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eSTELPLAN

eSTEL/AP

Release 4.0a

February 15, 2016

Copyright 2016 Invera Inc. All Rights Reserved.

Invera Inc. (hereinafter referred to as Invera) has prepared this document for use by its personnel, licensees and

customers. The information contained herein is the property of Invera and shall not be reproduced in whole or in

part without prior written approval from Invera.

Invera reserves the right to make changes in specifications and other information contained in this document without

prior notice, and the reader should in all cases consult Invera to determine whether any such changes have been

made.

The terms and conditions governing the licensing of Invera software consist solely of those set forth in the

written contracts between Invera and its customers. No representation or other affirmation of fact contained

in this document, including but not limited to statements regarding capacity, response-time performance,

suitability for use, or performance of products described herein shall be deemed to be a warranty by Invera

for any purpose or give rise to any liability of Invera whatsoever.

eSTELPLAN is a Trademark of Invera Inc.

Web: www.invera.com

Email: [email protected]

Phone: (514) 935-3535

Fax: (514) 935-3850

Invera Corp. 6125 Luther Lane, #425

Dallas, TX 75225

U.S.A.

Invera Inc. 4333 St. Catherine Street West,

Westmount, Quebec H3Z 1P9

Canada

Table of Contents

1. eSTEL/AP OVERVIEW ........................................................................................................................ 1 OVERVIEW ............................................................................................................................................. 1 TYPES OF ACCOUNTS PAYABLE TRANSACTIONS ....................................................................... 2 REFERENCE INFORMATION ............................................................................................................... 3 REFERENCE FILES REQUIRED FOR ACCOUNTS PAYABLE......................................................... 4

AP Installation Options ......................................................................................................................... 4 Retention Period................................................................................................................................. 5 Change Mode ..................................................................................................................................... 5

2. REPORT SELECTIONS ....................................................................................................................... 7

3. REPORTS AND INQUIRIES .............................................................................................................. 17 ACCOUNTS PAYABLE INQUIRIES ................................................................................................... 17

Reference Number Inquiry .................................................................................................................. 18 Check Number Inquiry ........................................................................................................................ 18 Vendor Remittance Advice Number Inquiry ....................................................................................... 18 Main Accounts Payable Inquiry .......................................................................................................... 19 Accounts Payable Inquiry with History ............................................................................................... 20

Accounts Payable History View Options ......................................................................................... 22 Archived VRA ................................................................................................................................. 23

Accounts Payable Inquiry – Monthly Purchase Analysis .................................................................... 24 Invoice Inquiry .................................................................................................................................... 24 Vendor Profile Inquiry......................................................................................................................... 26

ACCOUNTS PAYABLE REPORTS ..................................................................................................... 28 Accounts Payable Open Item List ....................................................................................................... 28 Accounts Payable Aging Report .......................................................................................................... 35

Detail Report .................................................................................................................................... 36 Summary Report .............................................................................................................................. 36 Totals Only....................................................................................................................................... 36

Cash Forecast Reports ......................................................................................................................... 42 VENDOR LISTS AND LABELS ........................................................................................................... 47

Vendor Master List .............................................................................................................................. 47 Vendor Remarks List ........................................................................................................................... 49 Vendor Labels ..................................................................................................................................... 51

4. VOUCHER PROCESSING ................................................................................................................. 53 OVERVIEW ........................................................................................................................................... 53 VOUCHER ENTRY ............................................................................................................................... 54

Overview ............................................................................................................................................. 54 Update Options .................................................................................................................................... 54

INPUT AND CONTROL PROCEDURES ............................................................................................. 55 Source Document Control Totals ........................................................................................................ 55 Transaction Definition ......................................................................................................................... 57 General Screen Flow ........................................................................................................................... 57 Voucher Header Information Screen Flow .......................................................................................... 57

Action Bar Options .......................................................................................................................... 58

Table of Contents Page ii

Voucher Header Fields ..................................................................................................................... 58 Voucher Look-Up ................................................................................................................................ 60 Session Look-Up.................................................................................................................................. 60 Pay-To Information.............................................................................................................................. 62 Cost Reconciliation Control Totals ...................................................................................................... 68 Voucher Header Action Bar Options ................................................................................................... 69 Changing a Voucher Header ................................................................................................................ 71

Header Change Restrictions ............................................................................................................. 72 Deleting a Voucher Header .............................................................................................................. 72

Inventory Cost Reconciliation Screen Flow ........................................................................................ 73 GL Distribution Screen Flow ............................................................................................................... 74

Standard GL Distribution ................................................................................................................. 74 Automatic GL Distribution .............................................................................................................. 74 Accounts Payable Control ................................................................................................................ 75 Unpaid Accounts (Applied Items) .................................................................................................... 75 Non-Steel Purchases ......................................................................................................................... 75 Unpaid Accounts (Advance IRC Items) ........................................................................................... 76 Purchase Gain/Loss .......................................................................................................................... 76 Foreign Exchange Gain/Loss ........................................................................................................... 76 Default Expense Account ................................................................................................................. 76

Foreign Exchange Rounding in GL ..................................................................................................... 77 VERIFY VOUCHERS ............................................................................................................................ 78

Voucher Edit List ................................................................................................................................. 78 UPDATE VOUCHERS ........................................................................................................................... 81

Update Vouchers.................................................................................................................................. 81 PURCHASE JOURNAL ......................................................................................................................... 83

5. INVOICE APPROVAL ........................................................................................................................ 87 OVERVIEW ............................................................................................................................................ 87

General Screen Flow ............................................................................................................................ 87 Branch Information .............................................................................................................................. 87

INVOICE APPROVAL SCREEN FLOW .............................................................................................. 89 Transaction Access .............................................................................................................................. 89 Action Bar Options .............................................................................................................................. 91

Select ................................................................................................................................................ 92 Template Selection ........................................................................................................................... 92 Wild Card Selection ......................................................................................................................... 92

EDI INVOICE HEADER SCREEN........................................................................................................ 93 Overview .............................................................................................................................................. 93 Cost Reconciliation Control Totals ...................................................................................................... 95

EDI INVOICE DETAIL SCREEN ......................................................................................................... 97 Sequence of Screen Display Sections .................................................................................................. 97

Invoice Item Formatting ................................................................................................................... 98 Product Characteristics Formatting .................................................................................................. 98 Physical Dimensions Formatting ..................................................................................................... 98 Additional Charges Formatting ........................................................................................................ 99 Name and Address Formatting ......................................................................................................... 99

EDI Invoice Detail Action Bar Options ............................................................................................. 100 REMARKS SCREEN ........................................................................................................................... 101

Remarks Formatting ....................................................................................................................... 101 Remarks Action Bar Options ............................................................................................................. 101

INVENTORY COST RECONCILIATION SCREEN .......................................................................... 102 GENERAL LEDGER DISTRIBUTION ............................................................................................... 103

Standard General Ledger Distribution ............................................................................................... 103

6. AP OPEN ITEM ADJUSTMENTS ................................................................................................... 105

Table of Contents Page iii

OVERVIEW ......................................................................................................................................... 105 Action Bar Options ........................................................................................................................ 106

MODIFY TERMS OF PAYMENT ...................................................................................................... 107 Restrictions ........................................................................................................................................ 108

ITEM HOLD ......................................................................................................................................... 109 Restrictions ........................................................................................................................................ 109

MODIFY DESCRIPTION/REMARKS ................................................................................................ 110 Restrictions ........................................................................................................................................ 110

SELECT ................................................................................................................................................ 111 Template Selection ......................................................................................................................... 111 Wild Card Selection ....................................................................................................................... 112

SESSION LOG ..................................................................................................................................... 113

7. CASH DISBURSEMENTS ................................................................................................................ 115 OVERVIEW ......................................................................................................................................... 115

Prerequisites for using Vendor Remittance Advices ......................................................................... 115 ENTER CASH DISBURSEMENTS .................................................................................................... 116

Disbursement Reversal ...................................................................................................................... 116 Open Item Application ...................................................................................................................... 121 Specific Posting Situations ................................................................................................................ 123 Payment of a Single Voucher ............................................................................................................ 124 Check Item Remarks ......................................................................................................................... 125 Partial Payment .................................................................................................................................. 126 Payment of Multiple Vouchers .......................................................................................................... 127 Discounts ........................................................................................................................................... 129 Add Vouchers .................................................................................................................................... 130 Change the General Ledger Distribution ........................................................................................... 130 Unapplied Debits ............................................................................................................................... 132 Unapplied Credits .............................................................................................................................. 134 Temporary Vendors ........................................................................................................................... 135 Trailer Remarks ................................................................................................................................. 136 Manual Checks .................................................................................................................................. 137 Adjustments ....................................................................................................................................... 138 Add an Open Item to a Cash Disbursement....................................................................................... 140 Remove an Open Item from a Cash Disbursement ........................................................................... 142 Delete a Cash Disbursement Entry .................................................................................................... 144

VERIFY CASH DISBURSEMENTS ................................................................................................... 145 Cash Disbursement Edit List ............................................................................................................. 146

AUTOMATIC PAYMENT SCHEDULING ........................................................................................ 149 AUTOMATIC PAYMENT UNSCHEDULING .................................................................................. 153 UPDATE CASH DISBURSEMENTS .................................................................................................. 155 PRINT CHECKS .................................................................................................................................. 158

Check Formats ................................................................................................................................... 158 Check Printers ................................................................................................................................... 161 Check Printing Process ...................................................................................................................... 161 Void Check Forms ............................................................................................................................. 162 Alignment Test .................................................................................................................................. 163 Select Checks ..................................................................................................................................... 163 Accept/Reject Forms ......................................................................................................................... 165 Compress ........................................................................................................................................... 167 Insert a Line ....................................................................................................................................... 168 Reset Printer ...................................................................................................................................... 169

AUTO EMAIL VENDOR REMITTANCE ADVICES ....................................................................... 170 Auto eMail Standards ........................................................................................................................ 170 Vendor Remittance Advice Form ...................................................................................................... 170

Table of Contents Page iv

Vendor Remittance Advice Sample ................................................................................................... 171 CASH DISBURSEMENT JOURNAL .................................................................................................. 172

Cash Disbursement Journals .............................................................................................................. 173 Cash Disbursement Journal by Check ............................................................................................ 173

8. OUTSTANDING CHECK/VRA RECONCILIATION .................................................................. 177 CHECK RECONCILIATION ............................................................................................................... 177 VRA RECONCILIATION .................................................................................................................... 177 USING THE CHECK/VRA CLEARING FUNCTION ........................................................................ 179

Group Application ............................................................................................................................. 181 Item Application ................................................................................................................................ 182 End of Month Cleanup ....................................................................................................................... 182

STOP PAYMENTS AND CHECK/VRA WRITE OFFS ..................................................................... 183 Situation ............................................................................................................................................. 183

Payment with a Check .................................................................................................................... 183 Payment with a Bank Transfer/VRA ............................................................................................. 183

Procedure – Case A............................................................................................................................ 184 Procedure – Case B ............................................................................................................................ 184 Procedure – Case C ............................................................................................................................ 185

LIST OF OUTSTANDING CHECKS .................................................................................................. 186 List of Outstanding Checks ................................................................................................................ 187

Detail Type ..................................................................................................................................... 187 Total Only ...................................................................................................................................... 187

9. PERIODIC PROCEDURES .............................................................................................................. 191 INTRODUCTION ................................................................................................................................. 191 END OF PERIOD PROCEDURES ...................................................................................................... 191

Daily Procedures ................................................................................................................................ 191 Voucher Processing ........................................................................................................................ 191 Cash Disbursements ....................................................................................................................... 191

Monthly Procedure ............................................................................................................................ 192 ACCOUNTS PAYABLE PRELIMINARY MONTH END SCAN ..................................................... 193

Session Log ........................................................................................................................................ 193 ACCOUNTS PAYABLE END OF MONTH ....................................................................................... 194

Tables Affected by the AP End of Month Procedure ........................................................................ 194 ACCOUNTS PAYABLE END OF YEAR ........................................................................................... 196

10. 1099 INFORMATION ...................................................................................................................... 197 OVERVIEW .......................................................................................................................................... 197 1099 INFORMATION MAINTENANCE ............................................................................................ 198

Add 1099 Information ....................................................................................................................... 199 Change, Delete or Look-Up Information ........................................................................................... 201

1099 INFORMATION REPORT .......................................................................................................... 204 1099 Worksheet List .......................................................................................................................... 204

Detail Type ..................................................................................................................................... 204 Summary ........................................................................................................................................ 204 Total ............................................................................................................................................... 205

1099 INFORMATION CLEANUP ....................................................................................................... 209

APPENDIX A .......................................................................................................................................... 211 INITIALIZE ACCOUNTS PAYABLE APPLICATION ..................................................................... 211

Possible Error Messages .................................................................................................................... 212

APPENDIX B .......................................................................................................................................... 215 INITIAL LOADING OF ACCOUNTS PAYABLE TRANSACTION ................................................ 215

Prerequisite ........................................................................................................................................ 215 ENTER ACCOUNTS PAYABLE TRANSACTIONS ......................................................................... 216 VERIFY THE ENTRIES ...................................................................................................................... 219

Table of Contents Page v

APPENDIX C .......................................................................................................................................... 221 SALES TAX PROCESSING ................................................................................................................ 221 TAX REGIONS .................................................................................................................................... 222

Sales Tax on Mat/Frt/Pro/Oth ............................................................................................................ 223 VENDOR REFERENCE INFORMATION ......................................................................................... 227

Tax Region ........................................................................................................................................ 227 VOUCHER ENTRY ............................................................................................................................. 229

Tax Distribution Window .................................................................................................................. 229 Exchange Rate ............................................................................................................................... 230 Amount Before Tax ....................................................................................................................... 230 Tax Type ........................................................................................................................................ 230 Tax Rgn .......................................................................................................................................... 230 Tax Applicability Code .................................................................................................................. 230 Taxable ........................................................................................................................................... 230 Non-Taxable .................................................................................................................................. 231 Tax Amt ......................................................................................................................................... 231 Base Amt ........................................................................................................................................ 231 Total Amount ................................................................................................................................. 231

Header Information Screen ................................................................................................................ 232 Gross Amount ................................................................................................................................ 232 Exchange Rate ............................................................................................................................... 232 Automatic GL Distribution ............................................................................................................ 233 Sales Tax Control ........................................................................................................................... 233

CASH DISBURSEMENT ENTRY ...................................................................................................... 234 Header Information Screen ................................................................................................................ 234 Tax Distribution Window .................................................................................................................. 234

Exchange Rate ............................................................................................................................... 235 Amount Before Tax ....................................................................................................................... 235 Tax Type ........................................................................................................................................ 235 Tax Rgn .......................................................................................................................................... 235 Tax Applicability Code .................................................................................................................. 236 Taxable ........................................................................................................................................... 236 Non-Taxable .................................................................................................................................. 236 Tax Amt ......................................................................................................................................... 236 Base Amt ........................................................................................................................................ 236 Total Amount ................................................................................................................................. 237 Automatic GL Distribution ............................................................................................................ 237 Sales Tax Control ........................................................................................................................... 237

REPORTING ........................................................................................................................................ 238 Purchase Tax Report .......................................................................................................................... 238

APPENDIX D .......................................................................................................................................... 241 PREPAID EXPENSE HANDLING ...................................................................................................... 241

APPENDIX E .......................................................................................................................................... 243 AP CHECK SAMPLES AND PRINTING ........................................................................................... 243

AP Checks – Physical Characteristics ............................................................................................... 243 US Checks ...................................................................................................................................... 243 Canadian Checks ............................................................................................................................ 245

eSTEL/AP Check Forms ................................................................................................................... 245 U.S. Sites ........................................................................................................................................ 245 Canadian Sites Only ....................................................................................................................... 246

AP CHECK PRINTING ....................................................................................................................... 247 PROCEDURE ....................................................................................................................................... 248 REGULAR VS. APCHQ PRINT QUEUES ......................................................................................... 249 AP CHECK OPTIONS MENU (chq_menu) ........................................................................................ 250

Table of Contents Page vi

Configuration ..................................................................................................................................... 250 AP Check Printing Options Screen .................................................................................................... 251 AP Check Printing ............................................................................................................................. 252

APPENDIX F........................................................................................................................................... 253 USER MENU OPTIONS ...................................................................................................................... 253

APPENDIX G .......................................................................................................................................... 255 AP END OF MONTH REPORTING .................................................................................................... 255

Failure of the Build AP Previous Month Tables program ................................................................. 255 Prerequisites ....................................................................................................................................... 256

Backup............................................................................................................................................ 256 AP Table Cleanups ......................................................................................................................... 256

Obsolete Previous Month tables and program ................................................................................... 256 AP Reports Changes .......................................................................................................................... 256

AP Reports Logic Changes ............................................................................................................ 256 Selection Entry Options Changes ................................................................................................... 257 New value for Product Installation Option OSC=X ....................................................................... 257

Modified AP Reports ......................................................................................................................... 257 Product Installation Options .............................................................................................................. 258

Index ......................................................................................................................................................... 261

eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry

1. eSTEL/AP OVERVIEW

OVERVIEW

eSTEL/AP can be used independently or integrated with any eSTELPLAN product.

eSTEL/AP is designed for computerizing the payable transactions of the accounting function. It provides

facilities to process vendor invoices (vouchers), schedule payments for cash disbursements, produce

different reports related to the payable transactions of your company, do cash forecasting and open item

aging. Other functions include printing checks, check reconciliation, generating and emailing Remittance

Advices and 1099 transaction reporting.

The product is also intended to accommodate simultaneous processing of a variety of application

functions from several users. Because the internal databases are integrated, the system has the ability to

verify and validate the data entry operation and eliminate redundant processing of data.

The Accounts Payable functions include:

Voucher Processing: to record the Invoices and Credit/Debit Memos issued by the Vendors

Cash Disbursement: to issue Checks in payment of the Vouchers or to generate and email

Remittance Advices to the Vendors paid by Bank Transfers.

eSTEL/AP uses the Open Item Method to control payments of Vendor transactions. Each transaction is

thus maintained individually in the Accounts Payable Open Item table until complete payment is made to

the Vendor, or another offsetting transaction is applied against it.

1. eSTEL/AP Overview Page 2


TYPES OF ACCOUNTS PAYABLE TRANSACTIONS

Five types of transactions are supported in eSTEL/AP. Each type has a specific usage and is identified by

a unique reference code, as described below:

Transaction Code Usage

VOUCHER VR Used to record a Vendor charge for material purchased or

services rendered.

DEBIT MEMO DM Used to debit a Vendor account for the return of material,

or to cancel an Invoice.

CREDIT MEMO CM Used to credit a Vendor account to re-instate a charge.

DEBIT ADJUSTMENT DR Created in the Cash Disbursements function to reduce a

charge against a Vendor account (e.g., unapplied payment

on account).

CREDIT ADJUSTMENT CR Created in the Cash Disbursements function to credit a

Vendor account (e.g., late charge applied, discount

disallowed).



REFERENCE INFORMATION

eSTEL/AP uses certain reference information stored in a series of files called Reference files. These files

are essentially tables of static information used in the validation of input, in calculations, and to control

operations. Thus, they determine the operational characteristics of your Accounts Payable system.

The Reference files provide for simplicity in adding new suppliers and give flexibility in changing some

calculations as business factors change. The Reference files may be changed, as needed, without

modifying any of the computer programs, thereby reducing maintenance.

However, the data in the Reference files control much of the computer logic. Therefore, you must

consider the effect of a change on the whole system before you make modifications. To do so, consult

this manual for the functions that use the specific reference information.



REFERENCE FILES REQUIRED FOR ACCOUNTS PAYABLE

The Accounts Payable function requires that certain files be set up in order to operate. The information in

these files is used to control and process the Accounts Payable transactions for each vendor.

Note that General Ledger Reference files must be set up before the Accounts Payable Reference files (see

the eSTEL/GL manual).

The Accounts Payable Reference files must be set up in the following order:

1. Currency

2. Terms of Payment

3. Standard Industrial Classification

4. Customer/Vendor Category

5. 1099 Category

6. Define your Printer(s)

7. Freight Responsibility Code

8. Banks

9. Accounts Payable Company table

10. User table

11. Vendor Information

12. Vendor Ship-From Information

13. AP Installation Options

The above basic eSTELPLAN reference files are used in eSTEL/AP. You may already have these files

set up. However, you should review the use and contents of each for its application in eSTEL/AP

functions.

Refer to the eSTELPLAN Reference manual for information on how to set up these files.

To maintain the eSTEL/AP Reference files use the standard Add/Change/Delete/Rename/ Alter

procedure. For details, see the User’s Guide.

AP Installation Options

This table is required before setting your application to live. Later, if you need to modify the retention

periods for Vendor Invoice (voucher) or Check Reconciliation history you can modify the options.



A/P Installation Options

1. Key Code............ APO

2. Invoice History..... N Retention...........

3. Chq. Reconciliation. N Retention...........

Item No :

1-Alter 2-Copy

AP Installation Option screen

Field Name Default Validation Description

Key Code APO APO Must be APO.

Invoice History Y N or Y Retain Vendor Invoice (Voucher) History records

(table <aphhsh_rec>).

Retention 0 1-99 Enter number of months (01 to 99) to retain the

history records.

Chq Reconciliation Y N or Y Retain Check Reconciliation records.

Retention 0 1-99 Enter number of months (1 to 99) to retain the

history records.

Retention Period

If history records are set to Y-Yes, the number of Retention Months must be entered and greater than 0.

If the history is not required (N-No), the number of Retention Months defaults to 0 and cannot be

changed.

Change Mode

If you need to retain records for a longer period of time, you can increase the retention period (up to 99

months). This will affect future records ONLY.

Conversely, reducing the retention period will cause older records to be removed the next time the AP

End of Month function runs.


2. REPORT SELECTIONS

The following report and form printing selections are provided for functions in the eSTEL/AP cycle. Not

all selections are available in all reports.

The following describes the selection fields.

A/P Control G/L # .................... [_]

Enter an Accounts Payable Control Account number.

Accounting Period................... [_]

Enter a specific Accounting Period. For most reports, this will only select transactions for the specified

period.

However, for the following reports, this will select transactions up to and including the specified

Accounting Period:

AP Open Items <aprpya>

Accounts Payable Aging <apraga>

List of Outstanding Checks <aprosa>

For month end reporting, the Accounting Period must be left blank. At report execution time, it will

default based on the Data Source Selection Entry option as follows:

If the Data Source Selection Entry option is ‘C’, the current Accounting Period is defaulted. The

period comes from the Accounts Payable Company table scrcap_rec.

If the Data Source Selection Entry option is ‘P’, the Accounting Period is derived from the previous

month’s Accounts Payable Company table.

Aging 1 .....................................

Aging 2 .....................................

Aging 3 .....................................

Aging 4 .....................................

These fields allow you to break down the aging period into categories. You can leave Aging 1 blank

(Aging 1 = 0 days), but the next three fields are always mandatory because the number of days in an

Aging category must be greater than in the previous one.

2. Report Selections Page 8


Aging Date ...............................

The Aging Date is used to calculate the aging of AP transactions. For month-end reporting, the date is

left blank and defaults based on the Data Source Selection Entry Option:

If the Data Source Selection Entry is ‘C’, the Month Ending Date from the current month is used at

report execution time. The Month Ending Date comes from the AP Company table scrcap_rec.

If the selection is ‘P’, the Month Ending Date is derived from the previous month’s AP Company

table.

Audit Option ............................ [_]

This option is available only for Report Type D (Detail) and if Cash Disbursements have been made. It

then defaults to Y.

With this option, the report includes all detailed payment and adjustment transactions against each Open

Item.

Bank Code ................................ [_]

Identify the Bank. The code must have been predefined in the Reference tables.

Branch ...................................... [_]

The Branch default is Y-Yes, with a Branch number equal to the Branch code of the User ID. You can

then override the Branch number. However, if N-No is entered then all Branches are selected. If you

have no access to other branches the default appears and the field is skipped.

Category Code ......................... [_]

If you enter Y-Yes, indicate one specific 1099 Reporting Category. The default is N-No for all.

Check Amount ......................... [_] From: To:

Options are:

N - (Default.) All.

Y - Select a range of amounts.

Check Date ............................... [_] From: To:

Options are:

N - (Default.) All.



Y - Select a range of dates.

Check Issue Date ..................... [_]

Indicate the specific date on which payments were scheduled that you now want to unschedule.

Check Issue Date ..................... [_] From: To:

Specify a range of Dates to update only the Cash Disbursements with a Check Date falling within that

range.

Check Net Amount.................. [_] From: To:

Select a range of Amounts to select only the checks with a net amount falling within that range.

Check Number ........................ [_] From: To:

This field is used only for Manual Cash Disbursements, not for Automatic Payment Scheduling.

Enter the range of manual Check numbers issued for which you require the report. (See the section on

Manual Checks).

Class ......................................... [_]

Enter ‘R’ if you want to see a report only for the Vendors you deal with on a regular basis, or ‘T’ to select

only those you deal with on a temporary basis.

Currency Code ........................

This field defaults to the base Currency. It can be overridden by a currency code predefined in the

Reference tables.

Data Source ............................. [_]

Used for Month End reporting to select the period a report uses at execution time. Works in conjunction

with the Accounting Period Selection Entry Option; it is not available when a specific Accounting Period

is entered. When the Accounting Period is left blank, options are:

C - (Default.) The report uses data from the current month Accounting Period.

P - The report uses data from the previous month Accounting Period.

Discount Date .......................... [_] From: To:

Enter the range of Discount Dates to be included in the report.



Due Date ................................... [_] From: To:

If the report type is S (Summary) or T (Totals only), this field is N (all Due Dates).

If the report type is D, enter a range of dates to select only the Vouchers with a Due Date falling within

that specific time interval.

Edit Reference No. .................. [_] From: To:

You use this field when you have already run a Disbursement Edit List and you want to re-run just a

portion of it.

The Edit Reference numbers refer to those appearing on the report in the Sequence number column (Seq

#).

Gross Amount .......................... [_] From: To:

Enter a dollar range to select only a certain group of Gross Amounts.

Gross/Net.................................. [_]

Enter G (default) for a report based on the Gross Amount or N for a report on the Net Amount (Gross

Amount less potential Discount).

Gross/Net Amounts ................. [_]

Enter G for a report based on the Gross Amounts or N for a report on the Net Amounts (Gross Amount

less potential Discount).

Invoice Date ............................. [_] From: To:

Select the range of invoice dates to be included in the report.

Item Balance ............................ [_] From: To:

Enter a range of amounts to select only the Vouchers showing an unpaid balance within that range of

amounts.

Item Hold Code ....................... [_]

Item Hold means that you want to delay the payment of an Item.

An Item on Permanent Hold stays on hold until you recall it and remove the code.



An Item on Cycle Hold is automatically released after the next Cash Disbursement Update. (See the

Accounts Payable Open Item Hold/Release section.)

Enter N for all Items.

If you enter Y, then select:

P for Items on Permanent Hold

C for Items on Cycle Hold

Blank for Items not on Hold

Journal Date ............................ [_]

Specify a Journal Date.

Journal Date ............................ [_] From: To:

Indicate the range of Journal Dates to be included in the report.

Label Sequence ........................ [_]

Allows you to sequence the labels by:

A - Vendor Name

N - Vendor number

P - Postal Code

Net Check Amount.................. [_] From: To:

Enter a range of amounts to select only those Items with a Net Check Amount falling within that range.

Net Check Amount = Gross Amount - Discount.

One-Time/Permanent ............. [_]

Options are:

O - (Default.) One-time

P - Permanent

Past Due Days .......................... [_]

This option allows you to select Open Items that are overdue by a given number of days or more.



Postal/Zip Code ....................... [_] From: To:

Enter ‘Y’ to select a specific range of Postal Codes.

Print Contact ........................... [_]

Allows you to print contact on the labels by:

A - Accounts Receivable Contact

N - No

S - Sales Contact

Print Vendor Number ............. [_]

Allows you to suppress the printing of vendor numbers on the label. If you select ‘Y’ the vendor number

will print.

The default is ‘N’.

Print Zero Balance .................. [_]

Enter Y to include Open Items with a zero balance.

Reference Date ......................... [_] From: To:

Enter the range of Invoice Dates to be included in the report.

Reference Number .................. [_] From: To:

To update only part of the items on the Disbursement Edit List, enter a range of Reference numbers. The

Reference numbers refer to those appearing on the Disbursement Edit List in the Sequence number

column (Seq #).

Report Type ............................. [_]

Specify the type of report. The valid codes are:

D - Detail of all Open Transactions

S - Summary of the Total Balance owed to each Vendor listed

T - Grand Total only.

Resp For/Purch By .................. __

R - Open Items selected will be printed based on whether the Vendor branch matches the

branch you requested.



P - Open Items selected will be printed based on whether the Open Item branch matches the

branch you selected.

S.I.C. Code ............................... [_]

Select a valid Standard Industrial Classification. The code must have been predefined in the References

tables.

Sequence Number ................... ___

This number is assigned automatically by the system.

Sequence of Check .................. [_]

If you enter N-No, the checks will be updated in the same order as the Sequence numbers on the Cash

Disbursement Edit List.

If you enter Y-Yes, you must then specify:

A - for checks in Vendor Name sequence

N - for checks in Vendor number sequence.

This option is very useful if you added disbursements during the edit phase. Instead of having those

additions at the end, the checks will be sequenced as requested.

Session Branch ........................

Identify the Session Branch used for the disbursements.

Session I.D. .............................. [_]

Allows you to print a report for all Session IDs, or for a specific Session ID.

Options are:

N - Prints a report for all Session IDs.

Y - (Default.) Enter a Session ID number.

Starting Name .........................

Ending Name ...........................

If you entered A (alphabetic sequence) in Vendor Sequence, enter the range of Vendor Names to be

printed or press <Enter> for all.



Starting Number ..................... ______

Ending Number ....................... ______

If you entered N (numeric sequence) in Vendor Sequence, select the range of Vendor numbers to be

printed or press <Enter> for all.

Status Code .............................. [_]

Specify the Status of the checks to be included in the report. The valid codes are:

V - voided checks

Blank - all others

Status Code .............................. [_]

Specify the status of the checks to be listed in the report. The valid codes are:

C - Cleared

S - Stopped payment

O - Outstanding

Terms Code .............................. [_]

Enter a valid Terms of Payment code.

Transaction Number ............... [_] From: To:

This number refers to the sequence number appearing on the Automatic Payment Scheduling log.

Enter a range of sequence numbers.

Transaction Type .................... [_]

The valid codes are:

A - Adjustment (internal transaction)

M - Manual check (see section on Manual Checks)

R - Regular check to be printed by the computer

Type .......................................... [_]

Enter ‘Y’ and a specific Remark Type. The default is ‘N’ for All.



User Defined Code .................. [_]

Used to select Cash Disbursements based on a customized 2-character code set in the Vendor tables.

Options are:

N - (Default.) Cash Disbursements are selected regardless of their Vendor’s User Defined

Code.

Y - You must enter a User Defined Code. Only Cash Disbursements for a Vendor with this

User Defined Code are selected.

User I.D. ................................... [_]

Enter your User Identification.

Vendor Category ..................... [_]

Select a Vendor Category. The code must have been predefined in the Reference tables.

Vendor Hold ............................ [_]

Enter N for all vendors.

If you enter Y, then select Y for Vendors on hold only, or N for Vendors not on hold.

Vendor Number ...................... [_] From: To:

The default is N-No for all Vendors.

If you enter Y-Yes, then specify a range of Vendor numbers.

Vendor Seq (A/N) .................... [_]

Indicate whether you want the Items listed by Vendor number (N) or by Vendor Look-Up Name (A).

Vendor Sequence..................... [_]

Indicate whether you want your report in alphabetic sequence of vendors (A) or in numeric sequence (N).

Vendor Sequence..................... [_]

Vendor No. .................... From:... To:...

Vendor Name ................ From:... To:...

Indicate A for a report in alphabetic sequence or N for a report in numeric sequence, and specify your

range of Vendor numbers or Names accordingly.



1099 Category .......................... [_]

Enter ‘N’ for all 1099 Reporting Categories.


3. REPORTS AND INQUIRIES

ACCOUNTS PAYABLE INQUIRIES

This function provides a quick method of finding out pertinent information on Vendors (with a standard

profile from the Vendor table), and the Accounts Payable Open Items with options for details of payment.

When you select Accounts Payable Inquiry from the menu, the following screen is displayed.

Account Payable Inquiry

Ven No

Contact Tel Currency

Acct Opened Last Pur Last Pmt

Terms High Bal

Status Acct Balance

1-Inv Inq 2-Ven Profile 3-Ref No 4-Chk No 5-Vra No

Accounts Payable Inquiry header screen

Action Bar Action

Inv Inq Display general information concerning the status of invoices for a specific Vendor.

Ven Profile Display general information concerning a Vendor.

Ref No Displays Accounts Payable information based on a Reference Prefix and Number.

Chk No Displays Accounts Payable information based on a based on Check Number.

Vra No Displays Accounts Payable information based on a based on Vendor Remittance Advice

(VRA) Number.

3. Reports and Inquiries Page 18


Reference Number Inquiry

The Reference Number Inquiry displays the Open Items and History of Payments relative to a specific

Reference Prefix and Number.

Ref No Brh

Reference Number Window


Ref Pfr Displays Open Items with a specific Reference

Prefix only. Valid codes are:

VR Voucher

DM Debit Memo

CM Credit Memo

DR Debit Adjustment

CR Credit Adjustment

Ref No Displays a specific Reference number and its

associated detail records.

Branch User

Branch

Branch

reference

Defaults to the User Branch but can be overridden

if you have multi-Branch access.

Check Number Inquiry

The Check Number Inquiry displays the History of Payments relative to a specific Check Number.

Chk No

Check Number Window


Chk No Enter a valid Check Number to display related

Accounts Payable historical items

If you enter a Check number without specifying the Vendor, the Inquiry scans through all AP historical

Items to find the ones paid with the selected Check number. If you enter a Vendor prior to the Check

number, only the AP historical Items for this specific vendor are scanned.

Vendor Remittance Advice Number Inquiry

The Vendor Remittance Advice Number Inquiry displays the History of Payments relative to a specific

VRA Number.

Vra No

Vendor Remittance Advice Number Window




Vra No Enter a valid VRA Number to display related

Accounts Payable historical items

If you enter a VRA number without specifying the Vendor, the Inquiry scans through all AP historical

Items to find the ones paid with the selected VRA number. If you enter a Vendor prior to the VRA

number, only the AP historical Items for this specific vendor are scanned.

Main Accounts Payable Inquiry

The Accounts Payable Inquiry displays the current status of a Vendor’s Accounts Payable Open

Transactions.

NOTE: This is static information for review or quick checking. No modifications can be made on this

screen.

The Open Items are always displayed with the oldest voucher first.

The screen shows general information from the Vendor Account:

Accounts Receivable Contact

Telephone number

Date Account Opened

Terms of Payment

Vendor Status (Blank – Vendor not on hold, HOLD – Vendor on Hold)

Accounts Receivable Balance (Blank if Balance = 0.)

and other information from the History and Open Item files:

Date of your Last Purchase from that Vendor

Amount and Date of your Last Payment

Amount of the Highest Balance for this Vendor

Current Balance of Account

NOTE: The Accounts Receivable Balance is displayed only if the following conditions are met:

1. eSTELPLAN must be installed on your system.

2. The Vendor must also be defined as a Customer in Accounts Receivable.

3. The Vendor’s Customer number must be entered in the Vendor Account (in the Related

Customer number field).

4. The Product Installation Option CUS=Y has been set on your system.




Ven No 5015 GULF STATES STEEL, INC.

Contact RICK SAUNDERS Tel 205-543-6700 Currency US

Acct Opened 15Oct89 Last Pur 23Nov00 Last Pmt

Terms NET 30 DAYS High Bal 23,861

Status Acct Balance 23,861.15

Ref Date Brh Ref No. Inv No/Itm Desc Amount Balance Overdue

10Oct00 N PHI VR000056 9685 5,560.63 5,560.63 14

2Nov00 N PHI VR000057 63552 8,500.00 8,500.00

5Nov00 N PHI VR000059 96385 9,800.52 9,800.52

1-History 2-Mth Pur 3-Inv/Desc

Accounts Payable Inquiry Screen – Open Items

Action Bar Action

History Displays the Accounts Payable inquiry with Payment History.

Mth Pur Displays the Monthly Purchase Analysis screen.

Inv/Desc Calls a pop-up window that displays the Invoice Number and the Item Description

information entered during Voucher Entry.

When you access the Inv/Desc action bar option, the following window is displayed for the highlighted

Item:

Invoice No: 96385

Item Desc : DF-285 June 2d

Accounts Payable Inquiry with History

The Accounts Payable Inquiry with Payment History lists the Open Items as well as the Items that were

paid. For the paid Items, the inquiry indicates the Payment Method (Check or VRA) and reference

numbers.

The Accounts Payable History Items are sorted either in descending (reverse chronological) order or

ascending (chronological) order based on the Product Installation Option, IDV=X. The default is N-No

for ascending order.






Acct Opened 15Oct89 Last Pur 26Nov00 Last Pmt 1,000.00 02Dec00



Ref Date Brh Ref No. Inv No/Itm Desc Amount Balance Overdue

10Oct00 N PHI VR000056 9685 5,560.63

(23Nov00) CHK#9600 5,560.63-

22Oct00 N PHI VR000057 897-90 1,000.00

(02Dec00) VRA#7 1,000.00-

2Nov00 N PHI VR000060 63552 8,500.00 8,500.00

5Nov00 N PHI VR000062 96385 9,800.52 9,800.52

1-Mth Pur 2-Selection 3-ARC 4-Inv/Desc

Accounts Payable Inquiry screen with History

Action Bar Action

Mth Pur Displays the Monthly Purchase Analysis screen.

Selection Displays the View Options pop-up window.

ARC Calls the Archived VRA window allowing you to view, fax/email or print an Archived

VRA. Dimmed when the highlighted payment was a Check or when the transaction was

reversed.

Inv/Desc Calls a pop-up window that displays the Invoice Number and the Item Description

information entered during Voucher Entry.


Reference Date This is the Invoice/Memo date.

Branch This is the branch related to the Accounts Payable

transaction.

Reference Number This reference identifies the transaction type (VR

= Voucher, CM = Credit Memo, etc.) and number.

NOTE: A ‘P’ or ‘C’ indicates that the Item is on

Permanent or Cycle hold. (See Voucher

Processing for details.)

Below the Transaction Type and Number, the date of

the check issued in payment of the Item is

displayed in parentheses, if applicable, followed

by the Check number.

Inv No/Itm Desc For each Item, the Invoice number (for a VR

transaction) or the Item Description (for a CM or

DM) is displayed on the first line. The Check or

Vendor Remittance Advice number is displayed on

the second line, if applicable.




Amount The amount of the transaction is displayed on the

first line. If partial or full payment was made,

the amount of the remittance (followed by a minus

sign) appears below.

Balance This field indicates the current balance of the

transaction (balance equals 0 is blank).

Overdue This field specifies the number of days a

transaction exceeds its due date.

Accounts Payable History View Options

View Options

Date [N] From

To

Ref Code [N]

Ref No [N] 0

Ven Inv No [N]

View Options Pop-up window


Date N N, Y Allows the selection of a specific range of items.

Options are:

N Selects and displays all items regardless of

the date.

Y Allows the entry of a valid date range for

selection.

Ref Code N N, Y Enables you to select items by Reference Prefix

Code.

Options are:

N All items are selected regardless of Reference

Prefix code.

Y Enter a Reference Prefix code for selection.

Ref No N N, Y Enables you to select items by Reference number

Options are:

N All items are selected regardless of Reference

number.

Y Enter a Reference number for selection.

Ven Inv No N N, Y Allows the selection of items having a specific

Vendor Invoice number.

Options are:

N All items are selected regardless of Vendor

Invoice number.

Y Enter a Vendor Invoice number for selection.



Archived VRA

When you access the ARC action bar option, the following window is displayed:

Archived VRA

1. Display Arc

2. Fax/Eml Arc

3. Print Arc

Archived VRA window

Display Arc Option

This selection allows you to view the selected Archived VRA. If there is no record for the highlighted VRA

number, the error message “No archive file for this selection” is displayed.

Fax/Eml Arc

This selection allows you to fax/email the Archived VRA if eSTELfax is installed. When selected, it

calls the eSTELfax Options window.

Print Arc

This selection allows you to print the Archived VRA. When selected, it calls the following window:

Printer LP0

No of Copies 1

Printer window


Printer User

Default

Printer

Ref

The field defaults to the User’s default printer

but can be changed to any valid Printer.

No of Copies 1 1 to 9 The default is 1 but it can be overridden.

Restriction

The Archived VRA is printed as an exact copy of the original one. There is no Re-print or Archive

indication on the form.



Accounts Payable Inquiry – Monthly Purchase Analysis




Acct Opened 15Oct89 Last Pur 23Nov00 Last Pmt 5,560.63 23Nov00



------ Monthly Purchase Analysis ---------- ----- Annual Info -----------

Per Fiscal 99 Fiscal 00 % Change 99 00

1 .00 .00 .00

2 .00 .00 .00

3 .00 .00 .00 Purchases .00 23,862.00

4 .00 23,862.00 100.00 DiscOfrd .00 .00

5 .00 DiscTaken .00 .00

6 .00

7 .00

8 .00

9 .00

10 .00

11 .00

12 .00

Tot .00 23,862.00 100.00

Accounts Payable Inquiry – Monthly Purchase Analysis screen


Period Number This is the Accounting Period number.

Fiscal ‘99

Fiscal ‘00

These two columns show the amount of purchases in

each Accounting Period for both the previous and

the current Fiscal Year.

% Change In this column, the percentage of change between

the fiscal years is displayed. If one of the

periods is 0, no percentage is displayed.

The annual information shows the total amount of purchases, discounts offered and discounts taken for

both the previous and current fiscal year.

When you have finished consulting the Monthly Purchase Analysis, press <F4 > to return to the previous

screen for a new inquiry.

Invoice Inquiry

Invoice Inquiry allows you to see at a glance the status of the Invoices from a specific Vendor. You can

view the Invoice date, if the Invoice was paid or not and, if so, the Check number.



Invoice Inquiry

Vendor No 5015

Invoice No

Ref No Type Trans Date Amount

1-A/P Inq 2-Ven Profile

Invoice Inquiry screen

Action Bar Action

A/P Inq Accounts Payable Open Item Inquiry

Ven Profile Vendor Profile Inquiry

Invoice Inquiry

Vendor No 5015 GULF STATES STEEL, INC.

Invoice No

Ref No Type Trans Date Amount

63552 2Nov00 8,500.00

96385 5Nov00 9,800.52

9685 10Oct00 5,560.63

9600 M 23Nov00 5,560.63

Invoice Inquiry screen




Vendor No Vendor

Reference

Enter a Vendor number. The Vendor Name is

displayed automatically.

Invoice No All To see all the invoices for the Vendor, press

<Enter>.

If you enter an Invoice number, all the Invoices

are displayed in alphanumeric sequence, starting

with that number.

You can enter an approximate Invoice number. The

system uses it as a real Invoice number and

displays all the Invoices with a higher number.

Field Description

Ref No This is the Invoice number.

An indented number represents the Check number issued in payment of the Invoice.

As more than one invoice can be paid with one single check, the same Check number can

appear for different invoices.

You may also have more than one check for a single invoice, when it is settled in

several payments.

Type The type indicates if the Check is a manual check, a Regular one (i.e., one issued by

computer), or an Adjustment.

Trans Date This field indicates the date of the Invoice and, if a check was actually issued in

payment of the invoice, the check date.

Amount This is the amount of the Invoice and, below, the amount paid on the Invoice (which

can represent a partial or a full payment).

Vendor Profile Inquiry

The Vendor Profile Inquiry shows non-financial information on the selected Vendor, such as Vendor

Name and Address. The SIV=X Product Installation Option controls the ability to view information for

Inactive or Deleted Vendor records. The TAX=X Product Installation Option controls the display of the

Tax I.D. Number information.



Vendor Profile

Vendor No ( 1010 ) ARMCO Pay To:

ARMCO ARMCO

703 CURTIS STREET 703 CURTIS STREET

Address Line 2 Pay To Address Line 2

Address line 3 Pay To Address Line 3

MIDDLETOWN, OH MIDDLEBURY, OH

Tel: 513-425-5100 45043 Tel: 513-425-5100 45043

Fax: 513 425-4779 Fax: 513 425-4779

Selling Contact...... FRANK SMITH

Receivable Contact... NORMAN SINCLAIR

Ship Via............. MISC FREIGHT -

Vendor Type.......... MS MISCELLANEOUS SUPPLIERS

Vendor Class......... R

S.I.C Code........... 3300 Primary Metal Industry

Payment Term......... 05 1/2 % 10, NET 30 DAYS

P.O. Term............ 05 1/2 % 10, NET 30 DAYS

Hold Code............ N

Category Code........

Tax I.D Number.......

Vendor Profile Inquiry screen

By adding a ‘p’ switch, this inquiry can be run stand-alone.

For further details refer to the Vendor Maintenance chapter of the eSTELPLAN Reference manual.



ACCOUNTS PAYABLE REPORTS

The Accounts Payable reports are:

Open Item List

Aging report

Cash Forecast report

Accounts Payable Open Item List

A/P Open Item Listing

Report Program: APRPYA

1. Selection Entry No.. 8864

2. One-Time/Permanent.. [O]

3. Vendor Sequence..... [N]

Vendor Number....... From: To: 999999

Vendor Name......... From: To:

4. Vendor Category..... [N]

5. Class............... [N]

6. S.I.C. Code......... [N]

7. A/P Control G/L No.. [N]

8. Vendor Hold Code.... [N]

9. Report Type......... [D]

10. Reference Date...... [N] From: / / To: / /

11. Due Date............ [N] From: / / To: / /

12. Discount Date....... [N] From: / / To: / /

13. Item Hold Code...... [N]

14. Resp For/Purch By... [P]

Item No :

1-Alter 2-Copy

Accounts Payable Open Item List Selection Entry – first screen



A/P Open Item Listing

Report Program: APRPYA


15. Branch Code......... [Y] PHI

16. Item Balance........ [N] From: To:

17. Print Zero Balance.. [N]

18. Accounting Period... 1101

19. Aging Date.......... 08/31/14

20. Past Due Days....... [N]

21. Audit Option........ [Y]

22. Currency Code....... US

23. Data Source......... [ ]

Item No :

1-Alter 2-Copy

Accounts Payable Open Item List Selection Entry – second screen

The following pages illustrate four versions of the Accounts Payable Open Item List:

Detail (with and without Audit)

Summary

Totals only

The Accounts Payable Open Item List (Detail) shows a selection of Vendors sequenced in alphabetical

order.

The first line of the report shows:

Vendor Identification (Vendor number, Name and Telephone number).

Standard Terms of Payment granted by the Vendor.

Vendor’s Accounts Receivable contact.

The second line includes:

Due Date of the Open Item, Discount Date, if any, and amount of the Discount.

NOTE: An ‘E’ next to the discount of a Detail report is a warning that the Discount Period has expired.

Accounting Period (Fiscal Period), Invoice Date (Reference Date), Branch, and Voucher number

(Reference number).

Remarks entered in Voucher Entry relating to the Voucher (Description).

Original Amount Due, Partial Payments made (if any), and Balance owing.

NOTE: The Partial Payment transaction information appears only on the Detail Report with Audit. It



indicates the payment method used, i.e. Check or Bank Transfer (VRA), and the reference

number.

Number of Days Overdue and Status of the Item (Item on Permanent or Cycle hold; Item not on hold

is blank).

The third line gives the Exchange Rate (foreign currency items) and the Vendor’s Invoice number.

For each Vendor, the total is shown for the following columns:

Original Amount due.

Partial Payments made (only for the Detail Report with Audit).

Balance owing.

At the end of the report, a Report Total for each of these columns is printed.

The Summary version of the report identifies the Vendor (Number, Name, Telephone number), standard

Terms of Payment and Accounts Receivable contact. It then shows the Balance owing to the Vendor and

the total Balance owing to all Vendors.

The third version (Totals only) provides only the total Balance owing to all Vendors.



RUN:10-Jul-98 8:44 eSTELPLAN aprpya000141 PAGE: 2

A / P O P E N I T E M L I S T I N G

Aged As Of 31Jan01

-------------------------------------------------------------------------------------------------------------------------------

Vend # Name Phone Standard Terms Contact Overdue Stat

Due Dt Disc Dt Discount Fis Per Ref Dt Brh Ref# Remarks Original Amt Partial Pmts Balance Days

Exchg. Rt Invoice #

-------------------------------------------------------------------------------------------------------------------------------

1010 ARMCO 513-425-5100 1/2 % 10, NET 30 DA NORMAN SINCLAIR

13Mar92 21Feb92 21.99 92/01 11Feb92 PHI VR005741 4,398.16 4,398.16 119 P

AL5144

13Mar92 21Feb92 64.74 92/01 11Feb92 PHI VR005743 12,947.07 12,947.07 119 P

AL5145

26May92 06May92 1.48 92/01 26Apr92 CHI VR005757 296.71 296.71 45

AL7120

30Apr92 92/01 30Apr92 PHI DM001056 UNDERSHIP INV AL5145 648.52-

AF1468

10Jul92 ADJ#2 648.52

30May92 10May92 30.48 92/01 30Apr92 PHI VR005758 6,096.13

AL7296

10Jul92 ADJ#2 648.52- 5,447.61 41

01Jun92 12May92 7.94 92/01 02May92 CHI VR005772 1,588.26 1,588.26 39

AL7304

11May92 92/01 11May92 PHI CM001025 RE INV AL7296 16.94 16.94 60

AS314

10Jun92 21May92 7.96 92/01 11May92 PHI VR005773 1,592.10 1,592.10 30

AL7416

15Jul92 25Jun92 293.12 92/01 15Jun92 PHI VR005800 58,624.19 58,624.19

AL8068

15Jul92 25Jun92 105.62 92/01 15Jun92 PHI VR005801 21,123.92 21,123.92

AL8069

15Jul92 25Jun92 362.21 92/01 15Jun92 PHI VR005802 SPECIAL ORDER 72,441.07 72,441.07

AL8070

15Jul92 25Jun92 1.81 92/01 15Jun92 PHI VR005803 362.59 362.59

AL8071

Vendor Total........ 178,838.62 178,838.62

1020 OLIN BRASS 708-321-8500 DUE 20TH FOLLOWING DOLORES SMITH

06Mar92 92/01 06Mar92 CHI CM001021 RE INV 62984 400.00 400.00 126 P

13Mar92 92/01 13Mar92 PHI CM001022 RE INV 62841 600.00 600.00 119 P

13Mar92 92/01 13Mar92 PHI CM001023 RE INV 62888 125.00 125.00 119 P

20Apr92 20Apr92 .00 92/01 13Mar92 PHI VR005748 16,423.33 16,423.33 81

63491

20Apr92 20Apr92 .00 92/01 13Mar92 PHI VR005749 21,981.43 21,981.43 81

63492

20Jun92 18May92 .00 92/01 18May92 PHI VR005775 8,494.52 8,494.52 20

65806

20Jun92 18May92 .00 92/01 18May92 PHI VR005776 3,446.72 3,446.72 20

65808

20Jun92 30May92 .00 92/01 30May92 PHI VR005777 3,980.11 3,980.11 20

66124

Accounts Payable Open Item List – Detail (with Audit)



RUN: 9-Jul-98 14:44 eSTELPLAN aprpya000138 PAGE: 2 A / P O P E N I T E M L I S T I N G Aged As Of 09Jul92 ------------------------------------------------------------------------------------------------------------------------------- Vend # Name Phone Standard Terms Contact Overdue Stat Due Dt Disc Dt Discount Fis Per Ref Dt Brh Ref# Remarks Original Amt Partial Pmts Balance Days Exchg. Rt Invoice # ------------------------------------------------------------------------------------------------------------------------------- 1080 REYNOLDS ALUMINUM 419-505-4417 DUE 20TH FOLLOWING THOMAS JENKINS 07Feb92 92/01 07Feb92 PHI CM001020 CHARGE BACK FREIGHT 312.97 312.97 153 P 20May92 20May92 .00 92/01 06Apr92 CHI VR005763 17,966.24 17,966.24 50 348970 20May92 20May92 .00 92/01 09Apr92 CHI VR005764 12,233.61 12,233.61 50 349120 20May92 20May92 .00 92/01 30Apr92 CHI VR005765 19,724.58 19,724.58 50 360030

20Jun92 05May92 .00 92/01 05May92 CHI VR005792 6,581.66 6,581.66 19 361111 20Jun92 28May92 .00 92/01 28May92 CHI VR005793 4,336.12 4,336.12 19 367282 20Jul92 03Jun92 .00 92/01 03Jun92 CHI VR005840 1,398.67 1,398.67 369941 20Jul92 03Jun92 .00 92/01 03Jun92 CHI VR005841 489.58 489.58 369942 20Aug92 20Jun92 .00 92/01 20Jun92 CHI VR005842 41,236.12 41,236.12 371234 20Jul92 20Jun92 .00 92/01 20Jun92 CHI VR005843 LAST SHIP - P.O.6581 106.58 106.58 371235 20Aug92 30Jun92 .00 92/01 30Jun92 CHI VR005844 12,961.24 12,961.24 377721 20Jul92 30Jun92 .00 92/01 30Jun92 CHI VR005845 3,491.26 3,491.26 377722 Vendor Total........ 120,838.63 120,838.63

1090 MISCELLANEOUS SUPPLIERS NET 30 DAYS 13Jun92 21May92 10.40 92/01 11May92 PHI VR005933 745.16 745.16 26 S2107 15Jun92 31May92 8.75 92/01 15May92 PHI VR005936 550.00 550.00 24 103 Vendor Total........ 1,295.16 1,295.16 Report Total........ 122,133.79 122,133.79 *** END OF REPORT *** ------------------------------------------------------------------------------------------------------------------------------- Legend ------ H - Vendor Hold P - Permanent Open Item Hold

C - Cycle Open Item Hold E - Discount Period Expired

Accounts Payable Open Item List – Detail (without Audit)



RUN: 9-Jul-98 12:10 eSTELPLAN aprpya000128 PAGE: 2


-------------------------------------------------------------------------------------------------------------------------------

Vend # Name Phone Standard Terms Contact Balance Stat

Invoice #

-------------------------------------------------------------------------------------------------------------------------------

1010 ARMCO 513-425-5100 1/2 % 10, NET 30 DA NORMAN SINCLAIR 186,341.22

1020 OLIN BRASS 708-321-8500 DUE 20TH FOLLOWING DOLORES SMITH 78,916.99

1030 MIDWEST STEEL PROCESSORS INC 312-546-8851 1 % 10-25TH NET 30 MARY DARLINGTON 193,742.74

1040 US STEEL, DIV OF USX 800-874-3381 1 % 10-25TH NET 30 STAN KING 216,440.87 H

1050 AMERICAN STEEL PROCESSORS 215-552-3625 DUE 20TH IN 2 MONTH JAMES STOUFFER 81,417.30

1060 ABC FREIGHT CO 312-685-4421 NET 7 DAYS SUE PORTER 4,215.09

1070 ALUMINUM COMPANY OF AMERICA 312-555-1477 1 % 10-25TH NET 30 MARGY WEBER 41,904.50

1080 REYNOLDS ALUMINUM 419-505-4417 DUE 20TH FOLLOWING THOMAS JENKINS 120,838.63

1090 MISCELLANEOUS SUPPLIERS NET 30 DAYS 1,295.16

2000 WARNER OFFICE EQUIPMENT 215-781-9040 1/2 % 10, NET 30 DA MARIE ADAMSON 101,950.86

2010 TRAVEL - MISC EXPENSES NET 30 DAYS 1,767.37

2020 VESSEL CHARTERS INC 415-236-2536 NET 7 DAYS EVELYN JAMES 31,457.53

2030 JENSEN REAL ESTATE HOLDINGS 312-685-1038 NET 30 DAYS ANDREA ANDERSON 348,000.00

Report Total........ 1,408,288.26

*** END OF REPORT ***

------------------------------------------------------------------------------------------------------------------------------

Legend

------

H - Vendor Hold

P - Permanent Open Item Hold

C - Cycle Open Item Hold

E - Discount Period Expired

-------------------------------------------------------------------------------------------------------------------------------

Accounts Payable Open Item List – Summary



RUN: 9-Jul-98 12:11 eSTELPLAN aprpya000129 PAGE: 2


-------------------------------------------------------------------------------------------------------------------------------

Vend # Name Phone Standard Terms Contact Balance Stat

Invoice #

-------------------------------------------------------------------------------------------------------------------------------

Report Total........ 1,408,288.26


-------------------------------------------------------------------------------------------------------------------------------

Legend

------

H - Vendor Hold



E - Discount Period Expired

-------------------------------------------------------------------------------------------------------------------------------

Accounts Payable Open Item List – Total



Accounts Payable Aging Report

The Accounts Payable Aging report is essentially produced to show the status of each Open Item in

relation to its due date.

Accounts Payable Aging

Report Program: APRAGA




Vendor Number....... From: 1010 To: 1020





7. Class............... [N]


9. Due Date............ [N] From: / / To: / /

10. Discount Date....... [N] From: / / To: / /


12. Resp For/Purch By... [R]

13. Branch Code......... [N]


Item No :

1-Alter 2-Copy

Accounts Payable Aging Report Selection Entry – first screen

Accounts Payable Aging

Report Program: APRAGA


15. Aging Date.......... 06/30/14

16. Aging 1............. 6

17. Aging 2............. 16

18. Aging 3............. 35

19. Aging 4............. 60

20. Gross/Net........... [G]


22. Data Source......... [ ]

Item No :

1-Alter 2-Copy

Accounts Payable Aging Report Selection Entry – second screen



Detail Report

The following report illustrates the status of each Open Item in relation to its due date.

The report is sequenced by Vendor.

The first line provides the Vendor identification (Vendor number and Name) and status. If there is an ‘H’

next to the Vendor, then all Open Items are on hold for this Vendor. The code is set in Vendor

Maintenance as ‘Y’ for Hold.

The following lines list all Vouchers related to the Vendor and, for each Voucher:

the Voucher/Memo Status, Branch and Reference number (Item on Permanent Hold (P), Item on

Cycle Hold (C), or Item not on Hold (blank).

a brief description (derived from the Remark in the Voucher Entry screen).

the aging of the Item (0 = not yet due).

the balance owing.

the amount not yet due.

The section ‘--- Past Due Days ---’ indicates in which aging period the balance of each voucher falls, if

overdue. Finally, for each Vendor, the system adds the unpaid amounts (Vendor Totals).

The last two lines of the report break down the total balance owing into total amount not yet due and total

amount overdue.

Summary Report

The summary version of the Accounts Payable Aging report is approximately the same as the Detail one,

the only difference being that the amounts printed are the totals due to each Vendor; the detailed list of

Vouchers is not provided.

Totals Only

This report shows only the total of all unpaid amounts, broken down into total amount not yet due and

total amount overdue, the first line in dollars, the second in percentages.



RUN: 8-Jul-98 12:34 eSTELPLAN apraga000119 PAGE: 2

ACCOUNTS PAYABLE AGING REPORT

Currency:(US) U.S. DOLLAR Aged As Of 25Jun92

-------------------------------------------------------------------------------------------------------------------------------

Vend # Name Status ---------------- P a s t D u e D a y s -----------------

Brh Ref # Desc. Days Aged Balance Not Due 0 - 6 7 - 16 17 - 35 36 - 60 Over 60

-------------------------------------------------------------------------------------------------------------------------------

1010 ARMCO

P PHI VR005741 104 4,398.16 4,398.16

P PHI VR005743 104 12,947.07 12,947.07

PHI DM001056 UNDERSHIP INV AL5145 56 648.52- 648.52-

PHI CM001025 RE INV AL7296 45 16.94 16.94

CHI VR005757 30 296.71 296.71

PHI VR005758 26 6,096.13 6,096.13

CHI VR005772 24 1,588.26 1,588.26

PHI VR005773 15 1,592.10 1,592.10

C PHI VR005800 0 58,624.19 58,624.19

C PHI VR005801 0 21,123.92 21,123.92

C PHI VR005802 SPECIAL ORDER 0 72,441.07 72,441.07

C PHI VR005803 0 362.59 362.59

Vendor Total........ 178,838.62 152,551.77 1,592.10 7,981.10 631.58- 17,345.23

1020 OLIN BRASS

P CHI CM001021 RE INV 62984 111 400.00 400.00

P PHI CM001022 RE INV 62841 104 600.00 600.00

P PHI CM001023 RE INV 62888 104 125.00 125.00

PHI VR005748 66 16,423.33 16,423.33

PHI VR005749 66 21,981.43 21,981.43

PHI VR005775 5 8,494.52 8,494.52

PHI VR005776 5 3,446.72 3,446.72

PHI VR005777 5 3,980.11 3,980.11

PHI VR005778 5 14,112.62 14,112.62

PHI VR005804 0 1,981.12 1,981.12

PHI VR005805 0 4,411.64 4,411.64

PHI VR005806 0 2,960.50 2,960.50

Vendor Total........ 78,916.99 9,353.26 30,033.97 39,529.76

Report Total........ 257,755.61 161,905.03 30,033.97 1,592.10 7,981.10 631.58- 56,874.99


Legend

------

H - Vendor Hold



Accounts Payable Aging Report – Detail with Gross Amounts






-------------------------------------------------------------------------------------------------------------------------------


Brh Ref # Desc. Days Aged Balance Not Due 0 - 6 7 - 16 17 - 35 36 - 60 Over 60

-------------------------------------------------------------------------------------------------------------------------------

1010 ARMCO

P PHI VR005741 104 4,376.17 4,376.17

P PHI VR005743 104 12,882.33 12,882.33

PHI DM001056 UNDERSHIP INV AL5145 56 648.52- 648.52-

PHI CM001025 RE INV AL7296 45 16.94 16.94

CHI VR005757 30 295.23 295.23

PHI VR005758 26 6,065.65 6,065.65

CHI VR005772 24 1,580.32 1,580.32

PHI VR005773 15 1,584.14 1,584.14

C PHI VR005800 0 58,331.07 58,331.07

C PHI VR005801 0 21,018.30 21,018.30

C PHI VR005802 SPECIAL ORDER 0 72,078.86 72,078.86

C PHI VR005803 0 360.78 360.78

Vendor Total........ 177,941.27 151,789.01 1,584.14 7,941.20 631.58- 17,258.50

1020 OLIN BRASS

P CHI CM001021 RE INV 62984 111 400.00 400.00

P PHI CM001022 RE INV 62841 104 600.00 600.00

P PHI CM001023 RE INV 62888 104 125.00 125.00

PHI VR005748 66 16,423.33 16,423.33

PHI VR005749 66 21,981.43 21,981.43

PHI VR005775 5 8,494.52 8,494.52

PHI VR005776 5 3,446.72 3,446.72

PHI VR005777 5 3,980.11 3,980.11

PHI VR005778 5 14,112.62 14,112.62

PHI VR005804 0 1,981.12 1,981.12

PHI VR005805 0 4,411.64 4,411.64

PHI VR005806 0 2,960.50 2,960.50

Vendor Total........ 78,916.99 9,353.26 30,033.97 39,529.76

Report Total........ 256,858.26 161,142.27 30,033.97 1,584.14 7,941.20 631.58- 56,788.26


Legend

------

H - Vendor Hold



Accounts Payable Aging Report – Detail (with Net Amounts)






-------------------------------------------------------------------------------------------------------------------------------


Days Aged Balance Not Due 0 - 6 7 - 16 17 - 35 36 - 60 Over 60

-------------------------------------------------------------------------------------------------------------------------------

1010 ARMCO 178,838.62 152,551.77 1,592.10 7,981.10 631.58- 17,345.23

1020 OLIN BRASS 78,916.99 9,353.26 30,033.97 39,529.76

Report Total........ 257,755.61 161,905.03 30,033.97 1,592.10 7,981.10 631.58- 56,874.99


Legend

------

H - Vendor Hold



Accounts Payable Aging Report – Summary (with Gross Amounts)






-------------------------------------------------------------------------------------------------------------------------------



-------------------------------------------------------------------------------------------------------------------------------

Report Total........ 257,755.61 161,905.03 30,033.97 1,592.10 7,981.10 631.58- 56,874.99


Legend

------

H - Vendor Hold



Accounts Payable Aging Report – Summary (with Net Amounts)






-------------------------------------------------------------------------------------------------------------------------------



-------------------------------------------------------------------------------------------------------------------------------

1010 ARMCO 177,941.27 151,789.01 1,584.14 7,941.20 631.58- 17,258.50

1020 OLIN BRASS 78,916.99 9,353.26 30,033.97 39,529.76

Report Total........ 256,858.26 161,142.27 30,033.97 1,584.14 7,941.20 631.58- 56,788.26


Legend

------

H - Vendor Hold



Accounts Payable Aging Report – Total (with Gross Amounts)




-------------------------------------------------------------------------------------------------------------------------------



-------------------------------------------------------------------------------------------------------------------------------

Report Total........ 256,858.26 161,142.27 30,033.97 1,584.14 7,941.20 631.58- 56,788.26


Legend

------

H - Vendor Hold



Accounts Payable Aging Report – Total (with Net Amount)



Cash Forecast Reports

The Cash Forecast report is used essentially as a short-term cash budgeting tool.

Cash Forecast Report

Report Program: APRCAB









7. Class............... [N]


9. Due Date............ [N] From: / / To: / /


11. Resp For/Purch By... R

12. Branch Code......... [Y] CHI


14. Aging Date.......... 06/30/92

Item No :

1-Alter 2-Copy

Cash Forecast Report Selection Entry – first screen



Cash Forecast Report

Report Program: APRCAB


15. Aging 1............. 30

16. Aging 2............. 60

17. Aging 3............. 90

18. Aging 4............. 120

19. Gross/Net........... G

Item No :

1-Alter 2-Copy

Cash Forecast Report Selection Entry – second screen

The Cash Forecast with Invoice and Due Dates prints a forecast list of Open Items, sorted by Vendor

number.

The report also shows additional information such as Invoice Date, Due Date, Age of the Invoice in

number of days and Terms of Payment.

The Detail type lists all Open Items for each Vendor, whereas the Summary type gives only the Open

Items total for each Vendor.



RUN: 8-Jul-98 16:40 eSTELPLAN aprcab000121 PAGE: 5

C A S H F O R E C A S T R E P O R T

Currency:(US) U.S. DOLLAR Aged As Of 31Mar92

-------------------------------------------------------------------------------------------------------------------------------

Vend # Name Status Terms----------------------------- D U E - I N D A Y S ------------------------

Brh Ref # Description Balance Due Now 1 - 30 31 - 60 61 - 90 91 - 120 Over 120

Inv Dt Due Dt Days Aged

-------------------------------------------------------------------------------------------------------------------------------

1060 ABC FREIGHT CO (11) NET 7 DAYS

CHI VR005828 M29811 314.09 314.09

15Jun92 15Jun92

CHI VR005829 M29812 196.41 196.41

15Jun92 15Jun92

CHI VR005830 M30062 491.06 491.06

21Jun92 21Jun92

CHI VR005831 M30109 266.50 266.50

22Jun92 22Jun92

CHI VR005832 M30913 300.56 300.56

29Jun92 29Jun92

CHI VR005833 M30914 572.91 572.91

29Jun92 29Jun92

CHI VR005834 M30915 407.26 407.26

29Jun92 29Jun92

CHI VR005835 M30916 296.47 296.47

29Jun92 29Jun92

CHI VR005836 M30917 601.15 601.15

29Jun92 29Jun92

Vendor Total........ 4,215.09 560.00 3,655.09

Report Total........ 761,074.21 48,824.11 37,756.24 96,071.31 201,357.17 286,269.27 90,796.11

Percentage.......... 100.00 % 6.42 % 4.96 % 12.62 % 26.46 % 37.61 % 11.93 %


Legend

------

H - Vendor Hold



Cash Forecast Report – Detail






-------------------------------------------------------------------------------------------------------------------------------

Vend # Name Status Terms----------------------------- D U E - I N D A Y S ------------------------



-------------------------------------------------------------------------------------------------------------------------------

1010 ARMCO ( 5) 1/2 % 10, NET 30 DAYS

Vendor Total........ 186,341.22 24,847.83 648.52- 6,409.78 3,180.36 152,551.77

1020 OLIN BRASS ( 3) DUE 20TH FOLLOWING MONTH

Vendor Total........ 78,916.99 1,125.00 38,404.76 30,033.97 6,392.76 2,960.50

1030 MIDWEST STEEL PROCESSORS INC ( 6) 1 % 10-25TH NET 30 DAYS

Vendor Total........ 193,742.74 131,907.96 61,834.78

1040 US STEEL, DIV OF USX H ( 6) 1 % 10-25TH NET 30 DAYS

Vendor Total........ 216,440.87 17,721.96 89,661.53 32,579.79 65,489.96 10,987.63

1050 AMERICAN STEEL PROCESSORS ( 4) DUE 20TH IN 2 MONTHS

Vendor Total........ 81,417.30 4,569.32 76,847.98

1060 ABC FREIGHT CO (11) NET 7 DAYS

Vendor Total........ 4,215.09 560.00 3,655.09

Report Total........ 761,074.21 48,824.11 37,756.24 96,071.31 201,357.17 286,269.27 90,796.11

Percentage.......... 100.00 % 6.42 % 4.96 % 12.62 % 26.46 % 37.61 % 11.93 %


Legend

------

H - Vendor Hold



Cash Forecast Report – Summary



The Total type shows the total of the following columns:

Balance owing

Amount due now

Amount due in 1 - 30 days




Amount due in over 120 days

The corresponding percentage is given for each amount.




-------------------------------------------------------------------------------------------------------------------------------

Vend # Name Status Terms--------------------------- D U E - I N D A Y S --------------------------



-------------------------------------------------------------------------------------------------------------------------------

Report Total........ 761,074.21 48,824.11 37,756.24 96,071.31 201,357.17 286,269.27 90,796.11

Percentage.......... 100.00 % 6.42 % 4.96 % 12.62 % 26.46 % 37.61 % 11.93 %


Legend

------

H - Vendor Hold



Cash Forecast Report – Total



VENDOR LISTS AND LABELS

A series of Vendor lists can be produced using a standard Option Selection function. From the selection

screen you can choose the following report:

Vendor Master List (detailed report containing all the information in the Vendor’s Account).

As a result of the selections made, you obtain a general or very specific list.

All options default to ‘N’ (No selection) for a Vendor Master list. You can change any or all of them for

specific selections.

If you change an option you can then enter one selection.

Vendor Master List

The first page of the list shows your selection criteria. This helps you to identify the information on the

report and serves as a reminder of what options you selected.

The report itself presents all the information stored in the Vendor Accounts, so that Vendor Account data

can be verified after entry, and so that Accounting personnel have a printed copy of Vendor information

for reference.

NOTE: The Vendor Master List contains only static information. That is, it does not include accounting

data such as account balance, payment history, etc.

Vendor Master

Report Program: APRVEA



3. Branch.............. [Y] CHI

4. Vendor Sequence......[N]

5. Vendor Number....... [N] From: To:

6. Vendor Name......... [N] From: To:

7. Usage Status........ [N]

Item No :

1-Alter 2-Copy

Vendor Master List Selection Entry screen



RUN: 09Jul98 11:19 eSTELPLAN aprvea000124 PAGE: 2

Vendor Master

Vendor Number........ 1010 Branch............... PHI

Vendor Name.......... ARMCO

Address.............. 703 CURTIS STREET

City................. MIDDLETOWN, OH

Postal/Zip Code...... 45043

Look-Up Name......... ARMCO

Telephone Number..... 513-425-5100 Country.............. 1

Fax Number........... 513-425-4779 Language............. E

Pay-to Name.......... ARMCO

Address.............. 703 CURTIS STREET

City................. MIDDLEBURY, OH

Postal/Zip Code...... 45043 Country.............. 1

Sales Contact........ FRANK SMITH

A/R Contact.......... NORMAN SINCLAIR

Route................ 1

Stop................. 1

Vendor Class......... R

Delivery Method...... CC

Ship Via............. Common Carrier

Frt Responsibility... CG

Acknowledgement Reqd. Y

Chemical Tests Reqd.. N

Physical Tests Reqd.. N

Type of Certificate.. O

Nbr of Cert by Shp... 2

Nbr of Cert by Inv... 2

Terms of Payment..... 5

Purchasing Terms..... 5

Rel Cust No.......... 0

SIC Code............. 3300

Vendor Category...... SM

1099 Category........

Tax Id No............

Currency............. US

A/P Ctrl G/L Acct.... 2000

Def Exp G/L Acct..... 2010

Hold Code............ N

Tag Prefix........... AR

Account Open Date.... 01Apr87

Usage Status......... A

*** End of Report ***

Vendor Master List



Vendor Remarks List

This list gives you by Branch, Vendor and Remark Type, the Vendor Remarks currently on file.

Vendor Remarks

Report Program: APRVRK



3. Branch.............. [Y] CHI


5. Type................ [N]

Item No :

1-Alter 2-Copy

Vendor Remarks List Selection Entry screen



RUN: 09Jul98 11:19 eSTELPLAN aprvrk000125 PAGE: 2

Vendor Remarks

Brh

Ven No Shp# Vendor Name

Typ Remark

PHI eSTELPLAN PHILADELPHIA

1010 ARMCO

A Only Yellow Frt and PIE to Chicago Warehouse.

B Take 15% discount if wrong carrier.

C Note: Use only Yellow Frt and PIE to Chicago Whs.

D CHI - 15% Discount taken if wrong carrier at dock.

E TRUCK: FLATBED

E EDGE SEALER - PKG CODE 102M - EDGE PROTECTORS -

E Pack with protective interleaving.

E NO MILL MARKING - NO STICKERS ON COILS

E SEAL PROTECTORS - 3 ID & 1 OD 1-1/4 INCH BANDS

F Refuse Blanks if missing protective interleaving.


Vendor Remarks List



Vendor Labels

Enter Key Vendor Labels 18Nov04

Report Program: APFVUL

1. Selection Entry No.. ______

2. One-Time/Permanent.. [_]

3. Branch.............. [_] ___

4. Vendor Number....... [_] From: ______ To: ______

5. Vendor Name......... [_] From: _______________ To: _______________

6. Postal/Zip Code..... [_] From: __________ To: __________

7. SIC Code............ [_] ________

8. Customer/Vendor Cat. [_] __

9. Label Sequence...... [_]

10. Print Vendor Number. [_]

11. Print Contact....... [_]

Press <Enter> to assign a Selection Entry Number

Vendor Label Selection Entry screen

Mailing labels are printed on self-adhesive labels. Before printing, you must mount the labels on the

printer and align the printer head to the top of the first row.

You may select a number of criteria to print labels for specific Vendors.

The label format is 3-Up 4” x 1 7/16”.



JOAN THOMAS MARY DARLINGTON

PRIMARY STEEL PROCESSORS STEEL PROCESSORS INC ABC FREIGHT COMPANY

565 KENNEDY PLACE 100 INDUSTRIAL BLVD. 5000 RIVERSIDE DRIVE

PHILADELPHIA, PA 03256 CHICAGO, ILLINOIS 60645 CHICAGO, ILLINOIS 32432

STEVEN KING SUSAN FIELDS

US STEEL WILLIAM OFFICE SUPPLIES NEW TELEPHONE COMPANY

P.O. BOX 23534 1500 12TH STREET P.O. BOX 1234

CHICAGO, ILLINOIS 32432 PAPERVILLE, PA 19009 CHICAGO, ILLINOIS 32432

FRANCIS MOUCH ROBERT LLOYDS DOMINIC RICHARDS

HERBERT MANUFACTURING INC J.J. LLOYDS INC. NORTH EQUIPMENT & RENTALS INC.

34561 HARBOR BLVD. 4567 THIRD AVENUE 8990 RIVERSIDE DRIVE

SUITE 310 PHILADELPHIA 13542 CHICAGO, ILLINOIS 81506

SOUTH TOWER

CHICAGO, ILLINOIS 32432

SERVICE DEPARTMENT ANDREW DANVER ALVINA SULLIVAN

US ELECTRICITY TESS INC. THE STEEL HOUSE LTD.

109 CENTRAL STREET 4038 ROCK STREET 4444 THIRD AVENUE

PHILADELPHIA 03567 CHICAGO, ILLINOIS 32435 PHILADELPHIA, PA 03256

Vendor Labels


4. VOUCHER PROCESSING

OVERVIEW

Voucher Processing ensures that each Vendor Invoice/Memo is associated with a Voucher/ Memo

Identification number assigned by the system for control purposes.

In this chapter the following are covered:

Entry of Vendor Invoices/Memos in the Voucher Entry screen.

Distribution of the Invoice/Memo Amounts to the appropriate General Ledger Account numbers.

Printing of the Voucher Edit List.

Updating Vouchers.

Official recording of the Invoices/Memos (Vouchers/Memos) in the Purchase Journal.

Voucher/Memo Entry is a stand-alone function. It can also be accessed directly during the Cash

Disbursement process if your system is set up for that option.

4. Voucher Processing Page 54


VOUCHER ENTRY

Overview

The Voucher Entry function is used to record your Accounts Payable transactions following the receipt of

merchandise or services and upon the receipt of the vendor’s invoice (or related memo).

The Voucher Entry function can run stand-alone. It can also be accessed from the following functions:

Invoice Approval.

Cash Disbursements Entry (if your system is set up for that option).

Update Options

The Voucher processing cycle supports update in either of two modes so that you can process transactions

according to your preferred method of operation:

Online direct update of a single voucher while in Voucher Entry.

Subsequent stand-alone Update of all vouchers posted within the same Session number. This

function involves a separate Edit List printing and Voucher Update procedure.



INPUT AND CONTROL PROCEDURES

The typical voucher cycle begins with the receipt of a Vendor Invoice for goods or services provided. At

this point, several documents are compared and verified by the appropriate personnel within the

Purchasing Department:

Purchase Order: Verification that the equivalent merchandise was in fact ordered, and comparison of

all quantities, prices and Terms of Payment on the order versus those actually billed.

Receiving

Report/Packing Slip:

Verification that the correct quantities of goods were received, and in acceptable

condition.

Vendor Invoice: Checking of extensions and totals for mathematical accuracy.

These source documents are combined and attached to an internal voucher form. The voucher data is

filled in showing the Vendor Name and Number, a description of the expense, any amount owed (gross

invoice amount, due date for payment, etc.) along with the specific distribution of the purchase/expense to

the appropriate General Ledger accounts.

The complete set of supporting documents is sent for approval to the authority responsible for expense

accrual within the Accounts Payable department. At this point, all amounts, including the General Ledger

Distribution, are re-checked against the Vendor Invoice and receiving report.

Once approved, the transaction is ready for entry into the computer.

Source Document Control Totals

All source documents ready for input are combined and an adding machine tape prepared of the total

amount of the vouchers and debit/credit memos.



Branch Receives

Supplier Invoice

Supplier Invoice matched with

corresponding PO and Receiving

Supplier Invoice, PO and Receiving

reviewed

Supplier Invoice

approved

Voucher Entered

based on Invoice

Voucher Edit List

printed by Session

Voucher updated by

Session

Purchase Journal

printed by

Accounting Period

Voucher Processing Work Flow



Transaction Definition

For Accounts Payable Vouchers, a Transaction is one Vendor invoice or memo adjustment, and includes

the following:

Vendor number and Name

Invoice number and amount

Accounting Period

All associated GL Distributions

All associated Purchase Cost Reconciliation (IRC) Distributions

The Voucher Entry function is used to add, change or delete vouchers for Vendors up to the point at

which the voucher is updated.

Vouchers are composed of a number of different screens, some of which are optional, that are used to

enter the supplier invoice information, enter and reconcile costs associated with received inventory as

well as record the General Ledger Distributions.

Voucher Entry is composed of the following screens.

Voucher Header

o Voucher Header screen

Pay-To Information window

Tax Distribution window (see Appendix)

Purchase Cost Reconciliation Distributions

o Purchase Cost Reconciliation Distribution screen (see Purchase Cost Accounting manual)

General Ledger Distributions

o GL Distribution screen (see eSTEL/GL manual)

General Screen Flow

The initial screen sequence for Voucher Entry begins with Voucher Header Information.

When you are posting Vouchers for Purchase Cost Reconciliation, proceed from Voucher Information to

Purchase Cost Reconciliation Distribution and then to the GL Distribution.

When you are posting Vouchers for regular AP expenses, proceed directly from Voucher Information to

the GL Distribution.

Voucher Header Information Screen Flow

The following screen is displayed once you access the Voucher Entry function:



Voucher Entry Ref No CHI-VR-

Ssn Id

Acctng Per Journal Dt Proof .00

PO No Pay-To

Vendor No

Invoice No

Invoice Dt

Vch Amount

Discntable

Exch Rate

Item Desc Vch Hld Pay Hld EDI Ref No

Check Rmk

Terms

Days Due Due Date

Disc Days Disc Date

Disc Rate % Disc Amt

IRC Mat .00 Prs .00 Vch .00 Apl .00

Frt .00 Oth .00 Itms 0 Dif .00

1-PO Inq 2-IVT Inq

Voucher Header – initial screen

Action Bar Options

The following action bar choices are available throughout the Voucher Header screen.

Action Bar Action

PO Inq Accesses the Purchase Order Inquiry.

IVT Inq Accesses the Inventory Transaction Inquiry.

Voucher Header Fields

The following shows the Brh/Reference group of fields:

Ref No CHI-VR- 6054

Ssn Id 304

Proof 27,000.00-


Branch User’s Brh

or

previous

entry

Branch

Reference

This represents the Branch responsible for

incurring the liability for the payable.

Can be overridden if you have multiple branch

access rights. To change the Branch, you can use

<Esc> from the Reference Prefix field.

If you change the Branch in the middle of a

posting session, the Session ID is changed

automatically (see Session ID).




The Branch cannot be changed once it is entered.

If the inappropriate Branch was entered, you must

Cancel or Delete the transaction.

Ref Prefix VR VR, DM, CM Voucher (VR) is the most common transaction. This

is the starting cursor position.

Options are:

VR Voucher

DM Debit Memo

CM Credit Memo

The Ref Prefix cannot be changed once it is

entered. If the inappropriate Ref Prefix was

entered, you must Cancel or Delete the

transaction.

Ref No This is the Reference number representing the

Voucher/Memo transaction.

For adding new transactions, the Reference number

is assigned and displayed once the Voucher Header

is saved.

The following Control Reference information is

used:

Trans Application Branch Prefix

Voucher AP Ssn brh VR

Debit Memo AP Ssn brh DM

Credit Memo AP Ssn brh CM

For accessing existing transactions, if you wish

to call up a transaction enter the Reference

number on file.

A Voucher Look-Up feature is provided if you do

not recall your Reference number (see Voucher

Look-Up).

Ssn Id The Voucher Entry and Update cycle is controlled

with a Session ID number which defines a posting

session for a group of vendor invoices. The

Session ID is used to provide assistance during

subsequent tracing of transactions, and to enable

operators to work independently from each other

within the Voucher processing cycle.

A Session can be controlled by either having a new

Session ID assigned, or by entering an existing

Session ID and appending transactions to it.

To create a new Session, press <Enter> from the

Session ID field (i.e., leave it blank). A new

Session ID is assigned once the Voucher Header is

saved.

Control Reference information AP/(Session Brh)/SN

is used for assignment.

To add new transactions into an already existing

session, enter the Session ID on file.

A Session Look-Up feature is provided if you do

not recall your Session ID (see Session Look-Up).

The Session ID cannot be changed once it is

entered. If the inappropriate Session ID was

entered, you must Cancel or Delete the

transaction.




Proof The Proof field is displayed for reference.

The Proof for an Accounts Payable Voucher is

defined as follows:

Proof = (GL Debits) - (GL Credits)

You cannot access the Voucher Update action bar

option for a transaction unless the Proof is zero.

A non-zero Proof indicates that the transaction is

incomplete.

If you exit the Voucher while the transaction has

a non-zero Proof, the Vch Hold field is set to Y-

Yes (see Voucher Hold), and a warning message is

provided.

NOTE: For Foreign Exchange Variances of +/- 0.01

you are allowed to proceed with the Update.

When the Update action bar option is

selected, the +/- 0.01 difference is

automatically written to the account for

Foreign Exchange Gain or Loss and the Proof

is set to 0.

Voucher Look-Up

If you wish to refer to an existing Voucher Transaction but you do not recall your Reference number that

you worked on, a Voucher Look-Up feature is provided. Start the Voucher Look-Up by pressing <F9>.

Voucher Look-Up

Ref No Vendor Login ID Date Time Inv No EDI

DM-379528 LTV dave 12Oct04 18:20 N

VR-122404 INLAND steve 11Oct04 16:53 45017 N

VR-122405 ARMCO john 11Oct04 16:55 878051A Y

1-Search

Voucher Look-Up

A list is shown of valid open transactions that can be referenced. The Look-Up provides one line per

transaction to allow you to identify and select the proper transaction and provide the ability to return that

transaction number back to the Reference number field.

Transactions for a specific Branch are shown at any one time. The display is controlled based on the

Branch in which you are working. The transactions are displayed by Branch, Reference Prefix and

Reference number.

Session Look-Up

If you wish to refer to an existing Session but you do not recall your Session ID that you worked on, a

Session Look-Up feature is provided. Start the Session Look-Up by pressing <F9>.



Session Look-Up

Ssn ID Ref No Login ID Date Time

412 DM- 9 ken 15Mar04 11:54

412 DM- 10 ken 15Mar04 11:55

419 VR- 29 linda 22Mar04 15:41

421 VR- 31 karen 25Mar04 11:14

1-Search

Session Look-Up

A list is shown of valid open sessions that can be referenced. The Look-Up lets you select the proper

session and provides the ability to return that session number back to the Session ID field.

Sessions for a specific Branch are shown at any one time. The display is controlled based on the Branch

in which you are working. The transactions are displayed by Branch, Session ID, Reference Prefix and

Reference number.

The following shows the Accounting Period group of fields.

Acctng Per 9804 Journal Dt 10/16/04


Acctng Per Current AP

Period or

last

entry.

Fiscal

Calendar.

Minimum -

Current AP

Period

Maximum -

Period 12

of your

next

eSTEL/GL

fiscal

year.

Can be overridden.

Journal Dt System

Date or

last

entry.

Date Enter the Journal Date for the transaction.

The following shows the PO information group of fields.

PO No PHI- 3258-002

PO information entry is optional. It is used to assist in a pre-scan of IRC transactions (see Cost

Reconciliation Control Totals). PO information is not stored within the eSTEL/AP system once the

Voucher is updated.




PO Brh User’s Brh Branch

Reference

if entered


access rights. To change the branch, you can use

<Esc> from the Purchase Order number field.

PO No Enter the Purchase Order number related to the

supplier invoice.

A Purchase Order number can only be entered if the

PO Branch is entered.

PO Item Enter the Purchase Order Item related to the

supplier invoice. Leave this field blank when the

supplier invoice relates to more than one PO Item.

A Purchase Order Item can only be entered if the

PO No is entered.

The following shows the Vendor group of fields:

Vendor No 1010 LTV


Vendor No Defaults

from PO

Header

when all

the

following

conditions

are met:

- PO info

entered

- PO

Header

exists

- PO

Deletion

Code is

not M.

Else

defaults

from last

vendor

entry (see

PIOs).

Vendor

Reference

The Vendor number from whom the material or

service is purchased. If you do not know the

Vendor number, you can use the Vendor Look-Up

function to scan through and select the

appropriate Vendor.

The Vendor Look-Up Name is displayed for reference

based on the Vendor number entered.

Pay-To Information

When you enter a Vendor who is a Regular Vendor Class account, the Pay-To Information is displayed

for reference only based on the Vendor Reference information.

When you enter a Vendor who is a Temporary Vendor Class account, the Voucher Entry function

provides for entry of the following information:



Pay-To

LTV STEEL CORP

P.O. BOX 2000

STATION A

CHICAGO, IL 52145


Pay-To Name Mandatory

entry.

Cannot be

blank.

Pay-To party for Cash Disbursement purposes.

Address Line 1,2,3

City

Postal/Zip

Country Desc Defaults

based on

Vendor

Pay-To

Country

Code, when

all the

following

conditions

are met:

- Vendor

Pay-To is

not

located in

the Base

Country

- Vendor

is a

Regular

Vendor

Class

account

Can be overridden.

The Country Description is accessible when the

Vendor is not located in the Base Country of the

eSTELPLAN system.

The following shows the Invoice Information group of fields:

Invoice No A851258

Invoice Dt 10/12/98

Vch Amount 27,000.00

Discntable 26,850.00


Invoice No Mandatory

for

Vouchers

(VR) of

Regular

Vendors.

The Vendor’s Invoice number. It is available for

all transaction types.

For VR transactions, the Invoice No is checked

against the following information:

Invoice History

Voucher Header information




If the number already exists for this Vendor, the

Invoice No. is not accepted and a message is

displayed.

For VR transactions, the Invoice No is displayed

on the screen of the Accounts Payable Inquiry and

Accounts Payable Inquiry with History. For other

transactions, the Invoice No is viewed through the

Inv/Desc action bar option.

Invoice Dt Date The date of the Invoice (or Debit/Credit Memo)

issuance. A Product Installation Option, IDW=X,

controls the display of a warning message if the

Invoice Date entered is greater than the current

System Date. When set to Y-Yes, the message

“Warning: Invoice Date is greater than the current

System Date” is displayed.

Vch Amount This represents the gross amount of the invoice

before potential discounts are considered.

Potential discounts are calculated separately (see

Terms).

Sign handling is as follows:

Trans Sign

Voucher positive or zero

Debit Memo negative or zero

Credit Memo positive or zero

NOTE: A zero amount is occasionally entered in

this field for various Voucher Adjustment

situations.

Discntable For Ref

Prefix VR

or CM,

defaults

based on

Voucher

Amt.

Discountab

le Charges

< Vch Amt.

Must be 0

for DM.

Discountable Charges. Can be overridden.

The discount amount must be less than the voucher

amount, otherwise an error message is displayed

“The voucher amount cannot be equal to the

discount amount”.

In Voucher Entry some charges may be discountable

while others are not. For example, material is

discountable but freight is not.

Discountable Charges can be entered to arrive at a

new discountable amount calculated automatically

(see Terms).

Example: Vendor invoice total $5,250 representing

$5,000 for material and $250 in freight.

Only the 5,000 is discountable but the

gross invoice amount entered must be

$5,250. You would enter the Discountable

Charges as $5,000 and then based on the

Terms code, the discount would be

calculated automatically on the screen.

This avoids having to calculate the amount of

applicable discount based on Voucher Amount and

then overriding the Discount Amount manually.

The following shows the Exchange Rate group of fields:

Exch Rate DM .61600000




Exch Rate Defaults

from PO

Header

when all

the

following

conditions

are met:

- PO info

entered

- PO

Header

exists

- Exchange

Rate Code

is Fixed

- PO

Deletion

Code is

not M.

Else

defaults

from

Currency

Reference.

Cannot be

zero.

Must be 1

for base

currency

transactio

ns.

The Exchange Rate can be overridden for Foreign

currency transactions. The screen field is

displayed for Foreign currency transactions.

The Currency code is also displayed for reference

on Foreign currency transactions.

(Refer to the FEX=X Product Installation Option

set on program <appvch> in the Product

Installation Options Guide for details).

The following shows the Item Desc/Remarks group of fields:

Item Desc X------------------X

Check Rmk X------------------------------------------------X


Item Desc The descriptive remarks for the transaction.

For CM and DM transactions, the Item Desc is

displayed on the screen of the Accounts Payable

Inquiry and Accounts Payable Inquiry with History.

For other transactions, the Item Desc is viewed

through the Inv/Desc action bar option.

The DSC=X Product Installation Option set on

program <appvch> controls whether the Description

entry is mandatory or optional. Refer to the

Product Installation Options Guide for details.

Check Rmk Voucher Entry has an optional facility to record

Remarks that print on the check stub. These

remarks relate specifically to the Open Item being

disbursed.

Check Remarks are used for transactions such as

child support payments or income tax payments that

may require a specific description in addition to

the Invoice # and Item Desc fields.



The following shows the Voucher Hold/Pay Hold group of fields:

Vch Hold N Pay Hold N


Vch Hold N N, Y Voucher Entry has a facility to record a Voucher

Hold against a specific Voucher Header

transaction.

The Voucher Hold is used to prevent the update of

a transaction using the Voucher Update function

until the Invoice has been approved.

Options are:

Y Voucher on Hold (Voucher cannot be updated)

N Not on Hold (Voucher can be updated)

The Vch Hold field cannot be accessed if the Proof

for the transaction is non-zero (see Proof).

Pay Hold N C, N, P Voucher Entry has an optional facility to record a

Pay Hold against a specific Open Item as it enters

your Accounts Payable system via Voucher Update.

Pay Hold is used to prevent or delay the payment

of an Open Item in case there is a problem with

the Invoice issued by the Vendor.

Options are:

P Permanent Hold

C Cycle Hold

N Not on Hold

The following shows the EDI Reference group of fields. This area is displayed for reference if the

Vendor Invoice was received electronically via eSTEL/EDI.

EDI Ref No XXXXXXXXX

Name Description

EDI Ref No The EDI Reference number is used to cross-reference a Voucher to a Vendor Invoice

received electronically via eSTEL/EDI. See the following documentation for details:

Invoice Approval

eSTEL/EDI

If the transaction is received electronically via eSTEL/EDI and the Invoice Status is

not Approved, the Voucher transaction cannot be accessed until the Invoice Status is

Approved. The suggested procedure is to complete the Invoice Approval process first

so that the Voucher transaction is made available for use in the Voucher processing

cycle.

The following shows the Terms of Payment group of fields:



Terms 5

Days Due 30 Due Date 11/11/04

Disc Days 10 Disc Date 10/22/04

Disc Rate 1.00% Disc Amt 268.50


Terms Defaults

from PO

Header

when all

the

following

conditions

are met:

- PIO is

set to TRM

= P

- PO info

entered

- PO

Header

exists

- PO

Deletion

Code is

not M.

Else

defaults

from

Vendor

Terms.

Terms of

Payment

These are the Terms of Payment granted by the

Vendor. Can be overridden.

If, from time to time, a Vendor grants you Terms

of Payment different from the standard ones and

they are not defined in the Reference table, you

can leave the default Terms of Payment in the

Terms field, and make the appropriate changes in

the Extended Terms fields.

Extended Terms fields (see below) are calculated

and are interdependent.

Example: If you modify the Days Due field, the

system changes the Due Date

accordingly, and vice-versa.

Days Due Due Dt

minus

Invoice Dt

The number of days in which the invoice is due for

payment.

Can be overridden.

Disc Days Disc Dt

minus

Invoice Dt

The number of days granted by the Vendor to pay

the invoice and benefit from the discount.

Can be overridden.

Disc Rate For Ref

Prefix VR,

defaults

based on

Vendor’s

Terms of

Payment.

See Terms

of Payment

calculatio

ns for

details.

Must be 0

for DM.

The percentage of Discount offered by the Vendor,

according to the Terms of Payment. Can be

overridden.

Discount Rate determines the Discount Amount

calculated by the system and displayed in the Disc

Amt field.

Due Date For Ref

Prefix DM

or CM,

defaults

from

Invoice

Dt, and

default

The date on which the Invoice becomes due. Can be

overridden.




Extended

Terms are

suppressed

See Terms

of Payment

calculatio

ns for

details.

Disc Date Disc Dt <

= Due Dt.

If not 0,

Disc Dt >

= Inv Dt.

The last day on which the Invoice can be paid to

obtain the Discount.

If there are no Discount Days, the Discount Date

is not applicable.

Disc Amt System

default

based on

one of the

following:

Discb Chrg

x Disc

Rate

Vch Amt x

Disc Rate

Disc Amt <

Vch Amt.

Must be 0

for DM.

Discount Amount is applicable only to VR and CM

transactions.

NOTE: The Product Installation Option, DBT=X,

controls whether or not all applicable

taxes are included, when calculating the

Discount Amount based on the Invoice

Amount.

Cost Reconciliation Control Totals

Cost Reconciliation (IRC) Control Totals are calculated automatically for each voucher and displayed for

reference on the Voucher Header screen. The following shows the IRC Control Totals area group of

fields. This area is available for information display until the Voucher has been updated.

IRC Mat 26,121.16 Prs .00 Vch 27,000.00 Apl .00

Frt 325.49 Oth .00 Itms 3 Dif 27,000.00

The Material, Processing, Freight, Other and Items fields are displayed for reference based on a pre-scan

of Cost Reconciliation transactions that match the following Voucher information:

Vendor

PO Branch

PO number

PO Item

This lets you know, prior to proceeding to the Inventory Cost Reconciliation (IRC) Distribution screen,

whether there are potentially any matching Cost Reconciliation transactions.

The Apl and Dif fields are displayed for reference based on the cumulative Cost Reconciliation

transactions you have actually applied thus far against the Voucher and which are still In Process.

Name Description

IRC Mat Indicates the control total for the remaining IRC Material Amounts displayed that

match your most recent selection options. This is initially based on a match of the



Name Description

Vendor and PO information.

Selection Options can be overridden in the Purchase Cost Reconciliation function. For

details see the Purchase Cost Accounting manual.

IRC Prs Indicates the control total for the remaining IRC Processing Amounts displayed that





IRC Frt Indicates the control total for the remaining IRC Freight Amounts displayed that match

your most recent selection options. This is initially based on a match of the Vendor

and PO information.

Selection options can be overridden in the Purchase Cost Reconciliation function. For


IRC Oth Indicates the control total for the remaining IRC Other Amounts displayed that match


and PO information.



Itms Indicates the number of all remaining IRC transaction records displayed that match


and PO information.



Vch Amount owed on the Voucher. This excludes taxes if applicable.

Apl Indicates the control total for all Cost Types actually applied thus far. This also

includes Advance IRCs and Write-Offs if applicable.

Dif Voucher Amount (excluding taxes) minus the Total Applied.

Voucher Header Action Bar Options

Once the Voucher Header information is completed, the Header Page fields are displayed as shown in the

following screen.



Voucher Entry Ref No CHI-VR- 6054

Ssn Id 304

Acctng Per 9504 Journal Dt 10/16/95 Proof 27,000.00-

PO No PHI- 3258-002 Pay-To

Vendor No 1010 LTV LTV STEEL CORP

Invoice No A851258 P.O. BOX 2000

Invoice Dt 10/12/95 STATION A

Vch Amount 27,000.00

Discntable 26,850.00 CHICAGO, IL 52145

Exch Rate

Item Desc Vch Hld N Pay Hld N EDI Ref No

Check Rmk

Terms 5



Disc Rate 1.00% Disc Amt 268.50


Frt 325.49 Oth .00 Itms 3 Dif 27,000.00

0-Update 1-IRC Dist 2-G/L Dist 3-Chg Vch 4-PO Inq 5-IVT Inq 6-EDI Inv

Voucher Header – completed screen

Action Bar Action

Update Accesses the Voucher Update function on-line.

An option is provided to immediately initiate the Voucher Update function directly

from within Voucher Entry.

This feature is available when all the following conditions exist.

PIO is set to UPD=Y

Proof is zero

Related GL Distributions exist

Voucher Hold is N

Otherwise, this action bar option is dimmed and not accessible. See Voucher Update

for details.

IRC Dist Saves the Voucher Header and proceeds to the Inventory Cost Reconciliation (IRC)

Distribution screen. This is the default option.

The IRC Distribution function is available if PO Reconciliation is ‘Y’ (see Accounts

Payable Company information). Otherwise, this action bar option is dimmed and not

accessible.

G/L Dist Saves the Voucher Header and proceeds to the GL Distribution screen.

Chg Vch Allows you to change the various fields of the Voucher Header page by block of fields.

Refer to the Changing a Voucher Header section for details.


IVT Inq Accesses the Inventory Transaction Inquiry.

EDI Inv Provides inquiry access to the EDI Invoice Header screen in Invoice Approval if the

transaction is received electronically via eSTEL/EDI. Otherwise, this action bar

option is dimmed and not accessible. See Invoice Approval for further information.



Changing a Voucher Header

If you want to access or change an existing Voucher, enter the Reference number. If you do not know the

Reference number, you can use the Voucher Look-Up function from the Reference number field to scan

the existing Open Vouchers and pick the transaction to be maintained.

When the Reference number is entered, the Voucher Header information is displayed and you can then

proceed with the required changes.

To change the fields in the Header, select the Chg Vch action bar option. A window is displayed listing

the groups of fields.

Change Voucher

1. Acctng Per

2. PO

3. Vendor

4. Invoice

5. Exch Rate

6. Desc/Rmks

7. Hold

8. Terms

9. Term Days

A. Term Dates

Change Voucher window

Select the group you wish to modify and the cursor is placed on the first available field of that group.

Option Access

Acctng Per Accounting Period

Journal Date

PO PO Brh

PO No

PO Item

Vendor Vendor No

Pay-To Information

Invoice Invoice No

Invoice Date

Voucher Amount

Discountable Charges

Exch Rate Exchange Rate

Desc/Rmks Item Description

Check Remarks

Hold Voucher Hold

Pay Hold

Terms Terms of Payment code

Term Days Days Due

Discount Days

Discount Rate



Option Access

Term Dates Due Date

Discount Date

Discount Amount

Header Change Restrictions

The following Voucher Header information cannot be changed after the Voucher Header Info is created.

If inappropriate information has been entered, the transaction must be Deleted.

Accounting Period

Vendor number

Exchange Rate

Deleting a Voucher Header

To delete the entire Voucher, call the Header and press <F6>. When you delete the Voucher from the

Header screen all its associated Inventory Cost Reconciliation (IRC) and General Ledger Distribution

records are deleted. Any applicable IRC Header In-Process Amounts are reinstated.

Note that the Voucher Header record is not physically deleted. The Voucher Header is marked with a

Void Status. This preserves and accounts for the entire continuous series of Reference numbers so that

audit controls can be maintained and transactions can be traced back.



Inventory Cost Reconciliation Screen Flow

ARMCO (FF) Purchase Cost Reconciliation Ref No PHI-VR- 1427

IRC Mat 74,351.16 Prs 1,472.35 Vch 77,000.00 Dif 898.67

Frt 261.87 Oth 15.95 Apl 76,101.33

Ln Brh IRC No Ref No-Itm Vendor Brh PO No-Itm Amount Balance

Quantity U/M Cost UM Bs Ty Ds Rcvr No Ext Ref No

1 PHI 329 IV 1160-003 1006 CHI555275-004 2,000.00 1,250.00

10,000 LBS 20.0000 /CWT T M Y 2715-017 S-01572595

2 PHI 336 IV 1132-001 1006 MTL555202-003 2,827.50 2,827.50

14,500 LBS 19.5000 /CWT A M 2720-009 S-01572607

3 PHI 341 RC 2718-002 1010 PHI555199-001 24.53 24.53

120.00 SFT 20.4408 /CSF A M 2718-002 4618

4 PHI 342 RC 2718-002 1010 PHI555199-002 53.28 53.28

120.00 SFT 1.1100 /LBS A F Y 2718-002 4618

5 PHI 344 RC 2718-002 1010 PHI555199-004 0.27 0.27

120.00 SFT 1.2500 /CKG T P 2718-002 4618

6APHI 375 VR 405-001 1010 PHI555262-001 3,500.00- 3,500.00-

PENDING ARRIVAL BY RAILWAY M 857322

1-Apl All 2-Grp 3-Itm 4-Adv IRC 5-W/O 6-Applied 7-Dispute 8-Select 9-IRC Inq

Sample Purchase Cost Reconciliation screen

Note that availability of the Adv IRC action bar option is controlled by the Product Installation Option,

DAI=X. Refer to the Product Installation Options Guide for details.

For more details on the Purchase Cost Reconciliation function see the Purchase Cost Accounting manual.



GL Distribution Screen Flow

Voucher G/L Accounting Ref No PHI-VR- 2931

Vendor 1020 OLIN BRASS Ssn Id 627

-- G/L Distribution -- Proof

Acct/Desc Brh Cst Center Debit Credit

2000 CHI 14,500.00

ACCOUNTS PAYABLE - TRADE

2010 MTL 14,500.00

UNPAID MATERIAL

Total 14,500.00 14,500.00

Acct Brh Cst Ctr

Sample GL Distribution

Standard GL Distribution

All GL distribution logic is handled by the following functions:

Build GL Distribution (see ‘General Ledger Interface’ chapter in eSTEL/GL)

GL Distribution Screen

All eSTELPLAN functions updating GL information share these common functions. There are no local

GL handling functions within the Voucher Entry function and the common subroutines are accessed

instead. See the eSTEL/GL manual for further details.

Automatic GL Distribution

Full GL Distributions are generated on the screen, including the following automatically system

controlled GL Distribution lines:

Accounts Payable Control

Unpaid Material (IRC Distributions)

Unpaid Freight (IRC Distributions)

Unpaid Processing (IRC Distributions)

Unpaid Other (IRC Distributions)

Purchase Gain/Loss

Foreign Exchange Gain/Loss



You cannot directly access any of these ‘Reserved’ GL Distribution lines as they are controlled and must

total the amounts entered or calculated from other specific fields (see below). See the eSTEL/GL manual

for further details.

Accounts Payable Control

The Accounts Payable Control account is defaulted based on the Voucher Amount multiplied by the

Exchange Rate of the payable transaction.

The AP Control Account is defaulted from the Vendor Reference Information.

Distribution handling is as follows:

Transaction GL Distribution

Voucher Credit

Debit Memo Debit

Credit Memo Credit

Unpaid Accounts (Applied Items)

The Unpaid Material, Freight, Processing, and Other accounts are defaulted based on the total applied to

IRC multiplied by the Exchange Rate of each IRC Header record applied.

Unpaid Accounts are defaulted from eSTELPLAN Company Information.



IRC Dist’n +ve Debit

IRC Dist’n -ve Credit

In Voucher Entry, if the PO Reconciliation option is set to ‘Y’, you cannot manually include a GL

Distribution line for any Unpaid Account as they are controlled based on IRC distributions. The

suggested procedure is to make the required IRC distributions first and have the system generate the

proper GL Distribution automatically.

Non-Steel Purchases

For non-steel purchases, the GL Distribution is as follows:

Debit CSP Non-Steel Purchases Account

Credit Accounts Payable Control Account



Unpaid Accounts (Advance IRC Items)

The Unpaid Material, Freight, Processing, and Other accounts are defaulted based on the total Advance

IRC Items multiplied by the Exchange Rate of the payable transaction.

Unpaid Accounts are defaulted from eSTELPLAN Company Information.



Advance Debit Debit

Advance Credit Credit

Purchase Gain/Loss

The Purchase Gain/Loss account is defaulted based on the Transaction Control Total differences written

off multiplied by the Exchange Rate of the payable transaction.

The Purchase Gain/Loss Account is defaulted from eSTELPLAN Company Information.



Write-Off +ve Difference Debit

Write-Off -ve Difference Credit

Foreign Exchange Gain/Loss

Foreign Exchange Gain/Loss accounts are defaulted based on the Exchange Rate differences between

IRC records accrued at one Exchange Rate that are different from the Exchange Rate of the Voucher

being entered.

Foreign Exchange Gain/Loss Accounts are defaulted from Currency Reference Information.

See Foreign Exchange standards for specific examples on Gain/Loss distribution handling.

Default Expense Account

In Voucher Entry, the Default Expense Account is defaulted from the Vendor Reference Information,

unless it contains an Unpaid Account and if the PO Reconciliation option is set to ‘Y’ (see ‘Unpaid

Accounts’).

The Default Expense Account creates a GL Distribution line (once you accept it) that is not ‘Reserved’.



Foreign Exchange Rounding in GL

Discrepancies may occur between total GL Debits and Credits for a foreign exchange Voucher

Transaction. This may arise due to rounding differences generated when transactions are converted at

different exchange rates into base currency equivalents for GL purposes.

Such differences are handled by an automatic posting to the Foreign Exchange Gain/Loss account to

balance the distribution as follows:

You are completing a voucher.

The transaction is in a foreign currency.

The total GL Debits and Total GL Credits indicate a difference of LESS THAN OR EQUAL .10

currency units.

Example: For base systems in U.S. Dollars this would equate to 10 cents.

Record the difference into the Foreign Exchange Gain/Loss GL account for that currency. Note

that this is treated as an automatically system-controlled GL Distribution line.

For example, the following GL Distribution is for a voucher:

GL Distribution DR CR

AP Control 12,200.00

Unpaid Material 9,700.00

Unpaid Processing 2,400.00

Exch Gain/Loss 99.92 ________

Totals 12,199.92 12,200.00

This would trigger a Debit to Exch Gain/Loss for .08 for balancing, resulting in the following balanced

GL Distribution.

GL Distribution DR CR

AP Control 12,200.00

Unpaid Material 9,700.00

Unpaid Processing 2,400.00

Exch Gain/Loss 100.00 ________

Totals 12,200.00 12,200.00

NOTE: GL discrepancies of GREATER THAN .10 are not automatically balanced. An error is

displayed indicating that the GL Proof is not zero. You should then have these transactions

corrected.



VERIFY VOUCHERS

After Voucher Entry, run the Voucher Edit List to verify the transactions.

Voucher Edit

Report Program: APRVED



3. Branch.............. [Y] PHI

4. Session I.D......... [N] From: To:

5. Reference Prefix.... [N]

6. Reference Number.... [N] From: To:

7. Login I.D........... [Y] lynetteg

8. Voucher Hold........ [Y] B

9. Pay Hold............ [N]

10. Voided Transactions. [Y] B

11. Journal Date........ [N] From: / / To: / /

12. Invoice Date........ [N] From: / / To: / /

Item No :

1-Alter 2-Copy

Voucher Edit selection screen

Voucher Edit List

The Voucher Edit List shows all Vouchers entered into the system for accrual, which have not yet been

updated.

The first line of the report shows:

Branch

Reference number

Vendor

Accounting Period

Voucher Amount

Discount Amount

Check Item Remarks

The second line shows:

Invoice number

Description

Login ID

Invoice Date



Terms

All applicable GL and IRC distributions are printed following each Voucher.



RUN: 07Feb05 13:28 eSTELPLAN METAL COMPANY aprved004039 PAGE: 2

Voucher Edit

Brh Ref No Ven No Name Acctng Vch Amount Disc Amount Check Item Remarks

Invoice No Description Per Login Id Inv Dt Terms Disc Dt Due Dt PO No Cur Exchange Rt

Session: 749

PHI VR-000121 1010 ARMCO 102 1,500.63 P

857 lorraina 02Feb05 2 02Feb05 04Mar05 PHI

------------------- G/L Distribution ------------------

Account# Brh Cst Ctr Debit Credit

2000 PHI 1,500.63

8320 PHI 1,500.63


Voucher Edit List



UPDATE VOUCHERS

Voucher Update is performed after Voucher Entry and verification of the Voucher Edit List.

Always run a final Voucher Edit List before the Voucher Update, to ensure that the items listed are the

ones you want to accrue.

Voucher Update

Report Program: APUVCH

1. Selection Entry No..

2. One-Time/Permanent.. [ ]

3. Branch.............. [ ]

4. Session I.D......... [ ] From: To:

5. Reference Prefix.....[ ]

6. Reference Number.....[ ] From: To:

7. Login I.D............[ ]

8. Accounting Period....[ ]

Voucher Update screen

Update Vouchers

The following databases are updated by the Voucher Update function:

AP Open Items

Invoice History

Purchase Journal

Vendor Balances

Inventory Cost Reconciliation

General Ledger Account Balances

General Ledger History

A Voucher Update Session Log is automatically generated during the Voucher Update. The Log

confirms the update and lists the reference numbers of the individual transactions.

The Voucher Update Log should be verified to confirm the processing of each transaction. Any errors

noted on the Log should be followed up and corrected via the Voucher Entry function.



RUN: 15Jan04 15:58 eSTELPLAN METAL COMPANY

Voucher Update Session Log

Ssn ID Brh Reference Message

25 CHI VR-000001 Updated

575 CHI VR-000002 Updated

570 PHI CM-000004 Updated

565 PHI DM-000001 No related G/L Distributions

565 PHI DM-000001 Update not completed





569 PHI VR-000040 Updated

571 PHI VR-000041 Update not completed

572 PHI VR-000042 Total Debits not = Total Credits





575 PHI VR-000046 Voucher is on hold



575 PHI VR-000048 Voucher is on hold


575 PHI VR-000049 Total Debits not = Total Credits



Voucher Update Session Log



PURCHASE JOURNAL

You can produce the Purchase Journal to record the invoices.

For your final End of Month Journal, select all N defaults so that the report shows all entries for the

month. Specify only the Accounting Period.

A selection screen helps you determine the data you wish to see.

Purchase Journal

Report Program: APRPUA




4. Branch Code......... [Y] CHI

5. Currency Code....... [Y] US



8. Class............... [N]

9. S.I.C. Code......... [N]

10. Reference Code...... [N]

11. Reference Number.... [N] From: To:

12. Report Type......... [D]


14. Invoice Date........ [N] From: / / To: / /

15. Gross Amount........ [N] From: To:

16. Terms Code.......... [N]

Item No :

1-Alter 2-Copy

Purchase Journal Selection Entry – first screen



Purchase Journal

Report Program: APRPUA


17. Due Date............ [N] From: / / To: / /

18. User ID............. [N]

19. Session I.D......... [N] From: To:

20. Data Source......... [ ]

Item No :

1-Alter 2-Copy

Purchase Journal Selection Entry – second screen

The Purchase Journal is presented by Type of transactions (CM, DM, VR), and Reference number. The

Accounting Period is indicated in the top right-hand corner of the page.

For each Item, the first line shows:

Reference Code and Number

Vendor number and Name

Discount and Due Dates

Gross Amount and Discount Amount. A ‘P’ code indicates that the Discount Period has expired (see

the Legend at the end of the report).

General Ledger Accounts Payable Control Account number

and the second line displays:

Vendor’s Invoice number and Description (from the Remarks field of the Voucher Entry screen)

Journal Date and Invoice Date

Currency and Exchange Rate (foreign currency items)

List of the General Ledger Accounts debited or credited

When all Items have been detailed for the period, the Journal Summary is printed. This section is also

what you obtain if you select the ‘Total’ Report Type.

The summary shows the total amount and an entry count for each type of transaction, as well as a grand

total.



It also lists the General Ledger Accounts credited or debited during that specific Accounting Period and

indicates for what amount.

RUN:13-Jul-99 11:22 eSTELPLAN aprpua000120 PAGE: 2

P U R C H A S E J O U R N A L Acctng Period: 92/01

Ssn Brh: CHI eSTELPLAN CHICAGO

------------------------------------------------------------------------------------------------------------------------------------

Type Ref # Vend # Name Disc Dt Due Dt Gross Amount Disc Amount

Invoice Number Description Jrnl Dt Inv Dt Curr Exchange Rt Account# Brh Cst Ctr Debit Credit

------------------------------------------------------------------------------------------------------------------------------------

CM 000001 1020 OLIN BRASS 6Jul92 6Jul92 56.35

C/N21645 13Jul92 6Jul92 US 2000 CHI 56.35

8115 CHI 56.35

CM 000002 1020 OLIN BRASS 5Jul92 5Jul92 2,945.60

C/N4568 13Jul92 5Jul92 US 2000 CHI 2,945.60

6140 CHI AB 2,945.60

DM 000001 1060 ABC FREIGHT CO 5Jun92 5Jun92 4,563.58

708345 13Jul92 5Jun92 US 2000 CHI 4,563.58

7711 CHI 1-88-2442 4,563.58

VR 000001 1010 ARMCO 23Jul92 12Aug92 78,945.61 394.73

313834 TESTING PURCH JRNL 13Jul92 13Jul92 US 2000 CHI 78,945.61

1700 5,623.45

1720 ADM 4,200.00

2500 2,000.00

4101 CHI 6,693.25

5103 PHI 4,425.96

6130 CHI UN 8,956.00

8300 CHI 4,500.00

8300 PHI 5,695.00

8300 MTL 1,200.00

8120 CHI 15,085.00

7200 PHI 4,500.00

7200 CHI 4,500.00

7200 MTL 3,500.00

7711 CHI 1-91-0826 12,066.95

VR 000002 2030 JENSEN REAL ESTATE HOLDINGS 6Jul92 5Aug92 2,327.28

809566 13Jul92 6Jul92 US 2005 CHI 2,327.28

8220 CHI 2,327.28

VR 000003 1020 OLIN BRASS 13Jul92 20Aug92 177.00

549597 13Jul92 13Jul92 US 2000 CHI 177.00

4411 CHI 177.00

VR 000004 1020 OLIN BRASS 10Jul92 20Aug92 246.00

216264 13Jul92 10Jul92 US 2000 CHI 246.00

6150 CHI 246.00

VR 000005 1060 ABC FREIGHT CO 13Jul92 20Jul92 12,345.00

612623 13Jul92 13Jul92 US 2000 CHI 12,345.00

5921 CHI 6,231.00

5990 CHI 2,000.00

7711 CHI 1-90-3075 1,263.00

5911 CHI 2,851.00

VR 000006 2010 ABC TRAVEL 25Jun92 25Jul92 425.96

201428 13Jul92 25Jun92 US 2005 CHI 425.96

Purchase Journal – Detail



RUN:13-Jul-99 11:22 eSTELPLAN aprpua000121 PAGE: 2

P U R C H A S E J O U R N A L Acctng Period: 92/01

Ssn Brh: CHI eSTELPLAN CHICAGO

------------------------------------------------------------------------------------------------------------------------------------

*** J O U R N A L S U M M A R Y ***

------------------------------------------------------------------------------------------------------------------------------------

*** G / L S U M M A R Y ***

Account# Brh Cst Ctr Description Debit Credit

VOUCHERS....... 94,466.85 6 ENTRIES 1700 COMPUTERS & PERIPHERALS 5,623.45

DEBIT MEMOS.... 4,563.58- 1 ENTRIES 1720 ADM FURNITURE & FIXTURES 4,200.00

CREDIT MEMOS... 3,001.95 2 ENTRIES 2000 CHI ACCOUNTS PAYABLE - TRADE 4,563.58 94,715.56

2005 CHI ACCOUNTS PAYABLE - OTHER 2,753.24

2500 FEDERAL INCOME TAX PAYABLE 2,000.00

4101 CHI SALES WRHSE - MATERIAL 6,693.25

4411 CHI SALES R & A - PKG 177.00

5103 PHI COGS WRHSE - FREIGHT 4,425.96

5911 CHI INVENTORY TFR - FREIGHT 2,851.00

5921 CHI INVENTORY TFM - FREIGHT 6,231.00

5990 CHI FREIGHT OUT EXPENSE RECOVERY 2,000.00

6130 CHI UN COMMISSIONS 8,956.00

6140 CHI AB SELLING EXPENSE 2,945.60

6150 CHI ADVERTISING & PROMOTION 246.00

7200 MTL ELECTRICITY 12,500.00

7711 CHI 1-90-3075 TRUCK REPAIRS & MAINT 13,329.95 4,563.58

8115 CHI EXECUTIVE SALARIES 56.35

8120 CHI EMPLOYEE BENEFIT & TAXES 15,085.00

8220 CHI RENT 2,327.28

8300 MTL OFFICE SUPPLIES 11,395.00

8350 CHI GENERAL EXPENSE 425.96

TOTALS... 92,905.22 9 ENTRIES TOTALS 104,032.38 104,032.38

Purchase Journal – Totals


5. INVOICE APPROVAL

OVERVIEW

The Invoice Approval function is used to view, reconcile and approve incoming vendor EDI invoices for

use as Voucher transactions in eSTEL/AP. This is the electronic equivalent of the receipt of the vendor’s

traditional paper invoice (or related memo).

General Screen Flow

Invoices are composed of a number of different screens, some of which are optional, that are used to enter

the supplier invoice information, enter and reconcile costs associated with received inventory as well as

record the General Ledger Distributions.

Invoice Approval is composed of the following screens.

Scrolling screen

EDI Invoice Header

EDI Invoice Header screen

EDI Invoice Detail

EDI Invoice Detail screen

– Remarks screen

Purchase Cost Reconciliation (IRC) Distributions

Purchase Cost Reconciliation Distribution screen

Branch Information

The transaction flow begins with the definition of a posting branch for a group of vendor EDI Invoices.

Branch PHI

Branch window

5. Invoice Approval Page 88



Branch User’s Brh Branch

Reference

This identifies the Branch responsible for

incurring the liability for the Accounts Payable

invoice transaction.

Branch information is required so that it can be

recorded at the time each Voucher transaction is

created.

If the Invoice transaction indicates a PO Branch,

the PO Branch is used for recording on the

Voucher.

If the Invoice transaction does not indicate a PO

Branch, the Screen Branch is used for recording on

the Voucher.

The Product Installation Option, BRH, controls

whether to use the Branch entered in the User’s

default or from the PO Branch on the Invoice

transaction.

You can use <F7> to access and override the Branch

if you have multiple branch access rights.

If the Branch is changed, it subsequently impacts

only Unprocessed Invoice transactions.



INVOICE APPROVAL SCREEN FLOW

Transaction Access

Transaction access is available by the keys to the Invoice Header information. This enables you to select

the most appropriate access method into the Invoice database.

Action bar options are enabled to provide a choice of access method to the transactions. You may have

the information displayed according to the following combinations.

Invoice Approval Brh PHI

1-Vendor 2-PO No

Invoice Approval – initial screen

Action Bar Action

Vendor Formats the entry area and sequences display by:

Invoice Status

Vendor number

Invoice Date

This is the default option.

PO No Formats the entry area and sequences display by:

Invoice Status

PO Branch

PO number



The following shows the Vendor entry area.

Inv Sts U Vendor 1020 Inv Date 10/23/04 - 10/30/04


Inv Sts U A, U, V,

Space

This indicates the current processing status of

the Invoice.

Options are:

A Approved. Invoices which have already been

approved cannot be reprocessed, but invoice

information can be accessed for inquiry

purposes.

U Unprocessed. Has been received via EDI but

not yet reviewed.

V Voucher In Process. An eSTEL/AP Voucher

has been created but the Invoice review is

still in process.

Space All

Can be overridden.

To access the Invoice Status selection, you can

use <Esc> from the Vendor No field.

Vendor Vendor

Reference.

Blank =

all

This is the starting cursor position.

You can enter a specific Vendor No or use <F1> to

select all.

Inv Date All Date.

From Date

< = To

Date.

Blank =

all.

Controls the display of transactions according to

a range of Invoice Dates.

The following shows the PO number entry area.

Inv Sts U PO Brh MTL PO No 5568


Inv Sts U A, U, V,

Space

This indicates the current processing status of

the Invoice.

Options are:

A Approved. Invoices which have already been

approved cannot be reprocessed, but invoice

information can be accessed for inquiry

purposes.

U Unprocessed. Has been received via EDI but

not yet reviewed.

V Voucher In Process. An eSTEL/AP Voucher

has been created but the Invoice review is

still in process.

Space All




Can be overridden.

To access the Invoice Status selection, you can

use <Esc> from the PO Brh field.

PO Brh Ssn Brh Branch

Reference

* = all


access rights. To change the branch, you can use

<Esc> from the PO No field.

PO No The Purchase Order under which the material was

purchased.


You can enter a specific PO No or use <F1> to

select all.

Action Bar Options

Once the appropriate access method is chosen, the corresponding Invoice Header information is displayed

as shown on the following screen.

Invoice Approval Brh PHI

Sts Vendor Invoice No Inv Date PO No Invoice Amt

U LTV A352761 14Apr04 PHI 555199 26,450.71

U LTV A352788 15Apr04 PHI 555207 21,595.00

U ARMCO 14962 13Apr04 PHI 555136 18,471.22

Inv Sts U Vendor Inv Date 04/13/04 - 04/15/04

1-Zoom 2-IRC Inq 3-PO Inq 4-Select

Invoice Approval – completed screen

The following action bar options are available.

Action Bar Action

Zoom Provides access to the EDI Invoice Header screen for the selected Invoice.

IRC Inq Accesses the Cost Reconciliation Inquiry. This can be used when supplementary

information is required for a specific invoice transaction.




Action Bar Action

Select Provides a view options window which allows you to make specific selections to limit

the display of invoice transactions for review.

Select

This function is used to limit the display of invoice transactions to only those that match specific

selections.

View Options

Inv No [Y] L462*

View Options window


Invoice No All Controls the display of transactions related to a

specific Invoice number.

You can enter an approximate Invoice number by

using the Template Selection or Wild Card

Selection features (see below).

Template Selection

In the entry area’s alphanumeric fields, ‘Template’ and ‘Wild Card’ selection characters are available to

provide flexibility in finding matches for the requested fields.

Enter an asterisk (*) by itself in an alphabetic field or after a string of characters to initiate this function.

All records that match the string entered will be selected.

Example: An Invoice number entry of L462* would select any Invoice record starting with the characters

L462 regardless of the number of characters after the *.

Wild Card Selection

Enter a slash (/) in any alphabetic character position in a field before or after a string of characters to

indicate a character to be matched. Any records that match the string and that have any character in the

position indicated by the ‘/’ will be selected.

Example: An Invoice number entry of L4624///2 would select any 9 character Invoice record starting

with L4624 and ending with 2.



EDI INVOICE HEADER SCREEN

Overview

The EDI Invoice Header screen provides a detailed view of one Invoice. Invoice information received

from the vendor via an EDI transaction is reviewed, and IRC distributions made, prior to approval.

The EDI Invoice Header screen is accessed from the following functions:

eSTEL/AP Voucher Entry

Invoice Approval (Zoom function)

EDI Invoice Brh PHI

Ven LTV PO No PHI-555199 Inv No A352761

Sts U PO Date 11Mar04 Inv Date 14Apr04

Trs Typ PR Inv Amt 26,450.71

Discntable 26,100.00

Transp Mth M SCAC Cd OHTC Ship Date 14Apr95 Ship Pmt PC

Routing OHIO TRANSPORT

Ship Id 652955

FOB MI-CLEVELAND OH

Trm Typ 01 Trm Basis 3 Trm Desc 3/4% 10 DAYS, NET 30 DAYS

Days Due 30 Due Date 14May04

Disc Days 10 Disc Date 24Apr04

Disc Rate .75 Disc Amt 195.75

Vch Ref Proof 26,450.71-


Frt 309.94 Oth .00 Itms 3 Dif 26,450.71

0-Approve 1-Inv Dtl 2-IRC Inq 3-PO Inq 4-IRC Dist 5-Chg Vch

EDI Invoice Header screen

Field Name Description

Trs Typ Identifies the type of transaction. This uses the X12 standard coding. The Data

Element number is 640.

Example: CR Credit Memo

DR Debit Memo

PR Product (or Service)

Discntable The amount subject to terms discount, if different from the Invoice Amount.

Transp Mth Identifies the method or type of transportation for the shipment. This uses the X12

standard coding. The Data Element number is 91.

Example: B Barge

H Customer Pickup

M Motor (Common Carrier)

R Rail

VE Vessel




SCAC Cd Standard Carrier Alpha Code. This uses the transportation industry standard coding.

Ship Pmt Identifies the payment terms for transportation charges. This uses the X12 standard

coding. The Data Element number is 146.

Example: CC Collect

PC Prepaid but Charged to Customer

PP Prepaid (by Seller)

Routing Free-form description of the routing or requested routing for shipment, or the

originating carrier’s identity.

Ship Id The supplier’s reference for the shipment (e.g., BL number)

FOB Identifies the type of location. This uses the X12 standard coding. The Data Element

number is 309.

Example: DE Destination (Shipping)

MI Mill

This is followed by a free-form description clarifying the transportation instructions

relating to shipment.

Trm Typ Identifies the type of payment terms. This uses the X12 standard coding. The Data


Example: 01 Basic

02 End of Month (EOM)

09 Proximo

10 Instant

Trm Basis Identifies the beginning of the terms period. This uses the X12 standard coding. The

Data Element number is 333.

Example: 09 Purchase Order Date

1 Ship Date

3 Invoice Date

5 Invoice Receipt Date

Vch Ref The Voucher Branch, Reference Prefix and Number are used to cross-reference an EDI

Invoice to an eSTEL/AP Voucher. See the Voucher Entry chapter for details.

The Voucher Reference information is assigned when the eSTEL/AP Voucher Header is

saved, which occurs as you are applying IRC Distributions or Approving the Invoice

(see action bar options for details).

If the eSTEL/EDI Invoice transaction indicates an Invoice Status that is not Approved,

the Voucher transaction cannot be accessed through Voucher Entry until the Invoice

Status is Approved.

Proof The Proof for an Accounts Payable Voucher is defined as follows:

Proof = (GL Debits) - (GL Credits)

A non-zero Proof indicates that the transaction is incomplete.

If you use the <F4> option to exit the EDI Invoice Header and return to the EDI

Invoice Scrolling screen in any of the following cases, the Voucher Hold field (see

the eSTEL/AP Voucher Entry chapter for details) is set to Y-Yes, and a warning message

is provided:

Proof is not zero

the transaction has no associated GL Distributions

If Invoice Approval is accessed as an inquiry (e.g., via Voucher Entry) function there

is no such restriction.

If the eSTEL/AP Voucher Header has not yet been saved there is no such restriction

(see action bar options for details).

If the Invoice has already been Approved there is no such restriction.



Cost Reconciliation Control Totals

Cost Reconciliation (IRC) Control Totals are calculated automatically for each invoice and displayed for

reference on the EDI Invoice Header screen. The following shows the IRC Control Totals area group of

fields. This area is available for information display until the corresponding Voucher has been updated.


Frt 309.94 Oth .00 Itms 3 Dif 26,450.71

The Mat, Prs, Frt, Oth and Itms fields are displayed for reference based on a pre-scan of Cost

Reconciliation transactions that match the following EDI Invoice information:

Vendor

PO Branch

PO number

This lets you know, prior to proceeding to the Inventory Cost Reconciliation (IRC) Distribution screen,

whether there are potentially any matching Cost Reconciliation transactions.

The Apl and Dif fields are displayed for reference based on the cumulative Cost Reconciliation

transactions you have actually applied thus far against the Invoice and which are still In Process.


IRC Mat Indicates the control total for the remaining IRC Material Amounts displayed that





IRC Prs Indicates the control total for the remaining IRC Processing Amounts displayed that





IRC Frt Indicates the control total for the remaining IRC Freight Amounts displayed that match


and PO information.



IRC Oth Indicates the control total for the remaining IRC Other Amounts displayed that match


and PO information.



Itms Indicates the number of all remaining IRC transaction records displayed that match


and PO information.



Vch Amount owed on the Voucher.

Apl Indicates the control total for all Cost Types actually applied thus far. This also

includes Advance IRCs and Write-Offs if applicable.




Dif Voucher Amount minus the Total Applied.

The following action bar options are available:

Action Bar Action

Approve Saves the Voucher Header (if not previously saved) and approves the Invoice. At this

point, the Invoice Status becomes ‘A’.

This option is dimmed and not accessible in any of the following cases:

the Invoice Inquiry function is accessed from eSTEL/AP Voucher Entry.

the Invoice has already been Approved.

Typically, the approval of the Invoice causes the Voucher Hold Code to be set to ‘N’.

See the ‘Voucher Processing’ chapter for details.

However, if you Approve the Invoice in any of the following cases, the Voucher Hold

field is set to Y-Yes, and a warning message is provided:

the transaction is not balanced (see Proof).

the transaction has no associated GL Distributions.

Inv Dtl Provides inquiry access to the Invoice Detail screen for the selected Invoice. This

can be used when supplementary information is required for a specific Invoice

transaction.





IRC Dist Saves the Voucher Header and proceeds to the Inventory Cost Reconciliation (IRC)

screen. At this point, the Invoice Status becomes ‘V’ and the Voucher Hold Code is

set to ‘Y’.

Also, a GL Distribution is automatically created (if not previously created) for

Accounts Payable Control. See the ‘Voucher Processing’ chapter for details.

This option is dimmed and not accessible in any of the following cases:

PO Reconciliation option is set to ‘N’ (see Accounts Payable Company info).

the Invoice Inquiry function is accessed from eSTEL/AP Voucher Entry.

the Invoice has already been Approved.

Chg Vch Provides change access to the Voucher transaction corresponding to the Invoice via the

Voucher Entry function. See the ‘Voucher Processing’ chapter for details.

This feature is available when all the following conditions exist:

the Invoice is Approved

PIO is set to VCH=Y

Otherwise, this action bar option is dimmed and not accessible.



EDI INVOICE DETAIL SCREEN

The following screen is displayed once you access the Invoice Detail option.

The first page of Invoice Detail information for the transaction is displayed automatically, starting with

either Item zero (for any additional Header information) or the first Item.

The different sections of the EDI Invoice Detail screen are identified for reference. See the key below for

the contents of each section.

EDI Invoice Item 1



Inv Item

----------------------------------A---------------------------------------------

----------------------------------A---------------------------------------------

----------------------------------A---------------------------------------------

----------------------------------A---------------------------------------------

Product Char

----------------------------------B---------------------------------------------

----------------------------------B---------------------------------------------

----------------------------------B---------------------------------------------

Phys Dimensions

----------------------------------C---------------------------------------------

----------------------------------C---------------------------------------------

Add Charges

----------------------------------D---------------------------------------------

----------------------------------D---------------------------------------------

Name

----------------------------------E---------------------------------------------

----------------------------------E---------------------------------------------

----------------------------------E---------------------------------------------

----------------------------------E---------------------------------------------

1-Rmks 2-IRC Inq 3-PO Inq

EDI Invoice Detail screen


Item Zero

(header)

or first

item

Zero or

Invoice

Item file

This identifies the Invoice Item number.

Item zero is additionally provided to display

variable Invoice Header information.

Sequence of Screen Display Sections

The following is the relative order of display for the EDI Invoice Detail screen.

A Invoice Item

B Product Characteristics

C Physical Dimensions

D Additional Charges

E Names and Addresses



The number of lines displayed within each screen section can vary for each Invoice, depending on the

type of information on file. A sample of each screen section is shown below.

Invoice Item Formatting

The following shows the Invoice Item group of fields.

Inv Item

PO Itm 1 Invoice Qty 10,258.0000 LB Unit Price 0.7812 HP

Ven Part G2378791 Part D1077

Mill Ord 64021046 Mill Itm 1 Ship Sts PR

Lot No 1420487 Ship Qty 1.0000 CX


PO Itm The Purchase Order Item number for the material.

Invoice Qty Number of units invoiced (supplier units).

The Invoice UM Code is displayed to the right. This uses the X12 standard coding.

The Data Element number is 355.

Unit Price Price per unit of product.

The Unit Price Basis is displayed to the right. This uses the X12 standard coding.


Ven Part Vendor’s Part number identification.

Part eSTELPLAN Part number identification.

Mill Ord The Mill’s Order number for the material.

Mill Itm The Mill’s Order Item number for the material.

Ship Sts Indicates the order/shipment status of an item. This uses the X12 standard coding.


Example: CC Shipment Complete

PR Partial Shipment

Lot No Mill’s Lot or Test number.

Ship Qty Number of units shipped.

The Shipment UM Code is displayed to the right. This uses the X12 standard coding.


Product Characteristics Formatting

See the Product Formatting Rules in the Appendix for formatting details and conditions for display.

Physical Dimensions Formatting

See the Product Formatting Rules in the Appendix for formatting details and conditions for display.



Additional Charges Formatting

The following shows the Additional Charges group of fields.

Add Charges

Chg Ind C Chg Mth 06 Spc Chg 400 Spc Svc

Chg Qty Chg Rt 1.4400 CW Total 147.72

AS 10258 PLUS FRT CSP COSHOCTON


Chg Ind Indicates an allowance or charge for the service specified. This uses the X12

standard coding. The Data Element number is 248.

Example: A Allowance

C Charge

Chg Mth Indicates a method of handling for an allowance or charge. This uses the X12 standard

coding. The Data Element number is 331.

Example 02 Off Invoice

06 Charge to be Paid by Customer

Spc Chg Code identifying a special charge. This uses the X12 standard coding. The Data


Example: AAM Additional Material

MAA Metals Surcharge

PPN Pallet Charge

SAD Scrap Allowance

400 Freight

445 Insurance Fee

999 Other (See related description)

Spc Svc Code identifying a special service. This uses the X12 standard coding. The Data


Example: P0012 Painting (Primer or Finish)

PC Packaging Service

S0056 Strapping

Chg Qty Quantity basis when allowance or charge quantity is different from the PO or invoice

quantity.

Chg Rt Allowance or Charge Rate per Unit.

The Charge UM Code is displayed to the right. This uses the X12 standard coding. The

Data Element number is 355.

Total Total dollar amount for the allowance or charge.

Desc Free-form description clarifying the charge-related information.

This line is not displayed if there is no description.

Name and Address Formatting

See the Name and Address Formatting Rules in the Appendix for formatting details and conditions for

display.



EDI Invoice Detail Action Bar Options

Action Bar Action

Rmks Allows you to view Invoice Header or Invoice Item Remarks.







REMARKS SCREEN

EDI Invoice Item 1



Remarks

HEAD OFFICE CLOSED THROUGH JULY 3-4.

WHEN REORDERING THIS ITEM USE 47004-8.

1-Inv Dtl

Remarks screen

Remarks Formatting

See the Remarks Formatting Rules in the Appendix for formatting details and conditions for display.

Remarks Action Bar Options

Action Bar Action

Inv Dtl Returns to the Invoice Detail screen.




INVENTORY COST RECONCILIATION SCREEN

ARMCO (FF) Purchase Cost Reconciliation Ref No PHI-VR- 1427

IRC Mat 75,000.00 Prs 1,472.35 Vch 77,000.00 Dif 898.67

Frt 261.87 Oth 15.95 Apl 76,101.33

Ln Brh IRC No Ref No-Itm Vendor Brh PO No-Itm Amount In Prs Bal

Quantity U/M Cost UM Bs Ty Ds Rcvr No Ext Ref No

1 PHI 329 IV 1160-003 1006 CHI555275-004 2,000.00 1,250.00

10,000 LBS 20.0000 /CWT T M Y 2715-017 S-01572595

2 PHI 336 IV 1132-001 1006 MTL555202-003 2,827.50 2,827.50

14,500 LBS 19.5000 /CWT A M 2720-009 S-01572607

3 PHI 341 RC 2718-002 1010 PHI555199-001 24.53 24.53

120.00 SFT 20.4408 /CSF A M 2718-002 4618

4 PHI 342 RC 2718-002 1010 PHI555199-002 53.28 53.28

120.00 SFT 1.1100 /LBS A F Y 2718-002 4618

5 PHI 344 RC 2718-002 1010 PHI555199-004 0.27 0.27

120.00 SFT 1.2500 /CKG T P 2718-002 4618

6 PHI 375 DR 405-001 1010 PHI555262-001 3,500.00- 3,500.00-

PENDING ARRIVAL BY RAILWAY M 857322

1-Apl All 2-Grp 3-Itm 4-Adv IRC 5-W/O 6-Applied 7-Dispute 8-Select 9-IRC Inq

Sample Purchase Cost Reconciliation screen

Note that availability of the Adv IRC action bar option is controlled by the Product Installation Option,

DAI=X.

See the Purchase Cost Accounting manual for details on the Purchase Cost Reconciliation function.



GENERAL LEDGER DISTRIBUTION

Standard General Ledger Distribution

All GL Distribution logic is handled by the following function:

Build GL Distribution

All eSTELPLAN functions updating GL information share this common function. There are no local GL

handling functions within the Invoice Approval function and the common subroutines are accessed

instead.

See the following documentation for further details:

eSTEL/GL General Ledger Interface chapter

eSTEL/AP Voucher Processing chapter


6. AP OPEN ITEM ADJUSTMENTS

OVERVIEW

This function is used to enter adjustments to existing Open AP Transactions, for selective non-financial

information. The adjustments can be made after the Voucher Update has occurred.

The following functions are available:

Modify terms of payment for an Open Item

Hold or release an Open Item

Modify Description and Check Item Remarks for an Open Item

A/P Open Item Adjustments Brh PHI

Ven 1010 ACME FABRICATION INC Brh PHI

A/R Cont FRED STEPHENS Tel No 215 639 3265

Cry US Fax NO 215 639 9760

Date Brh Ref No Due Dt Disc Dt Hld Disc Amt Amount Balance

30Jul02 PHI VR-000003 30Jul02 P 992,007.54 907,466.29

22Jul03 PHI VR-000005 22Aug03 2Aug03 N 5.26 709.78 709.78

28Jul03 PHI VR-000007 28Jul03 N 13,576.73 13,576.73

28Jul03 PHI VR-000008 28Jul03 C 6,164.98 6,164.98

29Jul03 PHI VR-000009 29Jul03 N 315,242.39 315,242.39

20Dec03 PHI VR-000020 20Dec03 N 82.94 82.94

1Feb04 PHI VR-000033 3Mar04 15Feb04 N 52.17 4,548.94 4,548.94

10Feb04 PHI VR-000011 10Feb04 N 970.43 970.43

10Feb04 PHI VR-000021 10Feb04 N 153.32 153.32

10Feb04 PHI VR-000022 10Feb04 P 630.75 630.75

14Feb04 PHI VR-000013 14Feb04 N 172.26 172.26

14Feb04 PHI VR-000024 14Feb04 N 41,356.12 41,356.12

25Feb04 PHI VR-000019 25Feb04 N 474.90 474.90

5Mar04 PHI DM-000015 5Mar04 N 1,393.80- 1,393.80-

5Mar04 PHI VR-000015 5Mar04 N 1,393.80 1,393.80

1-Mod Term 2-Itm Hold 3-Desc/Rmk 4-Sel

AP Open Item Adjustments screen

6. AP Open Item Adjustments Page 106



Vendor Vendor

Reference


Enter a valid Vendor.

Branch User

Branch

Branch

Reference

This identifies the Selection Branch for viewing

Open Items.

You can use <F7> to access and override the

Selection Branch if you have multiple branch

access rights. To view Open Items for all

branches, use ‘*’.

Identify the item to be modified by highlighting the appropriate line. An asterisk is displayed to indicate

the line selected.

Action Bar Options

Action Bar Action

Mod Term Proceeds to the Modify Terms window for the transaction selected.

Itm Hold Proceeds to the Item Hold window for the transaction selected.

Desc/Rmk Provides access to the Description and Check Item Remarks for the transaction

selected.

Sel Provides a view options window which allows you to make specific selections to limit

the display of Open Items for review.



MODIFY TERMS OF PAYMENT

This option allows you to modify the Terms of Payment for a transaction. The Terms of Payment dates

and the eligible discount currently on file are displayed. Before updating the transaction, a confirmation

is provided.

Modify Terms

Terms 05

Days Due 30 Due Dt 08/30/04

Disc Days 10 Disc Dt 08/10/04

Disc Rate .50 Disc Amt 287.51

0-Update

Modify Terms window


Terms Vendor Terms Terms of

Payment

These are the Terms of Payment granted by the

Vendor. Can be overridden. To change the Terms

code, you can use <Esc> from the Days Due field.

If, from time to time, a Vendor grants you Terms

of Payment different from the standard ones and

they are not defined in the Reference table, you

can leave the default Terms of Payment in the

Terms field, and make the appropriate changes in

the Extended Terms fields.

Extended Terms fields (see below) are calculated

and are interdependent.

Example: If you modify the Days Due field, the

system changes the Due Date

accordingly, and vice-versa.

If the Terms code is modified, the

other fields are automatically

recalculated. Note that the

recalculation for transaction types CM,

DM, CR and DR defaults to Net 0 terms.

Days Due Due Dt minus

Invoice Dt

The number of days in which the invoice is due for

payment.


Can be overridden (see restrictions).

Disc Days Disc Dt

minus

Invoice Dt

Must be 0

for DM, DR

or CR.

The number of days granted by the Vendor to pay

the invoice and benefit from the discount.

Can be overridden (see restrictions).

Disc Rate For Ref

Prefix VR,

defaults

based on

Vendor’s

Terms of

Payment.

See Terms of

Payment

calculations

for details.

Must be 0

for DM, DR

or CR.

The percentage of Discount offered by the Vendor,

according to the Terms of Payment. Can be

overridden (see restrictions).

Discount Rate determines the Discount Amount

calculated by the system and displayed in the Disc

Amt field.




Due Dt For Ref

Prefix DM

CM, DR or

CR, defaults

from Invoice

Dt, and

default

Extended

Terms are

suppressed

See Terms of

Payment

calculations

for details.

The date on which the Invoice becomes due. Can be

overridden (see restrictions).

Disc Dt Must be 0

for DM, DR

or CR.

Disc Dt <

= Due Dt.

If not 0,

Disc Dt >

= Inv Dt.

The last day on which the Invoice can be paid to

obtain the Discount.

If there are no Discount Days, the Discount Date

is not applicable.

Disc Amt Gross Amt x

Disc Rate

Disc Amt <

Gross Amt.

Must be 0

for DM, DR

or CR.

Discount Amount is applicable only to VR and CM

transactions.

Restrictions

If an item already has transactions updated against it, the terms can no longer be modified.

If an item is being applied at the same time in either the Cash Disbursements Entry or Automatic Payment

Scheduling function and has not yet been updated, it cannot be adjusted until the Cash Disbursements

Entry transaction is deleted.

The extent of changes permitted is based on your transaction type.

Ref Pfx Chg Permitted Days Due Disc Days Disc Rate Due Dt Disc Dt Disc Amt

VR Y Y Y Y Y Y Y

CM Y Y Y Y Y Y Y

DM Y Y N/A N/A Y N/A N/A

CR Y Y N/A N/A Y N/A N/A

DR Y Y N/A N/A Y N/A N/A

Note that the aging of the item and the Cash Disbursements Posting for eligible discounts may be affected

subsequent to modification of the terms.



ITEM HOLD

This function provides an optional facility to record an Open Item Hold against a specific AP Open Item

transaction in your eSTEL/AP system. The option also provides for release of previously held

transactions.

The Item Hold feature is used to prevent or delay the payment of an Open Item in case there is a problem

with the Invoice issued by the Vendor.

The Item Hold code currently on file is displayed. Before updating the transaction, a confirmation is

provided.

Item Hold

Item Hold N

0-Update

Item Hold window


Item Hold Info

currently

on file

C, N, P Options are:

P Permanent Hold

C Cycle Hold

N Not on Hold

Restrictions

If an item already has transactions updated against it, the Item Hold can no longer be modified.



Entry transaction is deleted.



MODIFY DESCRIPTION/REMARKS

This function allows you to modify the Description and Check Item Remarks for a transaction. The

Description and Check Item Remarks currently on file are displayed. Before updating the transaction, a

confirmation is provided.

Modify Desc

Desc X------------------X

Check Item X------------------------------------------------X

0-Update

Modify Description window


Desc Info

currently

on file

The descriptive remarks for the transaction.

Check Item Info

currently

on file

eSTEL/AP has an optional facility to record

Remarks that print on the check stub. These

remarks relate specifically to the Open Item being

disbursed.

Check Item Remarks are used for transactions such

as child support payments or income tax payments

that may require a specific description in

addition to the Invoice number and Description

fields.

Restrictions



Update is completed.



SELECT

This function is used to limit the display of Open Items to only those that match specific selections.

View Options

Ref Date [N]

Ref Prefix [N]

Ref No [N]

Item Hold [A]

Invoice No [N]

View Options window


Ref Date N (All) From Date

< = To

Date

Controls the display of transactions according to

a range of Reference Dates.

Ref Prefix N (All) VR, DM,

CM, DR, CR

Controls the display of transactions related to a

specific Transaction Reference Prefix.

Options are:

VR Voucher

DM Debit Memo

CM Credit Memo

DR Unapplied Debit

CR Unapplied Credit

Ref No N (All) Controls the display of transactions related to a

specific Transaction Reference number.

Item Hold A P, C, N, A Controls the display of transactions related to a

specific Item Hold code.

Options are:

P Permanent Hold

C Cycle Hold

N Not on Hold

A All

Invoice No All Controls the display of transactions related to a

specific Invoice number.

You can enter an approximate Invoice number by

using the Template Selection or Wild Card

Selection features (see below).

Template Selection

In the entry area’s alphanumeric fields ‘Template’ and ‘Wild Card’ selection characters are available to

provide flexibility in finding matches for the requested fields.

Enter an asterisk ‘*’ by itself in an alphabetic field or after a string of characters to initiate this function.

All records that match the string entered will be selected.

Example: An Invoice number entry of L462* would select any Open Item record starting with the

characters L462 regardless of the number of characters after the *.



Wild Card Selection

Enter a slash ‘/’ in any alphabetic character position in a field before or after a string of characters to

indicate a character to be matched. Any records that match the string and that have any character in the

position indicated by the ‘/’ will be selected.

Example: An Invoice number entry of L4624///2 would select any 9-character Open Item record starting

with L4624 and ending with 2.



SESSION LOG

The AP Open Item Adjustments function provides a detailed Session Log, indicating the following

information:

Vendor

Reference Branch

Reference number

Identification of field modified

Field contents before modification

Field contents after modification

The Session Log is generated automatically after each Adjustment session.

It must be filed on a daily basis for audit control.



RUN: 06Feb05 11:49 eSTELPLAN METAL COMPANY scrslg001554 PAGE: 1

A/P Open Item Adjustments Log


Vendor Brh Ref Cd-No Before After

001010 PHI VR-000148 Disc Dt 21Jan05 25Jan05


001010 PHI VR-000148 Disc Amt 5.55 11.10


001010 PHI VR-000148 Disc Dt 25Jan05 10Feb05


001010 PHI VR-000148 Disc Amt 11.10 5.55


001010 PHI VR-000148 Desc

====================================================================================================================================

RUN: 09Feb05 10:23 eSTELPLAN METAL COMPANY scrslg001567

A/P Open Item Adjustments Log



1010 PHI DM- 6 Due Date 1Feb05 11Feb05


1010 PHI VR- 75 Due Date 4Feb05 5Mar05


1010 PHI VR- 75 Disc Dt 15Jan05 19Feb05


1010 PHI VR- 75 Disc Amt 50.00 250.00


Session Log


7. CASH DISBURSEMENTS

OVERVIEW

The Cash Disbursement function provides a tight control over disbursements of Accounts Payable Open

Items. For that reason, certain steps must be carefully followed before the checks are actually issued.

There are four types of Cash Disbursements: Regular, Manual, Adjustments and Vendor Remittance

Advices.

Regular Cash Disbursements are covered at length in this chapter, with examples for a variety of specific

situations.

Manual Disbursements refer to checks that were issued outside of the computer system. The transaction

must nonetheless be entered in the system, so that all checks can be accounted for, and all open items are

applied.

Adjustments are internal transactions that allow you to apply a Voucher/Credit Memo against a Debit

Memo.

Vendor Remittance Advices refer to forms automatically emailed to the Vendors that are paid with Bank

Transfers instead of Checks. The forms are created when the Cash Disbursement is updated and detail the

transactions electronically paid. This Cash Disbursement type is an alternative to the Regular Cash

Disbursement that generates Checks.

For any of these types, the workflow is the same:

Entry

Editing

Update

Printing of checks or automatic emailing of Remittance Advices

Prerequisites for using Vendor Remittance Advices

Prior to entering Cash Disbursements, you must create a record in the Customer/Vendor Document

Distribution and in the Fax Recipients tables for each of the vendors requiring Vendor Remittance

Advices.

Refer to the ‘Reference Information’ chapter of the eSTELfax manual for details on these reference

tables.

7. Cash Disbursements Page 116


ENTER CASH DISBURSEMENTS

Cash Disbursement Entry is used to apply cash against Accounts Payable Open Items. Cash

Disbursements can be added, modified, or deleted until a Cash Update is performed.

Cash Disbursement

Branch PHI

Session Id.

Sequence No.

Bank Code

Vendor No.

Transaction Type

Accounting Period

Journal Date / /

Check Date / /

Exchange Rate

1-Chk Reversal 2-VRA Reversal

Cash Disbursement screen

Action Bar Action

Chk Reversal Display the Disbursement Reversal window to reverse a Check payment (see below).

VRA Reversal Display the VRA Disbursement Reversal window to reverse a VRA payment (see below).

Disbursement Reversal

Disbursement Reversal is used when a check or VRA has actually been accounted for and the transaction

must now be reversed. In accounting, as you cannot simply delete a posting, this function annuls it by

making an identical entry in reverse.

Example: You pay VR00938 for $1000.00 and issue Check number 5891 from Bank 1.

You made this check in error and you want to reverse the entire disbursement.

Disbursement Reversal does the following automatically:

The status for Check number 5891 becomes S (instead of O)

The Open Item (VR00398) is recreated

The Bank is debited $1000.00

The Accounts Payable Control Account is credited $1000.00



The process is the same when you made a VRA in error and you want to reverse the entire disbursement.

To reverse a check, press <F8> and select the Chk Reversal action bar option. This displays the

Disbursement Reversal window:

Disbursement Reversal

1. Bank Code

2. Check No.

Check Disbursement Reversal window

Enter the Bank and the Check number of the Disbursement that must be reversed. If you answer Y-Yes to

the prompt “Do you really want to reverse this Check?” a message confirms the reversal: “Check or

VRA has been reversed”.

To reverse a VRA, press <F8> and select the VRA Reversal action bar option. This displays the VRA

Disbursement Reversal window:

VRA Disbursement Reversal

1. Bank Code

2. VRA No.

VRA Disbursement Reversal window

Enter the Bank and the VRA number of the Disbursement that must be reversed. If you answer Y-Yes to

the prompt “Do you really want to reverse this VRA?” a message confirms the reversal: “Check or VRA

has been reversed”.

The AP End of Month retains the AP Open Items that have been paid based on the MTH=999 Product

Installation Option. A Disbursement Reversal, therefore, can only be applied to checks/VRAs that have

their corresponding Vouchers (AP Open Items) still in the system. For other cases, refer to the ‘Stop

Payment’ section of the ‘Outstanding Check/VRA Reconciliation’ chapter.



Cash Disbursement

Branch PHI eSTELPLAN PHILADELPHIA BRANCH

Session Id.

Sequence No.

Bank Code

Vendor No.

Transaction Type

Accounting Period

Journal Date / /

Check Date / /

Exchange Rate

1-Chk Reversal 2-VRA Reversal



Branch User

Branch

Branch

table

Can be overridden. After the first transaction,

the Branch defaults from the previous entry.

Session ID Automatic

assignment

After the first transaction, the Session defaults

from the previous entry.

Sequence No. Automatic

assignment

To add an Item to the Cash Disbursements, press

<Enter>.

To modify an existing Item, enter its Sequence

number (from the Cash Disbursement Edit List) and

press <Enter>.

Bank Code Bank Enter the Bank through which the disbursements

will occur.

The bank cannot be modified once the Cash

Disbursement transaction is recorded.

Vendor No. Vendor

Reference

Enter the Vendor number. The system displays the

Vendor Name.

The Vendor number cannot be modified on an

existing Cash Disbursement.

Transaction Type Vendor

Info

(Type M, R

or V)

A, M, R, V Options are:

A Adjustment (internal transaction)

M Manual check (see section on Manual Checks)

R Regular check printed by the computer

V Vendor Remittance Advice emailed to the Vendor

NOTE: If you enter M-Manual, a line is auto-

matically added under the Check Date for

Check number entry.




Accounting Period Current

period, or

the

Accounting

Period

entered

for the

previous

record.

Valid

range is

from the

current

Period to

the 12th

Period of

the next

Fiscal

Year.

The

Accounting

Period

must be

defined in

the Fiscal

Calendar.

Enter an Accounting Period.

NOTE: You cannot modify the Accounting Period on

an existing Cash Disbursement.

Journal Date System

Date, or

the date

entered

for the

previous

record.

Valid Date Enter the Journal Date for the posting of this

Disbursement.

Check Date System

Date, or

the date

entered

for the

previous

record.

Valid Date Enter the Check Date.

This field is not displayed for Transaction Type

‘A’ (Adjustment).

Exchange Rate Current

Exchange

Rate for

the Bank

Code’s

currency.

Can be changed if the bank is a foreign currency

(Base is always 1.00000000).

The rate cannot be modified on an existing Cash

Disbursement.

(Refer to the FEX=X Product Installation Option

set on program <appdsb> in the Product

Installation Options Guide for details).

Check Number This field is displayed only for Transaction Types

‘M’ (Manual check) and ‘A’ (Adjustment). Enter

the Check number of the Manual check, or a

Reference number for the Adjustment.



Cash Disbursement


Session Id. 65

Sequence No. 52

Bank Code 1 CHASE MANHATTAN

U.S. DOLLAR

Vendor No. 1010 ARMCO

Transaction Type R

Accounting Period 0011

Journal Date 11/28/04

Check Date 11/28/04

Exchange Rate 1.00000000

1-ChgHdr 2-Items 3-Delete


Action Bar Action

ChgHdr Allows a change to the Vendor No, Trans. Type, Journal Date, Check Date, Exchg Rate.

Items Display the cash application screen with all the Open items.

Delete Deletes the selected item from the cash disbursement.

Change Header

1. Vendor No

2. Trans. Type

3. JournalDate

4. Check Date

5. Exchg Rate

Chg Hdr window

Once the information is completely entered, the cursor is positioned on the Items action bar option to

proceed to the Cash Application screen.

The Cash Application screen displays all the Open Items for the selected Vendor.

If an amount has already been scheduled for payment (through Automatic Payment Scheduling or through

a previous Cash Disbursement), it is displayed in the Applied column.



Open Item Application

Cash Disbursement Items

Seq No 52 Bank CHASE MANHATTAN

U.S. DOLLAR

Vendor No. 1010 ARMCO Exchg Rate 1.00000000

Trans Type R Journal Date 11/28/04 Session Id 65

Check Amt .00 Check Date 11/28/04

Ln Due Dt Brh Hold Ref No Description Prev Bal Applied New Bal

1 31Jan04 PHI P VR000003 23154 326.45 326.45

2 13Feb04 PHI N VR000004 314584 578.21 578.21

3 21Feb04 PHI N VR000005 35456 652.21 652.21

4 1Mar04 PHI N VR000006 35464 231.54 231.54

5 10Mar04 PHI C VR000007 45243 1500.00 1500.00

1-GrpAppl 2-Unapply 3-Vchr 4-G/L Dist 5-Rmk 6-GenChkAmt 7-Cancel 8-TaxDst

Cash Disbursements – Cash Application screen

Action Bar Action

GrpAppl Enter a range of Line numbers to apply cash to a series of Open Items at one time.

Unapplied Create an Unapplied Debit or an Unapplied Credit against the Vendor Account.

Vchr Add Vouchers during Cash Disbursement Entry.

G/L Dist Proceed to the General Ledger Distribution screen to make additions or changes to the

distribution.

Rmk Enter Remarks that will be printed on the Cash Disbursement Edit List and on the check

stub.

GenChkAmt GL Distributions done manually using the <F10> feature do not create or change the

check amount.

Once you have completed your manual GL Distribution, use <Shift F6> to generate the

check amount.

Cancel Cancel all Disbursements for that record and return to the Cash Disbursement screen.

TaxDst Sales Tax distribution window.

To apply a single item, highlight the line and press <Enter>, this brings the item down to the work area.

You can adjust the discount amount and the applied amount if needed. To complete the transaction, press

<Enter> to apply the voucher to the check.



Tax Distribution

Ex Rate: 1.00000000 Amount Before Tax:

Typ Rgn Tax Aplc Taxable Non-Taxable Tax Amt Base Amt

1 CAGST A

2 NT2 A

Total Amount:

Tax Distribution Window

The above commands are discussed in the Specific Posting Situations section.

The Sequence number, Bank Name, Vendor number and Name, Transaction Type, Journal Date, Check

Date and Session number are displayed at the top of the screen for reference.

In the middle section of the screen, all the Accounts Payable Open Items that have a balance (either

positive or negative) are displayed.

Name Description

Line Number The Line number is used to identify the transaction to which the Check Amount will be

applied.

Hold This column refers to the Item Hold code.

Options are:

P Item on Permanent Hold

C Item on Cycle Hold

N Item not on Hold

NOTE: No amount can be applied to an Item on either Permanent or Cycle Hold.

Previous Balance The Previous Balance displays the balance of the transaction, i.e., the original

amount of the transaction less any partial payments or other adjustments already

applied to it.

Applied Amount The Applied column displays the total of any amounts applied to the Open Item but not

yet updated. This includes the total of any amounts or adjustments entered in other

sessions.

New Balance The New Balance displays the Balance of the Open Transaction after the Cash

Disbursements and Adjustments are applied.

The bottom of the screen is the work section, where the Open Transaction selected for payment is

displayed. There, you enter the amount to be applied for the Cash Disbursement or Adjustment

Transaction.

To apply an amount against an Open Transaction, enter the Transaction Line number and it is displayed at

the bottom of the screen, where you can adjust the amount.



Specific Posting Situations

The following pages discuss specific entry situations encountered in posting Cash Disbursements. The

exact procedure to handle the situation is outlined, along with an example of each transaction as it appears

on the screen.

NOTE: It is assumed that the Cash Disbursement screen has been completed. The transactions are

discussed from the Cash Application screen onward.

Cash Disbursement


Session Id. 65

Sequence No. 52


U.S. DOLLAR


Transaction Type R



Check Date 11/28/04






Payment of a Single Voucher

Situation

You want to pay the full amount of a single Voucher.

Procedure

1. Identify the Voucher to be paid and enter its Line number.

The Voucher is displayed at the bottom of the screen.



U.S. DOLLAR



Check Amt 648.95 Check Date 11/28/04


1 31Jan04 PHI P VR000003 23154 326.45 326.45

2 13Feb04 PHI N VR000004 314584 578.21 578.21

3 21Feb04 PHI N VR000005 35456 652.21 652.21 0.00

4 1Mar04 PHI N VR000006 35464 231.54 231.54

5 10Mar04 PHI C VR000007 45243 1500.00 1500.00

2 13Feb04 VR 000004 314584 Disc. 2.89 Apply 578.21

1-Chq Rmk 2-PayeeInfo

Cash Application screen – Payment of a Single Voucher

2. Press <Enter> through the Disc. and the Apply fields. The Applied amount for the Voucher shows

the Check Amount, and the New Balance is zero. The Check Amount is displayed at the top of the

screen.

3. Press <F4> to exit.



Check Item Remarks



U.S. DOLLAR





1 31Jan04 PHI P VR000003 23154 326.45 326.45

2 13Feb04 PHI N VR000004 314584 578.21 578.21

3 21Feb04 PHI N VR000005 35456 652.21 652.21

4 1Mar04 PHI N VR000006 35464 231.54 231.54

5 10Mar04 PHI C VR000007 45243 1500.00 1500.00

6 ___________________________________________________________________

7 Check Remark

Full and final payment of invoice 314584

___________________________________________________________________

_________________________________________________________________________________

2 13Feb04 VR 000004 314584 Disc. 2.89 Apply 578.21

_________________________________________________________________________________

Check Remarks for a Specific Vendor

Aside from remarks entered using the Rmk action bar option, you can enter Check Remarks for a specific

line item.

These are defaulted from the Check Remarks entered during Voucher Entry.

While the remarks entered using the Rmk action bar option print as the last 9 lines of the check stub, the

remarks entered using the ChqRmk action bar option print underneath the corresponding Open Item in

the Check. The Check Remarks also print in the Vendor Remittance Advice form.



Partial Payment

Situation

You want to send a check to your Vendor to cover only part of a Voucher. The balance remains

outstanding until another check is sent.

Procedure

1. At the Cash Application screen, enter the Line number corresponding to the Voucher. When it is

displayed at the bottom of the screen, change the amount in the Apply field.



U.S. DOLLAR





1 31Jan04 PHI P VR000003 23154 326.45 326.45

2 13Feb04 PHI N VR000004 314584 578.21 578.21 0.00

3 21Feb04 PHI N VR000005 35456 652.21 652.21 0.00

4 1Mar04 PHI N VR000006 35464 231.54 231.54

5 10Mar04 PHI N VR000007 45243 1500.00 1500.00

5 10Mar04 VR 000007 45243 Disc. Apply 500.00


Cash Application screen – Partial Payment

2. Press <Enter> once.

The Check Amount is displayed at the top of the screen. The Applied amount is equal to the Check

Amount, and the New Balance displays the new amount outstanding on the Voucher.



Payment of Multiple Vouchers

Situation

You want to send a check in full payment of several Vouchers.

NOTE: This function does not take discounts into account. To take advantage of discounts granted by

your Vendor, you must use the Payment of a Single Voucher function.

Procedure

1. Identify the continuous series of Vouchers to be paid by the check. (You can also use the Single

Voucher Payment method as above.)

2. Access the GrpAppl action bar option and enter the Starting and Ending Line numbers of the

Vouchers.



U.S. DOLLAR





1 9Nov04 PHI N VR000066 85639 8563.28 8563.28

2 9Nov04 PHI N VR000067 85369 7500.63 7500.63

3 22Nov04 PHI N VR000070 83699 10852.63 10852.63

4 15Dec04 PHI N VR000072 969389 4500.00 4500.00

5 28Dec04 PHI N VR000073 99856 10963.00 10963.00

6 28Dec04 PHI N VR000074 96541 15450.00 15450.00

From line: 1 to line 5

Cash Application screen – Payment of Multiple Vouchers

3. Press <Enter> once. The Check Amount at the top of the screen is equal to the total of the Applied

column. The New Balance is equal to zero for all the Vouchers in question.





U.S. DOLLAR





1 9Nov04 PHI N VR000066 85639 8563.28 8563.28 0.00

2 9Nov04 PHI N VR000067 85369 7500.63 7500.63 0.00

3 22Nov04 PHI N VR000070 83699 10852.63 10852.63 0.00

4 15Dec04 PHI N VR000072 969389 4500.00 4500.00 0.00

5 28Dec04 PHI N VR000073 99856 10963.00 10963.00 0.00

6 28Dec04 PHI N VR000074 96541 15450.00 15450.00


Cash Application screen – Payment of Multiple Vouchers



Discounts

Situation

You want to send a check in payment of a voucher, and you are eligible for a cash discount.

If you are granted a cash discount on the invoice (determined by the Terms of Payment), the Discount

Date and Discount Amount are known by the system. You can force the system to accept a discount after

the Discount Date, or you can increase the Discount Amount. You can also take a discount where none is

granted. In these cases, warning messages “Discount Date has expired” and/or “Discount over Limit”

are displayed, as applicable.

Procedure

1. To enter a normal discount, key in the Line number of the Voucher. When the full amount to be

applied against the balance of the Voucher is displayed at the bottom of the screen, so is any discount

applicable. If the Voucher is paid in full with the discount, no change needs to be made.



U.S. DOLLAR





1 9Sep04 PHI N VR000069 742236 4500.25 4500.25

2 10Oct04 PHI N VR000068 74155 5500.00 5500.00

3 23Oct04 PHI N VR000071 741256 8540.00 8540.00

4 9Nov04 PHI N VR000052 12313 10700.00 10700.00

5 9Nov04 PHI N VR000058 85477 500.00 500.00

3 23Oct04 VR 000071 741256 Disc. 42.70 Apply 8540.00


Cash Application screen – Discounts

2. If necessary, you can change the Discount and the Amount to Apply.



Add Vouchers

Situation

This function provides a convenient way to record an invoice directly via the Voucher Entry screen if it

was missed previously or if, for any other reason, it has not yet been entered.

Procedure

1. You do not have to exit the Cash Disbursement function. Simply select the Vchr action bar option

from the Cash Application screen and the first Voucher Entry screen is displayed. (Refer to the

‘Voucher Processing’ chapter for further instructions.)



U.S. DOLLAR





1 9Nov04 PHI N VR000066 85639 8563.28 8563.28 0.00

2 9Nov04 PHI N VR000067 85369 7500.63 7500.63 0.00

3 22Nov04 PHI N VR000070 83699 10852.63 10852.63 0.00

4 15Dec04 PHI N VR000072 969389 4500.00 4500.00 0.00

5 28Dec04 PHI N VR000073 99856 10963.00 10963.00 0.00

6 28Dec04 PHI N VR000074 96541 15450.00 15450.00


Cash Application screen – Voucher Entry

2. When you exit Voucher Entry, you automatically return to the Cash Disbursement – Cash

Application screen, and the Voucher that you just entered is shown as an Open Item.

Change the General Ledger Distribution

During Cash Disbursement, you can change the General Ledger Distribution to fit your requirements,

with the following restrictions:

1. You cannot change the following General Ledger Account numbers or Amounts:

o Accounts Payable Control Account

o Bank

o Foreign Exchange Gain/Loss

o Exchange Variance

o Purchase Discounts

o Prepaid Expenses



Situation

You want to make a direct posting to an expense account, for example for small office expenses,

bypassing the Voucher process (no Open Item).

Procedure

1. Enter a General Ledger Account.

Cash Disbursement

Sss Id 67 Seq No 61 Bnk 1 Ven 1010 ARMCO

Chk Amt .00 Chk Dt 11/28/04 Cry US Rt 1.00000000 Typ R


Acc/Desc Brh Cst Ctr Debit Credit

Total

Acc Brh Cst Ctr

1-Desc

General Ledger Distribution screen

2. Enter the amount of the office expense and press <Enter>.

3. The Bank and Check Amounts are updated once you select the GenChkAmt action bar option.



appdsb C A S H D I S B U R S E M E N T 13Jul98

Ssn Id: 22 Seq No: 24 Bnk:1 Ven: 5004 ARMCO

Chk Amt: Chk Dt:07/13/04 Cry:US Rt: 1.00000000 Typ:R

-- G/L Distribution -- Proof 704.52

Acct/Desc Brh Cst Center Debit Credit

1022 704.52

OFFICE EXPENSE

Total 704.52

Acct Brh Cst Ctr

General Ledger Distribution screen

Unapplied Debits

NOTE: Unapplied Debits are not allowed for a Temporary Vendor.

Situation

You want to pay a Vendor for an invoice that you have not yet received.

Procedures

1. Use the Unapply action bar option to access the Unapplied Debit/Credit window.

Description Unapplied DR Unapplied CR

Unapplied Debit/Credit window



2. Enter a Description up to 20 characters for the Unapplied Debit, press <Enter> and enter the Debit

Amount.


Partial Payment 1000.


3. Press <Enter> to register the transaction. The check amount is updated.

This operation creates a check and a negative Open Item. However, the new Open Item is not

displayed on the Cash Application screen until you run the Cash Disbursement Update.



U.S. DOLLAR





1 9Nov04 PHI N VR000058 85477 500.00 500.00

2 9Nov04 PHI N VR000066 85639 8563.28 8563.28 0.00

3 9Nov04 PHI N VR000067 85369 7500.63 7500.63 0.00

4 22Nov04 PHI N VR000070 83699 10852.63 10852.63 0.00

5 1Dec04 PHI N DM000001 ITEM DESCRIPTION 500.00- 500.00-

6 1Dec04 PHI N VR000076 7987.50 7987.50 7987.50

7 15Dec04 PHI N VR000072 969389 4500.00 4500.00 0.00

8 28Nov04 PHI N DR000001 Partial Payment 1000.00- 1000.00-

9 28Dec04 PHI N VR000073 99856 10963.00 10963.00 0.00

10 28Dec04 PHI N VR000074 96541 15450.00 15450.00


Cash Application screen –

Unapplied Debit/Credit after Cash Disbursement Update

5. When you receive the Invoice, enter it in Voucher Entry. When the time comes to pay the Voucher,

the ‘DR’ amount will remind you of the Unapplied Debit made in payment of that invoice. You can



then apply the Voucher against the ‘DR’ Item and subsequently issue a check for the difference.

NOTE: The Reference code for an Unapplied Debit is ‘DR’.

Unapplied Credits

NOTE: Unapplied Credits are not allowed for Temporary Vendors.

Situation

You expect a Credit Note from a Vendor but you decide to apply it immediately against an Invoice due to

the Vendor.

Procedures

1. After you have applied an Amount to a Voucher, use the Unapply action bar option to access the

Unapplied Debit/Credit window.


Goods Returned 3500.


2. Enter a description of up to 20 characters for the Unapplied Credit.

3. Press <Enter> twice to advance to the Unapplied Credit position.

4. Enter the Credit Amount.

5. Press <Enter> to register the transaction. The Check Amount decreases.

This operation creates an Open Item, which will have to be offset against the Credit Note when you receive

it.

However, the new Open Item is not displayed on the Cash Application screen until you run the Cash

Disbursement Update.

NOTE: The Reference code for an Unapplied Credit is CR.



Temporary Vendors

Situation

You want to enter a Cash Disbursement for a Temporary Vendor.

Procedures

1. At the Cash Application screen, enter the Line number of the Voucher you want to pay.

2. Enter the Discount, if any.



U.S. DOLLAR

Vendor No. 5022 TEMP VENDOR Exchg Rate 1.00000000




1 15Sep03 PHI N VR000060 2353 25000.00 25000.00 0.00

2 10Feb04 PHI N VR000077 10000.00 10000.00 0.00

3 10Feb04 PHI N VR000078 10000.00 10000.00 0.00

4 10Mar04 PHI N VR000119 789658 650.00 650.00

4 10Mar04 VR 000119 789658 Disc. Apply 650.00


Cash Application screen – Temporary Vendors

3. Enter the amount to Apply, but do not press <Enter>. Instead, press <F8> to access the action bar

line, select the Payee Info action bar option and press <Enter> to display the Payee Information

window.

4. The Payee Information, keyed in during Voucher Entry, is displayed by default. You can change it if

you wish.

NOTE: It is a good practice to press <F8> to see the Payee Information for every disbursement

made to a Temporary Vendor. This ensures you pay only the correct Open Items.



Payee Information

Payee Name: WILLIAMSON OFFICE SUPPLIES

Address : 23500 WASHINGTON AVE

City : PHILADELPHIA, PA

Postal/Zip: 19005

Payee Information window

5. Press <F1> to exit the window.

6. Press <Enter> again to register the transaction. The Check Amount as well as the Applied and New

Bal columns are updated.

NOTE: Separate disbursement entries must be made for each Temporary Vendor.

Example: You have 3 Open Items:

1 for ABC Co.

1 for Copymaster Inc.

1 for Jim’s Plumbing

You must enter each Disbursement separately, so that each has its own unique Sequence

number. Otherwise, you will have one check for ABC Co. with all three Open Items, two of

which are not really payable to ABC Co.

Trailer Remarks

Debits/Credits made directly in the General Ledger Distribution screen affect the amount of the check, but

are not reflected in the stub amount.

You can add trailer remarks to the check stub, for example to explain to the Vendor why you are not

paying an invoice in full.

Situation

You pay an invoice (voucher) of $100.00. You then do a General Ledger Distribution for $50.00,

crediting Purchase Discounts. This decreases the check by $50.00.

The stub still reads $100, even though the check is now for only $50.

By entering a brief explanation in the Trailer Remarks, you can inform the Vendor of the adjustment.

Example: Took Discount of $50.00

Total Check Amount $50.00.



Procedures

1. Choose the Rmk action bar option to advance to the Remarks window.

Remarks

Took discount of $50.00

*************************************************

Total check amount = $734.56

*************************************************

Full and Final payment of invoice 15964

Insert ____ Line 9/ 9

Remarks window

2. You can enter up to nine lines of Remarks, each 50 characters long.

3. Press <F1>to return to the Cash Application screen.

Manual Checks

Situation

For many reasons, you may have to issue a manual check, but you must record this transaction in Cash

Disbursements.

Procedure

1. On the Cash Disbursement screen, change the Transaction Type to ‘M’.



Cash Disbursement


Session Id. 150

Sequence No. 114


U.S. DOLLAR

Vendor No. 1060 ABC FREIGHT CO

Transaction Type M



Check Date 02/05/04

Check No 8501



Cash Disbursement screen – Manual Checks

2. A Check No field is automatically added to the screen.

3. Enter the Check number used for the manual check. This is mandatory.

4. Continue to the Cash Application screen and proceed as for a Regular check.

Adjustments

Adjustments are used primarily to offset Vouchers/Credit Memos and Debit Memos against each other.

They can also be used to account for bank transfers.

Situation

You have only one Voucher and one Debit Memo for a Vendor, for the same amount.

Procedure

1. On the Cash Disbursement screen, set the Transaction Type to A-Adjustment.

In the Check No field, you can enter a reference for the Adjustment.



Cash Disbursement


Session Id. 151

Sequence No. 115


U.S. DOLLAR

Vendor No. 2000 WARNER OFFICE EQUIPMENT

Transaction Type A



Check No



Cash Disbursement screen – Adjustment

2. Press <Enter> to advance to the Cash Application screen.



U.S. DOLLAR

Vendor No. 2000 WARNER OFFICE EQUIPMENT Exchg Rate 1.00000000

Trans Type A Journal Date 02/05/04 Session Id 151

Proof Amt .00 Check No.


1 21Jul95 PHI N VR005849 157003 101.14 101.14

2 23Jul95 PHI N VR005850 157011 26.07 26.07

3 23Jul95 PHI N VR005851 157012 14.08 14.08

4 3Mar04 PHI N VR000120 74563 450.00 450.00

5 4Mar04 PHI N DM000002 450.00- 450.00-


Cash Application screen – Adjustment

3. To make the Adjustment, you can either access each item and apply them using the Single Voucher

Payment method, or use the GrpAppl action bar option to enter the Starting and Ending Line



numbers of the Items.

4. When the Adjustment is completed, the Check Amount shows no amount but the New Balance

column indicates a total of 0.00.



U.S. DOLLAR


Trans Type A Journal Date 02/05/04 Session Id 151

Proof Amt 2.25- Check No.


1 21Jul95 PHI N VR005849 157003 101.14 101.14

2 23Jul95 PHI N VR005850 157011 26.07 26.07

3 23Jul95 PHI N VR005851 157012 14.08 14.08

4 3Mar04 PHI N VR000120 74563 450.00 450.00 0.00

5 4Mar04 PHI N DM000002 450.00- 450.00- 0.00


Cash Application screen – Adjustment

NOTE: For Adjustments, the Check Amount represents the Proof. It must be zero before you can exit

the Cash Application screen.

Add an Open Item to a Cash Disbursement

Situation

When checking the Cash Disbursement Edit List, you realize you missed an Open Item that must be

included in the payment.

Procedure

1. At the Cash Disbursement screen, enter the Sequence number from the Cash Disbursement Edit List

and advance to the Cash Application screen. The Open Items scheduled for payment are displayed

in the Applied column.

2. Enter the Line number of the Item you missed. Press <Enter> to display it at the bottom of the

screen.





U.S. DOLLAR





1 4Mar04 PHI N VR005746 148010 304.96 304.96 0.00

2 5Apr04 PHI N VR005750 152011 304.96 304.96 0.00

3 8Apr04 PHI N VR005751 153611 162.48 162.48 0.00

4 8Apr04 PHI N VR005752 153612 5.62 5.62

5 8Apr04 PHI N VR005753 153615 12.89 12.89

6 12May04 PHI N VR005767 155612 152.99 152.99

7 22May04 PHI N VR005768 155980 49.62 49.62

8 22May04 PHI N VR005769 155981 206.14 206.14

9 7Jun04 PHI N VR005795 156204 304.96 304.96

10 11Jul04 PHI N VR005848 156966 304.96 304.96

6 12May04 VR 005767 155612 Disc. .76 Apply 152.99


Cash Application screen – Add an Item to a Cash Disbursement

3. Verify that it is the correct Item, then press <Enter> twice.

4. The Check Amt at the top of the screen is updated to include the new Item. The New Balance for the

Item is now equal to 0.



U.S. DOLLAR





1 4Mar04 PHI N VR005746 148010 304.96 304.96 0.00

2 5Apr04 PHI N VR005750 152011 304.96 304.96 0.00

3 8Apr04 PHI N VR005751 153611 162.48 162.48 0.00

4 8Apr04 PHI N VR005752 153612 5.62 5.62

5 8Apr04 PHI N VR005753 153615 12.89 12.89

6 12May04 PHI N VR005767 155612 152.99 152.99 0.00

7 22May04 PHI N VR005768 155980 49.62 49.62

8 22May04 PHI N VR005769 155981 206.14 206.14

9 7Jun04 PHI N VR005795 156204 304.96 304.96

10 11Jul04 PHI N VR005848 156966 304.96 304.96


Cash Application screen – Add an Item to a Cash Disbursement



Remove an Open Item from a Cash Disbursement

Situation

When checking the Cash Disbursement Edit List, you realize that you scheduled an Open Item for

payment by mistake.

Procedure

1. At the Cash Disbursement screen, enter the Sequence number from the Cash Disbursement Edit List,

and advance to the Cash Application screen. The Open Items scheduled for payment are displayed

in the Applied column.

2. Enter the Line number of the Item you want to remove. Press <Enter> to display it at the bottom of

the screen.



U.S. DOLLAR





1 4Mar04 PHI N VR005746 148010 304.96 304.96 0.00

2 5Apr04 PHI N VR005750 152011 304.96 304.96 0.00

3 8Apr04 PHI N VR005751 153611 162.48 162.48 0.00

4 8Apr04 PHI N VR005752 153612 5.62 5.62

5 8Apr04 PHI N VR005753 153615 12.89 12.89

6 12May04 PHI N VR005767 155612 152.99 152.99 0.00

7 22May04 PHI N VR005768 155980 49.62 49.62

8 22May04 PHI N VR005769 155981 206.14 206.14

9 7Jun04 PHI N VR005795 156204 304.96 304.96

10 11Jul04 PHI N VR005848 156966 304.96 304.96

1 4Mar04 VR 005746 148010 Disc. 1.52 Apply .00


Cash Application screen – Remove an Item from Cash Disbursement

3. Verify that it is the correct Item, then press <Enter> to advance to the Apply field.

4. Enter the amount displayed in the Applied column, ending it with a minus sign.





U.S. DOLLAR





1 4Mar04 PHI N VR005746 148010 304.96 304.96 0.00

2 5Apr04 PHI N VR005750 152011 304.96 304.96 0.00

3 8Apr04 PHI N VR005751 153611 162.48 162.48 0.00

4 8Apr04 PHI N VR005752 153612 5.62 5.62

5 8Apr04 PHI N VR005753 153615 12.89 12.89

6 12May04 PHI N VR005767 155612 152.99 152.99 0.00

7 22May04 PHI N VR005768 155980 49.62 49.62

8 22May04 PHI N VR005769 155981 206.14 206.14

9 7Jun04 PHI N VR005795 156204 304.96 304.96

10 11Jul04 PHI N VR005848 156966 304.96 304.96

1 4Mar04 VR 005746 148010 Disc. Apply 304.96-



5. Press <Enter>.

6. The Check Amount is decreased by the amount of the Item. The New Balance is restored to the

amount of the Item.



U.S. DOLLAR





1 4Mar04 PHI N VR005746 148010 304.96 304.96

2 5Apr04 PHI N VR005750 152011 304.96 304.96 0.00

3 8Apr04 PHI N VR005751 153611 162.48 162.48 0.00

4 8Apr04 PHI N VR005752 153612 5.62 5.62

5 8Apr04 PHI N VR005753 153615 12.89 12.89

6 12May04 PHI N VR005767 155612 152.99 152.99 0.00

7 22May04 PHI N VR005768 155980 49.62 49.62

8 22May04 PHI N VR005769 155981 206.14 206.14

9 7Jun04 PHI N VR005795 156204 304.96 304.96

10 11Jul04 PHI N VR005848 156966 304.96 304.96





Delete a Cash Disbursement Entry

To eliminate an entire disbursement transaction from the Cash Disbursements, enter its Branch, Session

ID, and Sequence number, and use the Delete action bar option.

A prompt is displayed “Delete the entry?” If you answer Y-Yes, a message confirms the operation:

“Disbursement record has been canceled”.

Press <Enter> to continue with another Disbursement.

Cash Disbursement


Session Id. 152

Sequence No. 116


U.S. DOLLAR

Vendor No. 2000 WARNER OFFICE EQUIPMENT

Transaction Type R



Check Date 02/05/04



Cash Disbursement screen – Delete Mode



VERIFY CASH DISBURSEMENTS

After Cash Disbursement Entry or Automatic Payment Scheduling (see next section), run a Cash

Disbursement Edit List to actually verify the Items scheduled for payment and the cash amount needed to

do so.

Cash Disbursement Report Options

Report Program: APRDSB






4. Session Branch...... [Y] PHI

5. Session ID.......... [Y] 152

6. Reference No........ [N] From: To:

7. Bank Code........... [N]

8. Currency Code....... [N]

9. Check No............ [N] From: To:


11. Class............... [N]

12. SIC Code............ [N]

13. Transaction Type.... [N]

14. Accounting Period... [N] From: To:

Cash Disbursement Edit List Selection Entry – first screen



Cash Disbursement Report Options

Report Program: APRDSB


15. Report Type......... [D]


17. Net Check Amount.... [N] From: To:

18. User ID............. [N]

Item No :

1-Alter 2-Copy

Cash Disbursement Edit List Selection Entry – second screen

Cash Disbursement Edit List

The Cash Disbursement Edit List shows all Cash Disbursements selected for payment.

The first line of the report shows the Branch, Session number, the Bank and the Currency.


Vendor number and Name (Payee).

Check number (Chk #) for manual checks only.

Sequence number (used to select transactions for modification, deletion or for later runs of the List at

the editing stage).

Accounting Period.

Exchange Rate (foreign currency transactions).

When there is a Customer Number in the Rel Cus No field of the Vendor file, an additional line is added

between the second and third line. It shows the Rel Cus No heading followed by the Customer Number

and Look-up name.

The third line indicates:

Check/Remittance Advice Date.

Journal Date.

Transaction Type.

Due Date and Discount Date.

Number of Days Overdue (Due Date less System Date).

Item number: Voucher (VR), Credit Memo (CM), Debit Memo (DM), Debit Adjustment (DR), or



Credit Adjustment (CR) (Ref. No.).

Accounts Payable Amount.

Discount Amount.

General Ledger Account number.

Debit or Credit distributions.

Trailer Remarks, if any, are printed on the next line.

Check Total: E – Exceeded Maximum Check Limit.

NOTE: This is only a warning. An ‘E’ is printed before the Check Total field to remind

you that this amount is greater than the maximum check limit for that bank

(specified in the Bank table).

The Detail Type of the report includes a Bank Totals section. It shows the General Ledger Account

numbers with their respective Debit and Credit distributions.

The Bank Total is listed after each Session of Items. When all the Sessions are completed, the Bank Total

is shown for all the Sessions.



RUN: 8-Jul-04 11:35 eSTELPLAN aprdsb000120 PAGE: 2

D I S B U R S E M E N T E D I T L I S T

Ssn Brh:PHI Ssn ID: 7 Bank:(1 ) CHASE MANHATTAN Currency:(US) U.S. DOLLAR

------------------------------------------------------------------------------------------------------------------------------------

Vendor Payee Chk# Seq# Acctg Per Exchg. Rt ---------------------G/L----------------------------

Check Dt Jnl Dt Typ Due Dt Disc Dt Overdue Ref No. A/P Amt Disc. Amt Acct # GL Brh Cst Ctr Debit Credit

------------------------------------------------------------------------------------------------------------------------------------

1010 ARMCO 13 98/01

8Jul04 A 30Apr04 30Apr04 PHI 69 DM001056 648.52- 1010 648.52 648.52

30May04 10May04 PHI 39 VR005758 648.52 2000 PHI 648.52 648.52

* CHECK TOTAL: 1297.04 1297.04

1020 OLIN BRASS HOLDINGS 9 92/01

Rel Cus No: 1050 PHILADELPHIA ST

8Jul04 8Jul04 R 20Apr04 20Apr04 PHI 79 VR005748 16,423.33 1010 1,500.36 50,244.35

20Apr04 20Apr04 CHI 79 VR005749 21,981.43 2000 PHI 50,346.00 1,500.36

20Jun04 18May04 PHI 18 VR005775 8,494.52 101.65 9420 PHI 101.65

20Jun04 18May04 PHI 18 VR005776 3,446.72

*** UNAPPLIED CREDIT Awaiting CN 1,500.36-

Full and final payment of all outstanding invoices

**************************************************

* CHECK TOTAL: 48,743.99 48,845.64 101.65 51,846.36 51,846.36

1050 AMERICAN STEEL PROCESSORS INC 45896 10 98/01

8Jul04 8Jul04 M 20Aug04 3Jun04 CHI VR005816 1,318.62 1010 13,488.34

20Aug04 3Jun04 CHI VR005817 3,692.81 2000 PHI 13,544.00

20Aug04 8Jun04 CHI VR005818 2,966.14 9420 PHI 55.66

20Aug04 11Jun04 VR005819 5,566.43 55.66

* CHECK TOTAL: 13,488.34 13,544.00 55.66 13,544.00 13,544.00

2000 WARNER OFFICE EQUIPMENT 14 98/01

1010 1,254.97

1720 ADM 1,254.97

* CHECK TOTAL: 1,254.97 1,254.97 1,254.97

** BANK TOTAL: 63,487.30 62,389.64 157.31 67,942.37 67,942.37

------------------------------------------------------------------------------------------------------------------------------------

**** B A N K T O T A L S ****

------------------------------------------------------------------------------------------------------------------------------------

Acct # G/L Brh Cst Ctr Description Debit Credit

------ ------- ------- ----------- ----- ------

1010 BANK - CHASE MANHATTAN 2,148.88 65,636.18

1720 ADM FURNITURE & FIXTURES 1,254.97

2000 PHI ACCOUNTS PAYABLE - TRADE 64,538.52 2,148.88

9420 PHI DISCOUNTS EARNED 157.31

TOTALS 67,942.37 67,942.37

Disbursement Edit List



AUTOMATIC PAYMENT SCHEDULING

You can use the Automatic Payment Scheduling function instead of Cash Disbursement Entry when you

have a high volume of Cash Disbursements that can be selected for payment by specific criteria.

NOTE: The Product Installation Option, DSC=X, controls whether or not discounts are taken during

automatic payment scheduling, regardless of the due date. When set to Y-Yes, discounts are

taken even if the due date has passed.

From the screen below, select the Items to be scheduled for payment on a specific Check Date. When set

to Y-Yes, the Branch field permits entry of up to five Branches. The first defaults to the Users ID’s

Branch but can be changed. Four other branches can be added as required. One check per vendor is

generated for the vouchers that belong to the Branches entered in the table. This is useful when you need

to group vouchers from different Branches.

Automatic Payment Scheduling

Report Program: APUSCD


2. Vendor Sequence(A/N) [ ]

3. Vendor Number....... [ ] From: To:

4. Vendor Name......... [ ] From: To:

5. Bank Code........... [ ]

6. Session Branch...... [ ]

7. Fiscal Period.......

8. Journal Date........ [ ] / /

9. Check Issue Date.... [ ] / /

10. Currency Exch Rate.. [ ]

11. Class............... [ ]

12. Due Date............ [ ] From: / / To: / /

13. Discount Date....... [ ] From: / / To: / /

14. Branch.............. [ ]

15. Item Balance........ [ ] From: To:

16. Vendor Category..... [ ]

Automatic Payment Scheduling Selection Entry – first screen



The following are required fields:


Bank Code Accounts

Payable

Company

Bank

Banks Identify the Bank on which the checks will be

drawn.

Fiscal Period Current

Period

Enter the Accounting Period for which you want the

automatic scheduling done or press <Enter> for the

current one (default).

Journal Date System

Date

Valid Date Enter a Journal Date to determine the posting date

to the Cash Disbursement Journal of the Open Items

scheduled for payment.

Check Issue Date System

Date

Valid Date Indicate the date to appear on the checks that

will be issued after Automatic Payment Scheduling.

Currency Exch Rate For base currency this field is set to 1.0 and

cannot be modified.

Automatic Payment Scheduling

Report Program: APUSCD


17. S.I.C Code.......... [N]

18. User Defined Code.. [N]

19. Transaction Type .. [N]

Item No :

1-Alter 2-Copy

Automatic Payment Scheduling Selection Entry – second screen


Transaction Type R, V Used to select the Open Items based on the Payment

Method required by the Vendor. Options are:

R Regular check printed by the computer

V Vendor Remittance Advice emailed to the Vendor

along with a Bank Transfer.

An Automatic Payment Scheduling Log is produced when you exit the scheduling function. It shows all



your selections, and the message *** Update Completed *** confirms that the Automatic Payment

Scheduling has been done for the selected Items.

Always run the log to ascertain that everything is correct, before proceeding further into the Disbursement

Cycle.

To view the Open Items scheduled for payment by this function, you must then print a Disbursement Edit

List.

The Edit List shows the Sequence numbers assigned to each transaction scheduled. You use these

numbers to modify or delete any entries before the Cash Disbursement Update.



RUN: 7-Feb-04 14:45 eSTELPLAN METAL COMPANY apuscd004053 PAGE: 2

AUTOMATIC PAYMENT SCHEDULING LOG

Session Branch: PHI Session ID: 174 Bank:(1 ) CHASE MANHATTAN Currency:(US)

------------------------------------------------------------------------------------------------------------------------------------

Vendor Payee Seq# Fisc. Per Exchg. Rt Check Date Jnl Date

Due Date Disc Date Overdue Brh Ref No. A/P Amt Disc. Amt

------------------------------------------------------------------------------------------------------------------------------------

1010 ARMCO 147 01/02 1.00000000 7Feb01 7Feb01

4Mar04 2Feb04 PHI VR000135 1,500.63

4Mar04 2Feb04 PHI VR000136 8,500.00

** CHECK TOTAL : 10,000.63 10,000.63

1060 ABC FREIGHT CO 148 01/02 1.00000000 7Feb01 7Feb01

14Feb04 25Jan04 PHI VR000139 65.00

2Mar04 10Feb04 PHI VR000140 120.00 .60

3Mar04 11Feb04 PHI VR000141 150.00 .75

3Mar04 11Feb04 PHI VR000142 125.63 .63

4Mar04 12Feb04 PHI VR000143 434.63 2.17

** CHECK TOTAL : 891.11 895.26 4.15

2000 WARNER OFFICE EQUIPMENT 149 01/02 1.00000000 7Feb01 7Feb01

27Feb04 7Feb04 PHI VR000137 650.00 3.25

2Mar04 10Feb04 PHI VR000138 663.52 3.32

** CHECK TOTAL : 1,306.95 1,313.52 6.57

2040 AVESTA STAINLESS, INC. 150 01/02 1.00000000 7Feb01 7Feb01

2Mar04 10Feb04 PHI VR000145 8,952.45 44.76

** CHECK TOTAL : 8,907.69 8,952.45 44.76

2070 BETHLEHEM STEEL CORP. 151 01/02 1.00000000 7Feb01 7Feb01

4Mar04 12Feb04 PHI VR000144 6,500.00 32.50

** CHECK TOTAL : 6,467.50 6,500.00 32.50

** SCHEDULED TOTAL: 27,573.88 27,661.86 87.98

*** Scheduling Completed ***

Automatic Payment Scheduling Log



AUTOMATIC PAYMENT UNSCHEDULING

You use Automatic Payment Unscheduling when a large number of previously scheduled Cash

Disbursements must be unscheduled and can be selected by specific criteria. When the function is

executed, all selected Cash Disbursement transactions are restored to Open Items.

NOTE: Payment Unscheduling must take place before the Cash Disbursement Update.

Automatic Un-Scheduling Report

Report Program: APUUSC



3. Reference No........ [N] From: To:


5. Session Branch...... [Y] CHI

6. Session ID.......... [Y] 2

7. Bank Code........... [Y] 1

8. Accounting Period... [Y] 9802

9. Journal Date........ [Y] 01/30/04

10. Check Issue Date.... [Y] 01/30/04

Item No :

1-Alter 2-Copy

Automatic Payment Unscheduling - selection entry screen

Automatic Payment Unscheduling generates a log listing the Cash Disbursement Transaction numbers

unscheduled and the message UPDATE COMPLETED.



RUN: 6-Jul-04 11:18 eSTELPLAN apuusc000124 PAGE: 2

A U T O M A T I C U N - S C H E D U L I N G U P D A T E

--------------------------------------------------------------------------------

Disbursement # Ref No Message

--------------------------------------------------------------------------------

2

3

4

5

6

7

8

9

10

11

12

13

14

Total Un-scheduled Disbursements -> 13

UPDATE COMPLETE

Automatic Payment Unscheduling Update



UPDATE CASH DISBURSEMENTS

The Cash Disbursement Update is performed after Cash Disbursement Entry or Automatic Payment

Scheduling and verification of the Cash Disbursement Edit List.

Always run a final Cash Disbursement Edit List before the Cash Disbursement Update to ensure that the

Items listed are the ones you want to pay.

The program updates each Open Item to be paid and, depending on the Transaction Type, creates:

1. Checks in preparation for their subsequent printing OR

2. Vendor Remittance Advices that are automatically emailed to the Vendors and archived in the

Archived VRA table.

It also updates the General Ledger database for the amount of the disbursement.

NOTE: When the Cash Disbursement Session includes payments for both Vendors requiring printed

Checks and Vendors requiring Bank Transfers, the Cash Disbursement Update allows you to

perform the update for one Transaction Type (R-Regular or V-Vendor Remittance Advice) at

a time.

Restriction

When the Cash Disbursement is updated for Vendor Remittances Advices, the user specified in the

USR=XXXXXX Product Installation Option, or, if the option is not set, the user running the program,

must have a Fax User Defaults record. Otherwise, the update fails and the message “Update not

processed, Fax User Default does not exist” is printed on the Cash Disbursement Update Log.

Cash Disbursement Update Options

Update Program: APUDSB



3. Edit Reference No... [N] From: To:


5. Session Branch...... [Y] PHI

6. Session ID.......... [Y] 152

7. Bank Code........... [Y] 1

8. Currency Code....... [Y] US

9. Check No............ [N] From: To:


11. Class............... [N]

12. SIC Code............ [N]


14. Accounting Period... [Y] From: 0101 To: 0101

15. Journal Date........ [N] From: 01/15/04 To: 01/15/04

16. Check Issue Date.... [N] From: 01/15/04 To: 01/15/04

Item No :

1-Alter 2-Copy

Cash Disbursement Update Selection Entry – first screen



Cash Disbursement Update Options

Update Program: APUDSB



18. User ID............. [N]

19. Sequence of Check... [N]

Item No :

1-Alter 2-Copy

Cash Disbursement Update Selection Entry – second screen

A Disbursement Update Log is automatically spooled when the program is executed.

It confirms the update (*** Update Completed ***) and lists, in the Additional Information column, all

the Sequence numbers from the Cash Disbursement Edit List that have been updated.

After you have verified the Update Log and are certain that everything is correct, you can proceed to the

Check and Cash Disbursement Journal printing.



RUN: 15-Jan-04 15:32 eSTELPLAN apudsb000117 PAGE: 2

DISBURSEMENT UPDATE

Messages Additional Information

-------- ----------------------

Updated: 24

Updated: 25

Updated: 26

Updated: 28

Updated: 30

*** Update Completed ***

Disbursement Update Log



PRINT CHECKS

Check Formats

Following are samples of different check formats available in eSTELPLAN. Please note that the different

check printing characteristics are controlled by a variety of Product Installation Options. Refer to the

Product Installation Options Guide for details.

Check Format Default Format

NO PIO’s Set



Check Format (Canadian) with following PIOs

apfchq - DTF=MDY, PDS=Y, FMT=F

Company NameP

inhole

Fe

ed

Pin

hole

Fe

ed

PAY

TO THE ORDER OF

$

DATED D M M Y Y Y Y

99999

Perforation

Perforation

Perf

ora

tion

Perf

ora

tion

COMPANY NAME

Company Name

Address

City, Province

Postal Code

8 points

Please note that these check samples ARE NOT to scale, however the

indicated measurements and font sizes should be respected.

6 points

Bank Bank BankAddress

City, Province Postal Code

8 points

6 points 1/4"99999

1/4"

1/4"

U. S. FUNDS

3/4"

10 points

c000000c A00000D000a 0000d000c

6 points

8 points

8 points

8 points

8 points

PERAUTHORIZED SIGNATURE




Check Format with following PIOs

apfchq - DTF=YMD, PDS=Y, FMT=E



Check Printers

The printer device used to print checks is defined under the CHQ=XXXXX Product Installation Option

for the Check Printing program <apfchq>. Its default name is APCHQ. Before you start printing checks,

you must verify and enable APCHQ. This gives you exclusive control on the check-printing process and

prevents other print job from being sent to the printer. (Refer to the eSTEL/SCOPE manual for details on

Printer Management functions.) Once this is done, you can feed APCHQ with the check forms.

As checks are not spooled and cannot be viewed or re-printed from the CS/IRIS Controller, if you require

control copies of the checks for filing and audit purpose, you should define another Check Printer under

the CH2=XXXXX Product Installation Option. This printer should be enabled/disabled along with

APCHQ to ensure that no reports or other forms are printed in the middle of the check copies. You

should use plain paper or paper with a watermark ‘Copy’ on the printer defined in CH2, and you should

set the BLC=99 Product Installation Option if you require more than one exemplar of the copy of the

check.

NOTE: If the CH2 Product Installation Option is not set, no copies are printed; you only get the

original check on the printer defined in the CHQ Product Installation Option.

Check Printing Process

Checks are printed after the Cash Disbursement Update, and only for Disbursements Type ‘R’. A stub,

attached to the check, indicates which Open Items are paid and may include trailer remarks. For regular

Vendors, the Payee Name and Address come from the Vendor table. For temporary Vendors, the

information is entered in Voucher Entry.

The use of pre-numbered check forms ensures an internal control. Each Bank has its own series of

checks.

NOTE: When a check is prepared manually, it should be taken from the regular series.

Before you start printing checks, you must enable the correct printer device and set up the check forms on

the printer.

The first screen of the Check Printing function prompts: “Have printer forms been set to checks (Y/N)?”

If you answer Y-Yes, the following screen is displayed.



Check Printing

Bank Code Description Date Created Qty Qty Printed

1. 1 CHASE MANHATTAN 26Jul04 1 1

2. 1 CHASE MANHATTAN 25Aug04 4 4



5. 1 CHASE MANHATTAN 6Sep04 2 1



8. 1 CHASE MANHATTAN 8Sep04 1








1-Void 2-Align Test

Check Printing screen

Each Line number corresponds to a different Cash Disbursement Update. The date of the Cash

Disbursement Update appears in the Date Created column.

The Bank is listed, along with its description.

The number of checks to be printed is then indicated followed by the quantity of checks already printed, if

any.

Action Bar Action

Void Record voided form numbers (see below).

Align Test Proceed with the Alignment test (see below).

Void Check Forms

Void Range Selection

Branch :

Bank Code:

Start End

F4-Exit

Void Check Recording Selection Entry screen



All form numbers which cannot be used to produce valid checks, such as the forms used during the

alignment test, damaged forms, or the forms skipped due to printer form feeds in prior printing operations,

must be voided in the system, then destroyed.

Enter the Bank and the range of form numbers to void. As a precautionary measure, you must enter both

numbers twice. The first time, only asterisks appear on the screen. At any time, <F4> allows you to exit the

window and return to the Check Printing screen.

Alignment Test

The alignment test must be carefully performed before check printing actually takes place. Its purpose is

to make sure that all areas on the check are properly filled in and that the spacing between two checks is

correct.

Select Checks

Enter the Line number corresponding to the Disbursement Update for which you want to print the checks.

The screen shows all the checks pertaining to the chosen line (referring to a Cash Disbursement Update).

The Vendor number and the Payee Name are displayed, as well as the Check Date and the Check

Amount.

In the sample screen below, five checks have already been printed. You can, therefore, only print the

remaining four.

Check Printing

Bank: 1 CHASE MANHATTAN Qty: 8 Qty Printed:

SeqNo ChkNo VenNo Payee Issue Date Amount Printed

1 1010 ARMCO 6Feb04 18,951.26 N

2 1060 ABC FREIGHT CO 6Feb04 8,265.63 N

3 1070 ALCOA METALS 6Feb04 15,948.95 N

4 2000 WARNER OFFICE EQUIPMENT 6Feb04 4,326.75 N

5 2040 AVESTA STAINLESS, INC. 6Feb04 7,761.00 N

6 2070 BETHLEHEM STEEL CORP. 6Feb04 15,571.75 N

7 5012 ALUMAX MILL PRODUCTS 6Feb04 360.00 N

8 5014 CALIFORNIA STEEL INDUSTRIES, I 6Feb04 550.00 N

1-Print Checks

Check Printing screen



Action Bar Action

Print Checks Displays a window to indicate the Sequence number or the range of Sequence numbers to

be printed and the initial Form number (the check it will start printing on).

Arrow down to select which group of checks you wish to print and then <Enter> to select the checks.

A window is displayed with the Print Range Selection. Determine the checks you want to print and enter

the starting and ending Sequence numbers of the selected range.

Example: 1 to 4 in the sample screen below.

If the range of checks you enter has already been printed (Printed = Y), the following message is

displayed: “No checks to print within specified range”.

When this is done, the system requests the Initial Form number, i.e., the pre-printed number on the first

check to be printed. As a precautionary measure, you must enter the complete number twice. The first

time, only asterisks are displayed on the screen.

Press <Enter>.

Print Range Selection

Start End

1 4

Initial Form Number: 8500___

Print Range Selection window

NOTE: If you enter a number already accounted for, one of the following messages is displayed:

“Form number ###### already exists within projected range.”

“Check number ###### exists in the Disbursement Journal Header file.”

“Check number ###### exists in the Outstanding Checks for A/P file.”

The system now proceeds to the actual printing of the checks.



Accept/Reject Forms

When all the checks have been printed, a new window is displayed to confirm the forms that were

actually used. The purpose of this procedure is to make sure that all checks have been properly printed

and are all accounted for.

Accept/Reject Form Selection

Start End Status

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

SELECT: __ F4 Exit F5 Compress F12 Ins Line

Accept/Reject Form Selection window

To enter the data in the Accept/Reject Form Selection window, you must have the printed checks in hand.

Do not, under any circumstances, proceed until you have actually verified the printed check forms.

Function Key Function

<F4>

Exit

Return to the previous screen.

NOTE: You cannot exit this screen until all check forms are accounted for.

<F5>

Compress

Compress the lines so that no lines remain blank. (See the example on the next page.)

<F12>

Insert Line

Insert a line before one already completed and move back all the completed ones. (See

the example on the next page.)


Start End Status

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.





Select a Line number and enter the range of Check Form numbers (one or more). Finally, indicate the status

of the check:

A - Accept

U - Unused

V - Void

Status A sets the Printed flag to Y-Yes for the Sequence number the check is assigned to. Accepted form

numbers cannot be subsequently used.

Status codes V and U set the Printed flag to N-No for the Sequence number the check is assigned to.

Voided form numbers cannot be subsequently used.


Start End Status

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

8500 8505 A

F6 Del F4 Exit


You must enter the Check Form numbers in ascending order (1, 2, 3, etc.). For example, you cannot

account for checks 14 through 17 on line 1 and check 13 on line 2. Check 13 must come first.


<F6>

Delete

Delete the line displayed at the bottom of the window.

<F4>

Exit

Return to the previous screen.

NOTE: All forms originally requested must be accounted for.



Compress


Start End Status

1.

2. 8499 8499 V Void

3.

4. 8500 8503 A Accept

5.

6. 8504 8504 A Accept

7. 8505 8505 V Void

8.

9.

10.



If you press <F5> Compress, you can enter three more lines of data, as all the lines are moved up without

leaving any blank. See below:


Start End Status

1. 8499 8499 V Void

2. 8500 8503 A Accept

3. 8504 8504 A Accept

4. 8505 8505 V Void

5. 8506 8506 U Unused

6.

7.

8.

9.

10.





Insert a Line

This function allows you to insert a line before an existing one (line 1 in our example).


Start End Status

1. 8499 8499 V Void

2 8500 8503 A Accept

3 8504 8504 A Accept

4 8505 8505 V Void

5

6.

7.

8.

9.

10.

Insert line before: 1_

F4 Exit



Start End Status

1. 8498 8498 U Unused

2. 8499 8499 V Void

3. 8500 8503 A Accept

4. 8504 8204 A Accept

5. 8505 8505 V Void

6.

7.

8.

9.

10.

Insert line before: 1_

F4 Exit




Reset Printer

As you exit the check printing function, you are reminded to reset the printer(s) to the original forms.

Check Printing

Please reset printer to original forms

NL To continue

Reset Printer screen



AUTO EMAIL VENDOR REMITTANCE ADVICES

When a Cash Disbursement Session is updated, no checks get generated for the V-VRA transactions.

Instead, the update creates a Vendor Remittance Advice (VRA) form and automatically emails it to the

appropriate Vendor.

The emailed VRA form can be viewed and printed from the CS/IRIS Controller screen.

Auto eMail Standards

Refer to the ‘Automated Emailing & Faxing of Business Forms’ chapter of the eSTELfax manual for

details on the Auto-Emailing function and the standards it uses.

Vendor Remittance Advice Form

The Vendor Remittance Advice header indicates the Remit Date, Remit Reference number, your

Company/Branch Name or Logo based on the FRM=X Product Installation Option and the Vendor

Number, Name and Address.

The detailed section of the form lists the transactions (CM, CR, DM, DR and VR) that were selected to

generate the Payment amount. As on the check stub, the Vouchers are ordered by their reference numbers.

This section of the form also prints the ‘check’ remarks entered for the Vouchers during the Voucher Entry or

the Cash Disbursement Entry.

Restriction

The logo code in text format instead of the logo itself appears on the form viewed from the CS/IRIS

Controller screen when the FRM=X Product Installation Option is set to L-Logo. The PDF emailed to

the Vendor displays the logo properly.



Vendor Remittance Advice Sample

R E M I T T A N C E A D V I C E

Remit Date Remit No.

03Dec15 000016

STELPLAN METAL COMPANY

295 S. NEWTOWN STREET ROAD

NEWTON SQUARE, PA 19073

Tel: 610 325-0301 Fax: 610 356-4320

1060 ABC FREIGHT CO

5000 RIVERSIDE DRIVE

CHICAGO IL 60652

BRH VOUCHER REFERENCE DATE AMOUNT DISCOUNT PAID

PHI DR 4 03Dec15 500.00 0.00 500.00

PHI VR 117 12478 12Nov15 152.25 0.76 151.49

PHI VR 114 14713 07Nov15 157.50 0.79 156.71

To pay invoice 12451

PHI VR 118 1526 12Nov15 54.60 0.27 54.33

Phi VR 121 3114 14Nov15 68.25 0.34 67.91

PHI VR 123 31187 16Nov15 102.90 0.51 1,102.39

PHI VR 124 3254 16Nov15 38.83 0.19 38.64

PHI VR 122 3652 14Nov15 66.15 0.33 65.82

Payment of IV 12512-B

PHI VR 120 8547 14Nov15 54.60 0.27 54.33

PHI VR 119 965887 12Nov15 68.25 0.34 67.91

PAYMENT: USD 2,259.53

Page: 1 .... Last

Vendor Remittance Advice sample



CASH DISBURSEMENT JOURNAL

You should produce the Cash Disbursement Journal on a daily basis or at least each time a Cash

Disbursement Update takes place. You can then compare the Journal with the Cash Disbursement Edit

List and the physical checks themselves. That way, you can ensure that every Cash Disbursement appears

properly for each related document.

For a final Cash Disbursement Journal at the end of the period, specify the Accounting Period and accept

all of the defaulted values. This generates a complete report of transactions for the month.

Cash Disbursement Journal

Report Program: APRDBA



3. Branch Code......... [N]



6. Bank Code........... [N]

7. Check Number........ [N] From: To:



10. Class............... [N]

11. S.I.C. Code......... [N]


13. Status Code......... [N]

14. Report Type......... [D]


16. Check Issue Date.... [N] From: / / To: / /

Cash Disbursement Journal Selection Entry – first screen



Cash Disbursement Journal

Report Program: APRDBA



18. User ID............. [N]

19. Data Source......... [C]

20. User Defined Code....[ ]

Cash Disbursement Journal Selection Entry – second screen

Cash Disbursement Journals

Cash Disbursement Journal by Check <aprdba>

Report is sequenced by Check Number

Cash Disbursement Journal by Vendor <aprdbb>

Report is sequenced by Vendor / Check Number

NOTE: The selection entry for both reports is identical, only the sort sequence is changed.

Cash Disbursement Journal by Check

The report shows a listing of the issued checks, sequenced by Check number.

On the first line, the Session Branch, Bank, Currency and Accounting Period are displayed.


Check number or Adjustment number

Exchange Rate (if different from the base currency)

Journal Date

The third line shows:

Type of disbursement transaction: R - Regular

M - Manual

A - Adjustment



V - Vendor Remittance Advice

Payee Name

Check Date

Reference number: VR - Voucher

CM - Credit Memo

CR - Credit Adjustment

DM - Debit Memo

DR - Credit Adjustment

Accounts Payable Amount

Discount, if any

General Ledger Account Number Distribution for each transaction

Debit and Credit columns of the General Ledger

Total Amount of the check

At the end of the report, a Journal Summary gives you a breakdown by General Ledger Account number.



RUN: 7-Feb-01 10:09 eSTELPLAN METAL COMPANY aprdba004037 PAGE: 2 C A S H D I S B U R S E M E N T J O U R N A L Ssn Brh: PHI Bank: (1 ) CHASE MANHATTAN Currency: (US) U.S. DOLLAR Acctng Period: 01/02 ------------------------------------------------------------------------------------------------------------------------------------ Chk Trs Typ Payee Vendor Ex Rt Chk Dt Jrnl Dt----------------------G/L----------------------- Brh Ref No A/P Amt Disc Amt Account# Brh Cst Ctr Debit Credit ------------------------------------------------------------------------------------------------------------------------------------ 86 R AVESTA STAINLESS, INC. 2040 6Feb01 6Feb01 PHI VR000131 7,800.00 39.00 1010 7761.00 2000 PHI 7800.00 9420 PHI 39.00 Check Total--> 7,761.00 7,800.00 39.00 7800.00 7800.00 87 R BETHLEHEM STEEL CORP. 2070 6Feb01 6Feb01 PHI VR000132 15,650.00 78.25 1010 15571.75 2000 PHI 15650.00 9420 PHI 78.25

Check Total--> 15,571.75 15,650.00 78.25 15650.00 15650.00 88 R ALUMAX MILL PRODUCTS 5012 6Feb01 6Feb01 PHI VR000108 360.00 1010 360.00 2000 PHI 360.00 Check Total--> 360.00 360.00 360.00 360.00 89 R CALIFORNIA STEEL INDUSTRIES, I 5014 6Feb01 6Feb01 PHI VR000133 550.00 1010 550.00 2000 PHI 550.00 Check Total--> 550.00 550.00 550.00 550.00 8500 82 R ARMCO 1010 6Feb01 6Feb01 PHI VR000099 200.00 1010 18951.26 PHI VR000101 600.00 2000 PHI 18951.26 PHI VR000106 250.00 PHI VR000124 1,500.63

PHI VR000125 4,500.00 PHI VR000126 7,400.00 PHI VR000130 4,500.63 Check Total--> 18,951.26 18,951.26 18951.26 18951.26 8501 83 R ABC FREIGHT CO 1060 6Feb01 6Feb01 PHI VR000100 280.00 1010 8265.63 PHI VR000102 900.00 2000 PHI 8265.63 PHI VR000105 2,000.00 PHI VR000107 5,000.00 PHI VR000128 85.63 Check Total--> 8,265.63 8,265.63 8265.63 8265.63 8502 84 R ALCOA METALS 1070 6Feb01 6Feb01 PHI VR000103 500.00 1010 15948.95 PHI VR000129 15,605.00 156.05 2000 PHI 16105.00 9420 PHI 156.05 Check Total--> 15,948.95 16,105.00 156.05 16105.00 16105.00

8503 85 R WARNER OFFICE EQUIPMENT 2000 6Feb01 6Feb01 PHI VR000109 3,680.00 1010 4326.75 PHI VR000127 650.00 3.25 2005 PHI 4330.00 9420 PHI 3.25 Check Total--> 4,326.75 4,330.00 3.25 4330.00 4330.00 Bank Total--> 71,735.34 72,011.89 276.55 72011.89 72011.89

Cash Disbursement Journal – Detail



RUN: 7-Feb-01 10:09 eSTELPLAN METAL COMPANY aprdba004037 PAGE: 4

C A S H D I S B U R S E M E N T J O U R N A L

------------------------------------------------------------------------------------------------------------------------------------

*** B A N K S U M M A R Y ***

Account# Description Brh Cst Ctr Debit Credit

------------------------------------------------------------------------------------------------------------------------------------

1010 BANK - CHASE MANHATTAN 71735.34

2000 ACCOUNTS PAYABLE - TRADE PHI 67681.89

2005 ACCOUNTS PAYABLE - OTHER PHI 4330.00

9420 DISCOUNTS EARNED PHI 276.55

Total--> 72011.89 72011.89

Currency Total--> 71,735.34 72,011.89 276.55 72011.89 72011.89

====================================================================================================================================

RUN: 7-Feb-01 10:09 eSTELPLAN METAL COMPANY aprdba004037 PAGE: 5

C A S H D I S B U R S E M E N T J O U R N A L

------------------------------------------------------------------------------------------------------------------------------------

*** C U R R E N C Y S U M M A R Y ***

Account# Description Brh Cst Ctr Debit Credit

------------------------------------------------------------------------------------------------------------------------------------

1010 BANK - CHASE MANHATTAN 71735.34

2000 ACCOUNTS PAYABLE - TRADE PHI 67681.89

2005 ACCOUNTS PAYABLE - OTHER PHI 4330.00

9420 DISCOUNTS EARNED PHI 276.55

Total--> 72011.89 72011.89

Cash Disbursement Journal – Totals only


8. OUTSTANDING CHECK/VRA

RECONCILIATION

Outstanding Check and Vendor Remittance Advice (VRA) Reconciliation is part of the monthly process

of Bank Account Reconciliation, whereby the Bank Cash Balance according to the books (General

Ledger) and the statement from the bank are reconciled.

CHECK RECONCILIATION

Reconciliation is the process of removing a check transaction from the list of outstanding checks, due to

the fact it has been cashed. At this point, it is no longer a reconciling item.

The Check Clearing screen is used to review all the checks issued through Cash Disbursements and to

access the appropriate ones to change their status from Outstanding to Cleared, according to the bank

statement. Furthermore, you can put a Stop Payment on a check.

Outstanding: Check was issued but has not yet been cleared through your Bank.

Cleared: Check was cashed by the Payee and returned to you by your Bank (the funds were

deducted from your account).

Stop Payment: Check was issued but cannot be cashed by the Payee.

NOTE: No other information related to the transaction record can be modified through this function.

VRA RECONCILIATION

The VRA Reconciliation process is optional, controlled by the VRA=X Product Installation Option set on

the Cash Disbursement Update program <apudsb>.

When the option is set, the Cash Disbursement Update creates records in the Check Clearing table for the

VRAs, in addition to the records created for the regular and manual checks. The Check Clearing screen is

then used to review all the VRAs issued through Cash Disbursements and to access the appropriate ones

to change their status from Outstanding to Cleared, according to the bank statement.

Outstanding: The VRA was issued and automatically emailed to the Vendor but the funds were not

yet transferred from your bank account to the Vendor’s bank account.

8. Outstanding Check/VR Reconciliation Page 178


Cleared: The funds were transferred to the Vendor’s bank account and deducted from your

account.

Stop Payment: The VRA was issued but must be reversed.

NOTE: No other information related to the transaction record can be modified through this function.



USING THE CHECK/VRA CLEARING FUNCTION

The following screen is displayed once you access the Check/VRA Reconciliation function.

Check Clearing 5Nov95

Total Cleared

Bank:

Line ChkNo Type Date Amount Payee Fiscal Stat

Check/VRA Clearing screen

Enter a Bank defined in the Reference tables. Press <Enter> and all checks/VRAs drawn from that bank

are immediately listed.


Total Cleared

Bank:CHASE MANHATTAN U.S. DOLLAR 0.00


1. 43 V 22Aug04 324.82 ARMCO 9503 O

2. 44 V 25Aug04 100.00 ARMCO 9503 O

3. 46 V 25Aug04 200.00 ARMCO 9503 O

4. 555 R 12Jul04 10,600.88 ARMCO 9502 O

5. 556 R 5Jul04 200.00 ARMCO 9502 O

6. 557 R 15Jul04 617.65 ARMCO 9502 O

7. 558 R 7Jul04 9,916.93 BETHLEHEM STEEL CORP. 9502 O

8. 578 R 25Aug04 578.21 ARMCO 9503 O

9. 579 R 25Aug04 21,981.43 OLIN BRASS HOLDINGS 9503 O

10. 580 R 25Aug04 2,304.79 AMERICAN STEEL PROCESSORS INC 9503 O

11. 581 R 25Aug04 9,411.01 MIDWEST CONSOLIDATED 9503 O

12. 582 R 6Sep04 16,423.33 OLIN BRASS HOLDINGS 9503 S

13. 777 R 19Oct04 951,342.70 ARMCO 9505 O

14. 888 R 19Oct04 994,999.25 ARMCO 9505 O

15. 1001 R 8Sep04 1,000.00 OLIN BRASS HOLDINGS 9504 O

1-Group Apl 2-Itm Apl

Check/VRA Reconciliation screen



Action Bar Action

Group Apl Enter a range of Line numbers to change the status of a series of checks/VRAs at one

time.

Item Apl Enter a Line number to change the status of a particular check/VRA.

Each check/VRA is assigned an initial status of O-Outstanding. The check clearing process consists

primarily of accessing the appropriate checks/VRAs and changing the status from Outstanding to Cleared,

according to the information contained on the monthly bank statement.


Line The Line number is used for reference to change

the status of a check/VRA.

Check Number The number of the check/VRA issued through Cash

Disbursements.

Type This column indicates if the check was a manual

check (M), a regular one (R) or a VRA (V)issued by

the computer.

Date The date printed on the check/VRA.

Amount The check/VRA amount.

Payee This indicates to whom the check/VRA was issued.

Accounting Period This refers to the Accounting Period during which

the check/VRA was issued.

Status O C, O, S Options are:

C Cleared

O Outstanding

S Stopped Payment


Total Cleared



1. 43 V 22Aug04 324.82 ARMCO 9503 C

2. 44 V 25Aug04 100.00 ARMCO 9503 C

3. 46 V 25Aug04 200.00 ARMCO 9503 C

4. 555 R 12Jul04 10,600.88 ARMCO 9502 O

5. 556 R 5Jul04 200.00 ARMCO 9502 O

6. 557 R 15Jul04 617.65 ARMCO 9502 O

7. 558 R 7Jul04 9,916.93 BETHLEHEM STEEL CORP. 9502 C

8. 578 R 25Aug04 578.21 ARMCO 9503 O





13. 777 R 19Oct04 951,342.70 ARMCO 9505 O

14. 888 R 19Oct04 994,999.25 ARMCO 9505 O



Check/VRA Reconciliation Screen



Group Application

Access the Group Apl action bar option. The following window is displayed.

Group Application

Start End Typ Status

1 8 R C

Group Application window

Enter the Starting and Ending Line numbers of the checks (Typ R) or VRAs (Typ V) you want to change

the status of, as well as the Status code (C, O, or S).

Press <Enter>.

Every time you clear checks/VRAs, the Amounts are added to the Total Cleared in the top right-hand

corner of the screen. If you stop (S) or reinstate (O) checks/VRAs marked ‘C’, the Total Cleared

decreases.


Total Cleared



1. 43 V 22Aug04 324.82 ARMCO 9503 C

2. 44 V 25Aug04 100.00 ARMCO 9503 C

3. 46 V 25Aug04 200.00 ARMCO 9503 C

4. 555 R 12Jul04 10,600.88 ARMCO 9502 C

5. 556 R 5Jul04 200.00 ARMCO 9502 C

6. 557 R 15Jul04 617.65 ARMCO 9502 C


8. 578 R 25Aug04 578.21 ARMCO 9503 C





13. 777 R 19Oct04 951,342.70 ARMCO 9505 O

14. 888 R 19Oct04 994,999.25 ARMCO 9505 O



Check/VRA Reconciliation screen – Group Application completed



Item Application

To modify the status of a single check or VRA, access the Itm Apl action bar option. The following

window is displayed:

Item Application

Line Status

4

The cursor is automatically placed in the Line column to allow you to select the line pertaining to the

check or VRA you want to update. After selecting the line number, press <Enter>. The cursor will now

be in the Status column allowing you to enter ‘C’, ‘O’, or ‘S’, or press <F4> to return to the selection

screen without making any modification.

Check Clearing 5Feb04

Total Cleared



1. 43 V 22Aug04 324.82 ARMCO 9503 C

2. 44 V 25Aug04 100.00 ARMCO 9503 C

3. 46 V 25Aug04 200.00 ARMCO 9503 C

4. 555 R 12Jul04 10,600.88 ARMCO 9502 O

5. 556 R 5Jul04 200.00 ARMCO 9502 O

6. 557 R 15Jul04 617.65 ARMCO 9502 O


8. 578 R 25Aug04 578.21 ARMCO 9503 O





13. 777 R 19Oct04 951,342.70 ARMCO 9505 O

14. 888 R 19Oct04 994,999.25 ARMCO 9505 O



Check Reconciliation screen

Every time you clear a check, the Check Amount is added to the Total Cleared in the top right-hand

corner of the screen. If you stop (S) or reinstate (O) a check marked ‘C’, the Total Cleared decreases.

End of Month Cleanup

In order to avoid the carry forward of check and VRA information which is not necessary for future bank

reconciliations, the Accounts Payable End of Period function can remove the checks and VRAs whose

status is ‘S’ or ‘C’ from the Outstanding Check table. This is based on the Product Installation Option

OSC=X and the AP Installation Options <apaapo>. Refer to the chapter on End of Period procedures for

details.



STOP PAYMENTS AND CHECK/VRA WRITE OFFS

The Check Reversal and the VRA Reversal action bar options described in the ‘Cash Disbursements’

chapter allow you to reverse a check or VRA transaction made in error. These functions annul the

transactions by making an identical entry in reverse. They also automatically change the status of the

check or VRA from O-Outstanding to S-Stopped. These functions should be your first option when a

Disbursement has to be reversed and a check/VRA re-issued for the same amount.

However, a Disbursement can only be reversed if the paid Items (Vouchers) have not been purged by the

AP End of Month. If the AP Items are no longer in the database, you need to:

1. Change from ‘O’ to ‘S’ the status of Checks/VRAs for which payment has been stopped.

2. Reverse the original Disbursement. The procedure will depend upon the follow-up transactions

involved (see Cases A, B, C and D below).

Situation

You recorded a Vendor Invoice for Office Expenses in the amount of $17,500. The entry, posted via the

Voucher Entry Processing, is as follows:

Voucher Gross Amount = $17,500

General Ledger Distribution: Debit Credit

Accounts Payable Control Account 17,500

Office Expenses 17,500

The Voucher was paid to the Vendor with a Check or a VRA.

Payment with a Check

A check in the amount of $17,500 has been issued and posted to the General Ledger via the Cash

Disbursement Processing:


Bank Account 17,500


A Stop Payment has subsequently been issued.

Payment with a Bank Transfer/VRA

A VRA in the amount of $17,500 has been issued and posted to the General Ledger via the Cash

Disbursement Processing:


Bank Account 17,500




The Vendor didn’t receive his payment because the Bank Transfer was never done. A Stop Payment has

subsequently been issued.

Case A: A replacement check/VRA is issued for an identical amount.

Procedure – Case A

1. Record the Credit Memo or Voucher in Voucher Entry to reflect the Stop Payment:

Credit Memo or Voucher gross amount = $17,500

General Ledger Distribution Debit Credit

Bank 17,500

Accounts Payable Control Amount 17,500

2. Issue a second check/VRA through Cash Disbursements:

Check/VRA Amount = $17,500

Credit Memo/Voucher Open Item applied

NOTES:

1. This Procedure can be done for you automatically by Disbursement Reversals (see the Cash

Disbursements chapter), provided that the Vouchers on the check or VRA are still in the database, i.e.

the AP Paid Items records haven’t been purged by the MTH=999 Product Installation Option in the

AP End of Month. For checks/VRAs that have already been purged, you must use this procedure.

After you have done the reversal, you need only re-disburse the check/VRA by applying the Credit

Memo or Voucher.

2. The IRCs applied to the original Voucher are no longer in the system. Therefore, when you create a

new Voucher or a Credit Memo in replacement, you must enter the GL distribution manually.

Case B: A replacement check/VRA will be issued for a lesser amount in FULL payment

Procedure – Case B

1. Record the Credit Memo in Voucher Entry to reflect the Stop Payment:

Credit Memo gross amount = $16,000


Bank 17,500





Credit Memo Open Item applied



Case C: A replacement check/VRA will be issued for a greater amount in FULL payment

Procedure – Case C

1. Record the Credit Memo in Voucher Entry to reflect the Stop Payment:

Credit Memo gross amount = $20,000


Bank 17,500





Credit Memo Open Item applied

Case D: No replacement check/VRA will be issued.

Procedure – Case D.

Record an adjusting Journal Entry to annul the Voucher Entry and Cash Disbursement transactions, as

follows:


Bank 17,500


NOTE: The Journal Entry can be posted directly in the General Ledger system via the Journal Entry

Posting. It can also be posted via the Voucher Entry in the Accounts Payable (in this case do

not enter a Voucher Amount and access directly the GL Distribution).



LIST OF OUTSTANDING CHECKS

This report lists all the checks/VRAs: Outstanding (O), Cleared (C) or Stopped (S). To facilitate

reconciliation, you can request checks/VRAs issued through a particular bank, and checks/VRAs issued

up to a given Accounting Period.

To obtain a listing which is as current as possible, make sure that all Cash Disbursements have been

completed before you request the list.

In other words, if the listing is printed prior to closing a period in Accounts Payable, it will provide

information on all check/VRAs categories; if it is printed afterwards and OSC=X is set to N, it will only

show Outstanding Checks and VRAs.

List of Outstanding Checks

Report Program: APROSA




4. Bank Code........... [N]

5. Currency Code....... [N]



8. Check Number........ [N] From: To:



11. Check Net Amount.... [N] From: To:

12. Status Code......... [N]

13. Class............... [N]

14. S.I.C. Code......... [N]


16. Data Source......... [ ]

Item No :

1-Alter 2-Copy

List of Outstanding Checks Selection Entry screen



List of Outstanding Checks

Detail Type

The top of the list shows the Bank, Currency and the Accounting Period selected. The report then

displays the checks by Accounting Period.

The first line shows the Accounting Period, and the following lines list all the check/VRA numbers in

numeric sequence. For each, the report specifies:

the Type: R = Regular Check (issued by the computer)

M = Manual Check

V = Vendor Remittance Advice

the Date, the Vendor number and the Payee Name

the Amount (outstanding, cleared or stopped)

When all the checks/VRAs have been listed, total amounts of the outstanding, cleared and stopped

columns, as well as the number of checks/VRAs for each, are shown for both the Accounting Period and

the Bank.

Total Only

The Total Only report shows only the Accounting Period and Bank Totals.



RUN: 1-Dec-04 14:34 *** eSTEL/AP *** apreposa866046 PAGE: 2

L I S T O F O U T S T A N D I N G C H E C K S

Bank:(1 ) CITICORP Currency:(US) U.S. Checks Posted Thru: ALL

------------------------------------------------------------------------------------------------------------------------------------

Fiscal Period ----------------------------AMOUNT-----------------------------

Chk # Chk Type Chk Date Vendor # Payee Outstanding Cleared Stopped

------------------------------------------------------------------------------------------------------------------------------------

04/12

-----

000001 R 21Oct04 1026 TESS INC. 761.00

000002 R 21Oct04 1010 US STEEL 679.00

000003 R 21Oct04 1011 WILLIAM OFFICE SUPPLIES 349.00

000004 R 21Oct04 1013 HERBERT MANUFACTURING INC 2,427.25

000005 R 21Oct04 1010 US STEEL 2,978.00

000006 R 19Oct04 1007 ABC FREIGHT COMPANY 5,793.17

000008 R 19Oct04 1020 NORTH EQUIPMENT & RENTALS INC. 4,976.00

000009 R 19Oct04 1005 PRIMARY STEEL PROCESSORS 10,464.12

000010 R 19Oct04 1012 NEW TELEPHONE COMPANY 23,421.53

000011 R 19Oct04 1019 J.J. LLOYDS INC. 246.00

000012 M 26Oct04 1005 PRIMARY STEEL PROCESSORS 5,460.00

000014 R 19Oct04 1032 JOHN WILSON INC. 4,233.78

000016 R 19Oct04 1010 US STEEL 40,546.54

000019 R 19Oct04 1011 WILLIAM OFFICE SUPPLIES 13,321.72

000020 R 19Oct04 1023 US ELECTRICITY 27,235.00

000025 M 20Nov04 1032 MAXWELL FURNITURE 333.00

000026 M 20Nov04 1011 WILLIAM OFFICE SUPPLIES 345.00

000027 R 16Nov04 1010 US STEEL 1,000.87

000028 R 16Nov04 1020 NORTH EQUIPMENT & RENTALS INC. 5.00

04/12 Total........ 44,757.37 98,708.61 1,110.00

Number Of Checks......... 10 7 2

------------------------------------------------------------------------------------------------------------------------------------

Bank Total........ 44,757.37 98,708.61 1,110.00



List of Outstanding Checks – Detail



RUN: 1-Dec-04 14:34 *** eSTEL/AP *** apreposa867046 PAGE: 2

L I S T O F O U T S T A N D I N G C H E C K S

Bank:(1 ) CITICORP Currency:(US) U.S. Checks Posted Thru: ALL

------------------------------------------------------------------------------------------------------------------------------------

Fiscal Period ----------------------------AMOUNT-----------------------------

Chk # Chk Type Chk Date Vendor # Payee Outstanding Cleared Stopped

------------------------------------------------------------------------------------------------------------------------------------

04/12

-----

04/12 Total........ 44,757.37 98,708.61 1,110.00


------------------------------------------------------------------------------------------------------------------------------------

Bank Total........ 44,757.37 98,708.61 1,110.00



List of Outstanding Checks – Totals Only


9. PERIODIC PROCEDURES

INTRODUCTION

The End of Period procedures are used to close a specific Accounting Period for Accounts Payable. The

closing function is run independently from all others.

This function is executed when you determine that no further transactions will be posted under a

particular Accounting Period. Once closing occurs, you can no longer post entries to the completed

Period or, for that matter, to any preceding Period.

END OF PERIOD PROCEDURES

Failure on the part of users to implement correct procedures in their proper sequence has been identified

as one of the major causes of computer system ‘downtime’. We therefore recommend that you adhere

strictly to the following procedures, in the given sequence. This will ensure optimal benefits from the

eSTEL/AP system.

Daily Procedures

Voucher Processing

1. Enter Vouchers/Memos into the system.

2. Run the Voucher Edit List.

3. Verify all entries and make any changes, if necessary.

4. Update Vouchers.

5. Print the Purchase Journal.

Cash Disbursements

1. Enter Cash Disbursements and/or execute the Automatic Payment Scheduling function.

2. Enter Manual checks in Cash Disbursements Entry.

3. Run the Disbursement Edit List.

4. Verify all entries and make any changes, if necessary.

5. Update Cash Disbursements for transactions in all Accounting Periods.

6. Print the checks for the current Accounting Period.

7. Print the Cash Disbursement Journal.

9. Periodic Procedures Page 192


Monthly Procedure

Before the End of Month procedure actually takes place, you must complete the following steps for the

Accounting Period:

1. Complete Voucher Processing for all Vouchers/Memos. (Update vouchers for the current period).

2. Complete Cash Disbursements for all disbursements/adjustments/checks. (Update disbursements for

all periods. Print all checks for the current period).

3. Record all voided checks.

4. Record all cleared/stopped checks.

5. Print the following reports for future reference:

o Outstanding Check List

o Monthly Purchase Journal

o Monthly Cash Disbursement Journal

o Accounts Payable Open Item List (with audit option)

6. Run the AP Preliminary Month End Scan

NOTE: As a precautionary measure, we strongly recommend that you take a backup of your database

immediately before you execute the Accounts Payable End of Month procedure.

At this point, make sure that no other user is able to logon to the computer system.



ACCOUNTS PAYABLE PRELIMINARY MONTH END SCAN

Before the End of Month procedure actually takes place, a Preliminary Scan is performed in order to

confirm the following tasks have been completed for the current Accounting Period being closed:

All vouchers for the current period must be updated.

All Cash Disbursements for all periods must be updated.

All checks for the current period must be printed.

Session Log

The AP Preliminary Month End Scan Session Log is automatically sent directly to your printer when the

scan is complete. If there are messages in the Log, corrections should be made prior to running the AP

End of Month.



ACCOUNTS PAYABLE END OF MONTH

End of Month closing functions are grouped in an End of Month batch procedure, since they must be run

when no other terminals use the computer. They include table cleanup procedures that are described

below.

Once the Period End of Month Closing is completed, you must check that it was successful. This is done

by verifying that the period has rolled to the next one in the Accounts Payable Company table, and by

verifying that there are no error messages on the batch output, as well as on the End of Month log that is

spooled automatically.

Other users may then resume operations.

Refer to ‘Appendix G – AP End of Month Reporting’ for additional information on running end of month

reports for current and prior periods.

Tables Affected by the AP End of Month Procedure

Accounts Payable Company Table

The current Accounting Period is advanced to the next one.

Vendor Balance Table

The Current Monthly Purchases and Payments are moved to the previous month’s buckets.

Accounts Payable Open/Paid Item Table

Individual Open Items older than the defined number of months and with a balance equal to ‘0’ are

deleted, along with any associated payment transaction records and, if applicable, the archived VRA.

The Product Installation Option MTH=999 is available to retain a user-determined set of Open Item

transactions for subsequent inquiry after the Open Item has been paid in full. Please see the Product

Installation Options Guide for details.

Invoice History Table

Invoice History records are deleted if the associated record in the Accounts Payable Open Item table

has been removed and the invoice date is at least equal to the value set in the AP Installation Options

table <apaapo>.

Purchase Journal and Cash Disbursement Journal

The Purchase Journal and Cash Disbursement Journal records are deleted based on the retention

period set by the PJL=99 Product Installation Option.

Check Print Files

The Check Batch, Check Header and Check Detail records all get deleted.

NOTE: This is the reason why the Preliminary Scan as well as the End of Month programs verify

that checks have been printed prior to proceeding with the cleanup procedure.

Outstanding Check Table

The Product Installation Option OSC=X controls the purging of checks and VRAs thanks to the

following three options:



N - (Default.) O-Outstanding checks are not purged. Checks/VRAs that have been C-Cleared or S-

Stopped during the month are purged.

L - O-Outstanding checks are not purged. Checks/VRAs that have been C-Cleared or S-Stopped

during the month are retained for one month.

Y - This option is used if you are not performing reconciliation in-house. O-Outstanding

checks/VRAs are automatically purged after the number of months of Retention set in the AP

Installation Options <apaapo> plus one month. Checks/VRAs that have been C-Cleared or S-

Stopped during the month are purged immediately.

Example:

Check No Fiscal

period

Check was

issued

Current

Status

Date the Check

was Cleared or

Stopped

102 0414 O --------

103 0614 C 4 Jul 2014

104 0614 O --------

105 0714 O --------

106 0714 C 10 Jul 2014

107 0714 S 4 Jul 2014

The current AP Period is July 2014 (0714). The checks 103, 106 and 107 have been cleared or stopped

during the month of October.

Option N

The checks 102, 104 and 105 remain in the database until cleared. The checks 103, 106 and 107 get

deleted when the Accounting Period 0714 is closed.

Option L

The checks 102, 104 and 105 remain in the database until cleared. The checks 103, 106 and 107 will be


Option Y with a Check Retention of 2 Months

The check 102 gets deleted when Accounting Period 0714 is closed. The check 104, if not cleared before,

will get deleted when Accounting Period 0914 is closed and the checks 104 and 105, if not cleared before,

will get deleted when Accounting Period 1014 is closed. The checks 103, 106 and 107 get deleted when

the Accounting Period 0714 is closed.

AP End of Month Session Log

Note that the AP End of Month Session Log is directed automatically to the printer defined under

your eSTEL/SCOPE User Login. The Log does not interface to eSTEL/SCOPE.

NOTE: Log aptemc999999 is stored in the spool directory for reference in case of errors.



ACCOUNTS PAYABLE END OF YEAR

When the system executes the End of Month procedure for the 12th Accounting Period, the following

fields in the Vendor Balance table are automatically reset to ‘0’:

Purchase Year-to-Date

Discounts taken Year-to-Date

Discounts lost Year-to-Date

The amounts in these fields are moved to ‘Previous Year’.

The amounts that were in ‘Previous Year’ are deleted.


10. 1099 INFORMATION

OVERVIEW

1099 Reporting Categories are established by the government to ensure that Vendors report all payments

received from their customers for goods delivered or services rendered which fall in these categories.

The 1099 Reporting Categories define certain types of payments for which you are requested to maintain

information. You use that information to complete your IRS 1099 reports.

In the Vendor Account, you can enter a 1099 Reporting Category to define the type of merchandise

delivered or services rendered by that Vendor. When you do so, all Cash Disbursements to that particular

Vendor are automatically registered in the 1099 Information table. You can also add 1099 Information as

and when required.

10. 1099 Information Page 198


1099 INFORMATION MAINTENANCE

The 1099 Information maintenance screen is used to Add, Change, Delete or Look-Up that information.

1099 Maintenance

Vendor..

Bank....

Category

Item No :

1-Add 2-Delete

1099 Information screen

Action Bar Action

Add Add one or more specific transactions (see below).

Delete Delete one or more specific transactions.



Add 1099 Information

Press <F8 > to bring you to the action bar to add a record. You are requested to enter a valid Vendor

number at the bottom of the screen. The Vendor Name is automatically displayed.

After the Vendor number, enter the date of the check you want to include in the 1099 Information, the

Bank, Check number, 1099 Reporting Category and Check Amount.

NOTE: All the fields are mandatory.

1099 Maintenance

Vendor..

Bank....

Category

Total Amount .

Vendor Chk Dt Bnk Check No Cat Amount

1. / / .

2. / / .

3. / / .

4. / / .

5. / / .

6. / / .

7. / / .

8. / / .

9. / / .

10. / / .

1010 ARMCO 02/02/04 1 8500 MISC 650.00

Item No :

1-Add 2-Delete

1099 Information screen – Add Mode

Press <Enter>. The transaction is accepted and the information is displayed in the middle part of the

screen.



1099 Maintenance

Vendor..

Bank....

Category

Total Amount .


1. 1010 ARMCO 02/02/04 1 8500 MISC 650.00

2. / / .

3. / / .

4. / / .

5. / / .

6. / / .

7. / / .

8. / / .

9. / / .

10. / / .

/ / .

Item No :

1-Add 2-Delete

1099 Information screen – completed entry

You can enter other transactions involving different Vendors. As long as you remain within this screen,

the transactions are added one after the other.

1099 Maintenance

Vendor..

Bank....

Category

Total Amount .


1. 1010 ARMCO 02/02/04 1 8500 MISC 650.00

2. 1020 OLIN 01/01/04 1 7502 MISC 1250.63

3. 2000 WARNER 01/12/04 1 6514 MISC 750.89

4. / / .

5. / / .

6. / / .

7. / / .

8. / / .

9. / / .

10. / / .

/ / .

Item No :

1-Add 2-Delete




Change, Delete or Look-Up Information

1099 Information can be changed, deleted or looked up as required.

1099 Maintenance

Vendor..

Bank....

Category

Item No :

1-Add 2-Delete


The top part of the screen is used to enter your selection criteria.


Vendor Enter a Vendor number. The Vendor Name is displayed automatically.

Bank Enter the Bank through which the Disbursements occurred, or leave blank for all.

Category Enter a specific 1099 Reporting Category, or leave blank for all.

All checks issued to that Vendor in return for merchandise delivered or services rendered, and meeting

the selection criteria, are displayed.



1099 Maintenance

Vendor.. 1010 ARMCO

Bank.... 1 CHASE MANHATTAN

Category MISC MISCELLANEOUS

Total Amount 1959589.77


1. 1010 ARMCO 07/26/03 1 123 MISC 324.82

2. 08/25/03 1 251 MISC 100.00

3. 08/25/03 1 252 MISC 200.00

4. 09/06/03 1 9000 MISC 11973.00

5. 10/19/03 1 777 MISC 951342.70

6. 10/19/03 1 888 MISC 994999.25

7. 02/02/04 1 8500 MISC 650.00

8. / / .

9. / / .

10. / / .

Item No :

1-Add 2-Delete

1099 Information screen – Change Mode

To modify a transaction, enter its line number. The transaction is displayed at the bottom of the screen.

Press <Enter> to advance to the next field and make the necessary changes.

To delete a transaction, re-call its line number, and then press <F8> to access the Delete action bar option.

NOTE: You can also delete blocks of transactions with the 1099 Information Cleanup function (see

next section).



1099 Maintenance

Vendor.. 1010 ARMCO

Bank.... 1 CHASE MANHATTAN

Category MISC MISCELLANEOUS

Total Amount 1959589.77


1. 1010 ARMCO 07/26/03 1 123 MISC 324.82

2. 08/25/03 1 251 MISC 100.00

3. 08/25/03 1 252 MISC 200.00

4. 09/06/03 1 9000 MISC 11973.00

5. 10/19/03 1 777 MISC 951342.70

6. 10/19/03 1 888 MISC 994999.25

7. 02/02/04 1 8500 MISC 650.00

8. / / .

9. / / .

10. / / .

1010 ARMCO 10/19/03 1 888 MISC 994999.25

Item No : 6

1-Add 2-Delete

1099 Information screen – Change Mode



1099 INFORMATION REPORT

You can produce selective reports on 1099 Information.

1099 Worksheet Listing Options

Report Program: APR19A







5. 1099 Category....... [N]


7. Net Check Amount.....[N] From: To:

Item No :

1-Alter 2-Copy

1099 Information Report Selection Entry screen

1099 Worksheet List

Detail Type

The reports shows, for each Vendor: Number, Name and Address.

For each transaction, it then lists the following information:

Check Date

Check number

Transaction Type (Check or VRA)

1099 Reporting Category

Net Amount of the transaction (check amount)

Total Amount for the Vendor

When all the Vendors have been listed, a Grand Total of 1099 transactions for all Vendors is given.

Summary

The Summary report shows, for each Vendor: Number, Name and Address, and total Amount of his 1099

Transactions.



When all the Vendors have been listed, a Grand Total of 1099 transactions for all Vendor is given.

Total

The Total report shows a Grand Total of all the 1099 transaction amounts.



RUN: 8-Jul-15 15:35 eSTELPLAN apr19a000182 PAGE: 2

1099 Worksheet Listing

Vendor: 1010 ARMCO

703 CURTIS STREET

MIDDLETOWN, OH

45043

Tax ID#:

----------------------------------------------------------

Check Date Check# Trs Type 1099 Category Net Amount

----------------------------------------------------------

15/07/01 01 V MISC 1,000.00

15/07/03 03 V MISC 30.00

15/09/15 10 V MISC 500.00

15/07/15 11 V MISC 10,000.00

15/09/09 12 V MISC 350.00

15/12/12 15 V MISC 250.00

15/07/03 422 M MISC 222.00

15/11/11 25 V MISC 5.00

15/10/10 60 V MISC 600.00

Total For: ARMCO 12,957.00

Vendor: 1020 OLIN BRASS

2561 SHAMROCK STREET

EAST ALTON, IL

62024-1174

Tax ID#:

----------------------------------------------------------


----------------------------------------------------------

15/06/15 1103 R MISC 26,000.00

Vendor: 1070 ALUMINUM COMPANY OF AMERICA

4349 ANDERSON DRIVE SOUTH

CHICAGO, IL

60658

Tax ID#:

----------------------------------------------------------


----------------------------------------------------------

15/07/02 10 R MISC 5,623.14

1099 Worksheet Listing – Detail



RUN: 8-Jul-04 15:38 eSTELPLAN apr19a000183 PAGE: 2

1099 Worksheet Listing

Vendor : 1010 ARMCO 12,957.00

703 CURTIS STREET

MIDDLETOWN, OH

45043

Tax ID#:

Vendor : 1020 OLIN BRASS 26,000.00

2561 SHAMROCK STREET

EAST ALTON, IL

62024-1174

Tax ID#:

Vendor : 1070 ALUMINUM COMPANY OF AMERICA 5,623.14

4349 ANDERSON DRIVE SOUTH

CHICAGO, IL

60658

Tax ID#:

Vendor : 2020 VESSEL CHARTERS INC 55,000.00

P.O. BOX 2345

MIAMI, FL

52362

Tax ID#:

Vendor : 2030 JENSEN REAL ESTATE HOLDINGS 26,000.00

1500 SHELBURNE AVE

CHICAGO, IL

60688

Tax ID#: 8917-JRH-06

Grand Total: 125,580.14

1099 Worksheet Listing – Summary



1099 Form Options

Report Program: APF19B






4. 1099 Category....... [N]


6. Net Check Amount.....[N] From: To:

Item No :

1-Alter 2-Copy

1099 Form Option Selection Entry screen



1099 INFORMATION CLEANUP

The 1099 Information Cleanup is not done automatically, as all companies may not necessarily want to

purge their 1099 information at the same time.

However, the general practice is to purge the records of the preceding year, and/or the ones you no longer

require.

NOTE: You can also delete transactions one at a time with the 1099 Information maintenance

function (see previous section).

1099 Clean-Up

Report Program: APD199



3. Check Issue Date.... [Y] From: 07/01/04 To: 07/09/04


5. Category Code....... [N]


Item No :

1-Alter 2-Copy

1099 Information Cleanup Selection Entry screen

A session log is created, detailing purged transaction data.

Purged 1099 Transactions are sorted by Date on the session log. The log also shows the Vendor number,

Check or VRA number, Transaction Type, 1099 Reporting Category and Check Amount.



RUN: 18Apr16 11:28 STELPLAN METAL COMPANY scrslg039253 PAGE: 1

Clean-up 1099 Transactions


- Clean-up 1099 Transactions Selections

-------------------------------------

Report Sequence No........... 27774

Select

Check Date.......... From: 1Apr15 To: 30Apr15

Vendor Number....... [N] From: To:

Category Code....... [N]

Check Net Amount.... [N] From: To:

1Apr15 1060 569 M SUB 253.2

12Apr15 1060 25 V SUB 500.0

13Apr15 1060 131 V MISC 150.0

13Apr15 1060 132 V MISC 2,835.0

Processing completed...

* End of Report: STELPLAN METAL COMPANY *

1099 Information Clean-Up – Session Log


APPENDIX A

INITIALIZE ACCOUNTS PAYABLE APPLICATION

Initialize Accounts Payable Application

Enter the current A/P Accounting Period 0402

<Error>

This is not the Current A/P Accounting Period in the A/P Company File.

No Vendor Accounts Have been entered.

Initialize Accounts Payable Application screen

This function has been developed as an interactive process to assist you in ensuring that the reference

information for Accounts Payable has been correctly defined and verified.

Enter the AP Accounting Period as prompted. If no errors are found, then you are prompted if you wish

to start live operation of the Accounts Payable. The default is N-No. If you override the default with Y-

Yes, then the following message is displayed:

“Once you proceed you can no longer change the reference information.

Are you sure you wish to proceed? N”

The default is ‘N’. If you answer ‘Y’, the system changes the ‘Application in Use’ indicator from ‘N’ to

‘Y’. This allows you access to the Accounts Payable Initial Loading function or you may start entering

transactions.

Appendix A Page 212


If errors are encountered, they are displayed on the screen. You must investigate and rectify the cause of

the message and re-run this function. You are not given the prompt “Do You Wish to Start Live

Operation of Accounts Payable” unless the function runs free of error messages.

Possible Error Messages

“AP record not on file”

This message is given if you have not entered any Accounts Payable Company Information.

“This is not the Current AP Accounting Period in the AP Company File”

This message is given if the period you entered is different than the current period in your AP Company

table.

“Bank in AP Company file does not correspond to Base Currency”

This message is given if the bank entered in your AP Company table does not correspond to the base

currency transactions.

“No Vendor Accounts have been entered”

This message is given if no vendors have been entered through the Vendor Information table.

“A/P Installation Options File Not Found”

This message is given if the AP Installation Options table is not established.

This function only changes the ‘Application in Use’ indicator from ‘N’ to ‘Y’. If you re-run it after it has

already run successfully you will receive an error message:

“Application Code has been set to Yes”

Appendix A Page 213


Initialize Accounts Payable Application 01Mar04

CON 27

Enter the current A/P Accounting Period 0403

Do You Wish To Start Live Operations of A/P? N

Initialize Accounts Payable Application screen

Appendix A Page 214



APPENDIX B

INITIAL LOADING OF ACCOUNTS PAYABLE TRANSACTION

To begin operating eSTEL/AP, you must enter the outstanding transactions of your Vendor Accounts.

This involves closing your manual (or old computerized) Accounts Payable subledger and entering all

outstanding transactions (Vouchers, Credit/Debit Memos, etc.), to arrive at a starting balance on the

computer which balances with your previous Accounts Payable subledger.

The loading function is used to enter and correct the initial Outstanding Transactions with Vendors in

your Accounts Payable system.

A Session Log is produced automatically at the end of each entry session. It contains a record of each

transaction entered or deleted in the Loading function. You must print it to verify that the transactions

were entered correctly.

Prerequisite

Before you begin loading Accounts Payable Transactions, you must have created your Vendor Accounts.

(See the Vendor Maintenance chapter in the eSTELPLAN Reference manual.)

Appendix B Page 216


ENTER ACCOUNTS PAYABLE TRANSACTIONS

1. Complete the posting of all Vendor transactions under your previous manual or computerized

Accounts Payable system.

2. Prepare a list of all outstanding Vendor Open Items/Balances in the Accounts Payable subledger.

3. On the entry screen, key in the required information as prompted.

Initial Open Item transactions can be added or deleted as required.

Open Item Loading

1. Vendor Number....... 1060 ABC FREIGHT CO

2. Reference Date...... 07/06/04

3. Reference Branch.... PHI eSTELPLAN PHILADELPHIA

4. Reference Type...... VR

5. Reference Number....

6. Check Remarks.......

Full and final payment

7. Invoice Number...... 14996-A

8. Description......... SHIP TO BRH CHI

9. Total A/P Amount.... 1549.24

10. Terms of Payment.... 11 NET 7 DAYS

11. Due Date............ 07/13/04

12. Discount Date.......

13. Discount Amount.....

14. Hold Code...........

15. Exchange Rate....... 1.00000000 U.S. DOLLAR

Item No :

1-Alter 2-Copy 3-Delete

Initial Loading of Accounts Payable Transactions – Entry screen


Vendor Number Vendor

Reference

Enter the Vendor number for whom you are entering

outstanding transactions.

Reference Date Valid Date Enter the date of the Voucher/Memo.

Branch SECUR User

Branch

Branch Enter a Branch.

Reference Type VR VR, DM, CM Identify the type of transaction added or deleted.

Options are:

VR Voucher

DM Debit Memo

CM Credit Memo

Appendix B Page 217



Reference Number System

Assigned

Press <Enter>. At the end of the record entry,

the system automatically assigns the appropriate

Reference number, according to the Controlled

Sequence number table for the Reference Type and

Branch.

Check Remarks You may enter remarks that pertain to this

invoice. When you print the check, these remarks

print directly under this Open Item.

Invoice Number Enter the Vendor’s Invoice number.

Description This field is for optional remarks.

Total A/P Amount Must be

greater

than 0.

It is

displayed

as a

positive

number

even

though

Debit Memo

Amounts

are

negative

internally

Enter the total amount of the transaction.

Terms of Payment Vendor

Terms

Can be overridden.

Due Date The Due Date is calculated according to the Terms

of Payment and the Reference Date entered above.

It can be overridden.

Discount Date Discount

Date

cannot be

less than

Reference

Date

If applicable, the date is calculated according to

the Terms of Payment and the Reference Date

entered above (default). It can be overridden.

Discount Amount The amount is calculated according to the Terms of

Payment and the Total Accounts Payable Amount

entered above (default). It can be overridden.

Item Hold Code C, P,

blank

Item Hold is used to delay the payment of an Item.

Options are:

P Permanent Hold

C Cycle Hold

<Enter> to skip this feature

An Item on Permanent Hold stays on hold until you

release it by recalling it and removing the code.

An Item or Cycle Hold is automatically released

after the next Cash Disbursement Update.

NOTE: With Open Item Hold/Release, you can

release or put on Hold more than one Item

at a time. (See the Accounts Payable Open

Item Hold/Release section.)

Exchange Rate Vendor

Currency

You can access this field only if the Vendor’s

Currency is other than the Base Currency.

Appendix B Page 218


When you have entered all Accounts Payable Transactions, go to eSTEL/SCOPE and print all your

session logs.

The session log lists the following information:

Nature of the entry (add, delete)

Vendor number

Date of the Invoice (Reference Date)

Reference number (Voucher/Memo number)

Description (if any)

Vendor’s Invoice number

Hold Status

Branch

Accounts Payable Amount

Due Date

Discount Date and Discount Amount

Exchange Rate

RUN: 1-Dec-04 11:57 *** eSTEL/AP *** apacdpyl410046 PAGE: 1

Open Item Header Maintenance Session Log

------------------------------------------------------------------------------------------------------------------------------------

Vend # Ref Dt Ref # Description Invoice # Hld Brh Amount Due Dt Disc Dt Disc Amt Exchng Rt

------------------------------------------------------------------------------------------------------------------------------------

Add:

1026 2Oct04 VR045411 PARTIAL SHIPMENT 1216 001 4,200.00 2Nov04 12Oct04 21.00

Delete:

1026 2Oct04 VR045411 PARTIAL SHIPMENT 1216 001 4,200.00 2Nov04 12Oct04 21.00

Add:

1034 3Oct04 CM000007 78 002 690.00 3Nov04 3Oct04

Add:

1034 29Oct04 DM000009 151 003 578.00 29Oct04 29Oct04

Add:

1034 25Oct04 VR045412 11 003 125.00 24Nov04 4Nov04 .63

Add:

1034 28Sep04 VR045413 78 002 1,786.00 20Nov04

Add:

1011 10Aug04 VR045414 456 003 3,351.00 20Sep04

Add:

1013 25Sep04 VR045415 70 002 4,521.00 27Oct04

Add:

1019 15Oct04 VR045416 001 996.00 14Nov04 25Oct04 4.98

Initial Loading of Accounts Payable Session Log

Appendix B Page 219


VERIFY THE ENTRIES

Verify that you have correctly made all entries and that the eSTEL/AP totals balance with the previous

subledger totals.

Close the last period for which you intend to process Accounts Payable data on your old system.

Prepare a detailed Open Item List of each Vendor. (Refer to the ‘Reports and Inquiries’ chapter.)

Compare the new Open Item List to the one produced by your old system. Check each Vendor’s balance

and the aging of his transactions.

If necessary, check the transactions entered one by one until all are correct.

Any incorrect transaction can be deleted and re-entered correctly.

After all transactions are corrected and verified, print a final Open Item List, so that you have a detailed

list of all starting eSTEL/AP transactions for each Vendor. These reports must be filed in a permanent

Accounts Payable table for future reference or audit review.

Appendix B Page 220



APPENDIX C

SALES TAX PROCESSING

The features described in this appendix address the information collection and basic reporting

requirements for GST/VAT Tax information.

These features provide, in your eSTEL/AP system, a level of sophistication similar to the Sales and

Accounts Receivable modules.

These functions capture the raw information within the eSTELPLAN database to enable you to extract

and print GST/VAT analysis information.

Appendix D Page 222


TAX REGIONS

The Tax Regions Reference table is used for storing purchase GST/VAT rates in the same way that sales

VAT rates are currently stored.

Following are some examples of Tax Region setups for GST/PST usage.

Tax Regions

1. Tax Region.......... CAGST

2. Description......... GOODS AND SERVICES TAX

3. Rate................ 7.000

4. Sales Tax Type...... 1

5. Basic G/L Account... 2420

6. Sales Tax on Mat.... N

7. Sales Tax on Prs.... N

8. Sales Tax on Frt.... N

9. Sales Tax on Oth.... N

10. Compound on Taxes... 0

11. Usage Status........ A

Item No :

1-Alter 2-Copy

Tax Regions screen – Example with GST

Refer to the eSTELPLAN Reference manual for information on how to set up Tax Region information.

Appendix D Page 223


Tax Regions

1. Tax Region.......... CAQUE

2. Description......... QUEBEC

3. Rate................ 8.000









Item No :

1-Alter 2-Copy

Tax Regions screen – Example with PST

Sales Tax on Mat/Frt/Pro/Oth

As there is no benefit in requiring Accounts Payable data entry operators required to manually break

down the payable transaction in this format, these fields can be left as ‘N’ when defining the Tax Region.

Following are some examples of Tax Region setups for European VAT usage.

Appendix D Page 224


Tax Regions

1. Tax Region.......... VATSTD

2. Description......... V.A.T.

3. Rate................ 17.500









Item No :

1-Alter 2-Copy

Tax Regions screen – Example with VAT

Tax Regions

1. Tax Region.......... VATZR1

2. Description......... V.A.T. ZERO-RATED (TYPE 1)

3. Rate................









Item No :

1-Alter 2-Copy

Tax Regions screen – VAT Zero-Rated (Type 1)

Appendix D Page 225


Tax Regions

1. Tax Region.......... VATZR2

2. Description......... V.A.T. ZERO-RATED (TYPE 2)

3. Rate................









Item No :

1-Alter 2-Copy

Tax Regions screen – VAT Zero-Rated (Type 2)

Tax Regions

1. Tax Region.......... VATEX1

2. Description......... V.A.T. EXEMPTED (TYPE 1)

3. Rate................









Item No :

1-Alter 2-Copy

Tax Regions screen – VAT Exempted (Type 1)

Appendix D Page 226


Tax Regions

1. Tax Region.......... VATEX2

2. Description......... V.A.T. EXEMPTED (TYPE 2)

3. Rate................









Item No :

1-Alter 2-Copy

Tax Regions screen – VAT Exempted (Type 2)

Appendix D Page 227


VENDOR REFERENCE INFORMATION

The Vendor Reference Information contains the following Sales Tax related information:

Vendor Information

Accessing By Vendor Number

1. Vendor Number....... 7800

38. Terms of Payment.... 5

39. Purchasing Terms.... 5

40. Account Opened Date. 04/01/04

41. Customer/Vendor Cat. SM

42. Vendor Hold Code.... N

43. SIC Code............ 3300

44. 1099 Category.......

45. Tax ID Number.......

46. Currency............ CD

47. Tag Prefix.......... AR

48. Tax Rgn Apl

CAGST A

CAQUE A


Item No :

1-Alter 2-Copy

Vendor Reference Information – GST/PST

Tax Region

Each Vendor is coded with up to 2 Tax Regions. These then form the basis for the calculation of

GST/VAT Tax at the time of Voucher or Cash Disbursement Entry and the subsequent analysis of the

purchase transactions for tax purposes.

These Tax Regions are used as transaction defaults during both Voucher Entry and Cash Disbursement

Entry.

Appendix D Page 228


Following is an example of a typical Vendor setup for European VAT usage.

Vendor Information

Accessing By Vendor Number

1. Vendor Number....... 9390

38. Terms of Payment.... 5

39. Purchasing Terms.... 5

40. Account Opened Date. 04/01/04

41. Customer/Vendor Cat. SM

42. Vendor Hold Code.... N

43. SIC Code............ 3300

44. 1099 Category.......

45. Tax ID Number.......

46. Currency............ PS

47. Tag Prefix.......... AR

48. Tax Rgn Apl

VATSTD A

NT2 E


Item No :

1-Alter 2-Copy

Vendor Reference Information – VAT

Appendix D Page 229


VOUCHER ENTRY

A Tax Distribution feature is available prior to entry of the ‘Gross Amount’ (Header screen), and is

provided via a Product Installation Option (PIO) as follows:

TAX=Y Determines whether you are forced to the Tax Distribution window to record distribution of

Purchase Tax amounts against payable transactions. The default is TAX=N, which bypasses

the Tax Distribution feature.


Provision is made for a Tax Distribution window that allows for the separate entry of Goods and Tax

values. Up to 2 Tax rates can be applied against the same transaction at the same time. This feature is

required to support current Canadian Federal and Provincial Tax requirements.

Example: Base System = US

Invoice Amount Before Tax = CD 5,000.00

CD exchange rate = 0.85

Tax Distribution

Ex Rate. 0.85000000 Amount Before Tax 5,000.00


1 CAGST A 5,000.00 a 0.00 350.00 b 297.50 c

2 CAQUE A 5,350.00 d 0.00 428.00 e 363.80 f

X XXXXXX X ZZZZZZZ,ZZ9.99-ZZZZZZZ,ZZ9.99-ZZZZZZZ,ZZ9.99-ZZZZZZZ,ZZ9.99-

Total Amount 5,778.00

Tax Distribution window

Appendix D Page 230


Exchange Rate

The default exchange rate is obtained from the Currency Reference information based on the Vendor

Currency. The rate can be overridden for Foreign currency transactions.

Amount Before Tax

Enter the Amount Before Tax.

Tax Type

This field is displayed only for reference, based on the corresponding Tax Region entered.

Tax Rgn

This field defaults based on the Vendor Reference information. The information can be overridden.

Validations: line item 1 – must be Tax Type 1

line item 2 – must be Tax Type 2

Tax Applicability Code


Validations: A or E

Taxable

The Taxable Amount is defaulted based on the following:

If the Tax Applicability Code is ‘Applicable’, the Amount Before Tax is used.

If the Tax is compounded based on the previous Tax line item, the previous line item’s Tax Amount is

included as well.

Example: line item 1 a (5,000)

line item 2 d (5,000 + 350)

You can override the Taxable Amount.

Appendix D Page 231


Non-Taxable

The non-Taxable Amount is defaulted based on the following:

If the Tax Applicability Code is ‘Exempt’, the Amount Before Tax is used.

You can override the non-Taxable Amount.

Tax Amt

The Tax Amount is calculated as follows:

Tax Amt = Taxable Amt * Tax Rate

Example: line item 1 b 5,000 * .07

line item 2 e 5,350 * .08

You can override the Tax Amount. This is occasionally required due to minor rounding differences on

the supplier invoice.

Base Amt

The Base Amount is displayed only for reference. It is defaulted based on the following:

Base Amt = Tax Amt * Exchange Rate

Example: line item 1 c 350 * .85

line item 2 f 428 * .85

Total Amount

The Total Amount is displayed only for reference. It is defaulted based on the following:

Total Amt = Amount Before Tax + all Tax Amounts

Appendix D Page 232


Header Information Screen

Voucher Entry Ref No PHI-VR-

Ssn Id

Acctng Per 0102 Journal Dt 02/07/04 Proof 6,588.00-

PO No PHI- - Pay-To

Vendor No 3030 NORTHEAST NORTHEAST

Invoice No 3987 226 WILKINSON STREET

Invoice Dt 02/02/04

Vch Amount 7,500.00

Discntable 7,500.00 HAMILTON, ONT J5E 4D1

Exch Rate CD .87840000

Item Desc Vch Hld N Pay Hld N EDI Ref No

Check Rmk

Terms 5



Disc Rate .50% Disc Amt 37.50

IRC Mat .00 Prs .00 Vch 7,500.00 Apl .00

Frt .00 Oth .00 Itms 0 Dif 7,500.00

0-Update 1-IRC Dist 2-G/L Dist 3-Chg Vch 4-PO Inq 5-IVT Inq 6-EDI Inv

Voucher/Memo Entry screen

Gross Amount

The Gross Amount is defaulted based on the Total Amount from the Tax Distribution window. The

Gross Amount field is display only and cannot be directly overridden.

If a change is required, this can be done by returning to the Tax Distribution window and modifying the

appropriate information.

Exchange Rate

The Exchange Rate is defaulted based on the Exchange Rate from the Tax Distribution window. The

Exch Rate field is display only and cannot be directly overridden.

If a change is required, this can be done by returning to the Tax Distribution window and modifying the

appropriate information.

Appendix D Page 233


Voucher G/L Accounting Ref No PHI-VR- 146

Vendor 3030 NORTHEAST Ssn Id 756



2000 PHI 6,588.00

ACCOUNTS PAYABLE - TRADE

2010 PHI 6,588.00

UNPAID MATERIAL

2421 363.80

QUEBEC SALES TAXES

2420 355.66

GST PAYABLE

2050 719.46

A/P - SUSPENSE

Total 7,307.46 7,307.46

Acc Brh Cst Ctr

1-Desc

Voucher/Memo Posting screen




Sales Tax Control (Tax Distributions)


total the amounts entered or calculated from other specific fields (see below).

Sales Tax Control

Sales Tax Control accounts are defaulted based on the Tax Amount portion of the Voucher/Memo

multiplied by the Exchange Rate of the payable transaction (i.e., the Base Amount).

Sales Tax Control Accounts are defaulted from Tax Region Reference Information.


Trans GL Dist Voucher Debit

Debit Memo Credit

Credit Memo Debit

Appendix D Page 234


CASH DISBURSEMENT ENTRY

Similar functionality is also provided within the Cash Disbursement function as Purchase GST/VAT

information may also need to be captured for direct disbursements posted into eSTELPLAN.

Header Information Screen

Cash Disbursement


Session Id. 176

Sequence No. 153


U.S. DOLLAR


Transaction Type R



Check Date 02/07/04



Cash Disbursement Entry screen

A Tax Distribution feature is available as a function key selection from the Item Application screen, and

is provided via a PIO (Product Installation Option) as follows:

TAX=Y Determines whether you are able to access the Tax Distribution Window to record

distribution of Purchase Tax amounts against direct disbursement transactions. The default

is TAX=N which bypasses the Tax Distribution feature.


Provision is made for a pop-up Tax Distribution window that allows for the separate entry of Goods and

Tax values. Up to 2 Tax rates can be applied against the same transaction at the same time. This feature

is required to support current Canadian Federal and Provincial Tax requirements.

Example: Base System = CD

Invoice Amount Before Tax = CD 5,000.00

CD exchange rate = 1.0

Appendix D Page 235


Tax Distribution

Ex Rate. 1.00000000 Amount Before Tax 5,000.00


1 CAGST A 5,000.00 a 0.00 350.00 b 350.00 c

2 CAQUE A 5,350.00 d 0.00 428.00 e 428.00 f

X XXXXXX X ZZZZZZZ,ZZ9.99-ZZZZZZZ,ZZ9.99-ZZZZZZZ,ZZ9.99-ZZZZZZZ,ZZ9.99-

Total Amount 5,778.00

Tax Distribution window

Exchange Rate

The Exchange Rate is defaulted based on the Exchange Rate from the Cash Disbursement header

information. The Exchange Rate field is display only and cannot be overridden within the Tax

Distribution window.

Amount Before Tax

Enter the Amount Before Tax.

Tax Type

This field is displayed only for reference, based on the corresponding Tax Region entered.

Tax Rgn


Validations: line item 1 – must be Tax Type 1

line item 2 – must be Tax Type 2

Appendix D Page 236


Tax Applicability Code


Validations: A or E

Taxable

The Taxable Amount is defaulted based on the following:

If the Tax Applicability Code is ‘Applicable’, the Amount Before Tax is used.

If the Tax is compounded based on the previous Tax line item, the previous line item’s Tax Amt is

included as well.

Example: line item 1 a (5,000)

line item 2 d (5,000 + 350)

You can override the Taxable Amount.

Non-Taxable

The non-Taxable Amount is defaulted based on the following:

If the Tax Applicability Code is ‘Exempt’, the Amount Before Tax is used.

You can override the non-Taxable Amount.

Tax Amt

The Tax Amount is calculated as follows:

Tax Amt = Taxable Amt * Tax Rate

Example: line item 1 b 5,000 * .07

line item 2 e 5,350 * .08

You can override the Tax Amount. This is occasionally required due to minor rounding differences on

the supplier invoice.

Base Amt

The Base Amount is displayed only for reference. It is defaulted based on the following:

Base Amt = Tax Amt * Exchange Rate

Example: line item 1 c 350 * 1.0

line item 2 f 428 * 1.0

Appendix D Page 237


Total Amount

The Total Amount is displayed only for reference. It is defaulted based on the following:

Total Amt = Amount Before Tax + all Tax Amounts

Cash Disbursement

Sss Id 178 Seq No 156 Bnk 1 Ven 1010 ARMCO

Chk Amt 5,778.00 Chk Dt 02/07/04 Cry US Rt 1.00000000 Typ R



1010 5,778.00

BANK - CHASE MANHATTAN

2420 350.00

GST PAYABLE

2421 428.00

QUEBEC SALES TAXES

8300 PHI 5,000.00

OFFICE SUPPLIES

Total 5,778.00 5,778.00

Acc Brh Cst Ctr

1-Desc

Cash Disbursement screen – GL Distribution




Sales Tax Control (Tax Distributions)


total the amounts entered or calculated from other specific fields (see below).

Sales Tax Control

Sales Tax Control accounts are defaulted based on the Tax Amount portion of the direct disbursement

multiplied by the Exchange Rate of the disbursement transaction (i.e., the Base Amount).

Sales Tax Control Accounts are defaulted from Tax Region Reference Information.

Appendix D Page 238


REPORTING

Purchase Tax Report

This report provides Tax Distribution information, according to Tax Region, for transactions captured

through the Voucher and Cash Disbursement functions.

Purchase Tax

Report Program: APRPTR


2. One-Time/Permanent.. [ ]

3. Branch.............. [ ]

4. Accounting Period... ____

5. Journal Date........ [ ] From: To:

6. Currency Code....... [ ]

7. Tax Region.......... [ ]

8. Purchase Tax Type... [ ]

9. Data Source......... [ ]

Purchase Tax Selection Entry screen

Appendix D Page 239


RUN: 26Apr04 15:23 eSTELPLAN aprptr000468 PAGE: 2

Purchase Tax

Ref No Ref Dt Vendor Name Vendor Cur-Exchange Rate Taxable Pur Non-Taxable Pur Pur Tax Amt

Source Journal: PUJ

Branch: (MTL) eSTELPLAN MONTREAL

Tax Region: (CAGST ) GOODS AND SERVICES TAX Tax Type: 1

Vouchers:

VR-000001 26Jan03 ARMCO 1010 5,000.00 0.00 350.00

VR-000002 27Jan04 OLIN BRASS 1020 4,000.00 0.00 280.00

Voucher Totals: 9,000.00 0.00 630.00

Tax Region Totals: 9,000.00 0.00 630.00

Tax Region Totals (In Base Currency): 9,000.00 0.00 630.00

====================================================================================================================================

RUN: 26Apr04 15:23 eSTELPLAN aprptr000468 PAGE: 3

Purchase Tax

Ref No Ref Dt Vendor Name Vendor Cur-Exchange Rate Taxable Pur Non-Taxable Pur Pur Tax Amt

Source Journal: PUJ

Branch: (MTL) eSTELPLAN MONTREAL

Tax Region: (CAQUE ) QUEBEC Tax Type: 2

Vouchers:

VR-000001 26Jan03 ARMCO 1010 5,350.00 0.00 428.00

Voucher Totals: 5,350.00 0.00 428.00

Tax Region Totals: 5,350.00 0.00 428.00

Tax Region Totals (In Base Currency): 5,350.00 0.00 428.00


Purchase Tax Report

Appendix D Page 240



APPENDIX D

PREPAID EXPENSE HANDLING

An automatic Prepaid Expense handling feature is provided for use in eSTEL/AP. This feature controls

the GL Transaction Distributions necessary for recording the prepayment against the appropriate

accounting period.

Example: Current period for eSTEL/AP is 9505 (May).

Voucher Transaction:

Posted as a future voucher against period 9509 (Sept).

Period Debit Credit

9509 Office Expense 1,000

Accounts Payable 1,000

- to record liability and expense

Disbursement Transaction:

Assume invoice is paid while the system’s current period is still at 9505 (May).

Period Debit Credit

9505 Prepaid Expense 1,000

Bank 1,000

- to record disbursement of open item as being prepaid

Note that the system automatically sets up the Debit distribution to Prepaid Expense rather than Accounts

Payable.

At the same time a second related transaction is automatically generated by eSTEL/AP as follows:

Appendix D Page 242


Period Debit Credit

9509 Accounts Payable 1,000

Prepaid Expense 1,000

- to record expiration of prepaid

Net effect: AP PREPAID EXP BANK OFFICE EXP

through 9505 0 1,000 1,000 0

through 9509 0 0 1,000 1,000

Summary: The AP current accounting period is not relevant for purposes of the automated prepaid

feature. What is important to note is the month that each ‘disbursement transaction’ is

posted to, IN RELATION TO the original ‘voucher transaction’. This determines if any

special Prepaid entry (with accompanying reversal) is required.

Example: Disbursement Period less than Voucher Period.


APPENDIX E

AP CHECK SAMPLES AND PRINTING

AP Checks – Physical Characteristics

US Checks

The following outlines the general characteristics of eSTEL/AP US check forms.

Sample 1

__| A |__

C

B

CHECK NO.

“D”

DATE AMOUNT

Pay to the order of: E

“F”

__ __

| A |

A Width of form from side perforations with pin-feed strip removed = 8 1/2”.

B Length of form from top perforation to bottom perforation = 7”.

C Length of the tear off stub used to list the items being paid = 3 1/2”. There can be no pre-printed

text in this area.

D Company Name and Address printing area. For pre-printed forms you must use the space from

lines 23-30 and print position 3-45 only.

E The actual check form height = 3 1/2”.

Appendix E Page 244


F Signature line.

Sample 2: Accounts Payable Check form without stub. This print format is controlled by a Product

Installation Option.

__| |__

CHECK NO.

“C”

DATE AMOUNT

Pay to the order of: B

“D”

__ __

| A |

A Width of form from side perforations with pin-feed strip removed = 8 1/2”.

B Length of form from top perforation to bottom perforation = 3 1/2”.

C Company Name and Address printing area. For pre-printed forms you must use the space from

lines 23-30 and print position 3-45 only.

D Signature line.

Appendix E Page 245


Canadian Checks

eSTEL/AP Check Forms

U.S. Sites

The following check form characteristics are applicable to U.S. sites only.

Check Form

Available from Moore Business Forms U.S.

Series: 7020

Catalog No: 76J17541

Window Envelope

See Forms standards.

Company Name

Pin

hole

Fe

ed

Pin

hole

Fe

ed

PAY

TO THE ORDER OF

$

DATED D M M Y Y Y Y

99999

Perforation

Perforation

Perf

ora

tion

Perf

ora

tion

COMPANY NAME

Company Name

Address

City, Province

Postal Code

8 points

Please note that these check samples ARE NOT to scale, however the

indicated measurements and font sizes should be respected.

6 points

Bank Bank BankAddress

City, Province Postal Code

8 points

6 points 1/4"99999

1/4"

1/4"

U. S. FUNDS

3/4"

10 points

c000000c A00000D000a 0000d000c

6 points

8 points

8 points

8 points

8 points



Appendix E Page 246


Canadian Sites Only

Check Form – Forms printed to meet the Canadian Payments Association format

Window Envelope

See Forms standards

Appendix E Page 247


AP CHECK PRINTING

A typical eSTELPLAN user cannot enable or disable a print queue without being an administrator of the

‘printq’ group.

Because of this restriction, Invera has been forced to discontinue two programs that may be in use on your

system. These programs are located on your eSTELPLAN menu under choices J/D/E – Enable Check

Printing and J/D/F – Disable Check Printing.

Appendix E Page 248


PROCEDURE

After your next eSTELPLAN upgrade, the old procedures (above) may no longer be supported. Please

follow the new procedures (below) to prepare for AP check printing.

1. Disable the regular print queue by choosing R/B – Printer Management, and using the ‘Disable’

function on that printer.

2. Enable the APCHQ printer using the ‘Enable’ function in R/B – Printer Management.

3. Allow the printer to finish printing, then install your AP checks. Use the alignment test in J/D/D –

Check Printing to make sure that the checks are printing properly.

4. Start the check run and verify that the checks were printed correctly. Void any checks that are not

valid and reprint as needed.

5. Once checks are complete, remove the check paper and replace it with the original stock.

6. Disable the APCHQ printer using the R/B – Printer Management and selecting the ‘Disable’

function.

7. Enable the regular print queue by using R/B – Printer Management and selecting the ‘Enable’

function.

Appendix E Page 249


REGULAR VS. APCHQ PRINT QUEUES

Most printers used for check printing have two queues: an LPxx print queue (where ‘xx’ is a number)

and an APCHQ print queue. Obtain this information before you start printing checks, so that you know

which print queue must be disabled.

In most cases, the LPxx print queue matches the device name, except it has been capitalized so that the

two can be easily distinguished. You can find out which queues belong to which printers by doing the

following:

1. Select the option R/B – Printer Management and use the Zoom function to look at the APCHQ

printer device (dev) column.

2. Use the Zoom function to review other printers and find the one that is using the same device name.

Example:

Using the Zoom on the APCHQ print queue, the following is displayed:

APCHQ Status

Queue Dev Status Job Files User PP % Blks Cp Rnk

------- ----- --------- --- ------------------ ---------- ---- -- ----- --- ---

APCHQ lp0 DOWN

Based on this information, the device name is ‘lp0’. A review of all the printers shows that another print

queue (LP0) is using the same device:

LP0 Status

Queue Dev Status Job Files User PP % Blks Cp Rnk

------- ----- --------- --- ------------------ ---------- ---- -- ----- --- ---

LP0 lp0 READY

To enable AP check printing, the APCHQ print queue must be ‘READY’ while the LP0 print queue must

be ‘DOWN’. This prevents regular print jobs from being accidentally printed on valuable check stock

paper.

Appendix E Page 250


AP CHECK OPTIONS MENU (chq_menu)

This check printing script facilitates the preparation and printing of AP checks from multiple databases.

Previously, the accounting person responsible had to do the following steps to print checks within each

database:

Log into the data directory

Disable any normal print queues so that users could not send regular print jobs to the printer while

check paper was loaded in the unit.

Set the AP check printer to active for that directory

Run the Check Printing program and confirm any checks that they printed

Start the AP Cash Disbursements program and complete the AP payment transactions.

Log out and start the procedure over again with the next data directory

For sites with three or four live directories requiring check printing, this process was very time

consuming. The Check Options Menu provides a quicker method of accessing the data directories,

calling up the specific options needed in the right order for the check run to be completed as quickly as

possible.

Configuration

A reference table is used on each RS/6000 to indicate the data directory to be affected and its associated

check printer. Based on the contents of the reference table, it will produce a list of options and you select

the desired data directory to print checks from. The reference table must be configured by the system

administrator or Invera. Using the vi editor from the Korn shell command prompt line, the data is entered

in the reference table using a colon (:) delimited format, as shown in the example below:

Reference File Name chq_menu.ini

Location /stelscope/ref

Sample Entries

- example 1

- example 2

CHI:Print Chicago Checks:/liv/chi:CHICHQ

DET:Print Detroit Checks:/liv/det:DETCHQ

FLA:Print Florida Checks:/liv/fla:FLACHQ

1:Print ABC Metals Checks:/liv/abc:ABCCHQ

2:Print DEF Steel Checks:/liv/def:DEFCHQ

3:Print GHI Aluminum Checks:/liv/ghi:GHICHQ

In the sample entries (above), the first column is used to generate a menu selection, the second column is

the description, the third is the destination data directory, and the final column is the associated check

printer queue.

NOTE: When installed, the chq_menu script must have the S-bit enabled, otherwise you will get the

following error message:

enq: (WARNING): 0781-032 You must belong to printq group.

enq: (FATAL ERROR): 0781-042 -D flag ignored; you must be an administrator for

that operation.

Appendix E Page 251


AP Check Printing Options Screen

A/P Check Printing Options

~~~~~~~~~~~~~~~~~~~~~~~~~~

1) Display Selected Printers

2) Disable Regular Printers

3) Enable Regular Printers

4) Print A/P Checks

0) Quit

Enter selection:

Main Check Printing Screen

Selection Option Description

1) Display Selected Printers Displays all the printers associated with check printing. Displayed are

the actual check printer queues in the reference table, and any printers

that point to the same device as the check printer queues.

2) Disable Regular Printers Disables the regular printer queues and enable the check printers

3) Enable Regular Printers Disables the check printers and enables the regular printer queues.

4) Print A/P Checks Access the check printing software <apfchq>, followed by the Cash

Disbursements program <apedjb>. This emulates the standard procedures

that the accounting staff would have to follow to perform a check run,

except it does it all automatically, saving keystrokes. You do not have

to go back to the eSTELPLAN menu each time and select various menu

choices, or log off and log back in to each data directory where a check

run must be performed.

0) Quit Exits from the application.

Appendix E Page 252


AP Check Printing

This screen is access by selecting Option 4 – Print AP Checks.

A/P Check Printing:

~~~~~~~~~~~~~~~~~~~

1) Print ABC Metals Checks

2) Print DEF Steel Checks

3) Print GHI Aluminum Checks

0) EXIT

Selection:

AP Check Printing screen

NOTE: The text defaults from the chq_menu.ini file. This screen is based on example 2 of the

chq_menu.ini entries.


APPENDIX F

USER MENU OPTIONS

Cash Disbursements Entry APPDSB

e Accesses the Voucher Entry function for direct cash disbursements during the Cash

Disbursement process.

Inquiry Functions APIFNS

p Enables Vendor Profile only.

e Accesses the Open Item Hold/Release function.

Check Printing APFCHQ

c Prints company name on the remittance stub.

ad Print checks for use in Mexico.

Appendix F Page 254



APPENDIX G

AP END OF MONTH REPORTING

The Accounts Payable End of Month reporting process has been modified in eSTELPLAN version eS4.0

to resolve an issue with the build of Previous Month AP Tables.

The build function was originally developed to allow you to run Accounts Payable End of Month reports

directly out of the LIVE directory. It would create a snapshot of the critical AP and Inventory Cost

Reconciliation tables and move their contents to a new set of tables in the same database. Based on the

value entered in the Data Source selection option, AP reports would use the current month tables or the

tables retained from the last AP End of Month close.

Failure of the Build AP Previous Month Tables program

The AP Previous Month Tables program was sometimes failing because the tables it attempted to

(re)create were accessed by some AP reports or by an external application through an ODBC connection.

The program’s failure left one or more of the following error messages:

“Error in creating table using “xxxxxx.sql” Update is aborted for table “xxxxxx”” in the

/spool/scrslg* Build AP Previous Month Table log

“242: Could not open database table” followed by “113: ISAM error: the file is locked.” or by

“106: ISAM error: non-exclusive access” errors in the /spool/aptemcerr*.log

“aptemc started at…Error in line..” in the /stelscope/log/ap_eom*.log.1

As a result, the AP Previous Month tables weren’t created. It was necessary to load the AP EOM backup

in the End of Month directory to be able to produce the AP reports for the month just closed.

To resolve this issue, the following modifications have been done:

Elimination of the AP Previous Month program and tables.

Modification of the AP reports so that you can now run them for the previous months in the LIVE

directory, even if the AP Previous Month tables no longer exist.

Appendix G Page 256


Prerequisites

Backup

The AP End of Month procedure has not been modified, only the reporting process. As such, a standard

backup still needs to be performed prior to executing the AP End of Month procedure. This serves as a

safety precaution in case of a system failure and as a source of archive information for financial audits.

AP Table Cleanups

The AP End of Month program includes table cleanup procedures. Since the cleanups are performed

before you run the AP reports, you must ensure that the Product Installation Options MTH=999, OSC=X,

and PJL=99 are set to retain the data required for the reports.

Refer to the Product Installation Options Guide and the Periodic Procedures chapter of the Accounts

Payable manual for details.

Obsolete Previous Month tables and program

The Build AP Previous Month Tables program <aptemc> is now obsolete. It has been removed from the

AP End of Month script.

Consequently, the AP Previous Month tables are no longer created and used by the AP reports. These

tables, recognized by their data type ‘p’ (previous month), are now obsolete:

Previous Month

Table

Description

scppcp Previous Month’s Accounts Payable Company, copy of scrcap

apppah Previous Month’s AP Open Item Header, copy of aptpyh

apppad Previous Month’s AP Open Item Detail, copy of aptpyd

Irpplh Previous Month Cost Reconciliation Header, copy of irtirh

Irppld Previous Month Cost Reconciliation Detail, copy of irtird

Apppoq Previous Month’s Outstanding Checks, copy of aptosc

AP Reports Changes

AP Reports Logic Changes

The AP reports have been modified to enable you to run them in the LIVE environment after the AP

Month has been closed, even if the AP Previous Month tables no longer exist. These reports now always

point to the ‘main’ AP tables. The Accounting Period and/or the Data Source Selection Entries determine

which transactions from the tables are included in the reports.

When a specific Accounting Period is entered, the reports select the transactions for this entered period.

A few reports however select the transactions up to and including the specified period. Refer to the

Report Selections chapter of the Accounts Payable manual for details.

Appendix G Page 257


For month end reporting, the Accounting Period must be left blank, so that the AP reports can be added to

End of Month Catalogs. At report execution time, the Accounting Period defaults based on the Data

Source Selection Entry Option as follows:

If the Data Source Selection Entry option is ‘C’, the current Accounting Period is defaulted. The

period comes from the Accounts Payable Company table scrcap_rec.

If the Data Source Selection Entry option is ‘P’, the previous month’s Accounting Period is defaulted.

It is the period prior to the current Accounting Period.

Previously, the Data Source Selection Entry determined if the reports called the data from the AP tables

or from the AP Previous Month tables.

Selection Entry Options Changes

Data Source

The Data Source Selection Entry Option works in conjunction with the Accounting Period Selection

Entry Option. The Data Source is no longer available when a specific Accounting Period is entered. It

can only be accessed when the Accounting Period is left blank to default either the current (C) or previous

(P) period.

Fiscal/Accounting Period

The Fiscal Period Selection Option has been renamed Accounting Period in a few reports for consistency

purpose. In addition, you now always enter the period directly (the current one defaults). Previously, you

sometimes had to enter ‘Y’ before you specified a period (‘N’ for the current period).

Your permanent selections must be regenerated to include these changes to the selection entry options.

New value for Product Installation Option OSC=X

The OSC=X Product Installation Option originally controlled the purging of O-Outstanding Checks only.

Checks that were C-Cleared or S-Stopped during the month were automatically deleted by the AP End of

Month program.

With the elimination of the AP Previous Month tables, you could no longer get a list of the checks with a

C or S status, unless you ran the Outstanding Checks report prior to the cleanup, i.e. prior to the AP End

of Month close. To overcome this inconvenience, the use of the OSC=X Product Installation Option has

been extended. A new option, L, allows you to retain C-Cleared and S-Stopped checks for one month.

Refer to the following Product Installation Options section for details.

Modified AP Reports

The following AP reports have been modified to comply with the new logic:

Accounts Payable Aging <apraga>

AP Open Items <aprpya>

Purchase Journal <aprpua>

Cash Disbursement Journal by Check <aprdba>

Cash Disbursement Journal by Vendor <aprdbb>

Outstanding Checks <aprosa>

Appendix G Page 258


Cost Reconciliation by PO <irrirp>

Cost Reconciliation by Vendor <irrirr>

Purchase Tax <aptptr>

In addition, the Data Source selection option has been removed from the Cash Forecast report <aprcab>.

For all these reports, your Permanent Report Options must be regenerated to include the changes done to

the selections.

Product Installation Options

OSC=X

<apteom>

Controls the purging of checks whether you are performing reconciliation or not.

Options are:

N - (Default.) O-Outstanding checks are not purged. Checks that have been C-

Cleared or S-Stopped during the month are purged.

L - O-Outstanding checks are not purged. Checks that have been C-Cleared or

S-Stopped during the month are retained for one month.

Y - This option is used if you are not performing reconciliation in-house. O-

Outstanding checks are automatically purged after the number of months of

Retention set in the AP Installation Options <apaapo> plus one month.

Checks that have been C-Cleared or S-Stopped during the month are

purged immediately.

Example:

Check No Fiscal period

Check was

issued

Current

Status

Date the Check

was Cleared or

Stopped

102 0414 O --------

103 0614 C 4 Jul 2014

104 0614 O --------

105 0714 O --------

106 0714 C 10 Jul 2014

107 0714 S 4 Jul 2014

The current AP Period is July 2014 (0714). The checks 103, 106 and 107 are cleared or stopped during

the month of July.

Appendix G Page 259


Option N

The checks 102, 104 and 105 remain in the database until cleared. The checks 103, 106 and 107 get


Option L

The checks 102, 104 and 105 remain in the database until cleared. The checks 103, 106 and 107 will be


Option Y with a Check Retention of 2 Months

The check 102 gets deleted when Accounting Period 0714 is closed. The check 104, if not cleared before,

will get deleted when Accounting Period 0914 is closed and the checks 104 and 105, if not cleared before,

will get deleted when Accounting Period 1014 is closed. The checks 103, 106 and 107 get deleted when

the Accounting Period 0714 is closed.

Appendix G Page 260



INDEX

1099 Category ........ 4, 16, 48, 204, 206, 208, 227, 228

Account Opened Date ................................... 227, 228

Accounting Period7, 9, 24, 29, 35, 57, 61, 71, 72, 78,

81, 83, 84, 85, 116, 118, 119, 120, 123, 138, 139,

144, 145, 146, 150, 153, 155, 172, 173, 180, 186,

187, 191, 192, 193, 194, 195, 196, 211, 212, 213,

234, 238, 256, 257, 259

Accounts Receivable Balance ................................. 19

Accounts Receivable Contact ........................... 12, 19

Add Mode ............................................................. 199

Aging Date .............................................. 8, 29, 35, 42

Amount8, 9, 10, 11, 19, 20, 21, 22, 25, 26, 29, 30, 41,

46, 58, 63, 64, 69, 70, 71, 73, 75, 78, 80, 85, 95,

96, 102, 105, 122, 124, 126, 127, 129, 134, 136,

140, 143, 146, 147, 156, 163, 173, 174, 179, 180,

181, 182, 184, 185, 186, 187, 199, 200, 202, 203,

204,206, 208, 209, 210, 216, 217, 218, 229, 230,

231, 232, 233, 235, 236, 237

Amount Before Tax122, 229, 230, 231, 235, 236, 237

Application in Use ........................................ 211, 212

Applied Amount.................................................... 122

Balance10, 12, 17, 19, 20, 21, 22, 24, 29, 30, 31, 32,

33, 34, 35, 37, 38, 39, 40, 41, 42, 44, 45, 46, 73,

105, 122, 124, 126, 127, 140, 141, 143, 149, 177,

194, 196

Bank1, 8, 30, 115, 116, 117, 118, 119, 120, 121, 122,

123, 124, 125, 126, 127, 128, 129, 130, 131, 133,

135, 138, 139, 140, 141, 142, 143, 144, 145, 146,

147, 148, 149, 150, 152, 153, 155, 161, 162, 163,

172, 173, 175, 177, 179, 180, 181, 182, 183, 184,

185, 186, 187, 188, 189, 198, 199, 200, 201, 202,

203, 212, 234, 241

Base Country ........................................................... 63

Base Currency ....................................... 212, 217, 239

Basic G/L Account .................222, 223, 224, 225, 226

Branch Name ........................................................ 170

Charge Rate ............................................................. 99

Check Item Remark ........... 78, 80, 105, 106, 110, 125

Check Limit .......................................................... 147

Check number9, 18, 21, 24, 26, 116, 117, 118, 119,

138, 146, 164, 173, 199, 204

City ........................................................... 48, 63, 136

Common Carrier ............................................... 48, 93

Company Name ............................................ 243, 244

Compound on Taxes ..............222, 223, 224, 225, 226

Contact ............... 17, 20, 21, 24, 27, 31, 32, 33, 34, 48

Controlled Sequence number ................................ 217

Cost Reconciliation61, 68, 70, 72, 73, 81, 91, 95, 96,

100, 102, 255, 256, 258

Cost Type .......................................................... 69, 95

Country ............................................................. 48, 63

Credit Amount ...................................................... 134

Credit Note ............................................................ 134

Currency code ......................................................... 65

Current Balance ...................................................... 19

Customer number .................................................... 19

Customer/Vendor Category ...................................... 4

Date Created.......................................................... 162

Debit Amount........................................................ 133

Delivery Method ..................................................... 48

Destination .............................................................. 94

Discount Amount64, 67, 68, 72, 78, 84, 107, 108,

129, 147, 216, 217, 218

Discount Date9, 28, 29, 35, 68, 72, 108, 129, 146,

149, 216, 217, 218

Discount Days ........................................... 68, 71, 108

Discount Rate ............................................ 67, 71, 107

Discountable Charges ....................................... 64, 71

Due Date10, 28, 29, 35, 42, 43, 58, 67, 70, 72, 84, 93,

107, 114, 146, 149, 152, 216, 217, 218, 232

Due Day ...................................................... 11, 29, 36

Element ................................................. 93, 94, 98, 99

Ending Date .............................................................. 8

Exchange Rate30, 64, 65, 71, 72, 75, 76, 84, 116,

118, 119, 120, 123, 138, 139, 144, 146, 173, 216,

217, 218, 230, 231, 232, 233, 234, 235, 236, 237,

239

Forms .....................................162, 165, 170, 245, 246

Freight Responsibility ............................................... 4

General Ledger Distribution55, 57, 72, 87, 103, 121,

130, 131, 132, 136, 183, 184, 185

Gross Amount10, 11, 37, 39, 41, 83, 84, 85, 183,

229, 232

Hold Status ............................................................ 218

In Process .................................................... 68, 90, 95

Invoice Amount ................................ 68, 93, 229, 234

Invoice Date10, 12, 29, 43, 64, 71, 78, 83, 84, 89, 90,

94

Invoice Detail .............................. 87, 96, 97, 100, 101

Invoice number21, 26, 30, 57, 63, 78, 84, 92, 110,

111, 112, 217, 218

Item Hold code ...................................... 109, 111, 122

Index Page 262


Item number .................................................... 97, 146

Label Sequence ................................................. 11, 51

Line number121, 122, 124, 126, 127, 129, 135, 140,

142, 162, 163, 166, 180, 181

Login ID ...................................................... 60, 61, 78

Look-Up Name ........................................................ 48

Monthly Purchases ................................................ 194

Number of Days .............................................. 30, 146

ODBC.................................................................... 255

One-Time/Permanent11, 28, 35, 42, 47, 49, 51, 78,

81, 83, 145, 153, 155, 172, 186, 204, 208, 209, 238

Order Date ............................................................... 94

Order Item number .................................................. 98

Order number .................................................... 62, 98

Packaging ................................................................ 99

Pay-To Country ....................................................... 63

Pay-To Name .......................................................... 63

Print Contact...................................................... 12, 51

Process ............................................................ 72, 161

Product Format ........................................................ 98

Purchase Analysis ....................................... 20, 21, 24

Purchase Cost .......................... 57, 69, 73, 87, 95, 102

Purchase Cost Reconciliation Distribution ........ 57, 87

Purchasing Terms .................................... 48, 227, 228

Quantity U/M .................................................. 73, 102

Reference Branch .......................................... 113, 216

Reference Date ...... 12, 21, 28, 29, 111, 216, 217, 218

Reference number10, 12, 18, 22, 29, 36, 59, 60, 61,

66, 71, 72, 78, 84, 111, 113, 119, 170, 174, 217,

218

Reference Prefix17, 18, 22, 58, 60, 61, 78, 81, 94,

111

Related Customer number ....................................... 19

Remark Type ..................................................... 14, 49

Report Sequence .................................................... 210

Report Type8, 12, 28, 35, 42, 83, 84, 146, 172, 186,

204

Reports ............................................ 42, 219, 256, 257

Route ....................................................................... 48

Sales Contact ..................................................... 12, 48

Sales Tax Type ...................... 222, 223, 224, 225, 226

Sequence number10, 12, 13, 118, 122, 136, 140, 142,

144, 146, 151, 156, 164, 166

Session Branch ........ 13, 145, 149, 152, 153, 155, 173

Session ID13, 58, 59, 60, 61, 118, 144, 145, 152,

153, 155

Ship Via ............................................................. 27, 48

Source Journal ....................................................... 239

Standard Terms ............................... 29, 31, 32, 33, 34

Status code .................................................... 166, 181

Stop ......................... 48, 117, 177, 178, 183, 184, 185

System Date .............................. 61, 64, 119, 146, 150

Tag Prefix ................................................ 48, 227, 228

Tax Amount .......................... 230, 231, 233, 236, 237

Tax Region222, 223, 224, 225, 226, 227, 230, 233,

235, 237, 238, 239

Telephone number ....................................... 19, 29, 30

Terms of Payment4, 14, 19, 30, 43, 48, 55, 66, 67,

71, 107, 108, 129, 216, 217, 227, 228

Trailer ............................................................ 136, 147

Trailer Remarks ............................................. 136, 147

Transaction number ............................................... 153

Transaction Type14, 21, 116, 118, 119, 120, 122,

123, 137, 138, 139, 144, 145, 146, 150, 155, 172,

186, 204, 209, 234

Type of Certificate .................................................. 48

Usage Status47, 48, 222, 223, 224, 225, 226, 227,

228

User Branch ..................................... 18, 106, 118, 216

User ID ........................................ 8, 84, 146, 156, 173

User Identification ................................................... 15

Vendor Class ......................................... 27, 48, 62, 63

Vendor Invoice number ........................................... 22

Vendor Look-Up Name ..................................... 15, 62

Vendor Name11, 13, 15, 26, 28, 35, 42, 47, 48, 50,

51, 55, 118, 145, 149, 199, 201, 204, 208, 239

Vendor number11, 13, 14, 15, 26, 29, 36, 43, 57, 62,

72, 84, 89, 118, 122, 146, 163, 187, 199, 201, 209,

216, 218

Vendor Sequence13, 14, 15, 28, 35, 42, 47, 145, 149,

204, 208

Vendor Ship-From .................................................... 4

X12 ........................................................ 93, 94, 98, 99

Year ......................................................... 24, 119, 196

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