============================================================ LEVINSON LYON ACCOUNTING ============================================================ ACCOUNTS PAYABLE MANUAL ------------------------------------------------------------ COPYRIGHT (c) Copyright 1985 by CharterHouse Software Corporation. All rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual or otherwise, without the prior written consent of CharterHouse Software Corporation, 30401 Agoura Road, Agoura Hills, CA 91301-2009. DISCLAIMER CharterHouse Software Corporation makes no representations or warranties with respect to the contents hereof and specifically disclaims any implied warranties of merchantability or fitness for any particular purpose. Further, CharterHouse, Inc. reserves the right to revise this publication and to make changes from time to time in the content hereof without obligation of CharterHouse, Inc. to notify any person of such revision or changes. ACCOUNTS PAYABLE TABLE OF CONTENTS SECTION 1 Overview . . . . . . . . . . . . . . . . . . . . . . 1 - 1 Getting Started . . . . . . . . . . . . . . . . . . 1 - 2 Daily Processing . . . . . . . . . . . . . . . . . . 1 - 5 Check Processing . . . . . . . . . . . . . . . . . . 1 - 7 Monthly Processing . . . . . . . . . . . . . . . . . 1 - 9 Yearly Processing . . . . . . . . . . . . . . . . . 1 - 11 TABLE OF CONTENTS SECTION 2 Getting Started Procedure . . . . . . . . . . . . . 2 - 1 Initializing Your Accounts Payable Data Files . . . 2 - 3 Displaying the Accounts Payable Menu . . . . . . . 2 - 13 Accounts Payable Menu Map . . . . . . . . . . . . . 2 - 14 Setting Up Your General Files . . . . . . . . . . . 2 - 15 Chart of Accounts File . . . . . . . . . . . . . . 2 - 16 Chart of Accounts File Listing . . . . . . . . . . 2 - 21 System Control File . . . . . . . . . . . . . . . . 2 - 23 Vendor File . . . . . . . . . . . . . . . . . . . . 2 - 32 Entering an Alignment Vendor . . . . . . . . . . . 2 - 38 Entering a Casual Vendor . . . . . . . . . . . . . .2 - 39 Vendor File Listing . . . . . . . . . . . . . . . . 2 - 40 Vendor Labels . . . . . . . . . . . . . . . . . . . 2 - 42 TABLE OF CONTENTS SECTION 3 Daily Processing . . . . . . . . . . . . . . . . . 3 - 1 Maintaining the General Files . . . . . . . . . . . 3 - 2 Maintaining the Voucher File . . . . . . . . . . . 3 - 3 Entering an Invoice Voucher . . . . . . . . . . . . 3 - 4 Entering the Header Information . . . . . . . . . . 3 - 6 Entering the Distribution Detail . . . . . . . . . 3 - 16 Voucher Entry Options . . . . . . . . . . . . . . . 3 - 19 Voucher Session Options . . . . . . . . . . . . . . 3 - 25 Modifying a Voucher . . . . . . . . . . . . . . . . 3 - 29 Entering a Recurring Invoice Voucher . . . . . . . 3 - 33 Entering a Handwritten Check Voucher . . . . . . . 3 - 35 Entering and Applying a Credit Voucher . . . . . . 3 - 37 Entering and Applying a Credit Memo Against a Handwritten Check . . . . . . . . . . . . . . . . . 3 - 38 Applying a Previously Entered Credit Memo Against a Handwritten Check . . . . . . . . . . . . 3 - 40 Partially Paying a Voucher With a Levinson Lyon Check . . . . . . . . . . . . . . . 3 - 41 Handwriting a Check to Make Full Payment for a Previously Entered Invoice Voucher . . . . . . . . 3 - 43 Handwriting a Check to Partially Pay an Unentered Invoice . . . . . . . . . . . . . . . . . 3 - 44 Partially Paying a Previously Entered Voucher With A Handwritten Check . . . . . . . . . . . . . . . . 3 - 45 Voiding a Check . . . . . . . . . . . . . . . . . . 3 - 47 Reissuing a Check . . . . . . . . . . . . . . . . . 3 - 48 Printing a Voucher Register . . . . . . . . . . . . 3 - 49 Displaying/Printing the Vendor Profile . . . . . . 3 - 52 Maintaining the Vendor History File . . . . . . . . 3 - 58 Vendor History File Listing . . . . . . . . . . . . 3 - 61 TABLE OF CONTENTS SECTION 4 Check Processing . . . . . . . . . . . . . . . . . 4 - 1 Fast Pay Check Processing . . . . . . . . . . . . . 4 - 3 Printing the Cash Requirements Report . . . . . . . 4 - 7 Selecting Vouchers for Payment . . . . . . . . . . .4 - 10 Printing the Pre-check Selection Report . . . . . . 4 - 15 Printing Checks . . . . . . . . . . . . . . . . . . 4 - 22 Printing the Check Register . . . . . . . . . . . . 4 - 25 TABLE OF CONTENTS SECTION 5 Monthly Processing . . . . . . . . . . . . . . . . 5 - 1 Preparing to Close . . . . . . . . . . . . . . . . 5 - 3 Printing the Voucher Register . . . . . . . . . . . 5 - 3 Printing the Aged Payables Report . . . . . . . . . 5 - 4 Printing the Account Distribution Report . . . . . 5 - 8 Printing the Monthly Check Register . . . . . . . . 5 - 11 Closing the Accounting Period . . . . . . . . . . . 5 - 13 Transferring Distribution Detail to the General Ledger . . . . . . . . . . . . . . . . . . 5 - 16 Beginning your Next Accounting Period . . . . . . . 5 - 18 TABLE OF CONTENTS SECTION 6 Year-End Processing . . . . . . . . . . . . . . . . 6 - 1 Printing "1099" Tax Forms . . . . . . . . . . . . . 6 - 2 Year-end Closing . . . . . . . . . . . . . . . . . 6 - 4 Purging Your Vendor History File . . . . . . . . . 6 - 5 TABLE OF CONTENTS APPENDIX A Levinson Lyon Account Numbers . . . . . . . . . . . A - 1 Recommended Ranges . . . . . . . . . . . . . . . . A - 2 ACCOUNTS PAYABLE TABLE OF CONTENTS Overview . . . . . . . . . . . . . . . . . . . . . . . 1 Getting Started Procedure . . . . . . . . . . . . . . . 2 Daily Processing . . . . . . . . . . . . . . . . . . . 3 Check Processing . . . . . . . . . . . . . . . . . . . 4 Monthly Processing . . . . . . . . . . . . . . . . . . 5 Year-end Processing . . . . . . . . . . . . . . . . . . 6 Levinson Lyon Account Numbers . . . . . . . . . . . . . A Procedure Summary . . . . . . . . . . . . . . . . Index 1 Report Glossary/Index . . . . . . . . . . . . . . Index 2 Index . . . . . . . . . . . . . . . . . . . . . . Index 3 ================================================================= OVERVIEW ================================================================= Levinson Lyon Accounts Payable is one of the family of Levinson Lyon accounting applications. It is a one-time entry system with optional expense distribution to the General Ledger and Job Costing modules for those users who have, or wish to add, either one or both of those functions. With the Levinson Lyon Accounts Payable application, you may: - Use the cash or accrual method of accounting - Define your own accounting periods - Print checks to pay invoices and apply credits at any time - Make payments and apply credits by invoice, by pay- through date, and/or by vendor - Place problem invoices on hold - Take cash discounts by paying invoices within their discount date - Print a listing of lost discounts before they are lost - Make multiple partial payments - Pay an invoice with a handwritten check - Designate an invoice as recurring - Project cash requirements over four definable periods - Project cash requirements based on invoice dates or invoice due dates - Age payables over four definable periods - Age invoices by their invoice dates or due dates 1 - 1 - Maintain multiple expense distribution accounts - Maintain multiple cash, accounts payable, and cash discount accounts - Distribute expenses under the cash or accrual method of accounting - Continue processing beyond your last accounting period, closing your last accounting period whenever you wish - Transfer completed transactions to a Vendor History File - Print listings of all multiple record files - Display and/or print vendor profiles, showing each vendor's general, transaction, and historical detail - Print "1099" tax forms for selected vendors - Create a "1099" magnetic media (diskette) file - Print vendor labels - Print a check for a casual vendor Monthly and periodic reports provide complete "audit trails" for all transactions, and the current status of any transaction is available through reports which may be printed, displayed, and/or stored in a file. ================================================================= 1 - 2 ================================================================= GETTING STARTED (Overview) ================================================================= During the getting started procedure you will: 1. Initialize your data files, and 2. Set up your general files Levinson Lyon reduces Accounts Payable data entry to a minimum by storing information used repeatedly in general files. The transaction data you routinely enter is then combined with information retrieved from the general files to produce: - Printed checks - "1099" tax forms - Management reports Accounts Payable general files include: - Accounts Payable Chart of Accounts File - System Control File - Vendor File Levinson Lyon also uses some of the general files to accumulate transaction data. A Year-To-Date payments total for each vendor is maintained in the Vendor File, for example, and updated during the monthly closing procedure. ACCOUNTS PAYABLE CHART OF ACCOUNTS FILE In the absence of the Levinson Lyon General Ledger Chart of Accounts, the Accounts Payable Chart of Accounts File maintains accounts for posting: - Expenses - Cash - Discounts Taken - Accounts Payable You may list the contents of your Chart of Accounts File by printing a Chart of Accounts File Listing. 1 - 3 SYSTEM CONTROL FILE The System Control File maintains instructions and parameters for various Accounts Payable functions. Your aging and cash requirements periods, for example, are maintained in the System Control File. VENDOR FILE The Vendor File maintains vendor information used repeatedly for: - Entering transactions (invoices, credits, etc.) - Printing checks and "1099" tax forms - Printing vendor reports As you enter transactions, some of the information in the Vendor File is retrieved and displayed for your verification. You may retrieve other information as you need it. You may list the contents of your Vendor File by printing a Vendor File Listing. ================================================================= 1 - 4 ================================================================= DAILY PROCESSING (Overview) ================================================================= Daily processing procedures include: - Maintaining the general files - Maintaining the Voucher File - Maintaining the Vendor History File - Displaying Vendor Profiles MAINTAINING THE GENERAL FILES You will set up the general files during the getting started procedure, but you must also maintain the general files with current information. Before you can enter a transaction for a new vendor, for example, you must establish a record for that vendor in the Vendor File. MAINTAINING THE VOUCHER FILE Levinson Lyon uses a vouchering system to control the Accounts Payable transactions. You will enter a voucher for each vendor invoice and credit memo you receive. Vouchers are stored in the Voucher File. The information in the Voucher File is, in turn, used for: - Printing checks - Applying credits - Posting - Printing transaction reports The Voucher File is also used to store the payment information which is updated by Levinson Lyon. You may list the contents of the voucher file by printing a Voucher Register. 1 - 5 MAINTAINING THE VENDOR HISTORY FILE The Vendor History File is an optional file. If you choose to maintain a Vendor History File, Levinson Lyon will transfer all of your completed transactions to that file during the month-end closing procedure. If you do not choose to use a Vendor History File, completed transactions will be deleted during the month-end closing procedure. DISPLAYING VENDOR PROFILES Many daily Accounts Payable questions may be answered with the aid of a Vendor Profile. A Vendor Profile is a three part report that displays or prints the information in the: 1. Vendor File, 2. Voucher File, and 3. Vendor History File. Vendor Profiles are displayed or printed one vendor at a time. Displaying a Vendor Profile is useful for: - Reviewing the information in the vendor's record - Reviewing the information Levinson Lyon accumulates in the vendor's record - Reviewing an aging of your current payables for a vendor - Reviewing all transactions remaining in the Voucher File for a vendor - Reviewing the transactions remaining in the Vendor History File for a vendor ================================================================= 1 - 6 ================================================================= CHECK PROCESSING (Overview) ================================================================= Checks may be processed using the following check processing procedures: - Printing the Cash Requirements Report - Selecting vouchers for payment - Printing the Pre-Check Selection Report - Printing checks - Printing the Check Register PRINTING THE CASH REQUIREMENTS REPORT You may project your cash requirements over four definable periods by printing a Cash Requirements Report. Although it is a recommended part of the check processing procedure, you may print a Cash Requirements Report at any time. You may also: 1. Enter any date you like as the base date, and 2. Project your payables based on either invoice dates or invoice due dates. SELECTING VOUCHERS FOR PAYMENT You may prepare vouchers for payment at any time by printing a Pre-Check Selection Report and choosing to: 1. Pay all vouchers, 2. Pay selected vouchers, 3. Pay all vouchers for one vendor, or 4. Pay selected vouchers for one vendor. If you choose to pay selected vouchers, only those vouchers with a "selected" status can be prepared for payment. In addition to selecting vouchers for payment, you may also place a voucher on "hold" and exclude it when you pay all other vouchers. 1 - 7 PRINTING THE PRE-CHECK SELECTION REPORT The Pre-Check Selection Report allows you to choose and list the vouchers you are paying. Checks may be printed only for those vouchers which appear in the Pre- Check Selection Report. The report includes options to: - Limit payments to selected vouchers - Limit payments to vouchers for one vendor - Limit payments to selected vouchers for one vendor - Limit payments to vouchers with due dates on or before a pay-through date - Include vouchers with discounts that will expire before your next scheduled check run The selection process and the Pre-Check Selection Report may be repeated as necessary. PRINTING YOUR CHECKS You may print one check for each vendor included in the Pre-Check Selection Report. The check detail provides the vendors with supporting transaction references, and excess check detail is printed on additional forms at the end of each check run. Other check printing options include: - Making partial payments - Printing checks with or without your company name - Restarting an interrupted check run - Printing check alignment forms You may also pay vouchers with handwritten checks. PRINTING THE CHECK REGISTER A Check Register provides a complete listing of each check run. You may print a Check Register any time prior to your next check run. ================================================================= 1 - 8 ================================================================= MONTHLY PROCESSING (Overview) ================================================================= The monthly processing procedure is a recommended procedure for closing your Accounts Payable files for an accounting period. Each time you perform the month-end closing function, Levinson Lyon finalizes the conditions in your files by: - Totaling your transaction distribution detail - Creating a distribution file that may be transferred to the Levinson Lyon General Ledger - Deleting the transactions you have completed - Transferring completed transactions to the Vendor History File (optional) Which transactions are distributed and which transactions are deleted depend on: - Your period-ending date - Your accounting method (cash or accrual) - The transactions you have completed You determine the cut-off date, so you may continue processing and paying transactions beyond the end of your last accounting period, closing that period whenever you wish. The following reports, which should be printed immediately prior to performing the closing procedure, provide an "audit trail" of your period's transactions: 1. Voucher Register 2. Aged Payables Report 3. Expense Distribution Report 4. Monthly Check Register Although these reports are a recommended part of the monthly processing procedure, they may also be printed any time you require updated information. 1 - 9 VOUCHER REGISTER A Voucher Register provides a record of transactions remaining on file, and a summary of Accounts Payable conditions as of your period-ending date. AGED PAYABLES REPORT An Aged Trial Balance provides Accounts Payable figures for period auditing purposes as of your period-ending date. MONTHLY CHECK REGISTER A Monthly Check Register provides a listing of the checks you have printed since your last period closing. EXPENSE DISTRIBUTION REPORT An Expense Distribution Report: 1. Provides a distribution listing for transactions which will be considered distributed when your period is closed, and 2. Creates a distribution file which you may transfer to the Levinson Lyon General Ledger. You may also hand post the distribution detail to another general ledger system. ================================================================= 1 - 10 ================================================================= YEARLY PROCESSING (Overview) ================================================================= Yearly processing functions include: - Printing "1099" tax forms - Creating a "1099" magnetic media (diskette) file - Year-end closing - Maintaining the Vendor History File PRINTING "1099" TAX FORMS Levinson Lyon will print "1099" tax forms and/or create a "1099" magnetic media file for selected vendors whose records include: 1. "1099" information, and 2. Year-To-Date payments equal to or greater than the amount specified by the IRS. YEAR-END CLOSING The year-end closing procedure returns the Year-To- Date totals (purchases and payments) in the Vendor File to zero. PURGING YOUR VENDOR HISTORY FILE If you choose to maintain a Vendor History File, you may retain completed transaction information in that file until you: 1. No longer need it, or 2. Need additional storage space for more recent transactions. Although it is a recommended part of the year-end procedure, you may purge transactions from the Vendor History File at any time. ================================================================= 1 - 11 ================================================================= GETTING STARTED ================================================================= If you are using the Accounts Payable application in conjunction with the Levinson Lyon General Ledger, and you have not already done so, set up your General Ledger before proceeding. GETTING STARTED guides you through the procedure for setting up your Accounts Payable files in preparation for beginning your daily routine of entering vouchers and making payments. If you are a first-time user of Levinson Lyon accounting applications, follow the step-by-step procedure for the Getting Started section. If you are an experienced user of Levinson Lyon accounting applications, follow the procedure outline, using the section detail when necessary, to complete the Getting Started section. PROCEDURE (Overview) The procedure outlined here assumes that you have completed the Levinson Lyon Guide To Operations, and that specifically, you: - Have installed the Levinson Lyon master menu and Accounts Payable application - Have entered your system's configuration in the Computer Definition File - Have established a record in the Company File for the company you will be processing - Have selected a company for processing - Are familiar with the Levinson Lyon file maintenance and data entry procedures......e.g. entering dates and dollar amounts, formatting reports, etc. 2 - 1 During the Getting Started procedure you will: 1. Initialize your Accounts Payable data files. 2. Display the Accounts Payable menu. 3. Set up the Accounts Payable general files and print their contents. ================================================================= 2 - 2 ================================================================= INITIALIZING YOUR ACCOUNTS PAYABLE DATA FILES ================================================================= Initializing data files prepares your data disk or diskette to receive data. (Levinson Lyon expects to find your data disk in the drive designated for Accounts Payable in the Company File.) During the file initialization procedure, you will be asked to answer a number of questions regarding the scope of your operations........e.g. How many vendors do you have? Levinson Lyon will use the information you provide to initialize your data files. (Although Levinson Lyon files will expand automatically within the storage limitation of your data disk, initializing files which conform to the scope of your operations will maximize operating efficiency.) Answers to the questions should be based on your current needs with allowances for any immediate expansion. In any case, do not labor over your answers. As long as you do not waste disk space by entering numbers which grossly exceed your needs, a rough estimate is all that is required. SELECTION o Display the master menu, and Select - Initialize Data Files Enter 3 - Accounts Payable 2 - 3 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** PASSWORD ENTRY *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ *** ENTER PASSWORD FOR *** ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ ³ ³ ³ ³ ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ÉÍÍÍÍÍ» or º Esc º to return to the MENU ÈÍÍÍÍͼ ACCOUNTS PAYABLE: Accounts payable is shipped with: - "AP" installed as the password for LIMITED access, and - "APF" installed as the FULL access password. Note that, as an added security precaution, password characters are replaced by a graphics block character as they are entered. (See the Levinson Lyon Guide To Operations for the procedure for changing passwords.) 2 - 4 o Enter "APF" or the password you have assigned for FULL access to Accounts Payable. When the password is entered correctly, the file initialization questions will be displayed. ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** INITIALIZE DATA FILES *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ 1 - Initialize new company ³ ³ 2 - Initialize with override ³ ³ 3 - Initialize selected files ³ ³ 4 - Return to menu ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Enter Selection: .. º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ 1 - Initialize new company o If you are intializing Accounts Receivalble files for the first time, enter "1" to continue. Levinson Lyon will display the initialization questions. 2 - 5 2 - Initialize with override Initializing with override allows you to change the number of records Levinson Lyon calculates for each file. The override feature should generally not be used except in extraordinary circumstances and preferrably only on instructions from a member of the Levinson Lyon support staff. 3 - Initialize selected files Initializing selected files allows you to specify which files will be initialized (reinitialized). Selected files should only be initialized on instructions from a member of the Levinson Lyon support staff. 2 - 6 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º INITIALIZE ACCOUNTS PAYABLE FILES º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ 1. How many vendors do you have? ..... ³ ³ 2. How many invoices do you receive each month? ..... ³ ³ 3. How many account distributions does each invoice have? ..... ³ ³ 4. What is the average number of days from the time an invoice is ³ ³ received until it is paid? ..... ³ ³ 5. If you will be maintaining a Vendor History File, what is the ³ ³ maximum number of month's history you will be maintaining? ..... ³ ³ 6. If Levinson Lyon will not be able to access General Ledger data ³ ³ while you are performing Accounts Payable functions, how many ³ ³ accounts will you be using for Accounts Payable postings? ..... ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -When Ready F2 -Clear Esc -Return to Menu 1. How many vendors do you have? The number you enter determines the size of your Vendor File. o Enter the maximum number of vendors you have or will be using in the immediate future. 2. How many invoices do you receive each month? The number you enter is used to calculate the size of your: - Voucher File - Vendor History File - Expense Distribution File 2 - 7 o Enter the maximum number of invoices (credit memos) that you receive each month. 3. How many account distributions does each invoice have? During invoice entry, you will designate a distribution account for each invoice line item. If you distribute each line item to a separate account, then the number of distributions per invoice will equal the number of line items per invoice. If you typically distribute several line items to the same account, then the number of distributions will be less than the number of line items. The number you enter is used to calculate the size of your Expense Distribution File. o Enter the average number of line items the invoices you receive have. 4. What is the average number of days from the time an invoice is received until it is paid? The size of your Voucher File is determined, in part, by how long a voucher remains in the file. A voucher will remain in the Voucher File until it has been completed (distributed and paid), and is subsequently deleted during the month-end procedure. o Enter the average number of days the invoices you receive remain outstanding. 2 - 8 5. If you will be maintaining a Vendor History File, what is the maximum number of month's history you will be maintaining? If you choose to use a Vendor History File, records of transactions which are completed and subsequently purged from the Voucher File during the month-end procedure will be transferred to the Vendor History File, where they will remain until you remove them. The Vendor History File Listing lists the contents of the Vendor History File and provides a listing of completed transactions for each vendor. It may be used to: 1. Provide your vendors with a confirmation of events, and 2. Help ensure that duplicate invoices are not being paid. If you do not choose to maintain a Vendor History File, when transactions are completed and purged from your Voucher File, they will be deleted. There are two reasons not to maintain a Vendor History File: 1. You don't feel that you need it, or 2. You don't have room to store it. o If you will be maintaining a Vendor History File, enter the maximum number of month's history you will be maintaining. If you will not be maintaining a Vendor History File, press and continue. 2 - 9 6. If Levinson Lyon will not be able to access the General Ledger while you are performing Accounts Payable functions, how many accounts will you be using for Accounts Payable postings? Accounts Payable postings may be made to any account in your General Ledger Chart of Accounts, or to any account in your Accounts Payable Chart of Accounts. You will not need to maintain the Accounts Payable Chart of Accounts if: 1. You are using the Levinson Lyon General Ledger, and 2. While you are performing Accounts Payable functions, your General Ledger Chart of Accounts File is on the disk in the disk drive specified for General Ledger in the Company File. (This is probably not the case unless you are using a hard disk, or a floppy diskette system with more than two disk drives.) If Levinson Lyon General Ledger data is not available, your posting accounts must be maintained in the Accounts Payable Chart of Accounts. Accounts Payable requires one account for each of your expense accounts plus one account for each account you use for: - Cash - Accounts Payable (posting account) - Discounts Taken 2 - 10 o If Levinson Lyon General Ledger data will not be available while you are performing Accounts Payable functions, enter the number of accounts you will be using for Accounts Payable postings. If Levinson Lyon General Ledger data will be available while you are performing Accounts Payable functions, press and continue. When Ready o When the form is complete, press to continue. Levinson Lyon will calculate and display the storage space required for your operations. The "space to be taken by new files", both bytes and percentage, represents the space required for files with a predictable size. However, Levinson Lyon also uses a number of work files which vary in length and may or may not be present at any given time. Initializing files for more than 80% of storage capacity is therefore not recommended. 2 - 11 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** INITIALIZE DATA FILES *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ ³ ³ Total disk space: bytes 100 % ³ ³ ³ ³ Currently used disk space: bytes % ³ ³ ³ ³ Space to be taken by new files: bytes % ³ ³ ³ ³ Total after initialization: bytes % ³ ³ ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ÉÍÍÍÍÍ» º ÄÙ º to INITIALIZE files ÈÍÍÍÍͼ ÉÍÍÍÍÍ» or º Esc º to return to OPTIONS ÈÍÍÍÍͼ INITIALIZE files o If the total initialization percentage is less than 80%, you may press to continue with the initialization process. Levinson Lyon will: 1. Initialize the Accounts Payable Files, and 2. Return to the menu. ================================================================= 2 - 12 ================================================================= DISPLAYING THE ACCOUNTS PAYABLE MENU ================================================================= If you have initialized your Accounts Payable files, then you are ready to display the Accounts Payable menu. SELECTION o Select - Accounting Applications Enter 3 - Accounts Payable PASSWORD o When you are prompted to do so, enter "APF" or the password you have assigned for FULL access to Accounts Payable. 2 - 13 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** ACCOUNTS PAYABLE SYSTEM MENU *** v2.12B º º º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ *** PROCESS SELECTION *** ³ ³ *** DAILY PROCESSING *** ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ - Daily Processing ³ ³ 1 - Voucher Entry ³ ³ - Check Processing ³ ³ 2 - Vendor Profile ³ ³ - Monthly Processing ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ³ - Year-End Processing ³ ³ - File Maintenance ³ ³ - File Listing ³ ³ - AutoPilot ³ ³ - Utilities ³ ³ - to Return to Master Menu ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º PLEASE ENTER YOUR SELECTION .. º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ================================================================= 2 - 14 ================================================================= SETTING UP THE GENERAL FILES ================================================================= The general files maintain information which is used repeatedly for Accounts Payable functions............e.g. vendor names and addresses. Levinson Lyon Accounts Payable combines information from the general files, along with the transaction data you routinely enter, to produce: - Checks - "1099" Tax Forms - Money Management Reports As you enter transactions, Levinson Lyon retrieves relevant information from the general files and displays it for your verification, e.g. a vendors terms of payment. Other information may be retrieved as you need it, e.g. the account number most frequently charged for purchases from a specific vendor. Some of the information in the general files is not required for Levinson Lyon to function properly. But since transaction data entry is the most time consuming function of any accounting system, the more complete your general files are, the more time you can save with the general file retrieval features. PROCEDURE (Overview) During the general file setup procedure you will set up the: 1. Chart of Accounts File 2. System Control File 3. Vendor File ================================================================= 2 - 15 ================================================================= CHART OF ACCOUNTS FILE ================================================================= You will not need to maintain the Accounts Payable Chart of Accounts if: 1. You are using the Levinson Lyon General Ledger, and 2. While you are performing Accounts Payable functions, your General Ledger Chart of Accounts File is on the disk in the disk drive specified for General Ledger in your Company File. If you do not need to maintain an Accounts Payable Chart of Accounts, you may proceed to "SETTING UP THE SYSTEM CONTROL FILE". The Chart of Accounts File is a multiple record file that maintains a record for each account you define, and each record maintains a description of that account. You may distribute expenses to any account in the Chart of Accounts. In addition, you may use any account in the Chart of Accounts for posting: - Cash - Accounts Payable - Discounts Since you determine where amounts are posted, you may set up multiple posting accounts. If you pay your vendors from more than one cash account, for example, you may set up an account for: - Cash-Bank One - Cash-Bank Two - Etc. To preserve the integrity of your data, Levinson Lyon verifies all account numbers entered throughout the Accounts Payable system by comparing them with the accounts in the Chart of Accounts. 2 - 16 You may add accounts to the Chart of Accounts at any time, but an account number cannot be entered elsewhere in the Accounts Payable application until a record for that account has been established. Reports based on the contents of the Chart of Accounts File include: - Chart of Accounts Listing - Expense Distribution Report PROCEDURE 1. Make a list of your expense accounts. 2. Add at least one account to your list for each of the following accounts: - Cash - Accounts Payable - Discounts 3. Assign a unique number to each of the accounts on your list. Account numbers may be from one to eight digits. Theoretically, you may use any numbers you like, but it's much better to use a logical numbering sequence. For example, you may use: - The numbers you are using in your manual system - The numbers your accountant uses - Numbers which fall within the range of numbers recommended by Levinson Lyon (See Appendix A) 2 - 17 If you use the range of numbers recommended by Levinson Lyon, and you add the Levinson Lyon General Ledger to your system at a later date, you may set up a General Ledger Chart of Accounts which will accommodate the account numbers you are using for Accounts Payable. SELECTION o When you have assigned a number to each of the accounts on your list: Select - File Maintenance Enter 3 - Chart of Accounts ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** CHART OF ACCOUNTS MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ACTION: dd hange elete nquire . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ ³ ³ G/L Account: .... - .... ³ ³ ³ ³ Description: ......................... ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu ACTION o Enter "A" for ADD. 2 - 18 G/L Account: The G/L Account (number) identifies the location of each account record in the Chart of Accounts File. Each account number must be unique and may be up to eight digits (four primary account numbers and four secondary account numbers). o Enter the number you will be using to identify the account you are entering. Each number must be unique and may contain up to to 8 digits. Description As you enter invoice vouchers, you will enter expense distribution account numbers. As each number is entered, Levinson Lyon retrieves the account description from the Chart of Accounts File and displays it for your verification. Account descriptions also appear in reports which include posting detail, e.g. the Distribution Report. o Enter a description for the account, e.g. Cash, Rent, Office Supplies, etc. 2 - 19 Process - Return to Menu o When the form is complete, press to add the account to the Chart of Accounts File. When the action is complete, you may: 1. Define another account, or 2. Press to return to the menu. ================================================================= 2 - 20 ================================================================= CHART OF ACCOUNTS FILE LISTING ================================================================= The Chart of Accounts File Listing is an 80 column report which lists the contents of the records in the Chart of Accounts File. It serves as a reference during vendor and voucher entry and should be printed after any modifications have been made to the Chart of Accounts File. The listing includes: - G/L Account Number - Description If the General Ledger Chart of Accounts is on the disk in the drive specified in the Company Name File, the accounts in the General Ledger Chart of Accounts will be printed when the Chart of Accounts Listing is selected. SELECTION o Select - File Listings Enter 4 - Chart of Accounts 2 - 21 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** CHART OF ACCOUNTS LISTING *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Starting Account: .... - .... ³ ³ ³ ³ Ending Account: .... - .... ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile: . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Print Report F2 -Clear Esc -Return to Menu Print Report o When the report format is complete, press to continue with the printing procedure. ================================================================= 2 - 41 ================================================================= VENDOR LABELS ================================================================= In addition to the two forms of the Vendor File Listing, you may also list each vendor's name and address in a "label" format. Uses for vendor labels include: - Maintaining a vendor name and address listing - Printing vendor mailing labels - Printing manual file labels SELECTION o Select - File Listings Enter 3 - Vendor Labels ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** VENDOR LABELS *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Print in Sequence of: ³ Number of Labels ³ ³ ³ Per Row (Up): . ³ ³ endor ID ³ ³ ³ ame ³ Label Width ³ ³ ip Code . ³ Spaces (Horizontal): .. ³ ³ ³ ³ ³ ³ Label Height ³ ³ ³ Lines (Vertical): .. ³ ³ÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄij ³ Starting .............................. ³ ³ ³ ³ Ending .............................. ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile: . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Print Labels F2 -Clear Esc -Return to Menu 2 - 42 Number of Labels Per Row (Up): o Enter the number of labels addresses you would like printed in one row. Label Width Spaces (Horizontal): The number of spaces per label will depend on: 1. The width of your labels, and 2. The print style you are using. o If you are using more than one label per row, enter the number of character spaces from the beginning of one label to the beginning of the next label on the same row. If you are using only one label per row, press and continue. Label Height: Lines (Vertical) The number of lines per label will depend on: 1. The height of your labels, and 2. The number of lines per inch you are printing. o Enter the number of lines from the beginning of one label to the beginning of the next label on the next row. 2 - 43 Print Labels o When the label format is complete: 1. Press to continue with the printing procedure, 2. If you are printing labels on your printer, enter your print style, 3. When the form alignment options are displayed, press "A" to print or reprint an alignment form, and 4. When your labels are aligned, press to begin printing. ================================================================= 2 - 44 ================================================================= DAILY PROCESSING ================================================================= Accounts Payable daily processing includes: - Maintaining the general files (as required) - Maintaining the Voucher File - Printing the Voucher Register - Printing Vendor Profiles - Maintaining the Vendor History File (optional) - Printing the Vendor History File Listing (optional) ================================================================= 3 - 1 ================================================================= MAINTAINING THE GENERAL FILES ================================================================= During transaction data entry, Levinson Lyon retrieves information stored in the General Files. The general files must therefore be maintained with current information. The general files which must be maintained include the: - Chart of Accounts File - Vendor File - System Control File If you are entering a transaction for a new vendor for example, you must ADD that vendor to the Vendor File before transaction data for that vendor can be completed. In addition, an account which does not have a record in your Chart of Accounts will not be accepted as an account for expense distribution. Each time you modify one of the general multiple record files, you should reprint the relative file listing. ================================================================= 3 - 2 ================================================================= MAINTAINING THE VOUCHER FILE ================================================================= The Voucher File is a multiple record file that maintains a record for each voucher you enter. A voucher must be entered for: - Invoices - Credit Memos The Voucher File, in turn, provides Levinson Lyon with the information required to: - "Track" your payables - Print your checks - Distribute your expenses - Prepare detailed transaction reports Unlike the general files, which utilize one form for both adding and modifying records, the Voucher File utilizes one procedure for adding records, and another for modifying records. Both procedures display multiple forms and options. This section details the procedures for: 1. Entering an invoice voucher, and 2. Modifying an invoice voucher. Summary procedures are then presented for entering: - Recurring Invoices - Handwritten Checks - Partial Payments - Credit Memos - Applied Credit Memos Note that the same forms and options are displayed for all transactions, but the information you enter will depend on the kind of transaction you are entering. ================================================================= 3 - 3 ================================================================= ENTERING AN INVOICE VOUCHER ================================================================= Voucher information is entered in two parts: 1. The "header" information, and 2. The "distribution" information. A "header" form is displayed for entering the information which typically appears at the top and bottom of a transaction ....e.g. the date and total amount of an invoice. When the voucher "header" form is completed, a "distribution" form is displayed for entering the information necessary to post transaction amounts to their appropriate accounts. One distribution form is displayed for each transaction line item, and forms will continue to be displayed until all line items have been entered. When each voucher is complete, the voucher entry options will be displayed. The voucher entry options include: 1. Display Distribution Detail 2. Change the Header Information 3. Change a Distribution Entry 4. Delete a Distribution Entry 5. Resume Distribution Entries 6. Cancel This Voucher 7. Record This Voucher After each voucher is recorded, you may: 1. Enter another voucher, or 2. Proceed to the voucher session options. 3 - 4 The voucher session options include: 1. Print the Voucher Transaction Register 2. Cancel a Voucher 3. Resume Voucher Entries 4. Cancel This Session 5. Post Vouchers Prior to posting, you should print a Voucher Transaction Register. The Voucher Transaction Register provides: 1. An "entry session audit trail", and 2. An entry session total. If you are entering more than one invoice voucher, you may calculate a total for the amounts you will be entering and compare that total to the Voucher Transaction Register to insure that all invoices were entered correctly. The most frequently entered transaction for Accounts Payable is the vendor invoice. The procedure which follows assumes that: 1. An invoice is being entered, and 2. Levinson Lyon will print a check for the total amount of the invoice 3 - 5 ENTERING THE HEADER INFORMATION The voucher header establishes: - Which vendor the invoice is from - When the invoice is due - Which purchase order resulted in the invoice - Etc. Although you may change the voucher header any time prior to recording the voucher, you will save time if you complete the header information as accurately as possible before processing the header and displaying the distribution forms. SELECTION o Select - Daily Processing Enter 1 - Voucher Entry 3 - 6 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º * * * C H A N G E V O U C H E R H E A D E R D A T A * * * º ÌÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ͹ º TRANSACTION ID: ..... º ÇÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÂÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄĶ º Vendor ID: ..... (or) ³ º º Name: .............................. ³ º ÇÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ º º P-O Number: .......... ³ º º ³ º º Invoice Number: .......... ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄĶ º º º Voucher Amount: ............ º º º º Description: .............................. º ÇÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÂÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄĶ º Invoice Date: .. / .. / .. ³ Check Number: ...... º º Net Terms: .... ³ Check Date: .. / .. / .. º º Due Date: .. / .. / .. ³ º º Discount Amount / %: ........... ³ G/L Account - Cash: .... - .... º º If Paid By: .. / .. / .. ³ G/L Account - A/P: .... - .... º º Partial Payment Amount: ........... ³ G/L Account - Discount: .... - .... º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÏÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -to Options Transaction ID: Each time a blank voucher form is displayed, Levinson Lyon enters a transaction ID number. Levinson Lyon uses the transaction ID number to assign the next voucher number in the System Control File upon voucher posting. The voucher numbering sequence may only be changed by changing the next voucher number in the System Control File. 3 - 7 Vendor ID: Levinson Lyon provides three ways to identify and retrieve Vendor File information during voucher entry. You may: 1. Enter a vendor ID. 2. Bypass the vendor ID and enter a vendor's name or partial name. 3. Use and to display the previous or next vendor in the Vendor File. If a vendor ID is entered, Levinson Lyon locates the vendor's record and displays the vendor's: - Name - Address - Terms (net) The net terms of the invoice may be adjusted, but the vendor's name and address can only be changed by changing that information in the vendor's record. o Using the Vendor Listing as a reference, enter the vendor's ID, or Press to continue to the vendor's name. After entering a vendor ID, if the information retrieved and displayed is incorrect or a "RECORD NOT FOUND" message is displayed, compare your entry with the Vendor Listing. IDs for vendors not on file will not be accepted. 3 - 8 Name: If you enter a vendor ID, Levinson Lyon retrieves and displays the vendor's name. If you have bypassed the vendor ID, you may: 1. Enter a vendor name, 2. Enter a partial name and use and to move through the Vendor File until the record of the vendor who is billing you is located, or 3. Press to display the first vendor in the file and use to move through the file until the correct vendor record is located. Each time you move to a new vendor record, Levinson Lyon retrieves and displays the vendor's: - ID - Name and Address When the record of the vendor who has billed you is located, pressing again will retrieve the vendor's terms. o If you have left the vendor ID blank, enter a vendor name or partial name, or: 1. Press to display the first vendor in the Vendor File, 2. Use and as required to locate the record of the vendor who is billing you, and 3. When the correct vendor is located, press . 3 - 9 P-O Number: Levinson Lyon will include the purchase order number in all reports and listings which include voucher detail. o Enter the number of the purchase order which resulted in the voucher you are entering. Invoice Number: The invoice number represents the vendor's transaction number. Levinson Lyon will include it in reports and listings which include transaction detail.......e.g. the Voucher Register. o Enter the vendor's invoice number. Voucher Amount: The invoice amount represents the total amount of the transaction. It will be reflected in the: - Aged Payables Report - Cash Requirements Report It will also be included in other reports and listings which include voucher detail, e.g. the Voucher Register. If the voucher has not been paid by the time the monthly closing procedure is performed, Levinson Lyon will post the invoice amount to the General Ledger accounts payable account. 3 - 10 o Enter the total amount of the invoice. Description: The description may be used for any notation you would like to add to the voucher. Levinson Lyon will include the description in reports and listings which include voucher detail...e.g. the Voucher Register. If you are entering a voucher for a casual vendor (vendor ID = $), the description you enter here will be used as the payee name when the check is printed. o Enter any description you would like to add to the voucher record. Invoice Date: Levinson Lyon uses the invoice date to calculate the due date or the net terms. It may also be used to determine the status of a voucher in the: - Aged Payables Report - Cash Requirements Report In addition, under the accrual method of accounting, the invoice date determines in which accounting period expenses represented by the voucher will be distributed. o Enter the date of the invoice. 3 - 11 Net Terms: Invoice Due Date: Levinson Lyon retrieves the net terms from the vendor's record and displays them for your verification when the vendor ID is entered. If no net terms are found in the vendor record, and you leave the net terms blank, you may enter the invoice due date and Levinson Lyon will calculate and the net terms. If the net terms are entered, Charter- House will calculate the invoice due date. When checks are printed, you may enter a pay-through date. Levinson Lyon will compare the invoice due date to your pay- through date to determine if the voucher is to be included in the vouchers you are paying. In addition, the invoice due date may be used to determine the status of a voucher in the: - Aged Payables Report - Cash Requirements Report o Enter the net terms of the invoice, Press to accept the net terms from the vendor's record, or

rinter isplay ile: . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Print Report F2 -Clear Esc -Return to Menu Print Report o When the report format is complete, press . Levinson Lyon will: 1. Record the report format 2. Print the report 3. Return to the menu ================================================================= 2 - 22 ================================================================= SYSTEM CONTROL FILE ================================================================= The System Control File is a single record file that maintains your: - Period Ending Date - Next Voucher Number - Aging Periods - Cash Requirement (projection) Periods - Accounting Method - Most Frequently Used Cash, Accounts Payable, and Discounts Taken General Ledger Account Numbers - Instructions for: - Printing Your Company Name on Checks - Posting to the General Ledger - Maintaining a Vendor History File The contents of the System Control File may be displayed and/or changed at any time, and a printed copy of the file may be made by pressing - File Maintenance Enter 5 - System Control 2 - 23 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** SYSTEM CONTROL FILE MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Period Ending Date: .. / .. / .. Next Voucher Number: ..... ³ ³ ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Aging Periods: 0 to ... Cash Requirements Periods: 0 to ... ³ ³ to ... to ... ³ ³ (Days) to ... (Days) to ... ³ ³ over over ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÂÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Company Name ³ Default G/L Accounts: ³ ³ on Checks (Y/N) . ³ ³ ³ ³ Cash: .... - .... ³ ³ Accounting Method: ³ Accounts Payable: .... - .... ³ ³ ash ccrual . ³ Discounts Taken: .... - .... ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Post to General Ledger in Detail or Summary ? (D/S) . ³ ³ Maintain a Vendor History File ? (Y/N) . ³ ³ Interface to Job Costing ? (Y/N) . ³ ³ Use harterHouse or cc Checkwriter ? (C/O) . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Write Data to Disk F2 -Clear Esc -Return to Menu Period Ending Date: Each time you perform a function which requires the period ending date, Levinson Lyon retrieves the period ending date from the System Control File and enters it as the voucher number. Your period ending date is updated for your next period during the monthly closing procedure. o Enter the date your current period ends. 2 - 24 Next Voucher Number: Each time you enter a voucher, Levinson Lyon retrieves the next voucher number from the System Control File and displays it for your verification. Each time you record a voucher, the next voucher number in the System Control File is incremented by one, and the process is repeated. Changing the next voucher number in the System Control File instructs Levinson Lyon to begin displaying voucher numbers with the number you enter. o Enter the number you would like displayed for your first voucher entry. Aging Periods: The Aged Payables Report ages your payables into four periods based on the aging periods in the System Control File. Note that as you enter the period-ending days, Levinson Lyon calculates and enters the period-beginning days. o Enter the number of days that represents the end of each aging period. 2 - 25 Cash Requirements Periods: The Cash Requirements Report projects your cash requirements over four periods based on the cash requirements periods in the System Control File. Note that as you enter the period-ending days, Levinson Lyon calculates and enters the period-beginning days. o Enter the number of days that represents the end of each cash requirement period. Print Company Name on Checks (Y/N): Levinson Lyon must be instructed to print or not to print your company name on your checks. If you elect to have your company name printed on your checks, Levinson Lyon will print the name from your company's Company File record at the time checks are printed. o Enter a "Y" to have your company name included when your checks are printed, or Enter an "N" to have your checks printed without your company name. 2 - 26 Accounting Method: (Cash or Accrual) You may use either the cash or accrual method of accounting. Under the cash method, expenses are distributed in the period they are paid, regardless of when they are incurred. Under the accrual method, expenses are distributed in the period they are incurred, regardless of when they are paid. o Enter the letter (C or A) corresponding to the accounting method you are using. If your entry displays a flashing arrow, verify that you have entered a "C" or an "A". Cash: Accounts Payable: Discounts Taken: Each time you enter a voucher, Levinson Lyon retrieves and displays the account number recorded in the System Control File for your Accounts Payable account. 2 - 27 Each time you print checks, Charter- House retrieves and displays the account numbers recorded in the System Control File for your cash and discounts taken accounts. The account numbers you enter are verified against the Chart of Accounts, i.e. numbers which are not on file in the Chart of Accounts will not be accepted. Note that account numbers retrieved and displayed by Levinson Lyon may be over- written during transaction data entry. o Using the Chart of Accounts Listing as a reference, enter the account numbers you most frequently use for: - Cash - Accounts Payable - Discounts Taken If a flashing arrow is displayed, compare your entry with the Chart of Accounts Listing. 2 - 28 Post to G/L in detail or summary? Each time you print an Expense Distribution Report, Levinson Lyon creates a Distribution Transfer File based on the transactions in the Voucher File. When you close your books for the month, the most recent Distribution Transfer File is reserved for posting to the General Ledger. Whether the file is reserved in detail or summary form depends on the instruction in the System Control File. The summary form includes: - Account numbers - Account descriptions - Amounts for posting to each account In addition, the detailed form includes transaction information, including: - Invoice numbers - Vendor names - Etc. Posting accounts payable data in detailed form requires more storage, both for the Accounts Payable and General Ledger applications. You may change the instruction at any time. 2 - 29 o Enter a "D" if you will be posting detailed distribution data to the General Ledger, or Enter an "S" if you will be posting summary distribution detail to the General Ledger. If you will not be posting Accounts Payable data to the General Ledger, enter an "S" to conserve Accounts Payable storage space. Maintain a Vendor History File (Y/N)? Each time you perform the monthly closing procedure, Levinson Lyon checks the System Control File to see if you have chosen to maintain a Vendor History File. If the file contains a "Y", completed transactions will be purged from the Voucher File and transferred to the Vendor History File in summary form. If the file contains an "N", completed transactions will be purged and deleted. You may change the Vendor History File instruction at any time. o If you are maintaining a Vendor History file, enter a "Y", or If you are not maintaining a Vendor History File, enter an "N". 2 - 30 Interface to Job Costing: Levinson Lyon will distribute transaction data directly to the Job Costing application during voucher posting. o If you want to distribute transaction data to the Job Costing application, enter a "Y". If you are not using the Job Costing application, enter an "N". Write Data to Disk - Return to Menu o When the form is complete, press to record your entries in the System Control File. When the action is complete, press to return to the menu. 2 - 31 ================================================================= VENDOR FILE ================================================================= The Vendor File is a multiple record file that maintains a record for each vendor you enter. (At least one vendor must be entered.) Each record maintains the: - Vendor's Name, Address, and Phone Number - Terms - "1099" Tax Form Category and Tax ID - The account number most frequently charged for purchases from the vendor In addition, each vendor record maintains historical information, including: - Last payment date and amount - Year-To-Date purchase and payment totals You may add vendors to the Vendor File at any time, but you cannot enter a voucher for a vendor before you have established a record for that vendor in the Vendor File. During voucher entry, Levinson Lyon retrieves and displays the vendor's: - Name - Address - Terms Reports based on the contents of the Vendor File include: - Vendor File Listing - Vendor Profile SELECTION o Select - File Maintenance Enter 2 - Vendor 2 - 32 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** VENDOR MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ACTION: dd hange elete nquire . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Vendor ID: ..... ³ ³ ³ ³ Name: .............................. ³ ³ ³ ³ Address - 1: .............................. ³ ³ Address - 2: .............................. ³ ³ Address - 3: .............................. ³ ³ City: .................... ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ State: .. Zip: .......... ³ Last Payment Date: .. / .. / .. ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ S ³ ³ Phone: ( ... ) ... - .... ³ Y Last Payment Amount: ............ ³ ³ Net Terms: .... ³ S ³ ³ 1099 Code: . ³ T YTD Purchases: ............ ³ ³ Tax ID: ............ ³ E ³ ³ G/L Account: .... - .... ³ M YTD Payments: ............ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu ACTION: o Enter "A" for ADD. Vendor ID: The vendor ID identifies the location of the vendor's record in the Vendor File. Each vendor ID must be unique and may be any combination of up to five characters. o Enter the characters you will be using to identify the vendor. 2 - 33 Vendor Name: The name you enter: - Will be printed on checks, 1099 tax forms, and mailing labels - Will be included on vendor related reports - May be entered during voucher entry to identify the vendor who is billing you Vendor names may be entered using the "/" option. EXAMPLE "COMPUTER STORE/THE" will be sequenced for reports and listings by "COMPUTER STORE" but printed as "THE COMPUTER STORE". o Enter the vendor's name. Address - 1: Address - 2: Address - 3: City, State, Zip: The vendor's address will be printed on: - Checks - 1099 Tax Forms - Mailing Labels - Detailed Vendor Reports In addition to the address, any of the address lines may be used for other information or directives.....e.g. Attn: Accounts Receivable. o Enter the vendor's address. 2 - 34 Phone: The vendor's phone number will be included in the: - Vendor File Listing - Vendor Profile o Enter the vendor's phone number. Net Terms: Each time you enter a voucher, Levinson Lyon retrieves the net terms from the vendor's record and displays them for your verification. o Enter the number of days most frequently allowed by the vendor for net payments, e.g. if the vendor's most frequent terms are "2% 10 net 30", enter "30". 1099 Code: Tax ID: During the year-end procedure, you may: - Print "1099" tax forms - Create a magnetic media file "1099" TAX CODES 1 = Rents 2 = Royalties 3 = Prizes and Awards 4 = Federal Income Tax Withheld 5 = Fishing Boat Proceeds 6 = Medical and Health Care Payments 7 = Nonemployee Compensation 8 = Substitute Payments in Lieu of Dividends or Interest 2 - 35 o If you will be preparing a "1099" tax form for this vendor, enter the number (1-8) that represents the appropriate tax category for the vendor. If you will not be preparing a "1099" tax form for this vendor, press and continue. o If you entered a "1099" code, enter the vendor's federal tax ID number. If the vendor is an individual who does not have a federal tax ID number, enter the individual's social security number. If you did not enter a "1099" code, press and continue. G/L Account Expenses resulting from purchases from a vendor are frequently distributed to the same account. The distribution account most frequently used for each vendor may be entered in the Vendor File and retrieved at the time each vendor's vouchers are entered. o Enter the number of the account most frequently used to distribute amounts paid to the vendor......e.g. the account number for the vendor supplying your stationary may be the one assigned to "office supplies". 2 - 36 Last Payment Date: Last Payment Amt: YTD Purchases: YTD Payments: Levinson Lyon updates the last payment date and amount each time you print checks. Levinson Lyon also accumulates your Year-To-Date purchases from, and payments to, each vendor in the Vendor File. The Year-To-Date figures are updated during each monthly closing procedure. o You may enter the date and amount of your last payment to the vendor, or Leave the items blank and let Levinson Lyon make the entries the next time you make a payment to the vendor. o You may begin the YTD totals by entering your current figures, or Begin the accumulations with zero by leaving these items blank. Process - Return to Menu o When the form is complete, press to add the vendor to the Vendor File. When the action is complete, you may: 1. Enter another Vendor, or 2. Press to return to the menu. 2 - 37 ENTERING AN ALIGNMENT VENDOR The "ALIGNMENT" vendor is a special vendor. Each time you print check alignment forms, Levinson Lyon keeps track of the checks you use for alignment by assigning a voucher to the ALIGNMENT vendor. The Check Register will then include the check numbers you use for alignment, reporting them as checks issued to "ALIGNMENT". Procedure Enter a vendor record for the ALIGNMENT vendor, using: 1. "ALIGN" as the vendor ID, 2. "ALIGNMENT FORM" as the vendor name, and 3. Any account in your Chart of Accounts as the G/L Account. 2 - 38 ENTERING A CASUAL VENDOR The "CASUAL" vendor is another special type of vendor. The casual vendor is used for writing a check to a vendor who you do not want to maintain vendor records for. Procedure Enter a vendor record for the CASUAL vendor using: 1. A "$" as the vendor ID, 2. "CASUAL VENDOR" as the vendor name, and 3. Any account in your Chart of Accounts as the G/L Account. Note that when a check is printed for a voucher which has been entered for a "casual vendor", Levinson Lyon will substitute the voucher description for the vendor name. ================================================================= 2 - 39 ================================================================= VENDOR FILE LISTING ================================================================= The Vendor File Listing is an 80 column report that lists the contents of the records in the Vendor File in summary or detailed form. It serves as a reference during voucher entry and should be printed after any modifications have been made to the Vendor File. Vendor records may be listed by: - Vendor ID - (Vendor) Name The abbreviated listing includes the vendor's: - ID - Name - Phone Number - Year-To-Date Purchases - Year-To-Date Payments In addition, the full listing includes the vendor's: - Address - 1099 Tax Code - Tax ID - (Most Frequent) Terms - (Most Frequent) Distribution Account Number - Last Payment Amount - Last Payment Date SELECTION o Select - File Listings Enter 2 - Vendor 2 - 40 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** VENDOR FILE LISTING *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÂÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Print in Sequence of: ³ Listing Option: ³ ³ ³ ³ ³ endor ID ³ ull List ³ ³ ame . ³ bbreviated List . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Starting .............................. ³ ³ ³ ³ Ending .............................. ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Mode: ³ ³ ³ ³