Regular Check Run

This section will cover how to do a regular check run. A later section will cover e-payment check runs.  

Print Check Payment Selection Register (APWCM.PPS)

This report is used to show which invoices are scheduled to be paid. Before each check run you will run this report to see what checks will be selected for the check run.

Pay 'WD' (when due) invoices that are due on or before: If you prepare checks every Wednesday and use WD for default hold code you would most likely be paying everything that is due thru the NEXT Wednesday and that is the date you would enter. If you use Hold as your default hold code you would have changed all your invoices to be NC for Next Check. You would put in today's date in this field if all invoices are NC.

Pay 'WS' (when scheduled) invoices that are due on or before: If using WD as the Default Hold Code
and there is an invoice on your original payment selection register that you do not want to pay now, you can change the hold code to WS and enter a date you want to pay that invoice. Once that date is in your rage from the date on this field, it will be included to be paid. If using HD as the default hold code, leave this field blank.

Take Available Discounts: Select either Yes or No

Check Date: this is the date that will print on the check and will be the date when the payment is posted to the GL.

Beginning Check Number: fill in the appropriate starting check number

Form Type: if you are using Form Types fill in the appropriate code

Checking Account Code: enter the appropriate Checking Acct code if using them.

A/P Ledger Code: if using A/P Ledger codes, fill in the appropriate value

If the checks that are on the check selection register look like what you want to pay on the current run, then move on to the Print Checks and Check Register menu function. If, you would like to change any invoices so that they do not appear on the selection register, use the Change Open Invoices menu function to make any changes. (See below)

You can run this job as many times as you need until you get what you really want to pay. Continue to make changes using the CHS – Change Open Invoices screen until this report is correct. Then move on to next step.

Change Open Invoices (APWCM.CHS)

This screen is used to make changes to posted invoices. Only select invoice detail information can be changed.

Hold Code: if need to pay an invoice right away you might change it to NC for Next Check. Change to WS – When Scheduled with a date if you don't want to pay it now

Discount Option: if taking discounts you can change how the system will choose to take a discount

Checking Account Code: if this invoice was originally set up for checking account code and it needs to be paid by a different one.

Payment Type: change between Printed check and E-payment (e-payment must be set up on the vendor master file for this to work)

Change Open Invoices by Voucher (APWCM.CHV)

If using Vouchers, you can make the same changes as Change Open Invoices except you identify the invoice by the voucher number.

Print Checks and Check Register (APWCM.PCR)

This job prints the physical checks and the check register. Once you run this job you cannot go back to the payment selection register for the checks just printed. If for some reason you need to start over you will need to erase the work area, with the Erase Work Areas to Allow Restart function.

The checks will come up first and then the register. Let the register print and then put check stock in the printer to print the actual checks.

This job can be run as many times as you need until you do one of the next two jobs

Update Data Base with New Checks (APWCM.UNC)

If everything on the check run went fine, you would run this job. If you had a printing problem and need to re-run, you would need to do the next job to erase what has been done and start over.

It is VERY easy to forget to do this step. You pull the checks off the printer and start matching them up

You get them in the mail and you think you are done. IF you forget to do this step, the next time you go to run the Payment Selection Register, you will get an error like this

If you get this error go back and run the Print checks and check register again. Remember you can run it as many times as needed. NEVER update the system blindly. Always know what you are updating

If the report generated by re-running the checks is the same as what you sent out, then go ahead and update. If it is different, then you started another check run and did not finish it.

Erase Work Areas to Allow Restart (APWCM.EWA)

If you need to start over, run this job to erase what you have already done and go back to the Payment Selection Register. An example of when to run this job would be:

You request a payment selection register and then move on with the checks and register. Then decide you need to start over with the payment selection register. This job will give you a clean slate to work with.

Invoice and Aging Reports

Print Open Invoice Register (APWCM.POI)

This report will list ALL invoices entered even if after the As of Date invoices (invoices entered for future months). It shows the age of the invoice, but not a true aging.

Print Open Invoice Aging (APWCM.PIA)

This report will only show invoices that have been entered up to the As of Date on the request screen.

It shows the invoices aged in columns.

E-Payment Check Run

This process is basically the same as printing checks except you don't print the checks and check register

This is not used if you are using an on-line bill pay feature on your bank's website. In that situation you would enter a manual payment with a phony check number.

Print E-payment Selection Register (APWCM.PEP)

This is the same as the printed check selection register.

Pay 'WD' (when due) invoices that are due on or before: If you prepare checks every Wednesday and use WD for default hold code you would most likely be paying everything that is due thru the NEXT Wednesday and that is the date you would enter. If you use Hold as your default hold code you would have changed all your invoices to be NC for Next Check. You would put in today's date in this field if all invoices are NC.

Pay 'WS' (when scheduled) invoices that are due on or before: If using WD as the Default Hold Code
and there is an invoice on your original payment selection register that you do not want to pay now, you can change the hold code to WS and enter a date you want to pay that invoice. Once that date is in your rage from the date on this field, it will be included to be paid. If using HD as the default hold code, leave this field blank.

Take Available Discounts: Select either Yes or No

Check Date: this is the date that will print on the check and will be the date when the payment is posted to the GL.

Beginning Check Number: fill in the appropriate starting check number

Form Type: if you are using Form Types fill in the appropriate code

Checking Account Code: enter the appropriate Checking Acct code if using them.

A/P Ledger Code: if using A/P Ledger codes, fill in the appropriate value

Update Data Base with New E-Payments (APWCM.UEP)

This step must be done once and only once per batch of e-payments. This step finalizes the e-payment run on the AMS system. This job records the payments in the AP data base and marks the invoices printed on the last e-payment selection register as paid. It will print two reports, the first a register with detailed information and the second a summary.

Or Erase E-payment Work Area (APWCM.EEW)

Download ACH E-payment Files to Your PC (APWCM.DPF)

This downloads the ACH format files created in the update database with new e-payment jobs to your computer. You can then upload them to your bank.

Step 3: Miscellaneous Check Functions (FIN.APCKM)

Credit Invoices and Miscellaneous Check Functions

Enter Void Checks (APCKM.ECV)

This screen is used to Reopen Invoices, Credit Invoices or Credit and Move Invoices.

Vendor# or sort code: Fill in the vendor number. You can type part of the name and the system will take you to a lookup

Checking Acct: Fill in the appropriate Checking Account Code. If you are not using different accounts, this should default to the default Checking Account Code

Check #: Fill in the applicable check number

Check Amount: will fill in automatically

Void Effective Date: Enter the date you want this to be effective. If you are in a new month and it should have been last month, be sure to enter the last day of last month.

Default Void Option: This is the default void option for this check. In the detail you can have it be something different, invoice by invoice

R=Re-Open – This was an error and we want the invoice to be opened again in A/P. It creates a credit to AP and a debit to cash

C=Credit – This means the entry of this invoice was an error and should be completely reversed. Creates a debit to cash and a credit to the original expense account

M=Credit and Move – this would be used if you entered the check entry to the wrong vendor. This will Credit it to the existing vendor and create an open entry to the new vendor. GL wise, this will be like a re-open – credit to A/P and debit to cash

Default Credit 'Batch' Date: This is only needed if you are crediting the invoice. Usually it is the same day as the Void effective date

Hit enter to go to the detail items

You will now walk thru each of the invoices on that check and tell the system what to do with it. Notice that the Void option was filled in based on the Default Void Option above. The invoice data shows the info about that invoice.

Enter Unused Checks (APCKM.EUC)

This screen is used to let the system know of unused checks.

Check Number (or range): Fill in the check number if only one check or the range if multiple checks.

Checking Account: Fill in the checking account associated with each of these checks.

Effective Date: Once the check number and checking account are filled in hit enter to fill in the effective date, if you are adding an unused check, if you are canceling an unused check blank out the effective date.

Re-assign Check Numbers (APCKM.RCN)

This screen will re-assign check numbers. You CANNOT run this job while performing other A/P activity.
The first and last checks in the 'from' range must be in use or the reassign job will abort. All numbers in the 'to' rage must NOT be in use or the reassign job will abort.

Download Checks for Bank (APCKM.DCB)

This download can create certain extract files for various bank formats. If you do not currently have this feature and would like to please contact an AMS representative.

Step 4: End of Month Jobs

Clearing Checks at End of the Month- Bank Reconciliation

At the end of the month the bank reconciliation is done, part of that is to update your system with cleared checks for regular checks and e payments.

Enter Cleared Checks (APCKM.ECC)

This is the initial screen that launches you into the check clearing function.

Checking Account Code: The checking account code is automatically filled in with the information from your CKA table in the central tables. If you are updating checks for a different checking account code, change it at this time.

Statement Date: Make sure to enter the correct statement date, if a mistake is made it is not easily corrected.

Clearing Regular Checks

This is example will show you the clear check function.

Statement date and checking account are filled in from the prior screen.

Function: C and O are your menu options. This example focuses on C, clearing outstanding checks. C marks the outstanding checks as cleared and O will return the cleared checks to outstanding status.

Check Number Range: This function enables you to clear a range of checks at the same time, eliminating the need to do them one by one. It is a great time saving tool.

Thousands: This field can be filled in with up to the first three digits of the range of checks you would like to clear. If it is not 3 digits you can in put only two or one. Example: 4

Hundreds: This is the final three digits of the check number. This is where you put in the range of checks to clear. Example: 454-460

This will clear all checks between 4454 and 4460. A message in red at the bottom of the screen tells you how many checks and the total that were cleared.

Revert Cleared to Outstanding

To revert cleared checks to Outstanding use the same process as above but have the function be O for outstanding.

Starting Check #

You can also use the work via list (starting check number) and update checks individually, however that takes much longer. Fill in the function you would like (C or O) and hit enter instead of filling in a check number range, fill in the starting check # and hit enter. You can then change the status field from O to C or vise versa for each check.

Importing Checks to Clear

Choosing the Import list of checks function (F5) will allow you to import an excel, csv or tab delimited file to clear checks. The file needs to have the check number and the amounts if you want them compared. A sample excel file looks like this:

You must tell the system what column the check # and amount are in and then press F1 for format is correct. The system will generate a report.

Imported Cleared Checks Report

Clearing E-Payments

On the clear checks screen there is a switch to e-payments button that will allow you to clear e-payments.

Fill in your e payment range or hit enter to pull up a list of e-payments.

Change the status of the e-payments you would like to clear from O to C and hit enter to save.

Print Cleared Checks Report (APCKM.PCC)

This will print a report with information for all cleared checks for a statement date or for all statements for a specific month and year.

Print Outstanding Checks Report (APCKM.POC)

This will print a report with all outstanding checks that have not been cleared in the system for a specific statement date or for the current statement date.

Print Checks by Check Number (APCKM.PCN)

This will print a report showing information for all the checks requested in a check # range, e-payment range or check date range.

Step 5: 1099s (FIN.APTNM)

This will create 1099's for vendors who do not have a "NO" in the 1099 field in their vendor master file (APVNM ACV)

Erase 1099 Work Areas (APTNM.EWA)

This will clear ALL the data from the work file used by this menu. Presumably this would be last year's data. There are no options on this screen. Just bring it up and run it.

Collect 1099 Data and Load Work Areas (APTNM.CDL)

This will collect data from the A/P history files and create a batch for your current 1099's. A detailed report is generated which itemizes information collected for your batch. This report will show information for vendors even if they fall below your threshold dollar amount, but those vendors will not be included in the batch. You have the option here of selecting vendors by number, category or A/P Ledger, as well as establishing dollar limits.

A/P Company Master can be found in the CTL CCM menu if needed.

This will create the following report

Correct/Refine 1099 Data (APTNM.CRD)

This is where you edit the batch you created with the prior menu option APTNM.CDL.

You can edit the amount to report and the recipient information. You can also delete a batch detail record completely so that a given vendor does not receive a 1099 at all. Press enter and the first vendor will be presented.

Make changes as necessary. To navigate within the batch, use the function keys (F6 for next entry, and F5 for previous entry). If you have duplicate vendor records for the same vendor, you would manually consolidate their information here. You would delete the information for one of batch entries (ALT-J then ENTER-ENTER) then manually enter the total amount you want to report for the vendor on the remaining batch entry.

If you make changes to the total amounts, you will need to go back to the batch header screen to adjust the control amount. That way your batch will be in balance when you run the edit list (next step).

Print Edit List (APTNM.PEL)

You must print your edit list before the system will generate the forms. Please review the edit list and change the batch as needed before printing the 1099s

Print 1099 Data on Pre-printed Forms (APTNM.PPF)

Print 1099 data. Use 1099 Miscellaneous forms. For laser forms use View in the spool name and print the report as needed for the different copies.

Step 6: EDD Reporting (FIN. APEDD)

Print Missing EDD Notices for Contractors (APEDD.PMN)

This job will update or edit missing EDD notices for Contractors.

Print EDD Notices for Contractors (APEDD.PEN)

This will print EDD notices for contractors. It can be run in edit only or update, edit only will not print the forms.

Update EDD Notices as Sent to EDD (APEDD.UEN)

This screen will update EDD notices as sent to EDD.

EDD Notice Report Writer (APEDD.ENR)

This is an IRW report. See document IRW Report Writer.

Step 7: Vendors and Vendor Reports (FIN.GLAPVNM)

Vendor Grid (APVNM.VNG)

The vendor grid lists all vendors along with address, phone, date last active, date setup, balance due, category, ledger, and terms and hold code. You can search by vendor name, sort name, setup/active in the last 30, 60, 90 or 365 days, date last active, date setup, 1099 code, category, hold code, and terms.

From the vendor grid you can revise a vendor, add a new vendor, inquire on an invoice and inquire on a purchase order (light blue buttons at bottom of above screen).

Add or Change Vendors (APVNM.ACV)

This is where you will add or change vendors and their information. See AP Overview and Setup for information on how to setup or change a vendor.

Inquire on Vendors and Invoices (APVNM.IVI)

From the vendor and invoice inquiry screen you can see vendor information, open and paid invoices, invoices in a date range, and current balance due.

Open invoices shows only open invoices, paid invoices shows only paid invoices and if both are checked you will see all invoices for the selected vendor.

Date Range: This limits the number of invoices viewed to the date range selected

Invoice #: This is used to inquire on only one invoice

CKA: This is used to inquire based on checking account code

Check Number: This is used to search all invoices on one check

APL Code: This is used to search using one A/P ledger code

Once the selection has been made and you see invoice information on the bottom portion of the screen you can select a single invoice to see more information. Either type the invoice row in the select invoice# row box or double click on the invoice.

The initial screen in the detail is showing the G/L distribution information. You can also see the invoice information in the light green box and the vendor information in the pink box.

Next Invoice: Allows you to scroll through the selected invoices in detail format

Payment Detail: This will show you the payment information for that invoice. This is also where you can split payment due dates for a single invoice. Select open payment detail to split the payment.

To split payment detail the invoice would need to be open. Change the amount on the initial screen to be the amount of the first payment and fill in required information. Then add additional payments with appropriate due dates.

Display Current A/P Balance (APVNM.DCB)

This screen shows a very quick glance at the current A/P balance at the point in time when the screen is opened.

Vendor Reports

Vendor Master Report Writer (APVNM.VMR)

This will print a report of your vendor list. This is not used very often as the vendor grid is a user friendly way to view all of your vendors and their information. With this report you can customize the columns of information based on the criteria in the sort field.

Print Vendor Master List (APVNM.PVM)

This is an alternate report for printing the vendor master. This report has options for what to include but no options for the format of the report except the sort sequence.

Print Vendor Master Address List (APVNM.PVA)

This report also does not allow formatting of the report. The vendor grid is also used in place of this report.

Print Vendor Name/ID Number Cross Ref (APVNM.PCR)

This is two reports in one. On the left is the alphabetical listing of all vendors by name and on the right is the numerical listing. Again the vendor grid is a more useful way of pulling up this information.

Print Vendor Labels (APVNM.PVL)

Using this screen you can print labels for your vendor file folders. You must tell the system which Avery labels you will print the labels on.

Print Vendor History (APVNM.PVH)

The IVI screen is a user friendly way to see this information. You have the option for the date range to look at Invoice, Batch, Due or Check date when pulling your information into this report. You can also accomplish this in the Vendor Inquiry screen using the Print Info (F3) button.

Print Trial Balance (APVNM.PTB)

This report can be used for reconciliation purposes. It will show debits and credits by vendor.

Note: You will not be able to go back after you go to the next step!