cost Master–File Maintenance (Select) display 9-32
AMV082–Landed Cost Master–File Maintenance (Add/Change) display 9-33
AMV083–Landed Cost Master–File Maintenance (Delete) display 9-34
AMV084–Landed Cost Master–File Maintenance (Status) display 9-36
AMV0A–Landed Cost Master File Listing 14-51
AMV0B–Open Payables Revaluation report 14-69
AMV0C1–Vendor Analysis Report (Options) display 6-13
AMV0F1–Purchase Invoices to Inventory Management 14-77
AMV0F2–Purchase Invoices to PC&C 14-78
AMV0G–Open Payables Duplicate Invoice Numbers report 14-66
AMV0H–Invoice Entry Edit (Offline) 14-36
AMV0I–Invoice Entry Load (Offline) 14-40
AMV100–Purchase Journal Proof (Select) display 3-66
AMV101–Post Invoices 785 Credit Memos (Options) display 3-71
AMV103–Purchase Journal Proof (Status) display 3-68
AMV12–Purchase Journal Proof 14-46
AMV13–Purchase Journal and Check Reversal Listing 14-75
AMV14–Purchase Journal Update 14-79
AMV151–Payables Data Entry (Options) display 3-5
AMV160–Invoice & Credit Header (Enter) display 3-7
AMV161–Invoice & Credit Header (Enter, Review, or Delete) display 3-11
AMV162–Invoice 631 Credit Detail (Enter/Review/Delete) display 3-17
AMV163–Invoice & Credit Tax Detail (Enter/Review/Delete) display 3-24
AMV164–Invoice & Credit Special Charge (Enter, Review, or Delete) display 3-29
AMV165–Invoice & Credit Freight Detail (Enter, Review, Delete) display 3-34
AMV166–Invoice 699 Credit Change/Delete (Enter) display 3-40
 Contents Index
Page IN-94

AMV167—Invoice & Credit Batch Date (Change) 3-41

AMV168—Invoice & Credit Auto Gen (Select) 3-42
AMV169–Recurring Batch Header (Enter) 3-44
AMV16D–Invoice 717 Credit Detail Summary (Review) 3-46
AMV16I–Invoice 727 Credit Batch Summary (Review) 3-49
AMV16P–Invoice 736 Credit P.O. Header (Enter/Review/Delete) 3-52
AMV16S–Invoice 747 Credit Batch (Status) 3-55
AMV16T–Invoice 755 Credit Extended Tax (Enter/Review) 3-58
AMV16X–Invoice 767 Credit Detail Split (Enter) 3-61
AMV17–Invoice Entry/Edit report 14-44
AMV1801–Payables Recurring Invoices display 3-87
AMV1802—Payables Recurring Invoices (Select) 3-88
AMV1803—Payables Recurring Invoices (Recap) 3-90
AMV601—Temporary General Ledger
Print and Clear (Options) 7-4
Print and Clear (Options) display 7-4
AMV601—Temporary General Ledger Print 7-2
display 7-2
AMV611—Temporary General Ledger listing 14-87
AMV731–Vendor Master Inquiry (Options) display 11-10
AMV732–Vendor Master Inquiry (Inquiry) display 11-11
AMV733—Vendor Master (Inquiry) 11-14, 11-17
AMV741–Vendor Analysis report 14-91
AMV742–Vendor Business Analysis report 14-93
AMV76–Vendor Master Names and Addresses 14-103
AMV770–Vendor Master–File Maintenance (Copy) display 9-24
AMV771–Vendor Master–File Maintenance (Select) display 9-7
AMV772–Vendor Master–File Maintenance (Add or Change) display 9-9
AMV773–Vendor Master–File Maintenance (Change) display 9-15, 9-18, 9-22
AMV774–Vendor Master–File Maintenance (Delete, Suspend, or Reactivate) display 9-20
AMV775–Vendor Master–File Maintenance (Delete, Suspend, or Reactivate) display 9-23
AMV776–Vendor Master–File Maintenance (Status) display 9-26
AMV77–Vendor Master File Maintenance report 14-101
AMV79–Vendor Master File Listing 14-94
AMV900–EDI Invoices (Select) display 3-73
AMV901–EDI Invoices (Select/Review) display 3-75
AMV902–EDI Invoices–Header (Select/Review/Delete) 3-76
AMV903–EDI Invoices–Item Detail (Select/Review) display 3-79
AMV904–EDI Invoices–Item Comments (Review) display 3-80
AMV905–EDI Invoices–Invoice Totals (Select/Review) display 3-82
AMV906–EDI Invoices–Invoice Comments (Select/Review) display 3-83
AMV907–EDI Invoices–Special Charges (Select/Review) display 3-85
AMV90–EDI Invoice Audit Report 14-26, 14-29
AMV91–EDI Invoice Batch Report 14-30
AMVBA1—Data Entry Control display 3-3
AMVP91–EDI Input (Options) display 3-86
ANSI X12 transactions 2-14
AP-1–Accounts Payable Offline Input 15-2
AP-20–General Ledger Master File Maintenance form 15-5
AP-21–Vendor Master File Maintenance form 15-6
AP-22–Open Payables File Maintenance form 15-9
AP-23–Landed Cost Master File Maintenance 15-10
AP-24–Bank Account Master File Maintenance 15-11, 15-12
 Contents Index
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AP-40–Batch Control form 15-13

AP-42–Open Payables Control form 15-15, 16-6
AP-43–General Ledger Period Control form 15-16
AP-44–Check Control Log form 15-17, 16-7
APTRAN, offline data entry file A-2
APTRAN01, offline error file A-2
Archive Current History (Options) display—AMAKA1 12-2
Assign Invoices to Manual Payments (Select) display–AMA423 4-31
assignee number 2-18
assigning a halt code 2-6, 2-20
assigning an invoice 2-18
assigning vendor numbers by company 1-9, 2-25, 9-7
AXVOL1–Copy Offline Files A-3

back up master files 8-1

Bank Account (Status) display–AMA70E 5-30
Bank Account Balance (Inquiry) display–AMA8L1 11-34
Bank Account Balance Inquiry (Inquiry) display–AMA8L3 11-37
Bank account currency, definition 4-2
Bank Account Master file 1-8
file maintenance 9-37
Bank Account Master File Listing (Options) display–AMA8H1 10-7
Bank Account Master–File Maintenance (Add/Change) display–AMA7D2 9-38, 9-40, 9-42, 11-39, 11-41
Bank Account Master–File Maintenance (Select) display–AMA7D1 9-37
Bank Account Master–File Maintenance (Status) display–AMA7D4 9-44
Bank Account Payment Selections (Inquiry) display–AMA8L2 11-36
Bank Account report (AMA70F) 5-4
Bank Account Report (Options) display–AMA70A 5-22
Bank Account Report–AMA70F 1-14, 5-4
Bank charges 4-29, 4-30
bank charges 4-26, 5-14, 5-15, 5-17
Bank File purge 5-4
Bank File Purge (Select) display–AMA70B 5-24
Bank Reconciliation (Select) display–AMA701 5-6
Bank Reconciliation Deposits file 1-11
batch
correction features for payables data entry 2-15, 2-16
payment selection 4-2
update 1-7
batch default date, change 3-41
batch status totals 2-10
batch transactions, review 3-49
batch, how to group material for 2-3
batching the invoices and credit memos 16-3
blank forms
AP-1–Accounts Payable Offline Input 15-2
AP-20–General Ledger Master File Maintenance 15-5
AP-21–Vendor Master File Maintenance 15-6
AP-22–Open Payables File Maintenance 15-9
AP-23–Landed Cost Master file Maintenance 15-10
AP-24–Bank Account Master File Maintenance 15-11, 15-12
 Contents Index
Page IN-96

AP-40–Batch Control 15-13

AP-42–Open Payables Control 15-15
AP-43–General Ledger Period Control 15-16
AP-44–Check Control Log 15-17

calculate cost control totals 2-24

calculation, invoice discount 2-21
calculations and features, special 2-15
calendar year, reset 8-1
Cash Disbursements
batch criteria 2-3
controls 2-12
journal reference number 14-20, 14-71, 14-82
Journal–AMA31 1-14
Journal–AMA311 14-19
manual payment processing 4-24
posting 16-6
Register–AMA312 14-21
reports 4-24
Transaction–AMA313 14-90
Update–AMA34 14-22
Cash Disbursements Processing menu–AMAM20 4-1
Cash Requirements
posting 16-6
print Cash Requirements Report 4-16
Report–AMA28 14-24
reports 1-14
Cash Requirements Report (Options) display–AMA271 4-16
Check Control Log form 16-7
check register 4-19
CHECKA (Bank Reconciliation Deposits) file 1-11, 5-1, 5-3
checks
Accounts Payable 1-13
adding 5-1
loading on printer 4-19
negative 4-19
printing 4-18
printing checks 2-16
reconciling, checks 5-2
renumbering 5-5
stub 14-7
voiding, checks 5-2
checks, printing 2-16
clear, AMV601—Temporary General Ledger Print and Clear (Options) 7-4
codes
action, using bank reconciliation 5-1
halt 2-6, 2-20
halt, releasing 2-20
halted invoice listing by vendor 6-3
list halted invoices display 6-8
control forms
 Contents Index
Page IN-97

Check Control Log 16-7

Invoices and Credit Memos 16-3
Open Payables Control 16-6
control totals posting 16-6
controls
establish accounting 2-10
immediate cash disbursements 2-12
payables processing 2-10
Purchase Journal 2-11, 2-12
understand the application processing 2-9
Conversion Audit Trail (AMV0E) 3-2
copy, protected 2-8
copy, unprotected 2-8
cost adjustments, definition 2-24
credit memo entry controls 2-11
Credit memos 2-8
credit memos 2-6
criteria for grouping transactions 2-3
currencies, payment 4-2
Currency ID file 1-11
Current Invoice Payment History file 1-11

daily operations 2-4

data entry
change and delete transactions 2-8
interactive or offline 1-7
Invoice Entry Edit (Offline)–AMV0H 14-36
Invoice Entry Load (Offline)–AMV0I 14-40
Invoice Entry/Edit report–AMV17 14-44
modifying existing transactions 2-8
offline A-1
Payables Processing 3-1
protected copy 2-21
selecting which method 2-2
updates during posting 2-8
data entry, AMVBA1—Data Entry Control display 3-3
dates, using multiple expected due on reports 6-1
default, Accounts Payable account number 2-23
Delete Archived History (Select) display—AMAKD1 12-6
delete archived 12-6
Delete Current History (Options) display—AMAKA2 12-3
Delete Restored History 12-8
Demand Reports menu–AMAM40 6-1
deposits
adding deposits 5-1
reconciling 5-1
Detail Aged Open Payables report–AMA531 1-14, 14-27
Detail/Summary Aged Open Payables Report (Options) display–AMA503 6-11
determine source material and batches 2-2
discount calculation, invoice 2-21
diskette entry
 Contents Index
Page IN-98

creating a diskette or disk file A-1

diskette or disk file formats A-1
diskette entry , See offline entry
displays
Add Checks to Reconciliation (Enter)–AMA702 5-7
Add Deposits to Reconciliation (Enter)–AMA703 5-9
Aged Open Payables (Inquiry)–AMA802 11-8
Aged Open Payables Inquiry (Options)–AMA801 11-7
AMV021–General Ledger Chart of Accounts (Options) 10-2
AMV601—Temporary General Ledger Print 7-2
AMV601—Temporary General Ledger Print and Clear (Options) 7-4
Archive Current History (Options) display—AMAKA1 12-2
Assign Invoices to Manual Payments (Select)–AMA423 4-31
AXVOL1, entering offline transaction files. A-3
Bank Account (Status)–AMA70E 5-30
Bank Account Balance (Inquiry)–AMA8L1 11-34
Bank Account Balance Inquiry (Inquiry)–AMA8L3 11-37
Bank Account Master File Listing (Options)–AMA8H1 10-7
Bank Account Master–File Maintenance (Add/Change)–AMA7D2 9-38, 9-40, 9-42, 11-39, 11-41
Bank Account Master–File Maintenance (Select)–AMA7D1 9-37
Bank Account Master–File Maintenance (Status)–AMA7D4 9-44
Bank Account Payment Selections (Inquiry)–AMA8L2 11-36
Bank Account Report (Options)–AMA70A 5-22
Bank File Purge (Select)–AMA70B 5-24
Bank Reconciliation (Select)–AMA701 5-6
Cash Requirements Report (Options)–AMA271 4-16
Data Entry Control—AMVBA1 3-3
Delete Archived History (Select) display—AMAKD1 12-6
Delete Current History (Options) display—AMAKA2 12-3
Detail/Summary Aged Open Payables Report (Options)–AMA503 6-11
Enter Checks from Bank–AMA70F 5-10
Enter Manual Payment (Status)–AMA424 4-33
Enter Manual Payments (Select)–AMA421 4-24
General Ledger Maintenance (Add, Change, or Delete)—AMV042 9-4
General Ledger Maintenance (Select)—AMV041 9-2
General Ledger Maintenance (Status)—AMV043 9-5
Invoice 717 Credit Detail Summary (Review)–AMV16D 3-46
Invoice 727 Credit Batch Summary (Review)–AMV16I 3-49
Invoice 736 Credit P.O. Header (Enter/Review/Delete)–AMV16P 3-52
Invoice 747 Credit Batch (Status)–AMV16S 3-55
Invoice 755 Credit Extended Tax (Enter/Review)–AMV16T 3-58
Invoice 767 Credit Detail Split (Enter)–AMV16X 3-61
Invoice Payment History by Check (Inquiry)—AMA9D3 11-24
Invoice Payment History by Invoice (Inquiry)—AMA9D7 11-32
Invoice Payment History by Invoice Detail (Inquiry)—AMA9D6 11-30
Invoice Payment History by Order (Inquiry)—AMA9D5 11-28
Invoice Payment History by Payment Date (Inquiry)—AMA9D4 11-26
Invoice Payment History by Vendor (Inquiry)—AMA9D2 11-22
Invoice Payment History Inquiry (Select)—AMA9D1 11-20
Landed Cost Master–File Maintenance (Add/Change)–AMV082 9-33
Landed Cost Master–File Maintenance (Delete)–AMV083 9-34
Landed Cost Master–File Maintenance (Select)–AMV081 9-32
Landed Cost Master–File Maintenance (Status)–AMV084 9-36
 Contents Index
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Manual Payment (Enter)–AMA422 4-26

Manual Payments Inquiry (Inquiry)–AMA432 4-35
Manual Payments Inquiry (Select)–AMA431 4-34
Manual Payments Inquiry Invoice Detail (Inquiry) –AMA433 4-36
Open Payables Listing by All Vendors–All Invoices (Options)–AMA501 6-3
Open Payables Listing by All Vendors–Halted Invoices (Options)–AMA501 6-5
Open Payables Listing by Due Date (Options)–AMA502 6-9
Open Payables Listing by Specific Vendor–All Invoices (Options)–AMA501 6-7
Open Payables Listing by Specific Vendor–Halted Invoices (Options)–AMA501 6-8
Open Payables–File Maintenance (Change)–AMA8A2 9-28
Open Payables–File Maintenance (Select)–AMA8A1 9-27
Open Payables–File Maintenance (Status)–AMA8A4 9-30
Payment Reversal (Enter)–AMA222 4-39
Payment Reversal (Select)–AMA221 4-38
Payment Reversal (Status)–AMA223 4-41
Payment Selection Criteria (Enter)–AMA212 4-4
Payment Selection Group (Options)–AMA211 4-3
Payment Selection Invoice Review (Enter)–AMA214 4-8
Payment Selection Override (Enter)–AMA215 4-11
Payment Selection Review Status (Enter)–AMA216 4-13
Payment Selection Vendor (Enter)–AMA213 4-6
Post Invoices 785 Credit Memos (Options)–AMV101 3-71
Print 1099-MISC Forms (Options)–AMA651 8-3
Print Checks (Enter)–AMA302 4-21
Print Checks (Select)–AMA301 4-19
Purchase Journal Proof (Select)–AMV100 3-66
Purchase Journal Proof (Status)–AMV103 3-68
Reconcile Checks (Enter)–AMA705 5-14
Reconcile Checks (Select)–AMA704 5-12
Reconcile Checks Change Amount (Enter)–AMA706 5-16
Reconcile Deposits (Enter)–AMA708 5-19
Reconcile Deposits (Select)–AMA707 5-17
Reconcile Deposits Change Amount (Enter)–AMA709 5-20
Recurring Batch Header (Enter)–AMV169 3-44
Renumber Checks (Enter)–AMA70D 5-29
Renumber Checks (Select)–AMA70C 5-27
Restore Archived History (Select) display—AMAKC1 12-5
Revaluation (Options)–AMA401 13-2
Vendor Analysis Report (Options)–AMV0C1 6-13
Vendor Master File Listing (Options)–AMA781 10-4
Vendor Master Inquiry (Inquiry)–AMV732 11-11
Vendor Master Inquiry (Options)–AMV731 11-10
Vendor Master–File Maintenance (Add or Change)–AMV772 9-9
Vendor Master–File Maintenance (Change)–AMV773 9-15, 9-18, 9-22
Vendor Master–File Maintenance (Copy)–AMV770 9-24
Vendor Master–File Maintenance (Delete, Suspend, or Reactivate)–AMV775 9-23
Vendor Master–File Maintenance (Delete, Suspend, or Reactivate–AMV774 9-20
Vendor Master–File Maintenance (Select)–AMV771 9-7
Vendor Master–File Maintenance (Status)–AMV776 9-26
distribution feature, General Ledger 4-18

E
 Contents Index
Page IN-100

EC, using for EDI transactions 2-14

EDI 2-14
EDI Input (Options) display–AMVP91 3-86
EDI invoice Audit Report (AMV90) 14-26, 14-29
EDI Invoice Batch Report–AMV91 14-30
EDI Invoices (Select) display–AMV900 3-73
EDI Invoices (Select/Review) display–AMV901 3-75
EDI Invoices–Header (Select/Review/Delete) display–AMV902 3-76
EDI Invoices–Invoice Comments (Select/Review) display–AMV906 3-83
EDI Invoices–Invoice Totals (Select/Review) display–AMV905 3-82
EDI Invoices–Item Comments (Review) display–AMV904 3-80
EDI Invoices–Item Detail (Select/Review) display–AMV903 3-79
EDI Invoices–Special Charges (Select/Review) display–AMV907 3-85
EDI/400 2-9
EDIFACT transactions 2-14
Electronic Commerce (EC) 2-9, 2-14
Electronic data interchange
invoices 3-73
receiving transmitted invoices 2-9
Electronic Data Interchange (EDI) 2-9
electronic data interchange (EDI), activate 2-13
Enter Checks from Bank (Enter) display–AMA70F 5-10
Enter Manual Payment (Status)–AMA424 4-33
Enter Manual Payments (Select) display–AMA421 4-24
entering a prepaid invoice 2-7
entering and editing invoices and credit memos from offline files 3-64
entering invoices 2-5
entering manual payments 4-24
entering payment reversals 4-37
error file, APTRAN01 A-2
establish accounting controls 2-10
euro toggle function key 1-5
eWorkPlace—graphical user interface for XA 1-17

fax interface, activate 2-15

file
listing
General Ledger Chart of Accounts—AMV03 14-31
General Ledger Master Entry/Change—AMV04 14-32
maintenance, General Ledger Master Entry/Change listing—AMV04 14-32
file format information A-2
file listing
AMV021–General Ledger Chart of Accounts (Options) 10-2
Temporary General Ledger—AMV611 14-87
file listings
AMV741–Vendor Analysis report 14-91
AMV742–Vendor Business Analysis report 14-93
AMV76–Vendor Master Names and Addresses 14-103
AMV77–Vendor Master File Maintenance report 14-101
AMV79–Vendor Master File Listing 14-94
Vendor Analysis (AMV741) 14-91
 Contents Index
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Vendor Business Analysis–AMV742 14-93

Vendor Master File–AMV79 14-94
Vendor Master Names and Addresses (AMV76) 14-103
File Listings menu–AMAM80 10-1
file maintenance
Bank Account Master file 9-37
Vendor Master File Maintenance (AMV77) 14-101
File Maintenance displays
General Ledger Maintenance (Add, Change, or Delete)—AMV042 9-4
General Ledger Maintenance (Select)—AMV041 9-2
General Ledger Maintenance (Status)—AMV043 9-5
Landed Cost Master–File Maintenance (Add/Change)–AMV082 9-33
Landed Cost Master–File Maintenance (Delete)–AMV083 9-34
Landed Cost Master–File Maintenance (Select)–AMV081 9-32
Landed Cost Master–File Maintenance (Status)–AMV084 9-36
Vendor Master–File Maintenance (Add or Change)–AMV772 9-9
Vendor Master–File Maintenance (Change)–AMV773 9-15, 9-18, 9-22
Vendor Master–File Maintenance (Copy)–AMV770 9-24
Vendor Master–File Maintenance (Delete, Suspend, or Reactivate)–AMV775 9-23
Vendor Master–File Maintenance (Delete, Suspend, or Reactivate–AMV774 9-20
Vendor Master–File Maintenance (Select)–AMV771 9-7
Vendor Master–File Maintenance (Status)–AMV776 9-26
File Maintenance menu–AMAM70 9-1
file protection
check reconciliation 1-11
of the Bank Reconciliation file 2-16, 5-1
of the Vendor Master file 1-9, 2-17
file protection , See security
files
Accounts Payable Check Interface 1-13
APTRAN A-2
APTRAN01, error file A-2
Bank Account Master 1-8
Bank Reconciliation 5-1
Bank Reconciliation Deposits 1-11
Bank Reconciliation Deposits, CHECKA 5-1
Bank Reconciliation Payment 1-11
Bank Reconciliation Payment History 1-11
Bank Reconciliation, protecting 5-1
Currency ID 1-11
Current Invoice Payment History 1-11
entering transaction data offline A-3
Free on Board 1-12
General Ledger Master 1-10
initial load, Vendor Master file 14-95
Landed Cost Master 1-8
Manual Payments 1-11
Manufacturing Order Routing 1-10
master 1-8
offline file formats A-1
offline, special data requirements A-2
Open Order Miscellaneous Detail 1-10, 2-23
Open Order Operations Detail file 1-10
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Open Payables 1-8

Open Payables, updating 2-21
organization 1-6
Payables Work 1-12
Payment Selection 1-13
processing offline A-3
Purchase Order Blanket Release 1-12
Purchase Order Debit Memo file 1-12
Purchase Order Master 1-10
Remittance Advice Interface 1-13
Restored Invoice Payment History 1-11
shared master 2-2
Ship Via 1-12
Shop Activity Update 1-13
system control 1-8
Temporary General Ledger 1-13
types of 1-8
updating 1-7
updating the Bank Account Master file 9-37
updating Vendor Master 9-7
Vendor Master 1-9
work 1-12
filling out Check Control Log (AP-44) 16-7
filling out Control Form (AP-41) 16-4
filling out General Ledger Period Control form (AP-43) 16-7
filling out Open Payables Control form (AP-42) 16-6
final posting entries 16-5
flow of information 1-4
flow of information between applications 1-2, 1-3
forms
1099-MISC—AMA66 14-104
determine special forms to use 2-3
totals posted to AP-40 2-3
forms , See blank forms
Free on Board file 1-12

gains/losses, calculate 4-24

general information 1-1
General Ledger
AMV021–General Ledger Chart of Accounts (Options) 10-2
AMV601—Temporary General Ledger Print 7-2
AMV601—Temporary General Ledger Print and Clear (Options) 7-4
chart of accounts listing—AMV03 14-31
interface 1-2, 1-3
master entry/change listing—AMV04 14-32
Master file 1-10
temporary listing—AMV611 14-87
using the distribution feature 4-18
General Ledger Maintenance (Add, Change, or Delete) display—AMV042 9-4
General Ledger Maintenance (Select) display—AMV041 9-2
General Ledger Maintenance (Status) display—AMV043 9-5
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graphical user interface for XA—eWorkPlace 1-17

grouping transactions, requirements 2-6

halt code 2-20

halting an invoice 2-6, 2-20
History
archive current 12-2
archive or delete current 12-1, 12-2, 12-3
delete archived 12-6
delete current 12-3
delete restored 12-8
Deleted Archived Invoice Payment History—AMAKD 14-27
History menu—AMAMA0 12-1
restore archived 12-5

immediate cash disbursements feature 2-12

immediate cash disbursements, using 2-7
information flow 1-4
initial file load, Vendor Master file 14-95
Inquiry
explanation 1-16
how as of date is used 11-6
invoice payment history 1-16
open invoices 1-16
open payables 1-16
selection criteria 11-1
Vendor Master 1-16
Inquiry displays
Vendor Master Inquiry (Inquiry) display (AMV732) 11-11
Vendor Master Inquiry (Options) display (AMV731) 11-10
Inquiry menu–AMAM90 11-1
interface, AR to AP 2-16
interfaces to AP–GL, IM, and PC&C 1-2, 1-3
interfacing application transactions 1-2, 1-3
Inventory Management fields 2-23
Invoice & Credit Auto Gen (Select) display–AMV168 3-42
Invoice & Credit Batch Date (Change) display–AMV167 3-41
Invoice & Credit Header (Enter) display–AMV160 3-7
Invoice & Credit Header (Enter, Review, or Delete) display–AMV161 3-11
Invoice 631 Credit Detail (Enter/Review/Delete) display–AMV162 3-17
Invoice 650 Credit Tax Detail (Enter/Review/Delete) display–AMV163 3-24
Invoice 666 Credit Special Charge (Enter, Review, or Delete) display–AMV164 3-29
Invoice 683 Credit Freight Detail (Enter, Review, Delete) display–AMV165 3-34
Invoice 699 Credit Change/Delete (Enter) display–AMV166 3-40
Invoice 712 Credit Address Override (Enter/Review)–AMV16A 3-44
Invoice 717 Credit Detail Summary (Review)–AMV16D 3-46
Invoice 727 Credit Batch Summary (Review)–AMV16I 3-49
Invoice 736 Credit P.O. Header (Enter/Review/Delete)–AMV16P 3-52
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Invoice 747 Credit Batch (Status)–AMV16S 3-55

Invoice 755 Credit Extended Tax (Enter/Review)–AMV16T 3-58
Invoice 767 Credit Detail Split (Enter)–AMV16X 3-61
Invoice Entry Edit (Offline) listing (AMV0H) 3-66
Invoice Entry Edit (Offline) report, AMV0H. A-4
Invoice Entry Load (Offline) 3-66
Invoice Entry Load (Offline) report, AMV0I A-4
Invoice Payment History by Check (Inquiry)—AMA9D3 11-24
Invoice Payment History by Invoice (Inquiry)—AMA9D7 11-32
Invoice Payment History by Invoice Detail (Inquiry)—AMA9D6 11-30
Invoice Payment History by Order (Inquiry)—AMA9D5 11-28
Invoice Payment History by Payment Date (Inquiry)—AMA9D4 11-26
Invoice Payment History by Vendor (Inquiry)—AMA9D2 11-22
Invoice Payment History Inquiry (Select)—AMA9D1 11-20
Invoice Transaction Proof / Register 2-11
Invoice Transaction Proof/Register (AMV12) 3-66
invoice, releasing halt status 2-20
Invoices
assignee number 2-18
delete paid invoices 5-25
discount calculation 2-21
Electronic Data Interchange 3-73
entering 2-5
entry controls, and credit memo 2-11
offline edit 3-64
offline entry 3-64
posting 2-9
prepaid 2-19
processing 2-9
receiving transmitted 2-9
Recurring 3-87
voucher number and payment selection number 2-18
Invoices Transferred to History report–AMA71 5-4, 5-32
invoices with multiple purchase orders 3-11

Landed Cost Master file 1-8

Landed Cost Master File Listing–AMV0A 14-51
Landed Cost Master–File Maintenance (Add/Change) display–AMV082 9-33
Landed Cost Master–File Maintenance (Delete) display–AMV083 9-34
Landed Cost Master–File Maintenance (Select) display–AMV081 9-32
Landed Cost Master–File Maintenance (Status) display–AMV084 9-36
library, default name A-3
listings
1099-MISC–AMA61 1-15
AMV021–General Ledger Chart of Accounts (Options) 10-2
Cash Disbursements Journal–AMA31 1-14
Cash Requirements–AMA28 1-14
Detail Aged Open Payables–AMA531 1-14
General Ledger Chart of Accounts—AMV03 14-31
General Ledger Master Entry/Change—AMV04 14-32
Open Payables by Due Date–AMA52 1-14
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Open Payables by Vendor–AMA511 1-15

Purchase Invoice Journal–AMV13 1-15
Purchase Invoices to Inventory Management–AMV0F1 14-77
Purchase Invoices to PC&C–AMV0F2 14-78
Reconciliation–AMA70H 14-82
Summary Aged Open Payables–AMA532 1-14
Temporary General Ledger– 1-15
Temporary General Ledger Listing 4-18
Temporary General Ledger—AMV611 14-87
Vendor Analysis–AMV741 1-15
Vendor Business Analysis–AMV742 1-15
Vendor Master File Year-End–AMA601 14-99
listings , See Reports
Local currency, definition 4-2
lockups, program 1-16

major reports 1-13

Manual Payment (Enter) display–AMA422 4-26
manual payment processing 4-24
Manual Payments file 1-11
Manual Payments Inquiry (Inquiry) display–AMA432 4-35
Manual Payments Inquiry (Select) display–AMA431 4-34
Manual Payments Inquiry Invoice Detail (Inquiry) display–AMA433 4-36
manual payments, enter 4-23
manual payments, entering 4-24
Manufacturing Order Master file 1-10
Manufacturing Order Miscellaneous Detail file 2-23
master, General Ledger Master Entry/Change—AMV04 14-32
menus
Accounts Payable Main Menu–AMAM00 1-1
Cash Disbursements Processing–AMAM20 4-1
Demand Reports–AMAM40 6-1
File Listings–AMAM80 10-1
File Maintenance–AMAM70 9-1
History menu—AMAMA0 12-1
Inquiry–AMAM90 11-1
Monthly General Ledger Entries–AMAM50 7-1
Open Payables Reports–AMAM42 6-2
Payables Processing–AMAM10 3-1
Year-End Close–AMAM60 8-1
miscellaneous charge costs, definition 2-24
miscellaneous order charge 2-23
miscellaneous vendor 2-22
monthly
AMV601—Temporary General Ledger Print 7-2
AMV601—Temporary General Ledger Print and Clear (Options) 7-4
multi-currency processing
date overrides for reporting 6-1
Multi-currency support 2-26
multiple expected due dates 6-1
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nonemployee compensation 2-25

offline data special requirements A-2

offline entry
creating a diskette or disk file A-1
diskette or disk 1-7
editing, payables 3-64
entry, payables 3-64
error file, APTRAN01 A-2
file format information A-2
file formats A-1
gathering information A-1
initializing diskettes 3-64
reports A-4
offline file formats A-1
Open Order Miscellaneous Detail file 1-10
Open Order Operations Detail file 1-10
Open Payables
by Due Date 1-14
by Due Date report–AMA52 14-60
by Vendor 1-15
by Vendor - Halted report–AMA512 14-64
by Vendor report–AMA51 14-62
change and delete transactions 2-8
Control form 16-6, 16-7
Duplicate Invoice Numbers report–AMV0G 14-66
file 1-8
printing the reports 6-1
protected copy 2-8
unprotected copy 2-8
Open Payables Listing by All Vendors–All Invoices (Options) display–AMA501 6-3
Open Payables Listing by All Vendors–Halted Invoices (Options) display–AMA501 6-5
Open Payables Listing by Due Date (Options) display–AMA502 6-9
Open Payables Listing by Specific Vendor, All Invoices (Options) display 6-7
Open Payables Listing by Specific Vendor–Halted Invoices (Options) display–AMA501 6-8
Open Payables Reports menu–AMAM42 6-2
Open Payables revaluation 13-2
Open Payables Revaluation report (AMV0B) 14-69
Open Payables–File Maintenance (Change) display–AMA8A2 9-28
Open Payables–File Maintenance (Select) display–AMA8A1 9-27
Open Payables–File Maintenance (Status) display–AMA8A4 9-30
operations, before you begin Accounts Payable 2-1
operations, daily 2-4
options
Payables Processing 3-1
other costs, definition 2-24
outside operations 2-23
outside operations, definition 2-24
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overrides, using on demand reports 6-1

page field 3-49

passing information to IM 2-24
passing information to PC&C 2-24
Payables Data Entry (Options) display–AMV151 3-5
Payables processing 2-5
controls 2-10
electronic data interchange (EDI), activate 2-13
entering invoices 2-5
fax interface, activate 2-15
posting invoices 2-9
processing invoices 2-9
receiving transmitted invoices 2-9
resolving special situations 3-65
payables processing
AMV12–Purchase Journal Proof 14-46
AMV13–Purchase Journal and Check Reversal Listing 14-75
AMV14–Purchase Journal Update 14-79
Purchase Journal and Check Reversal Listing (AMV13) 14-75
Purchase Journal Proof (AMV12) 14-46
Purchase Journal Update (AMV14) 14-79
Payables Processing menu–AMAM10 3-1
Payables Processing, how it works 2-5
Payables Recurring Invoices (Recap) display–AMV1803 3-90
Payables Recurring Invoices (Select) display–AMV1802 3-88
Payables Recurring Invoices display–AMV1801 3-87
Payables Work file 1-12
payment currencies 4-2
Payment currency, definition 4-2
Payment Reversal (Enter)–AMA222 4-39
Payment Reversal (Select)–AMA221 4-38
Payment Reversal (Status)–AMA223 4-41
Payment Selection
enter 4-2
group 4-2
Payment Selection Criteria (Enter) display–AMA212 4-4
Payment Selection Group (Options) display–AMA211 4-3
payment selection group, definition 4-2
Payment Selection Invoice Review (Enter)–AMA214 4-8
Payment Selection Override (Enter) display–AMA215 4-11
Payment Selection Review Status (Enter) display–AMA216 4-13
Payment Selection Vendor (Enter) display–AMA213 4-6
payments, enter manual 4-23
planning the work 2-5
pop up window 3-11
Post Invoices 785 Credit Memos (Options) display–AMV101 3-71
posting invoices 2-9
prepaid credit memo 2-7
prepaid invoice, entering 2-7
prepaid invoices 2-19
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print
AMV601—Print Temporary General Ledger (Options) 7-2
AMV601—Print Temporary General Ledger Print and Clear (Options) 7-4
General Ledger Chart of Accounts listing—AMV03 14-31
General Ledger Master Entry/Change—AMV04 14-32
Temporary General Ledger listing—AMV611 14-87
Print 1099-MISC Forms (Options) display–AMA651 8-3
print Cash Requirements Report 4-16
Print Checks (Enter) display–AMA302 4-21
Print Checks (Select) display–AMA301 4-19
print checks/payment files 4-18
print checks/payment files, how it works 4-18
print Temporary General Ledger Listing and clear transactions 7-3
printing
1099–MISC Forms 8-3
1099-MISC Report–AMA61 8-2
Archive/Delete Invoice Payment History report–AMAKB 12-2
Bank Account Master File Listing (AMA8J) 10-7
Bank Account Report–AMA70F 5-6, 5-22
Cash Disbursements Journal–AMA311 4-21
Cash Disbursements Register–AMA312 4-21
Cash Requirements Report–AMA28 4-16
Detail Aged Open Payables report–AMA531 6-11
Invoice Entry Edit (Offline) listing (AMV0H) 3-66
Invoice Entry Edit (Offline) report (AMV0H) 3-1
Invoice Entry Load (Offline) 3-66
Invoice Entry Load (Offline) report (AMV0I) 3-1
Invoice Transaction Proof/Register (AMV12) 3-66
Invoices Transferred to History report (AMA71) 5-32
Manual Payments Cash Disbursements Journal–AMA42A 4-33
Manual Payments Cash Disbursements Register–AMA42B 4-33
Open Payables by Due Date report–AMA52 6-9
Open Payables by Vendor Report–AMA51 6-5
Open Payables by Vendor report–AMA51 6-3
Open Payables File Maintenance report–AMA8A 9-30
Open Payables Report–AMA51 6-7
Open Payables report–AMA51 6-8
Payment Reversal Cash Disbursements Journal–AMA22A 4-42
Payment Reversal Cash Disbursements Register–AMA22B 4-42
Payment Reversal Transaction Gains/Losses report–AMA42C 4-42
Reconciliation Activity Report (AMA70G) 5-32
Reconciliation Journal report (AMA70H) 5-32
Temporary General Ledger Listing–AMV61 7-1
The Transaction Gains/Losses Report–AMA42C 4-33
Transaction Gains/Losses–AMA313. 4-21
Vendor Analysis Report–AMV741 6-1, 6-13
Vendor Business Analysis Report–AMV742 6-2
Vendor Master File Year-End Listing (AMA601) 10-4
Vendor Master File Year-End Listing–AMA601 8-1
Vendor Master File Year-End Update listing–AMA602 8-1
procedure conflicts 2-23
processing
controls, Accounts Payable 2-9
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list of 2-25
payables, offline edit 3-64
payables, offline entry 3-64
payables, options 3-1
transactions from offline files 3-65
processing invoices 2-9
processing offline files A-3
Production Control and Costing fields 2-23
program lockups 1-16
protected copy, automatic credit memo 2-21
protecting application tasks B-1
protecting the Bank Reconciliation Master file 2-16, 5-1
protecting the Vendor Master file 1-9, 2-17
protecting your system 1-16
Purchase Invoice Journal
posting 16-5
Proof controls 2-11, 16-4
Purchase Invoice Journal (AMV13) 3-2
Purchase Invoice Journal–AMV13 1-15
Purchase Invoices to Inventory Management (AMV0F1) 3-2
Purchase Journal and Check Reversal Listing (AMV13) 14-75
Purchase Journal Proof (AMV12) 14-46
Purchase Journal Proof (Select) display–AMV100 3-66
Purchase Journal Proof (Status) display–AMV103 3-68
Purchase Journal Update (AMV14) 3-2, 14-79
Purchase Order Blanket Release file 1-12
Purchase Order Debit Memo file 1-12
Purchase Order Master file 1-10
Purchase Order Select pop up window 3-11
Purchase Order Select, description 3-11
purchase orders on invoices 3-11
purchasing 2-25
Purchasing application
information on reports 1-15
purging the bank file 5-4

Reconcile Checks (Enter) display–AMA705 5-14

Reconcile Checks (Select) display–AMA704 5-12
Reconcile Checks Change Amount (Enter) display–AMA706 5-16
Reconcile Deposits (Enter) display–AMA708 5-19
Reconcile Deposits (Select) display–AMA707 5-17
Reconcile Deposits Change Amount (Enter) display–AMA709 5-20
Reconciliation
Activity–AMA70G 14-81
bank account balance 1-16
enter checks from 5-2
Listing–AMA70H 14-82
purging the Bank file 5-4
reconciliation 5-1
Reconciliation Payment file 1-11
Reconciliation Payment History file 1-11
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Register–AMA70F 14-16
reports 5-4
security for reconciliation 2-16, 5-1
Reconciliation Activity Report–AMA70G 1-15, 5-4, 5-10
Reconciliation Activity report–AMA70G 5-5
Reconciliation Journal report 5-32
Reconciliation Journal Report–AMA70H 5-4
reconciling checks 5-1
reconciling deposits 5-1
Recurring invoices 3-87
reference number, Cash Disbursements Journal 14-20, 14-71, 14-82
Register, Cash Disbursements 1-14
Register, Manual Payments 1-14
Register, Payment Reversals 1-14
regular invoices 1-15
releasing a halt status 2-6
Remittance Advice Interface 1-13
remittance advice, sample 14-84, 14-85
Renumber Checks (Enter) display–AMA70D 5-29
Renumber Checks (Select) display–AMA70C 5-27
renumbering checks 5-5
report
AMV601—Temporary General Ledger Print 7-2
AMV601—Temporary General Ledger Print and Clear (Options) 7-4
Reports
1099-MISC–AMA61 1-15, 14-105
Accounts Payable Checks 1-13
Bank Account (AMA70F) 5-4
Bank Account Master File Listing–AMA8J 14-10
Bank Account Master File Maintenance–AMA7D 9-37, 14-13
Bank Account Report (AMA70F) 5-4
Bank Account Report–AMA70F 5-6, 5-22, 14-16
Bank Account Revaluation–AMA41 14-17
Bank Account–AMA70F 1-14
bank reconciliation 5-4
Bank Reconciliation Activity report–AMA70G 14-81
Cash Disbursements Journal–AMA311 14-19
Cash Disbursements Register–AMA312 14-21
Cash Disbursements Update–AMA34 14-22
Cash Requirements Report–AMA28 14-24
Deleted Archived Invoice Payment History–AMAKD 14-27
demand, date overrides on 6-1
descriptions 14-1
Detail Aged Open Payables–AMA531 1-14, 14-27
Invoice Entry Edit (Offline)–AMV0H 14-36
Invoice Entry Load (Offline)–AMV0I 14-40
Invoice Entry/Edit–AMV17 14-44
Invoice Transaction Proof / Register–AMV12 A-4
Invoices Transferred to History report (AMA71) shows 5-4
Invoices Transferred to History report–AMA71 5-32
Invoices Transferred to History–AMA71 14-50
Landed Cost Master File Listing–AMV0A 14-51
Manual Payment Transaction Gains Losses—AMA42C 14-53
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Manual Payments Cash Disbursements Journal—AMA42A 14-54

Manual Payments Cash Disbursements Register—AMA42B 14-57
Manual Payments Inquiry/Report—AMA45 14-59
offline A-4
Open Payables by Due Date–AMA52 1-14, 14-60
Open Payables by Vendor - Halted–>AMA512 14-64
Open Payables by Vendor–AMA51 14-62
Open Payables by Vendor–AMA511 1-15
Open Payables Duplicate Invoice Numbers–AMV0G 14-66
Open Payables File Maintenance–AMA8A 14-67
Payment Reversal Cash Disbursements Journal—AMA22A 14-71
Payment Reversal Transaction Gains/Losses—AMA22C 14-73
Purchase Invoice Journal–AMV13 1-15
Purchase Invoices to Inventory Management–AMV0F1 14-77
Purchase Invoices to PC&C–AMV0F2 14-78
Reconciliation Activity (AMA70G) 5-5
Reconciliation Activity Report–AMA70G 1-15, 5-4, 5-32
Reconciliation Activity report–AMA70G 14-81
Reconciliation Journal Report–AMA70H 5-4, 14-82
Reconciliation Journal report–AMA70H 5-32
remittance advice, sample 14-84, 14-85
Summary Aged Open Payables–AMA532 1-14, 14-86
Temporary General Ledger–AMV611 1-15
Transaction Gain/Loss 1-14
Transaction Gains/Losses–AMA313 14-90
Vendor Analysis–AMV741 1-15
Vendor Business Analysis–AMV742 1-15
Vendor Master File Load–AMKA4 14-95
Vendor Master File Year-End Listing–AMA601 14-99
Vendor Master File Year-End Update–AMA602 14-102
reports
AMV90–EDI Invoice Audit Report 14-26, 14-29
EDI Invoice Audit Report (AMV90) 14-26, 14-29
EDI Invoice Batch Report–AMV91 14-30
Open Payables Revaluation (AMV0B) 14-69
Purchase Journal and Check Reversal Listing (AMV13) 14-75
Purchase Journal Proof (AMV12) 14-46
Purchase Journal Update (AMV14) 14-79
Vendor Analysis (AMV741) 14-91
Vendor Analysis Report (Options)–AMV0C1 6-13
Vendor Business Analysis–AMV742 14-93
Vendor Master File Maintenance (AMV77) 14-101
Vendor Master File Maintenance–AMV77 9-7
Vendor Master File–AMV79 14-94
Vendor Master Names and Addresses (AMV76) 14-103
Reports , See listings
reset calendar year 8-1
resolve special situations
print checks/payment files 4-18
transactions entered from offline files 3-65
Restore Archived History (Select) display—AMAKC1 12-5
Restored Invoice Payment History file 1-11
Revaluation
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bank account balances 13-2

open payables 13-2
Revaluation (Options) display–AMA401 13-2
reversals, entering payment 4-37
reversing 4-2

sample, accounts payable check 14-7

scheduling the work 2-4
security
areas B-1
Bank Reconciliation file 2-16, 5-1
explanation 1-6
features 1-16
Vendor Master file 2-17
security , See file protection
security, bank reconciliation 2-16, 5-1
select entry method 2-2
sequence, payables processing 3-1
setting the sequence of activities 2-4
shared master files 2-2
Ship Via file 1-12
Shop Activity Update 1-13
special account numbers 4-18
special calculations and features 2-15
special forms, determining what to use 2-3
special use account numbers, understanding 2-23
Summary Aged Open Payables report–AMA532 14-86
Summary Aged Open Payables–AMA532 1-14
supplies
remittance advices 14-84, 14-85
support, multi-currency 2-26
system control file 1-8

tailoring, application 1-7

tasks, determining the 2-1
Temporary General Ledger
report–AMV611 1-15
Temporary General Ledger Listing 4-18
Temporary General Ledger Listing 4-18
time
AMVBA1—data entry control display 3-3
totals provided for PC&C and IM 2-24
totals, batch status 2-10
totals, calculating cost control 2-24
Trading currency, definition 4-2
transaction data, entering into offline A-3
Transaction Gain/Loss reports 1-14
transactions, grouping criteria 2-3
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transactions, grouping requirements 2-6

Transmitted invoices, receiving 2-9

understand change/delete functions in data entry 3-49

understanding special use account numbers 2-23
update
Updating the Bank Account Master file 9-37
update vendor statistics 8-1
Updating the Vendor Master file 9-7
Using eWorkPlace with XA documentation 1-17
using the exchange rate, examples 2-17, 2-19

Vendor
Analysis Report–AMV741 1-15
assigning numbers by company 1-9
assigning numbers by company to print 1099-MISC forms 2-25
miscellaneous 2-22
monetary information 10-4
Open Payables by Vendor report–AMA51 14-62
protecting the master file 2-17
Vendor Analysis Report (AMV741) 6-1
Vendor Analysis report (AMV741) 14-91
Vendor Analysis Report (Options) display–AMV0C1 6-13
Vendor Business Analysis Report (AMV742) 6-2
Vendor Business Analysis report–AMV742 14-93
Vendor Master
file 1-9
File Load report–AMKA4 14-95
File Year-End Listing–AMA601 14-99
Year-End Update report–AMA602 14-102
Vendor Master (Inquiry)—AMV733 11-14, 11-17
Vendor Master File Listing (Options) display–AMA781 10-4
Vendor Master File Listing–AMV79 14-94
Vendor Master File Maintenance report (AMV77) 14-101
Vendor Master initial file load 14-95
Vendor Master Inquiry (Inquiry)–AMV732 11-11
Vendor Master Inquiry (Options)–AMV731 11-10
Vendor Master Names and Addresses (AMV76) 14-103
Vendor Master–File Maintenance (Add or Change) display–AMV772 9-9
Vendor Master–File Maintenance (Change) display–AMV773 9-15, 9-18, 9-22
Vendor Master–File Maintenance (Copy) display–AMV770 9-24
Vendor Master–File Maintenance (Delete, Suspend, or Reactivate) display–AMV774 9-20
Vendor Master–File Maintenance (Delete, Suspend, or Reactivate) display–AMV775 9-23
Vendor Master–File Maintenance (Select) display–AMV771 9-7
Vendor Master–File Maintenance (Status) display–AMV776 9-26
vendor numbers, assigning by company 9-7
void check 4-37, 5-2
voucher number and payment selection number 2-18
 Contents Index
Page IN-114

work, scheduling the 2-4

Year-End Close menu–AMAM60 8-1