Accounts Payable Entry
The APE program allows you to enter accounts payable invoices and credit memos to be paid. It also allows you to enter office checks, void computer checks, or delete unpaid invoices or credit memos. Type APE and select the appropriate option:
1. Invoice/Credit Memo - Allows you to enter invoices and credit memos. These may be added on the same batch, just switch bank and forth from invoice and credit memo.
2. Office Check - You may mark paid an invoice that has been entered to be paid, or you may enter and mark paid an invoice that has not been entered. When marking paid an invoice that has already been entered, choose "P" = Mark existing invoices as paid. Enter the Vendor number and the invoice number that has been paid, entering the check number and date paid. Code the check stub to the general ledger account, Accounts Payable Trade, and enter with the other office checks to the general ledger at the end of the month. When paying an invoice that has not been entered, enter as a new invoice using "I". The invoice will be entered and marked paid with the office check number and date paid. The amount will be expensed in the general ledger and taken out of the general ledger bank account, so do not enter with the other office checks.
3. Void a Check - Allows you to void any computer check that has been written. This will be sent to the general ledger on the date the check was voided. The check number and date will be removed from the invoice number and the invoice may be paid again. If the invoice was entered in error, you will need to delete the invoice using APE # 4 = Delete an unpaid invoice.
4. Delete an Unpaid Invoice - Allows you to delete an invoice that has not been paid.
5. Delete an Unused Cr/Memo - Allows you to delete a credit memo that has not been used.
APRE -Accounts Payable Recurring Entry
Enter APRE to merge the recurring payments each month so the payments will be entered on the accounts payable vendors to be paid. This must be done before you run the APDD or APBI programs. Can only be merged one time a month.
API -Accounts Payable Vendor Inquiry
You may view/print invoices and credit memos for individual vendor accounts by entering API. You may view the file in invoice date or invoice number order. The display will start at the end of the file with the last invoice date/number. You may page up to see other invoice/credit memos. This will show you the type, invoice/credit memo number, date, due date, paid date, check #, gross amount, discount, and net amount of the invoice/credit memo. If the invoice/credit memo has not been paid, the check number space and the paid date space will be blank. If the invoice/credit memo has been paid, it will show the check number and date check was written. If a check has been voided, the check number and date paid will be removed so that payment can be made . If the invoice has been pulled to be paid and the check has not been written, there will be 9's in the check number space and zeros in the check date field.