Prophet 21 Array

Accounts Payable III

Accounts Payable suite: course 3 of 3

This class is designed for…

Senior Payable ClerksAccounting Managers or Controllers

Objectives

Understand AP Daily UpdatesRun AP Month End Programs

Part I – ReportsPart II - Updates

Complete Month End WorksheetCreate AP Interface for General LedgerRun Recurring InvoicesIdentify Needed AuditsReview Additional Year End Programs

This Course Will NOT Cover…

The Control Files Related to APAny Type of AP Reconciling or Posting Cutting Accounts Payable ChecksHow to Create an AP Jobstream

Overview

A/P Day-end ProcessingDaily Day-end Check list

A/P Month-end/Year-end ProcessingMonth-end and Year-end Check list

Miscellaneous ProcessingAuditsPurgesAdditional Programs

A/P Day-end Processing

Dayend Checklist:1. Daily Purchase Journal by Batch (MAP011)OR: Sorted Daily Purchase Journal (MAP022)2. Daily Expense Distribution (MAP025) *3. Vendor Maintenance Log (MAP073) *4. Daily Check Register (MAP024)5. Daily Cash Disbursements Jrnl. (MAP010)*6. AP File Update (MAP020)7. Print File Status – ESC to Delete (MAP016)* Optional Programs

Daily Purchase Journal

Daily Purchase Journal by Batch (MAP011)- by Batch then by Vendor

ORSorted Daily Purchase Journal (MAP022)- by Vendor (lists batches but no totals)- Use this if you are using AP/PO Reconciliation

NOTE – one of these programs MUST be run.

1. Daily Purchase Journal by Batch

Menu Path06. Accounts Payable05. Daily Update Menu03. Daily Purchase Journal (MAP011)Look at the Program Parameters.Look at the Report Output.

1. Daily Purchase Journal by Batch

1. Daily Purchase Journal by Batch

MAP011 Report – ApplicationShare• This Report will Sort & Total by Batch• Sorts by Vendor within Each Batch• Summation of Batch Totals by Division• Lists Totals by Previous/Current/MTD• Grand Total for ALL Divisions• Will List out NMI Separately• Monthly Version = MAP064

NOT Recommended if you Use PO Reconciliation

1. Sorted Daily Purchase Journal

Menu Path06. Accounts Payable02. Invoice Menu05. Sorted Daily Purchase Journal (MAP022)Look at the Program Parameters.Look at the Report Output.

1. Sorted Daily Purchase Journal

1. Sorted Daily Purchase Journal

MAP022 Report – ApplicationShare• This Report Allows for Sort Sequence

Selections• Will List Batch Numbers• Will not have Batch Totals• Grand Total for ALL Divisions• Will List out NMI Separately• Monthly Version = MAP064

Recommended if you Use PO Reconciliation

2. Daily Expense Distribution Report*

Menu Path06. Accounts Payable02. Invoice Menu04. Daily Expense Distribution Report (MAP025)Look at the Program Parameters.Look at the Report Output.

* Optional Program

2. Daily Exp. Distribution (MAP025)*

* Optional Program

2. Daily Exp. Distribution (MAP025)*

MAP025 Report – ApplicationShare• Report will Sort & Total by

the Primary Sort Sequence Option. • Will List the Batch number• Monthly Version = MAP012

* Optional Program

3. Vendor Maintenance Log *

Menu Path06. Accounts Payable05. Daily Update Menu05. Daily Vendor File Maintenance Log (MAP073)Look at the Program Parameters.Look at the Report Output.

* Optional Program

3. Vendor Maintenance Log *

* Optional Program

3. Vendor Maintenance Log *

MAP073 Report:

* Optional Program

4. Daily Check Register (MAP024)

Menu Path06. Accounts Payable05. Daily Update Menu04. Daily Check RegisterLook at the Program Parameters.Look at the Report Output.

This Program MUST be run Before MAP020

4. Daily Check Register (MAP024)

4. Daily Check Register (MAP024)

MAP024 Report – ApplicationShare• Checks Listed in Numerical Order

No Invoice Detail• Type of Check Listed (M,C or V)• Status Listed (R = Reconciled)• Cash = General Ledger Acct• Batch # or Comments also Listed • Totals are Summarized and Broken Out• Date Next to Void = Mail Date Entered

5. Daily Cash Disbursements Journal*

Menu Path06. Accounts Payable04. Check Menu12. Daily Cash Disbursements Journal (MAP010)Look at the Program Parameters.Look at the Report Output.

* Optional Program

5. Daily Cash Disbursements Journal*

* Optional Program

5. Daily Cash Disbursements Journal*

MAP010 Report – ApplicationShare- Similar to MAP024 with Added Invoice detail

• Checks Listed in Numerical Order by Batch• Invoice Detail Listed for each Check• Totals are Summarized by Batch at the

Bottom of each Batch (Current/Next Month)• All Summaries also Show Number of Checks• Monthly Version = MAP026

* Optional Program

6. AP File Update (MAP020)

Menu Path06. Accounts Payable05. Daily Update Menu02. AP File UpdateLook at the Program Parameters.Look at the Report:

7. Print File Status – (MAP016)

Menu Path06. Accounts Payable05. Daily Update Menu01. Print File StatusLook at the Program Parameters.Look at the Report Output.

7. Print File Status – (MAP016)

7. Print File Status – (MAP016)Report Output with Error:

7. Print File Status – (MAP016)

A/P Month End Processing

Part I:1. Monthly Purchase Journal (MAP064)2. Monthly Cash Disbursements (MAP026)3. AP Trial Balance (MAP008)4. AP Aged Trial Balance (MAP060) *5. Expense Distribution Report (MAP012)6. Month-To-Date Distribution (MAP004)

VERIFY TOTALS – before you go to Part II

* Optional Program

1. Monthly Purchase Journal

Menu Path06. Accounts Payable09. On Demand Reports06. Monthly Purchase Journal(MAP064)Look at the Program Parameters.Look at the Report Output.

1. Monthly Purchase Journal

1. Monthly Purchase Journal

1. Monthly Purchase Journal

MAP064 Report – ApplicationShare• Report will Sort & Total by the Primary

Sort Sequence Option. • Looks more like MAP022

than MAP011 Sorted by Vendor• Make sure to include NMI information• WARNING can be ignored at any time

except Month End

2. Monthly Cash Disbursements

Menu Path06. Accounts Payable09. On Demand Reports07. Monthly Cash Disbursements (MAP026)Look at the Program Parameters.Look at the Report Output.

2. Monthly Cash Disbursements

2. Monthly Cash Disbursements

MAP026 Report – ApplicationShare• All Checks Paid/Voided in the Month• Can see Invoice Detail• Summary Portion Included

- Total checks for the month- Current/Next Month & Grand Totals

• Make sure to include NMI information• Looks Similar to MAP010

3. AP Trial Balance (MAP008)

Menu Path06. Accounts Payable09. On Demand Reports04. AP Trial BalanceLook at the Program Parameters.Look at the Report Output.

3. AP Trial Balance (MAP008)

3. AP Trial Balance (MAP008)

MAP008 Report – ApplicationShare• All Invoices Paid During the Month• Can see Invoices that Remain Open• Can Run in Detail showing Invoices• Can Run to Show Vendor Summary• Summary Portion Included

- Total checks for the month- Current/Next Month & Grand Totals

4. AP Aged Trial Balance (MAP060)*

Menu Path06. Accounts Payable09. On Demand Reports05. AP Aged Trial BalanceLook at the Program Parameters.Look at the Report Output.

* Optional Program

4. AP Aged Trial Balance (MAP060)*

* Optional Program

4. AP Aged Trial Balance (MAP060)*

MAP060 Report – ApplicationShare• All Checks Paid/Voided in the Month• Can see Invoices that Remain open• Run by Vendor in Summary Format or

Show Invoices Listed • Ages Invoices Backwards for Cash

Flow Considerations- Either buy Invoice or Due Date

* Optional Program

5. Expense Distribution Report

Menu Path06. Accounts Payable09. On Demand Reports08. Expense Distribution Report (MAP012)Look at the Program Parameters.Look at the Report Output.

5. Expense Distribution Report

5. Expense Distribution Report

MAP012 Report – ApplicationShare• Report will Sort & Total by

the Primary Sort Sequence Option. • Will List the Batch number• Can Serve as Backup General Ledger

Information

6. Month-To-Date Distribution Report

Menu Path06. Accounts Payable09. On Demand Reports09. Month-To-Date Distribution Report (MAP004)Look at the Program Parameters.Look at the Report Output.

6. Month-To-Date Distribution Report

6. Month-To-Date Distribution Report

MAP004 Report – ApplicationShare• This Report is Very Straight Forward • Make Sure Report Total = 0• Summary of the General Ledger

Journal Entry Made for the Month showing all the Checks and Invoices

VERIFY TOTALS

Use Month End Worksheet Totals from AP Part I Reports

MAP004 should = ZERO (0)*MAP064 Current Total should = MAP012 Total Calculated Bal. should = MAP008

* If all OK but this RUN MAP081

When everything is OK move to AP Part II

Month End Worksheet ProgramsWhere the Information is Pulled From:

A

2

2

CB D/1

A/P Month End ProcessingPart II:

1. AP to GL Transaction Update (MAP031) *2. APMOV. (recommended)3. Month Start (MAP027)4. Recurring Expense Month Start (MAP032) *5. Vendor Purchase Analysis Update (MAP076) *6. Vendor Purchase Analysis Report (MAP077) *7. Comparative Vendor Purchase Report (MAP087) *8. AP File Purge (MAP078) – req. if using VPA9. AP Distribution History Print (MAP030) *10. AUDIT Programs that can be Used*

* Optional Programs

1. AP to GL Transaction (MAP031)*

Menu Path06. Accounts Payable06. Month End/Start Menu01. AP to GL Transaction UpdateLook at the Program Parameters.Look at the Report Output.

* Optional Program

1. AP to GL Transaction (MAP031)*

When you run you could see:

1. AP to GL Transaction (MAP031)*

Can check the Interface in MGL058

2. APMOV. (recommended)

There is NO Menu Path.Script Used to Save 1 Month of AP Data

MUST be run Before MAP027.Contact Support if you Need a Copy.

3. Month Start (MAP027)

Menu Path06. Accounts Payable06. Month End/Start Menu02. Month StartLook at the Program Parameters.Look at the Report Output.

WARNING – do not run this two times!

3. Month Start (MAP027)

3. Month Start (MAP027)

4. Recurring Expense Month Start*

Menu Path06. Accounts Payable06. Month End/Start Menu03. Recurring Expense Month Start(MAP032)Look at the Program Parameters.Look at the Report Output.

* Optional Program

4. Recurring Expense Month Start*

* Optional Program

4. Recurring Expense Month Start*

* Optional Program

5. VPA Update (MAP076)*

Menu Path06. Accounts Payable06. Month End/Start Menu04. Vendor Purchase Analysis History Update

Look at the Program Parameters.Look at the Report Output.

* Optional Program

5. VPA Update (MAP076)*

* Optional Program

5. VPA Update (MAP076)*

* Optional Program

6. VPA Report (MAP077)*

Menu Path06. Accounts Payable09. On Demand Reports01. Vendor Purchase Analysis ReportLook at the Program Parameters.Look at the Report Output.

* Optional Program

6. VPA Report (MAP077)*

* Optional Program

6. VPA Report (MAP077)*Monthly

Quarterly

Annually

7. Comparative VPA Report*

Menu Path06. Accounts Payable06. Month End/Start Menu12. Comparative VPA Report (MAP087)Look at the Program Parameters.Look at the Report Output.

* Optional Program

7. Comparative VPA Report*

* Optional Program

7. Comparative VPA Report*

8. VPA File Purge (MAP078)

Menu Path06. Accounts Payable10. AP Manager’s Menu10. AP File PurgeLook at the Program Parameters.Look at the Report Output.

Required if you use the VPA Process.

8. VPA File Purge (MAP078)

1

2

3

4

8. VPA File Purge (MAP078)

9. AP Distribution History (MAP030)*

Menu Path06. Accounts Payable06. Month End/Start Menu05. AP Distribution History PrintLook at the Program Parameters.Look at the Report Output.

* Optional Program

9. AP Distribution History (MAP030)*

* Optional Program

9. AP Distribution History (MAP030)*

MAP030 Report – ApplicationShare• Report will Sort & Total by Account• Nice Report to Run at Year End

* Optional Program

10. Audit Programs that can be Used

AP File Audit (MBS329)Fix MAP004 (MAP081)

- Used for Out of Balance (OOB)

AP File Audit (MBS329)

Menu Path06. Accounts Payable10. AP Manager’s Menu09. AP AuditLook at the Program Parameters.Look at the Report Output.

AP File Audit (MBS329)

Put a copy of the report here

Fix MAP004 Out of Balance

Menu Path06. Accounts Payable10. AP Manager’s Menu12. Fix MAP004 Out of Balance (MAP081)Look at the Program Parameters.Look at the Report Output.

AP Year End

Two Additional Program Can Be Run:1. Vendor Master List (MAP003) *2. 1099 Forms Print (MAP037) *

- this report only used at Calendar Year End

* Optional Programs

1. Vendor Master List (MAP003)*

Menu Path06. Accounts Payable07. Year End Menu02. Vendor Master List Look at the Program Parameters.Look at the Report Output.

* Optional Year End Program– should be run before MAP078

1. Vendor Master List (MAP003)*

* Optional Year End Program

1. Vendor Master List (MAP003)*

* Optional Year End Program

2. 1099 Forms Print (MAP037)*

Menu Path06. Accounts Payable07. Year End Menu01. 1099 Forms PrintLook at the Program Parameters.Look at the Report Output.

* Optional Calendar Year End Only Program

2. 1099 Forms Print (MAP037)*

Two Output Files:

MAP037 = Forms

MAP074 = Report

2. 1099 Forms Print (MAP037)*

MAP072

2. 1099 Forms Report (MAP074)*

* Optional Calendar Year End Program

Summary

Understand AP Daily UpdatesRun AP Month End Programs

Part I – ReportsPart II - Updates

Complete Month End WorksheetCreate AP Interface for General LedgerRun Recurring InvoicesIdentify Needed AuditsReview Additional Year End Programs

Accounts Payable suite

Accounts Payable IReview AP Control Files related to PostingReconcile Inventory & Post Expense InvoicesReview the AP Inquiry Screens Available

Accounts Payable IICash Forecasting to Process/Print Checks Perform Check Reversals (Voids)Process Check Reconciliation

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