TK-Payables Manual

TK-PAYABLES MANUAL
table of contents

(main)

INVOICE ENTRY

Entering An
Invoice

Single Currency

 From the ACCOUNTS PAYABLE menu, select Enter Invoices.

When goods or services are purchased, the supplying vendor generally provides an invoice, or a request for payment, which describes the purchased goods or services, the amount to be paid and the date payment is expected. Occasionally the invoice is provided verbally, or stipulated in a contract. In any case, the purchaser accepts an obligation to pay the amount of the invoice in a reasonable period of time.

This screen is the focal point of the entire TK-PAYABLES system. Through it, every obligation (or payable) must be entered in order for it to be recorded, paid and posted to the general ledger.

Vendor Selection The first step is to select the vendor for whom you are entering the invoice. Enter the first two or three characters of the vendor's name and press [RETURN]. A list of vendors whose names begin with the letters you entered will be displayed as illustrated in the example above. You can also press an asterisk [*] to view the list of all vendors.

Any of the vendors shown on the screen can be selected by moving the pointer its name and pressing [RETURN]. Like the menu system, the pointer can be moved by pressing either the [SPACE] key or the cursor [UP] and cursor [DOWN] keys.

If the vendor does not appear on the list, it may be that the list is too long to display in one screen. You can tell if there are more vendors by the list of Function Keys displayed at the bottom of the screen. If NEXT SCREEN or PREV SCREEN is shown, the next or previous pages of the list can be displayed by pressing the appropriate function key. If you are still unable to find the desired organization, press EXIT to search again.

When the vendor has been selected, the invoice entry screen will be displayed as illustrated below.

Description Enter a description of the purchase, whether goods or services, which will serve to remind you or others later as to the nature of the transaction.
Invoice Number Most invoices contain an invoice number which is unique to that vendor and which identifies your purchase or obligation. If such a number is provided, enter it here. It will be printed on all reports as well as the remittance advice on the check. This assists your company in maintaining an audit trail as well as your vendor in properly crediting your account.

If no invoice number is provided, this field can also be used in addition to the description field to identify the transaction. For example, phone bills typically do not have such a number. It can be helpful to enter other information, such as the dates of service covered by the invoice.

Invoice Date All invoices must be dated, whether or not the date is provided. If you selected the Accrual option in the Accounts Payable Parameters screen, this is the date on which you accept the obligation to pay, and the date the accompanying transaction to the general ledger will use.

If you selected the Cash option in Accounts Payable Parameters screen, no transaction will be posted to the general ledger until a payment is made for the invoice.

Due Date TK-PAYABLES has been programmed to automatically add 30 days to the Invoice Date to produce a default due date. If this date is correct, just press [RETURN] to accept it. If not, enter the date on which the payment is due.
A/P Account If you are running on an Accrual basis, TK-PAYABLES must know which liability account in the general ledger will be used for the accompanying journal entry. If a default is displayed, it can be accepted by simply pressing [RETURN].
Amount Due Enter the full amount of the invoice.

NOTE: While TK-PAYABLES permits partial payments for Cash basis organizations, it does this using the PROPORTIONATE DISTRIBUTION method. That is, when an invoice has more than one expense distribution as discussed later in this section, the payment will be expensed in proportion to the distribution you entered. If this is not desirable, and you expect to make partial payments, enter only that part which you will pay, not the full invoice amount. However, make sure that the sum of all the invoice amounts you enter equals the total amount of the invoice you received.

Discount Date Some vendors offer a discount if their invoice is paid by a specified date. If this is the case, enter that date here. If you do not enter a date, the cursor will advance to the 'Account' field.
Percent Discount If the discount is computed based on a percentage, enter the percent of the discount here; the amount of the discount will be computed and displayed in the next field.
Discount Amount If you entered a percentage in the previous field, this field will be filled in for you. If not, enter the amount of the discount and press [RETURN].
Distributing
The Expense		 In order for TK-PAYABLES to post this invoice to the general ledger, whether running on a Cash or Accrual basis, it must know which G/L account (or accounts) the invoice amount should be allocated to.
Account Number There are two ways in which to enter an account number. If you know the number, simply enter it and press [RETURN]. Remember, if departments have been created in the general ledger system, expense account numbers must be of the format...
AAAAAA-DDDDD
where AAAAAA is the G/L account number and DDDDD is the department code.

Most often checks are written for company operating expenses. In these cases, the G/L account number must begin with a 5. However, sometimes a check is written to pay for items which are to be capitalized and depreciated, such as a piece of office equipment or furniture. In such cases, an asset account such as Office Equipment Original Value should be used. These accounts begin with a 1.

As a result of the need for such flexibility, TK-PAYABLES only checks to be sure that the G/L account being chosen is a detail account; no transactions can be posted to a summary account.

If you can't remember the exact account number, enter part or all of a word found in the account description and TK-PAYABLES will display a list of accounts from which to choose as illustrated above. If you don't see the account you are looking for, select the last option in the window and try again.

Comments Initially, the 'Comments' field will contain the description entered for the invoice at the top of the screen. However, this description will be saved with the transaction in the G/L account, so you can also easily modify it to suit each distribution transaction entered here.
Amount Enter the amount to be posted to the account you entered. Note that the sum of these amounts is shown in the box at the bottom right corner of the screen, and that it must be equal to the invoice amount in order for the invoice to be posted.

Also, when entering only one account and amount, you can press the [=] equal sign in this field to copy the invoice amount. Or, if entering the final account of a multi-account distribution, the equal sign can be used to fill in the portion of the invoice amount which is not yet distributed.

NOTE: All amounts entered in this distribution will be debits to the general ledger. Credit amounts cannot be entered here.

When you have completed the expense distribution, press [RETURN] at the 'Account' field on an empty row or press the [TAB] or EXIT key. The cursor will advance to the 'Paid?' field.

Paid? Occasionally, such as when you have paid for a C.O.D., the check has already been written manually by the time the invoice is entered into the system. If the invoice has not been paid, accept the default by pressing [RETURN]; the cursor will move to the one-line menu at the bottom of the screen and wait for your selection.

If the invoice has already been paid, press [Y] and [RETURN] and answer the next five questions.

Payment Date Enter the date which was written on the check. If the date is the same as the invoice date, press the equal sign [=] to copy the invoice date.
Checkbook Enter the two-to-three character name for the checkbook from which the check was written. If a default checkbook was entered in the Accounts Payable Parameters screen it will be displayed here and can be accepted by pressing [RETURN].
Payment Type Two payment types are allowed here, CHECK and WIRE TRANSFER. Accept the default (CHECK) by pressing [RETURN]. You can change the type to WIRE by pressing a [W] or to CHECK by pressing [C]. When finished, press [RETURN].
Take Discount? If a discount was entered on the discount line above, indicate by pressing [Y] and [RETURN] if the discount was subtracted from the invoice amount when the check was written.
Check Amount Enter the amount of the check. If a discount was taken include the discount amount. TK-PAYABLES will subtract it for you during posting.

When the appropriate information has been entered a [TAB] or EXIT key will bring you to a one-line menu of options at the bottom of the screen as shown in the next illustration.

QUIT Select this option to return to the menu system. Remember that your work will not be lost when you exit. However, to find it again you will need to know the following:

If a password is required to access the accounting software, the accounting software knows who you are and it saved your work under your name. Regardless of which terminal you use, as long as you correctly identify yourself to the system, it will automatically find and display your work for you.

If a password is not required for access to the accounting software, then your work is saved at the terminal from which it was entered. To find it again, simply use the same terminal.

EDIT You can change the information on the screen by selecting 'EDIT'.
LIST This option allows you to print a copy of the invoice before it is posted. Once the invoice is posted, however, it can no longer be printed using this option. A sample of the listing is provided on the following page.
ERASESometimes you just want to erase what you've entered and start again. That's what this option does.

"INCLUDE DA,56

POST To post the invoice, move the highlighted bar over the option 'POST' and press [RETURN]. If any data entry errors are detected at this point, they will be described to you. Simply fix the error using the 'EDIT' option and attempt to post the invoice again.
Exiting The Screen To exit the Enter Invoice screen, proceed to the one-line menu using the [TAB] or EXIT key and select the 'QUIT' option or press EXIT again.

Entering An
Invoice

Multi-currency

 From the ACCOUNTS PAYABLE menu, select Enter Invoices.

When goods or services are purchased, the supplying vendor generally provides an invoice, or a request for payment, which describes the purchased goods or services, the amount to be paid and the date payment is expected. Occasionally the invoice is provided verbally, or stipulated in a contract. In any case, the purchaser accepts an obligation to pay the amount of the invoice in a reasonable period of time.

This screen is the focal point of the entire TK-PAYABLES system. Through it, every obligation (or payable) must be entered in order for it to be recorded, paid and posted to the general ledger.

Vendor Selection The first step is to select the vendor for whom you are entering the invoice. Enter the first two or three characters of the vendor's name and press [RETURN]. A list of vendors whose names begin with the letters you entered will be displayed as illustrated in the example above. You can also press an asterisk [*] to view the list of all vendors.

Any of the vendors shown on the screen can be selected by moving the pointer its name and pressing [RETURN]. Like the menu system, the pointer can be moved by pressing either the [SPACE] key or the cursor [UP] and cursor [DOWN] keys.

If the vendor does not appear on the list, it may be that the list is too long to display in one screen. You can tell if there are more vendors by the list of Function Keys displayed at the bottom of the screen. If NEXT SCREEN or PREV SCREEN is shown, the next or previous pages of the list can be displayed by pressing the appropriate function key. If you are still unable to find the desired organization, press EXIT to search again.

When the vendor has been selected, the invoice entry screen will be displayed as illustrated below.

Description Enter a description of the purchase, whether goods or services, which will serve to remind you or others later as to the nature of the transaction.
Invoice Number Most invoices contain an invoice number which is unique to that vendor and which identifies your purchase or obligation. If such a number is provided, enter it here. It will be printed on all reports as well as the remittance advice on the check. This assists your company in maintaining an audit trail as well as your vendor in properly crediting your account.

If no invoice number is provided, this field can also be used in addition to the description field to identify the transaction. For example, phone bills typically do not have such a number. It can be helpful to enter other information, such as the dates of service covered by the invoice.

Invoice Date All invoices must be dated, whether or not the date is provided. If you selected the Accrual option in the Accounts Payable Parameters screen, this is the date on which you accept the obligation to pay, and the date the accompanying transaction to the general ledger will use.

If you selected the Cash option in Accounts Payable Parameters screen, no transaction will be posted to the general ledger until a payment is made for the invoice.

Due Date TK-PAYABLES has been programmed to automatically add 30 days to the Invoice Date to produce a default due date. If this date is correct, just press [RETURN] to accept it. If not, enter the date on which the payment is due.
Currency When an organization has been set up to use the multi-currency capabilities of this software, it is necessary to indicate the currency of each invoice being entered. TK-PAYABLES assists by displaying the organization's base currency as the default, which can be accepted simply by pressing [RETURN].

If another currency is desired, it can be entered. Or, by pressing the [SPACE] key you can have TK-PAYABLES display the available currencies one at a time. When the desired currency is displayed, press [RETURN] to accept it and move on.

Exchange Rate If a foreign currency was selected in the previous field, an exchange rate will be required. TK-PAYABLES will automatically select as a default the exchange rate that is (was) active as of the invoice date. This can be accepted by pressing [RETURN]. Of course, the rate can also be changed if necessary.

The maximum length of this field is seven, including a decimal point. However, no other format restrictions are used. A rate of 150.021 is as valid as .003123.

A/P Account If you are running on an Accrual basis, TK-PAYABLES must know which liability account in the general ledger will be used for the accompanying journal entry. If a default is displayed, it can be accepted by simply pressing [RETURN].

Remember that the currency of the liability account must be the same as the currency you selected for this invoice.

Amount Due Enter the full amount of the invoice. If you selected a foreign currency earlier, the base currency equivalent of the amount will be displayed in the column to the right.

NOTE: While TK-PAYABLES permits partial payments for Cash basis organizations, it does this using the PROPORTIONATE DISTRIBUTION method. That is, when an invoice has more than one expense distribution as discussed later in this section, the payment will be expensed in proportion to the distribution you entered. If this is not desirable, and you expect to make partial payments, enter only that part which you will pay, not the full invoice amount. However, make sure that the sum of all the invoice amounts you enter equals the total amount of the invoice you received.

Discount Date Some vendors offer a discount if their invoice is paid by a specified date. If this is the case, enter that date here. If you do not enter a date, the cursor will advance to the 'Account' field.
Percent Discount If the discount is computed based on a percentage, enter the percent of the discount here; the amount of the discount will be computed and displayed in the next field.
Discount Amount If you entered a percentage in the previous field, this field will be filled in for you. If not, enter the amount of the discount and press [RETURN].
Distributing
The Expense		 In order for TK-PAYABLES to post this invoice to the general ledger, whether running on a Cash or Accrual basis, it must know which G/L account (or accounts) the invoice amount should be allocated to.
Account Number There are two ways in which to enter an account number. If you know the number, simply enter it and press [RETURN]. Remember, if departments have been created in the general ledger system, expense account numbers must be of the format...
AAAAAA-DDDDD
where AAAAAA is the G/L account number and DDDDD is the department code.

Most often checks are written for company operating expenses. In these cases, the G/L account number must begin with a 5. However, sometimes a check is written to pay for items which are to be capitalized and depreciated, such as a piece of office equipment or furniture. In such cases, an asset account such as Office Equipment Original Value should be used. These accounts begin with a 1.

As a result of the need for such flexibility, TK-PAYABLES only checks to be sure that the G/L account being chosen is a detail account; no transactions can be posted to a summary account.

If you can't remember the exact account number, enter part or all of a word found in the account description and TK-PAYABLES will display a list of accounts from which to choose as illustrated above. If you don't see the account you are looking for, select the last option in the window and try again.

Comments Initially, the 'Comments' field will contain the description entered for the invoice at the top of the screen. However, this description will be saved with the transaction in the G/L account, so you can also easily modify it to suit each distribution transaction entered here.
Amount Enter the amount to be posted to the account you entered. Note that the sum of these amounts is shown in the box at the bottom right corner of the screen, and that it must be equal to the invoice amount in order for the the invoice to be posted. In addition, the base currency equivalent of the amount will be displayed in the column to the right.

Also, when entering only one account and amount, you can press the [=] equal sign in this field to copy the invoice amount. Or, if entering the final account of a multi-account distribution, the equal sign can be used to fill in the portion of the invoice amount which is not yet distributed.

NOTE: All amounts entered in this distribution will be debits to the general ledger. Credit amounts cannot be entered here.

When you have completed the expense distribution, press [RETURN] at the 'Account' field on an empty row or press the [TAB] or EXIT key. The cursor will advance to the 'Paid?' field.

Paid? Occasionally, such as when you have paid for a C.O.D., the check has already been written manually by the time the invoice is entered into the system. If the invoice has not been paid, accept the default by pressing [RETURN]; the cursor will move to the one-line menu at the bottom of the screen and wait for your selection.

If the invoice has already been paid, press [Y] and [RETURN] and answer the next six questions.

Payment Date Enter the date which was written on the check. If the date is the same as the invoice date, press the equal sign [=] to copy the invoice date.
Checkbook Enter the two-to-three character name for the checkbook from which the check was written. If a default checkbook was entered in the Accounts Payable Parameters screen it will be displayed here and can be accepted by pressing [RETURN].

The currency the payment was made in is determined by the checkbook chosen here. This currency will be displayed to the right when the checkbook has been selected.

Exchange Rate Enter the exchange rate for the payment, or accept the default which will be derived for you based on the date of the payment. Under most circumstances the default will be appropriate.
Payment Type Two payment types are allowed here, CHECK and WIRE TRANSFER. Accept the default (CHECK) by pressing [RETURN]. You can change the type to WIRE by pressing a [W] or to CHECK by pressing [C]. When finished, press [RETURN].
Take Discount? If a discount was entered on the discount line above, indicate by pressing [Y] and [RETURN] if the discount was subtracted from the invoice amount when the check was written.
Check Amount Enter the amount of the check in the currency in which it was paid. If a discount was taken include the discount amount. TK-PAYABLES will subtract it for you during posting.

When the appropriate information has been entered a [TAB] or EXIT key will bring you to a one-line menu of options at the bottom of the screen as shown in the next illustration.

QUIT Select this option to return to the menu system. Remember that your work will not be lost when you exit. However, to find it again you will need to know the following:

If a password is required to access the accounting software, the accounting software knows who you are and it saved your work under your name. Regardless of which terminal you use, as long as you correctly identify yourself to the system, it will automatically find and display your work for you.

If a password is not required for access to the accounting software, then your work is saved at the terminal from which it was entered. To find it again, simply use the same terminal.

EDIT You can change the information on the screen by selecting 'EDIT'.
LIST This option allows you to print a copy of the invoice before it is posted. Once the invoice is posted, however, it can no longer be printed using this option. A sample of the listing is provided on the following page.
ERASE Sometimes you just want to erase what you've entered and start again. That's what this option does.

"INCLUDE DA,57

POST To post the invoice, move the highlighted bar over the option 'POST' and press [RETURN]. If any data entry errors are detected at this point, they will be described to you. Simply fix the error using the 'EDIT' option and attempt to post the invoice again.
Exiting The Screen To exit the Enter Invoice screen, proceed to the one-line menu using the [TAB] or EXIT key and select the 'QUIT' option or press EXIT again.

Saving and
Recalling
Invoices

 TK-PAYABLES has been designed to enable repetitive invoices to be entered and posted quickly and easily using the 'SAVE' and 'RECALL' options in the one-line menu at the bottom of the Enter Invoice screen. Any invoice which is used frequently is an appropriate candidate for this feature.
Saving To save an invoice, it must first be entered; enter it the way you normally would before posting; only this time do not post. Instead select the 'SAVE' option on the one-line menu at the bottom of the screen. You will be asked to give it a name as illustrated below.

Enter a name for the invoice which you will be able to remember later, such as 'LONGDIST' for a long distance phone bill, and press [RETURN]. The invoice you entered is now saved and can quickly be recalled using the name you provided it.

NOTE: If modifications are made to the TK-LEDGER chart of accounts when beginning a new fiscal year, a careful review of these saved invoices must be made to ensure that they do not refer to G/L accounts which no longer exist, or which have changed in purpose.

Recalling Recalling an invoice which has been saved earlier is as simple as saving it was. Select the 'RECALL' option from the one-line menu at the bottom of the screen.

If the Invoice Entry screen is empty when you begin, it will first be necessary to select the appropriate vendor as you normally would to enter an invoice. Then press the EXIT key to get to the one-line menu at the bottom of the screen.

When you select the 'RECALL' option, the screen will ask for the name of the Invoice which was saved earlier as shown in the screen below.

At this point, there are three methods for finding the invoice to be recalled.

1) If you remember the name, type it in and press [RETURN]. If the invoice is there, the screen will load and display it on the screen above.

2) If you remember the first character or two of the name, enter them and press [RETURN]. A window will be displayed listing all of the SAVED invoices which match the characters you typed in. You can select the desired one by moving the cursor to it and pressing [RETURN]. As in the first option, the invoice will be loaded and displayed on the screen above.

3) If you are unsure what the invoice was named, simply press the HELP key for your terminal. A list of all SAVED invoices will be displayed from which you can choose. (Remember the HELP key. If you are unsure which key it is, refer to APPENDIX B at the back of this manual.)

Regardless of which method you use, the invoice you chose will be loaded and displayed. If at that point there are changes to be made, as there often are, select the 'EDIT' option from the menu at the bottom of the screen and you will be given the opportunity to make them before posting.

Discarding SAVED invoices will remain in the system until they are discarded. To discard a saved invoice, select the 'DISCARD' option from the one-line menu at the bottom of the screen.

You will be asked for the name of the invoice to be discarded, just as you would be to recall an entry, as shown below.

Enter the name of the invoice to be removed and press [RETURN]. The invoice will be immediately removed and you will be returned to the menu at the bottom of the screen from which you can choose to 'QUIT' or continue as appropriate.

Posting
Automatic
Invoices

 From the ACCOUNTS PAYABLE menu, select Post Auto Invoices.

If you have not created any automatic invoices in the TK-PAYABLES system, this screen need not be used.

If automatic invoices have not been posted before, and you would like to begin posting them for a month in the middle of the calendar year, you will have to run this program for each of the preceding months of the year to change the status of these months to 'Posted'. See the illustration below. However, before you do this, make sure that the 'Begin After' date for each of the automatic invoices you have defined falls at the end of the month prior to the month you wish to begin. This will ensure that they are not posted for prior months.

As the illustration above suggests, posting of automatic invoices is performed on a calendar month basis. The fiscal period which each posted invoice falls into will, however, be based on the invoice date computed from the parameters you entered.

Posting of automatic invoices cannot be repeated for a month. Invoices which for any reason may have been missed must be entered manually via the Enter Invoices screen, and set up to be an automatic invoice for the following month.

When you enter this screen, the posting status for the current calendar year will be displayed. In addition, a box will be displayed in the lower left corner of the screen in which you will be asked to confirm the posting of automatic invoices for the first unposted month. If you are unsure, answer by pressing [N] and press [RETURN]. The default is No.

The screen will remain while the automatic invoices are being posted. When finished, you will be returned to the menu system.

ADJUSTING INVOICES

Entering Invoice
Adjustments

 From the ACCOUNTS PAYABLE menu, select Credit Invoice. When it is necessary to increase or reduce the payable amount of an invoice, this screen provides the means to do so. After selecting the appropriate option from the menu, the following screen will be displayed.

Select Vendor First, select the vendor whose invoice is to be adjusted. Enter the first two or three characters of the vendor's name and press [RETURN]. A list of vendors whose names begin with the characters you entered will be displayed as illustrated above. You can also press thee asterisk [*] to list all vendors.

Any of the vendors shown on the screen can be selected by moving the pointer to its name followed by pressing [RETURN]. As in the menus, the pointer can be moved by pressing the [SPACE] key or the cursor [UP] and cursor [DOWN] keys.

If the vendor does not appear on the list, it may be that the list contains too many names to be displayed on one screen. You can tell if there are more vendors by looking at the list of function keys displayed at the bottom of the screen. If either NEXT SCREEN or PREV SCREEN is shown, the next or previous pages of the list can be displayed by pressing the appropriate function key. If you are still unable to find the desired organization, press EXIT to search again.

Select Invoice You can select the invoice to be adjusted in much the same way that you selected the vendor. You can enter the invoice number if you know it, the first few characters of the invoice number, or an asterisk to display all of the vendor's invoices.

Move the pointer to the invoice to be adjusted and press [RETURN]. As shown in the following illustration, the Adjust Invoice screen will be displayed containing information that identifies the chosen invoice, as well as the current distribution of the invoice to the general ledger.

Trans Date First, enter the transaction date of the adjustment. The date must fall in an open fiscal period.
Comment Enter a brief description of the reason for the adjustment. This information will prove helpful later when you need to remember why the adjustment was applied.
Exchange Rate If you are using TK-PAYABLE's multi-currency capabilities and the invoice was entered in a foreign currency, then it is necessary to select an exchange rate. The default rate for the transaction date will be displayed and can be accepted by pressing [RETURN].
Distributing
The Adjustment		 At this time, it is necessary to distribute the adjustments to the appropriate general ledger account(s). To assist you, the current distribution of the invoice will be displayed. The amounts associated with these transactions can be either increased or decreased by placing the amount of change in the appropriate column.

You may also add new accounts to the distribution. This enables you to change an incorrect account number by decreasing its amount to zero and adding the proper account. Notice that when adding a new distribution transaction you can only increase the amount.

As you increase or decrease the distribution amounts, the net change to the invoice will be displayed in the lower right corner of the screen. Verify that this amount is correct before posting the adjustment.

When finished, press the [TAB] or EXIT keys to proceed to the one-line menu as illustrated in the following screen.

EDIT To return and make changes to the information you have just entered, move the highlighted bar to the EDIT option and press [RETURN].
LIST To print a copy of the adjustment prior to posting, select LIST. A sample adjustment listing is shown on the following page.
POST When the information you have entered is satisfactory, select the POST option and press [RETURN]. When posting has completed, the screen will return to the list of currently open invoices as it was when you began.
QUIT Should you decide not to post the adjustment select QUIT and press [RETURN]. You will be returned to the list of open invoices as it was when you began.
Exiting The Screen From the Options menu select QUIT, or press the EXIT key.

"INCLUDE DA,58

Entering
Open Credits

 From the ACCOUNTS PAYABLE menu, select Enter Open Credit.

Occasionally, a vendor will issue you an open credit, or a credit which can be applied to your next purchase or purchases. When payments are made, TK-PAYABLES assists you in remembering which vendor you have open credits with, and the amount of these credits which remains to be used.

The purpose of this screen is to inform TK-PAYABLES of the receipt of an open credit, often accompanied by a credit memo from the vendor.

Vendor Selection The first step is to select the vendor for whom you are entering the open credit. Enter the first two or three characters of the vendor's name and press [RETURN]. A list of vendors whose names begin with the letters you entered will be displayed. As illustrated in the example above, you can also press an asterisk [*] to view the list of all vendors.

Any of the vendors shown on the screen can be selected by moving the pointer to its name and pressing [RETURN]. Like the menu system, the pointer can be moved by pressing either the [SPACE] key or the cursor [UP] and cursor [DOWN] keys.

If the vendor does not appear on the list, it may be that the list is too long to display in one screen. You can tell if there are more vendors by the list of Function Keys displayed at the bottom of the screen. If NEXT SCREEN or PREV SCREEN is shown, the next or previous pages of the list can be displayed by pressing the proper function key. If you are still unable to find the desired organization, press EXIT to search again.

When the vendor has been selected, the open credit entry screen will be displayed as illustrated below.

Open credits are entered in the currency in which they are given. Notice in the example that the current balances of open credits from the vendor, if any, are displayed in a row under the vendor's name.

Credit Date Enter the date of the credit. If a credit memo was issued, use the date provided on the memo.
Credit Memo # If a credit memo was issued, it will normally contain a reference number which identifies the transaction to the vendor. Enter that number here.
Description Enter a brief description of the reason for the open credit which would be helpful in identifying it later.
Currency If you are using the software's multi-currency capabilities, it will be necessary to indicate the currency of the credit. The default is your base currency.
Credit AmountEnter the amount of the open credit.

As always, while editing, you can use the cursor keys to move about the screen. When the screen has been completed, press the [TAB] or EXIT key to display the one-line menu illustrated below.

EDITTo return to edit any of the information on the screen before posting, select EDIT and press [RETURN].
ERASEThis option permits you to erase your work and begin again. Select ERASE and press [RETURN].
POST If the screen is complete, and the information correct, select POST and press [RETURN]. When posting is complete, you will be returned to the ACCOUNTS PAYABLE menu.
QUIT Should it be necessary to quit without posting the open credit, select QUIT and press [RETURN]. You will be returned to the ACCOUNTS PAYABLE menu.

Deleting An
Invoice

 From the ACCOUNTS PAYABLE menu, select Delete Invoice.

In order to maintain integrity in its database, and accuracy in its audit trail, TK-PAYABLES does not allow some invoice information, such as the invoice date, to be modified after an invoice has been posted. It is, however, possible to delete an erroneous invoice and re-enter it.

There is one simple restriction. An invoice may not be deleted if a payment has been made, unless the check (or checks) is first voided.

After selecting the Delete Invoice option, the following screen will be displayed containing a list of the currently open invoices which may be deleted. Note that invoices which have been paid, or partially paid will not appear in the list.

Selecting The
Invoice		 Select the invoice to be deleted using the [SPACE] or cursor [UP] and cursor [DOWN] keys to move the pointer. If the list contains more invoices than can be displayed on one screen, use the NEXT SCREEN or PREV SCREEN keys to advance to the page containing the desired invoice.

When the pointer rests next to the invoice to be deleted, press [RETURN]. As shown in the following illustration, you will be asked to confirm deletion of this invoice. Answer by pressing [Y] and [RETURN] to proceed, or [N] and [RETURN] to abort. The default reply is [N]o.

As the invoice is being deleted, a message will be displayed at the bottom of the screen indicating that it is in progress, and to please wait. When finished, the screen will be redisplayed without the now deleted invoice.

Exiting Press the EXIT key to return to the ACCOUNTS PAYABLE menu.

Making Payments

Printing Cash
Requirements Report

 From the ACCOUNTS PAYABLE menu, select Print Cash Requirements.

Before selecting bills to be paid, it is often useful to print a list of the invoices due for payment. TK-PAYABLES provides two such reports for this purpose: the Aged Payables Report and the Cash Requirements Report, each of which lists all invoices due on or before a closing date and can be used to assist in deciding which invoices should be paid.

The Cash Requirements Report lists the invoices due for payment in the order of date due and provides a running total of the cash required to pay these invoices up to a closing date specified by the user at the time of printing. In addition, a separate report will be printed for each currency for which liabilities exist.

If the organization routinely takes advantage of cash discounts for early payment, a separate column shows the running total of cash that would be required if the invoices were paid early enough to take the available discounts.

As the screen above illustrates, instructions for printing the report are displayed for your reference. Note that the status of posting of automatic invoices is displayed as a reminder to post them if necessary.

Closing Date Enter the closing date for the report and press [RETURN]. Normally, this will be the cutoff date for invoices to be paid. However, the report can be printed for any date desired.

Note that unlike the majority of reports in the TK Accounting series, this report cannot be generated for past months or periods. It is based only on invoices currently in the system which have a balance yet to be paid. Thus, when an invoice has been fully paid, it will no longer be available for this report.

Device Select the desired output device. Refer to the discussion regarding device selection at the beginning of the Standard Reports section for further information on selecting output devices.

After printing has begun, it can be stopped by pressing the [SPACE] key on your terminal. After a report has been stopped in this way, it can only be restarted from the beginning.

"INCLUDE DA,59

Printing
Aged Payables
Report

 From the ACCOUNTS PAYABLE menu, select Print Aged Payables.

The Aged Payables report is another useful report for cash managers because it illustrates the relative ages of the current list of invoices due by placing them in columns. As the following sample report illustrates, there is a column for current invoices (0-30 days), old invoices (31-60) days, and very old invoices (greater than 60 days). There is also a column for invoices not yet due.

In addition, prepayment discounts are included as well as the sum of partial payments already made on an invoice. Note that partial payments are only available if your accounting is done on an Accrual basis.

As the screen above illustrates, instructions for printing the report are displayed for your reference. Note that the status of posting of automatic invoices is displayed as a reminder to post them if necessary.

Aging Date Enter the aging date for the report and press [RETURN]. Normally, this will be the cutoff date for printing checks. However, the report can be printed for any date desired.

Note that unlike the majority of reports in the TK Accounting series, this report cannot be generated for past months or periods. It is based only on invoices currently in the system which have a balance yet to be paid. Thus, when an invoice has been fully paid, it will no longer be available for this report.

Device Select the desired output device. Refer to the discussion regarding device selection at the beginning of the Standard Reports section for further information on selecting output devices.

After printing has begun, it can be stopped by pressing the [SPACE] key on your terminal. After a report has been stopped in this way, it can only be restarted from the beginning.

"INCLUDE DA,60

Selecting/Paying
Invoices

 From the ACCOUNTS PAYABLE menu, select Select/Pay Invoices.

This screen provides the means for selecting the invoices you want to pay, indicating the amount to be paid, applying any open credits which may be available, and printing the checks. Although this can be a rather complex job, with or without a computer, TK-PAYABLES has been designed to make it as easy as possible. In the pages that follow, we will walk through the necessary steps.

Check Date As shown in the screen above, the first step is to enter the date of the check run. Notice that the default date is today and can be accepted by simply pressing [RETURN].

Remember that this date is both the date which will be shown on the face of the printed checks, as well as being the transaction date for entries made to the general ledger. As a result, check dates will not be accepted if they are outside the range of open periods in TK-LEDGER.

Checkbook Because TK-PAYABLES provides the ability to maintain and use multiple checking accounts, the next step is to select the desired checkbook by entering its two-to-three character name. If a default checking account was entered in the Accounts Payable Parameters screen, it will be displayed here and can be changed, or accepted by pressing [RETURN].

If you don't remember the name, press the [SPACE] key to see the next checkbook. This can be repeated until the desired checkbook is displayed. Then press [RETURN] to accept it.

Exchange Rate If the currency of the checkbook you selected is not your base currency, it will be necessary to confirm the exchange rate of the currency you will be writing checks in. The current rate will be displayed as the default and can be accepted by pressing [RETURN].
Balance The box labeled 'Balance' at the bottom of the screen is for your information only and contains the balance of the selected checking account, as reflected by the general ledger. If you do not keep your general ledger up to date by posting deposits and adjustments regularly, this balance may not be accurate.

NOTE: The balances of Asset and Liability accounts in the general ledger are not brought forward into a new fiscal year until the prior year has been closed. As a result, when checks are written for the first period of a new fiscal year, the balance shown here may be temporarily incorrect. This will be corrected when the prior year is closed. In fact, it can be resolved by closing the prior year and reopening it until final transactions can be made.

Checks and Net As you select checks for payment, the sum of the amounts to be paid will be displayed in the box labeled 'Checks'. The box labeled 'Net' will contain the balance the checking account will have if the selected checks are posted.

When you have finished entering the check date and other information in the boxes at the bottom of the screen, a new menu will be displayed, as shown above, from which you can select/deselect the invoices to be paid in this check run.

SELECT The Select option allows you display a list of outstanding invoices and enter amounts to be paid. You can display a specific invoice, or the invoices belonging to a specific vendor, or simply all outstanding invoices. Once displayed, you can enter the amounts you want to pay on the invoices displayed, if any. This process is discussed in more detail later.
PRELOAD The Preload option enables the mass selection of invoices by either Due Date or Discount Date. After entering the desired date, TK-PAYABLES will find all outstanding invoices which are due (or discountable) up to and including the specified date. When one is found, a payment amount will be inserted in the payment field which is equal to the invoice amount. After preloading, these payment amounts can be manually adjusted using the Select options discussed above.
CLEAR This option clears all payments from the list of outstanding invoices, allowing them to be reselected.
EDITIf you need to change the check date or select another checkbook, this option will let you do it.

Entering
Payments		 Using the Select option, display the list of invoices for which you would like to enter payment amounts. The default list is All Invoices.

If you select the Vendor list, you will be asked for a vendor name. Enter several characters of the vendor's name in either upper or lower case. A list of vendors whose names begin with the characters you typed will be displayed in a small window. Select the desired vendor by moving the cursor to its name and pressing [RETURN].

If you select the Invoice list, you will be asked for an invoice number. Enter several digits of the invoice number and press [RETURN]. A list of invoices whose invoice number matches the characters you typed will be displayed, from which you can select the desired invoice.

When the invoice list is displayed, notice that the invoices are shown in the order that they are due, with those being due first at the top of the screen.

You may use the [RETURN] and cursor [UP] and [DOWN] keys to move up or down the list one invoice at a time, and the NEXT SCREEN or PREV SCREEN keys to move forward or backward through the list of invoices one screen at a time.

Select an invoice for payment by simply entering the amount of the invoice to be paid. As in other screens, the equal sign [=] serves as a copy function key; press [=] in any payment field, and the amount of the invoice will be copied to the payment field, indicating that the invoice is to be paid in full.

TOO SOON Occasionally, you may see a 'TOO SOON' message in the payment field. TK-PAYABLES always shows you every open invoice in the system; even when the invoice date is after the check date you entered earlier. However, it is not possible to write a check for an invoice prior to the date of the invoice.

If you see this message and must write a check for the invoice, there are two approaches you can use. First, you can change the date of the check run to include the invoice date of the invoice you want to pay. If this is not practical, you may have to delete the invoice and re-enter it with an earlier date.

Early Payment When an invoice is entered into the system TK-PAYABLES allows entry of early payment discount information including the date and amount of the discount. When this feature is used, such an invoice will appear on this screen twice, once for the discount date and once for the invoice due date.

You can easily tell if the invoice you are looking at is discounted or not by looking at the 'Disc'ount column. If a discount is shown, it is the discounted invoice and the 'Due' date is the discount date. If not, it is the invoice's final due date.

Under no circumstances will TK-PAYABLES permit a payment amount to be entered on both of these lines. If a payment is entered for the discounted invoice, the payment field of the non-discounted invoice will be filled with asterisks '***********' and will not allow any changes to be made to it.

Deselecting
An Invoice		 If you make a mistake and enter an amount for the wrong invoice, or simply change your mind about paying it at this time, simply enter a zero [0] for the amount of payment. TK-PAYABLES will ignore all invoices which have no payment entered in the 'Payment' field.
Ready to Print When finished selecting invoices, press the [TAB] or EXIT key to return to the Select menu from which you can return to the Options menu. You may 'QUIT' the bill payment process at this time and return to the menu system. Any payment amounts you entered will be remembered until they are either paid or cleared.

To proceed with paying the selected invoices, select 'POST' from the Options menu.

Taking
Open Credits

 This screen will appear only if open credits are available for one or more of the vendors whose invoices are being paid in this check run.

If one or more of the vendors being paid have available open credits, they will be displayed, one at a time, and you will be given the opportunity to indicate the amount of open credit to be taken for each invoice.

Notice in the illustration above, that the amount of available credit for the vendor is shown for your information in the upper right portion of the screen. Only open credits in the currency of the invoice can be used.

Enter the amount of the open credit you wish to apply to each invoice, until the available open credit is used up. In no event will you be able to apply more open credit than is shown on the screen, nor more than the amount of the invoice.

When finished allocating open credits for the first vendor, press the [TAB] or EXIT keys to produce the one line menu at the bottom of the screen. If 'NEXT VENDOR' appears in the menu, there is more than one vendor with open credits to be applied; select NEXT VENDOR and press [RETURN] to repeat the open credit application process again for the second vendor. Continue this process until the desired open credits have been applied for each vendor. Note that 'NEXT VENDOR' will no longer appear in the menu when open credits for the last vendor have been applied.

Finished Applying
Open Credits		 When finished applying open credits, select the 'CHECKS' option from the one line menu at the bottom of the screen. The system will begin posting the checks and its progress will be displayed in the lower left corner of the screen.

Of course you may also quit at this point; TK-PAYABLES will still remember the payments you elected to make. However, it will not remember application of open credits. This must be done again each time you start the payment process.

Printing Checks

 When posting of the check run has completed, and you elected to print checks in the Accounts Payable Parameters screen, you will be asked for the device on which the checks are to be printed as illustrated in the screen below. If you elected not to print checks, proceed several pages ahead to Printing the Check Report.

If you press the EXIT key at this time, you can temporarily postpone printing of the checks. However, you will not be able to pay any other bills until the checks and Check Report have been printed. When you enter the Select Invoices screen again, it will inform you that the checks have not been printed and ask if you would like to print them at this time.

If a default printer was assigned for check printing in the Accounts Payable Parameters screen, 'Default Printer' will be available for you to select; otherwise only 'Printer' will be allowed. Note that checks may not be printed to the terminal screen or to a file as other reports in the system.

NOTE: If you have elected to print checks in the Accounts Payable Parameters screen, it is wise to have already loaded the desired printer with the appropriate check stock. However, it can also be done at this time.

Select the desired printer by moving the highlighted bar to the desired option and press [RETURN].

Print
Confirmation
Pattern		 When the printer has been selected, you will be asked whether to print the confirmation pattern. If you have designated a printer for checks which is always loaded, it may not be necessary to print this pattern. Since the default is No, simply press [RETURN]. Your checks will begin printing immediately.

If you had to load the printer with checks, you may want to confirm that the checks will be printed properly. Indicate this by typing [Y] for Yes and pressing [RETURN]. The confirmation is a large VOID pattern. It should be centered on the check and the last line of the pattern should be just a fraction of an inch above the signature line on the check.

When the pattern has finished printing, you will be asked whether it should be printed again. If adjustments were needed, you may want to print it once more to confirm that the adjustments did the trick.

When you are satisfied that the check stock is properly lined up in the printer, accept the default response No by pressing [RETURN]. Printing of your checks will begin immediately. A sample check has been included on the following page to acquaint you with the format.

Print
Trailing Void		 When the last check has been printed, you will be asked whether or not to print a trailing void. If you reload your check stock each time you print checks, this is not necessary.

If you have a dedicated check printer, chances are that the last check cannot be torn off without advancing to the next check. Responding Yes to this question will print the void pattern on the next check, thus advancing the last check so that it can be torn off.

"INCLUDE DA,53

Printing Issued
Checks Report

 Finally, you will be asked for the printer on which to print the report. The ISSUED CHECKS REPORT provides a list of all of the checks that were posted, whether or not you printed them. If you do not print checks the report will be useful in manually writing your checks.

Select the desired device. If you indicated a default printer for reports in the Accounts Payable Parameters screen, it will be the default printer used here.

When the report has finished printing, the payment process is completed and you will be returned to the menu system. A sample of the Checks Issued Report is provided on the next page.

"INCLUDE DA,61

Voiding A Check

 From the ACCOUNTS PAYABLE menu, select Void Check.

From time to time it is necessary to void one or more checks that have been written. This is easily accomplished using the Void Check screen shown below.

Checking Account The first step is to identify the check book from which the check(s) to be voided were written. As in other screens this is accomplished by entering the two-to-three character name given the checkbook. If a default checking account was defined in the Accounts Payable Parameters screen, it will be displayed here and can be accepted by pressing [RETURN].
Selecting Checks
To Be Voided		 The cursor will be in the 'Check' field of the first line of the lower half of the screen. Enter the TK-PAYABLES Check Number of the check to be voided. This is the number that is printed in the upper right corner of each check, not the check control number which is preprinted on the check.

If the check has been cleared using the Bank Reconciliation screen, or has already been voided, this screen will not permit the check to be voided again.

When the TK-PAYABLES check number has been entered and accepted by the screen, the check date, vendor, amount and status of the check will be displayed next to it.

If you mistakenly identify a check which you do not want to void, move the cursor back to that line using the cursor [UP] key and change the number to the correct number. However, there is no way to delete an entry other than to proceed to the one line menu at the bottom of the screen, as discussed below, erasing the entire group, and re-entering the checks to be voided.

When you have finished entering the number of the check(s) to be voided, press the [TAB] or EXIT keys to proceed to the one line menu at the bottom of the screen as shown in the following illustration.

QUIT If you quit at this time, TK-PAYABLES will remember the checks you indicated should be voided, even though it will not have posted the changes. When you return to this screen at a later time, they will displayed as you left them.
ERASE Select this option to erase the entire list of checks to be voided and begin again.
POST VOID CHECKS When satisfied that your list of checks to be voided is complete, select this option to post the changes. Each check in the list will be voided, the invoice(s) which it was paying will be reinstated, and all payment transactions to the general ledger will be reversed.

Payment, Credit or Deletion of the reinstated invoices can now be effected through the appropriate screens. When finished posting the voided checks, you will be returned to the menu system.

Printer Jams
and
Other Disasters

 No matter how well your computer equipment is maintained, or how dependably your software works, there are times when things just don't work out the way they're planned. Throughout the TK-Accounting software we have attempted to make provisions for these unpredictable, yet expected events. If a printer jams while printing a financial statement, for example, you simply fix the printer and print it again.

However, it gets a bit more complicated when you are printing checks; particularly if the software has no way of knowing that a problem has occurred and goes merrily on its way. Second chances are difficult to secure. Nontheless, we have attempted to make provisions for these events as well.

TK-PAYABLES provides two basic solutions, one of which will be able to resolve nearly any situation.

Solution 1
Void Bad Checks		 This is the preferred solution to check printing problems because it is easy to apply and leaves a dependable audit trail. It cannot be used, however, when the check printing program has been interrupted, whether by hardware or software failure.

If no hardware or software errors occurred and the check printing program was able to run to completion, follow these steps.

1) Remove the misprinted checks immediately and write V O I D across them so that they will not be confused with good checks later.

2) When the check run has completed, use the Void Check screen to void the misprinted checks in the system. Not only does this mark those check numbers as void, but it also reinstates the invoices so that they can be paid with new checks.

3) Using the Select/Pay Invoices screen, reselect the desired invoices for payment and print as you normally would. The only side effects of this option are some voided checks in your check register.

Solution 2
Transaction Rollback		 If the check printing program was interrupted, or prevented from completing by hardware or software failure, it is necessary to undo the entire uncompleted check run and begin over again.

Remember that this solution removes all traces of the partially completed check run, including auditability. It should be used only when the first solution cannot be used, and care should be taken to quickly void all of the checks from the run to prevent accidental use. Failure to do so can result in serious bookkeeping and cash management problems.

1) Remove all the checks, even those that printed correctly, and write V O I D across each one so that they can not be confused with good checks later.

2) Use the Transaction Rollback screen, which is described in the TK-LEDGER Manual to 'undo' the entire check run. The transaction will be labeled 'A/P Check Run', should be dated today, and in the time column will show 'Incompl' meaning that the check run did not finish. The process requires only a minute.

3) Using the Select/Pay Invoices screen, reselect the desired invoices for payment and print as you normally would.