accounts payable iii - epicor06. accounts payable 09. on demand reports 04. ap trial balance ylook...
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![Page 1: Accounts Payable III - Epicor06. Accounts Payable 09. On Demand Reports 04. AP Trial Balance yLook at the Program Parameters. yLook at the Report Output. 3. AP Trial Balance (MAP008)](https://reader033.vdocuments.net/reader033/viewer/2022043012/5fa91e8228f50d3d9e4b7a57/html5/thumbnails/1.jpg)
Prophet 21 Array
Accounts Payable III
Accounts Payable suite: course 3 of 3
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This class is designed for…
Senior Payable ClerksAccounting Managers or Controllers
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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
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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
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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
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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
![Page 7: Accounts Payable III - Epicor06. Accounts Payable 09. On Demand Reports 04. AP Trial Balance yLook at the Program Parameters. yLook at the Report Output. 3. AP Trial Balance (MAP008)](https://reader033.vdocuments.net/reader033/viewer/2022043012/5fa91e8228f50d3d9e4b7a57/html5/thumbnails/7.jpg)
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.
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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.
![Page 9: Accounts Payable III - Epicor06. Accounts Payable 09. On Demand Reports 04. AP Trial Balance yLook at the Program Parameters. yLook at the Report Output. 3. AP Trial Balance (MAP008)](https://reader033.vdocuments.net/reader033/viewer/2022043012/5fa91e8228f50d3d9e4b7a57/html5/thumbnails/9.jpg)
1. Daily Purchase Journal by Batch
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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
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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.
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1. Sorted Daily Purchase Journal
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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
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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
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2. Daily Exp. Distribution (MAP025)*
* Optional Program
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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
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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
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3. Vendor Maintenance Log *
* Optional Program
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3. Vendor Maintenance Log *
MAP073 Report:
* Optional Program
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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
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4. Daily Check Register (MAP024)
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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
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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
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5. Daily Cash Disbursements Journal*
* Optional Program
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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
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6. AP File Update (MAP020)
Menu Path06. Accounts Payable05. Daily Update Menu02. AP File UpdateLook at the Program Parameters.Look at the Report:
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7. Print File Status – (MAP016)
Menu Path06. Accounts Payable05. Daily Update Menu01. Print File StatusLook at the Program Parameters.Look at the Report Output.
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7. Print File Status – (MAP016)
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7. Print File Status – (MAP016)Report Output with Error:
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7. Print File Status – (MAP016)
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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
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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.
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1. Monthly Purchase Journal
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1. Monthly Purchase Journal
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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
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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.
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2. Monthly Cash Disbursements
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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
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3. AP Trial Balance (MAP008)
Menu Path06. Accounts Payable09. On Demand Reports04. AP Trial BalanceLook at the Program Parameters.Look at the Report Output.
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3. AP Trial Balance (MAP008)
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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
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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
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4. AP Aged Trial Balance (MAP060)*
* Optional Program
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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
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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.
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5. Expense Distribution Report
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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
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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.
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6. Month-To-Date Distribution Report
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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
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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
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Month End Worksheet ProgramsWhere the Information is Pulled From:
A
2
2
CB D/1
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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
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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
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1. AP to GL Transaction (MAP031)*
When you run you could see:
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1. AP to GL Transaction (MAP031)*
Can check the Interface in MGL058
![Page 57: Accounts Payable III - Epicor06. Accounts Payable 09. On Demand Reports 04. AP Trial Balance yLook at the Program Parameters. yLook at the Report Output. 3. AP Trial Balance (MAP008)](https://reader033.vdocuments.net/reader033/viewer/2022043012/5fa91e8228f50d3d9e4b7a57/html5/thumbnails/57.jpg)
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.
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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!
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3. Month Start (MAP027)
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3. Month Start (MAP027)
![Page 61: Accounts Payable III - Epicor06. Accounts Payable 09. On Demand Reports 04. AP Trial Balance yLook at the Program Parameters. yLook at the Report Output. 3. AP Trial Balance (MAP008)](https://reader033.vdocuments.net/reader033/viewer/2022043012/5fa91e8228f50d3d9e4b7a57/html5/thumbnails/61.jpg)
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
![Page 62: Accounts Payable III - Epicor06. Accounts Payable 09. On Demand Reports 04. AP Trial Balance yLook at the Program Parameters. yLook at the Report Output. 3. AP Trial Balance (MAP008)](https://reader033.vdocuments.net/reader033/viewer/2022043012/5fa91e8228f50d3d9e4b7a57/html5/thumbnails/62.jpg)
4. Recurring Expense Month Start*
* Optional Program
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4. Recurring Expense Month Start*
* Optional Program
![Page 64: Accounts Payable III - Epicor06. Accounts Payable 09. On Demand Reports 04. AP Trial Balance yLook at the Program Parameters. yLook at the Report Output. 3. AP Trial Balance (MAP008)](https://reader033.vdocuments.net/reader033/viewer/2022043012/5fa91e8228f50d3d9e4b7a57/html5/thumbnails/64.jpg)
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
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5. VPA Update (MAP076)*
* Optional Program
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5. VPA Update (MAP076)*
* Optional Program
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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
![Page 68: Accounts Payable III - Epicor06. Accounts Payable 09. On Demand Reports 04. AP Trial Balance yLook at the Program Parameters. yLook at the Report Output. 3. AP Trial Balance (MAP008)](https://reader033.vdocuments.net/reader033/viewer/2022043012/5fa91e8228f50d3d9e4b7a57/html5/thumbnails/68.jpg)
6. VPA Report (MAP077)*
* Optional Program
![Page 69: Accounts Payable III - Epicor06. Accounts Payable 09. On Demand Reports 04. AP Trial Balance yLook at the Program Parameters. yLook at the Report Output. 3. AP Trial Balance (MAP008)](https://reader033.vdocuments.net/reader033/viewer/2022043012/5fa91e8228f50d3d9e4b7a57/html5/thumbnails/69.jpg)
6. VPA Report (MAP077)*Monthly
Quarterly
Annually
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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
![Page 71: Accounts Payable III - Epicor06. Accounts Payable 09. On Demand Reports 04. AP Trial Balance yLook at the Program Parameters. yLook at the Report Output. 3. AP Trial Balance (MAP008)](https://reader033.vdocuments.net/reader033/viewer/2022043012/5fa91e8228f50d3d9e4b7a57/html5/thumbnails/71.jpg)
7. Comparative VPA Report*
* Optional Program
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7. Comparative VPA Report*
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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.
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8. VPA File Purge (MAP078)
1
2
3
4
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8. VPA File Purge (MAP078)
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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
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9. AP Distribution History (MAP030)*
* Optional Program
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9. AP Distribution History (MAP030)*
MAP030 Report – ApplicationShare• Report will Sort & Total by Account• Nice Report to Run at Year End
* Optional Program
![Page 79: Accounts Payable III - Epicor06. Accounts Payable 09. On Demand Reports 04. AP Trial Balance yLook at the Program Parameters. yLook at the Report Output. 3. AP Trial Balance (MAP008)](https://reader033.vdocuments.net/reader033/viewer/2022043012/5fa91e8228f50d3d9e4b7a57/html5/thumbnails/79.jpg)
10. Audit Programs that can be Used
AP File Audit (MBS329)Fix MAP004 (MAP081)
- Used for Out of Balance (OOB)
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AP File Audit (MBS329)
Menu Path06. Accounts Payable10. AP Manager’s Menu09. AP AuditLook at the Program Parameters.Look at the Report Output.
![Page 81: Accounts Payable III - Epicor06. Accounts Payable 09. On Demand Reports 04. AP Trial Balance yLook at the Program Parameters. yLook at the Report Output. 3. AP Trial Balance (MAP008)](https://reader033.vdocuments.net/reader033/viewer/2022043012/5fa91e8228f50d3d9e4b7a57/html5/thumbnails/81.jpg)
AP File Audit (MBS329)
Put a copy of the report here
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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.
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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
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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
![Page 85: Accounts Payable III - Epicor06. Accounts Payable 09. On Demand Reports 04. AP Trial Balance yLook at the Program Parameters. yLook at the Report Output. 3. AP Trial Balance (MAP008)](https://reader033.vdocuments.net/reader033/viewer/2022043012/5fa91e8228f50d3d9e4b7a57/html5/thumbnails/85.jpg)
1. Vendor Master List (MAP003)*
* Optional Year End Program
![Page 86: Accounts Payable III - Epicor06. Accounts Payable 09. On Demand Reports 04. AP Trial Balance yLook at the Program Parameters. yLook at the Report Output. 3. AP Trial Balance (MAP008)](https://reader033.vdocuments.net/reader033/viewer/2022043012/5fa91e8228f50d3d9e4b7a57/html5/thumbnails/86.jpg)
1. Vendor Master List (MAP003)*
* Optional Year End Program
![Page 87: Accounts Payable III - Epicor06. Accounts Payable 09. On Demand Reports 04. AP Trial Balance yLook at the Program Parameters. yLook at the Report Output. 3. AP Trial Balance (MAP008)](https://reader033.vdocuments.net/reader033/viewer/2022043012/5fa91e8228f50d3d9e4b7a57/html5/thumbnails/87.jpg)
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
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2. 1099 Forms Print (MAP037)*
Two Output Files:
MAP037 = Forms
MAP074 = Report
![Page 89: Accounts Payable III - Epicor06. Accounts Payable 09. On Demand Reports 04. AP Trial Balance yLook at the Program Parameters. yLook at the Report Output. 3. AP Trial Balance (MAP008)](https://reader033.vdocuments.net/reader033/viewer/2022043012/5fa91e8228f50d3d9e4b7a57/html5/thumbnails/89.jpg)
2. 1099 Forms Print (MAP037)*
MAP072
![Page 90: Accounts Payable III - Epicor06. Accounts Payable 09. On Demand Reports 04. AP Trial Balance yLook at the Program Parameters. yLook at the Report Output. 3. AP Trial Balance (MAP008)](https://reader033.vdocuments.net/reader033/viewer/2022043012/5fa91e8228f50d3d9e4b7a57/html5/thumbnails/90.jpg)
2. 1099 Forms Report (MAP074)*
* Optional Calendar Year End Program
![Page 91: Accounts Payable III - Epicor06. Accounts Payable 09. On Demand Reports 04. AP Trial Balance yLook at the Program Parameters. yLook at the Report Output. 3. AP Trial Balance (MAP008)](https://reader033.vdocuments.net/reader033/viewer/2022043012/5fa91e8228f50d3d9e4b7a57/html5/thumbnails/91.jpg)
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
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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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