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DMS Accounts Payable FAQ's:
Q1: What is the structure of the Vendor Code?
A1: The Vendor Code is seven characters
which may be alpha and/or numeric.
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Q2: In a multi-company processing environment, if a Vendor
is used by more
than
one Company, must it be set up more than once?
A2: No. The invoices are tied to a company/vendor.
When checks are written,
one
check is written for each Company/Check Code/Vendor.
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Q3: What does the Check Code do in the Bank Code table
File?
A3: The Check Code is used to divide
the checks into different check forms
(bank
accounts). A Check Code may be used by more than one Bank Code.
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Q4: What determines the General Ledger Periods?
A4: The Company/Dates File contains
thirteen Period Ending Dates (the System supports
twelve or thirteen accounting periods) and a Distribution Period/Year.
At the time an invoice is entered, the Distribution Period/Year is entered
with the invoice. This is compared to the Company Distribution Period
for the Voucher/Purchase Period when General Ledger transactions are being
created. The Period Ending Dates are compared to the Check Date in each
record to determine the Disbursement Period.
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Q5: When entering the Distribution Period/Year, do
you enter the Calendar Month or
Fiscal Period?
A5: In the Control Record Entry, Fiscal
or Calendar is chosen. If the thirteen accounting periods are used, the
Fiscal Period must be used.
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Q6: How often can General Ledger transactions be
created from Accounts Payable?
A6: General Ledger transactions may
be created as often as desired. During End of Month Processing, any Voucher/Purchase
or Disbursement transactions which have not been created for the period
being closed are created.
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Q7: Can the invoices and checks for the current
period be processed
before
closing the last period?
A7: Yes. Each invoice record has a Distribution
Period to determine the correct General Ledger posting period. The Check
Date is compared to the Period Ending Date to determine the Disbursement
period. During End of Month Processing, the End of Month Open Item Report
is produced which lists all invoices which were open at the end of the
period being closed (even those which have been paid) and does not list
any invoices with Distribution Period after the one being closed.
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Q8: Can invoices or hand checks be entered
for a period which has been closed?
A8: Yes. When the records are processed,
they will be segregated by period.
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Q9: Is the Accounts Payable Application "Real Time"
like other DMS System
Modules?
A9: No. Invoice transactions are entered
into Batches which are then edited.
If
there are errors, the user can correct the entry and update only when
all entries
are
correct.
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Q10: How does the System determine Due and Discount
Dates?
A10: As invoice transactions are entered,
the Terms Code (default from the Vendor Master) is used to calculate the
Due and Discount Dates based on the Invoice Date. The Terms Code has a
Discount Percent, Discount Days/Date, Net Days/Date, Number of Payments,
Number of Deferred Periods and Prox Cutoff Date. It is also possible to
enter Due and Discount Date. ·^
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Examples
are shown below using Invoice Date 08/26/1999:
|
Terms Code |
1 |
2 |
3 |
4 |
|
Disc % |
2.00 |
2.00 |
2.00 |
2.00 |
|
Disc Days |
10 |
10 |
10 |
10 |
|
Prox |
|
P |
|
P |
|
Net Days |
30 |
30 |
30 |
30 |
|
# Payments |
|
|
3 |
3 |
|
# Defer Per |
|
|
|
3 |
|
Cutoff Date |
|
25 |
|
25 |
|
Due Date |
09-25-1999 |
10-30-1999 |
09-25-1999 |
01-30-2000 |
|
|
|
|
10-25-1999 |
02-28-1999 |
|
|
|
|
11-25-1999 |
03-30-2000 |
|
Disc Date |
09-05-1999 |
10-10-1999 |
09-05-1999 |
01-10-2000 |
|
|
|
|
10-05-1999 |
02-10-2000 |
|
|
|
|
11-05-1999 |
03-10-2000 |
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Q11: How does the System determine the Discount
Amount?
A11: The invoice Transaction Entry allows
Gross Amount, Discount Base, Non-Discount Base or Discount Amount to be
entered. If only the Gross Amount and Discount Percent are entered, the
Discount Amount is calculated as the product of Gross Amount and Discount
Percent. If either of the Bases are entered, it is used in place of the
Gross Amount in the calculation. It is also possible to enter only the
Discount Amount.
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Q12: How often can checks be printed?
A12: Checks may be printed as often
as desired.
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Q13: Can partial payments be made?
A13: Yes. The user may change the Payment
Amount to an amount less than or equal to the Balance Due.
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Q14: Can the Discount Amount be taken even
when the Discount Date has passed?
A14: Yes.
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Q15: How long can Check History be maintained?
A15: Users can purge the Accounts Payable
History File of checks with dates
less
than an entered Effective Date whenever they chose.
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